Reading System Documentation Using Flowchart Pertemuan Matakuliah: F0204 / Sistem Akuntansi Tahun: 2007

Bina Nusantara A systems flowchart is a graphical representation of information processes (activities, logic flows, inputs, outputs, and data storage), as well as the related operations processes (entities, physical flows, and operation activities). Containing manual and computer activities, the systems flowchart presents a logical and physical rendering of the who, what, how, and where of operations and information processes. Reading Systems Flowcharts 2

Bina Nusantara Systems Flowcharting Symbols Standard Flowchart Symbols

Bina Nusantara Common System Flowcharting Routines 4 The following slides show several common ways of showing processing using system flowcharting. Pay particular attention to the way the columns are set up to communicate the flow of activities between processing entities.

Bina Nusantara Enter document into computer via keyboard, edit input, record input Example 1 

Bina Nusantara Example 2  User queries the computer Update sequential data store Example 3 

Bina Nusantara Example 4  Preparation and later manual reconciliation of control totals

Bina Nusantara Example 5  Key and key verify inputs

Bina Nusantara Example 6 Enter document into computer using a scanner

Bina Nusantara Example 7 Enter document into computer using scanner & manual keying

Bina Nusantara Preparing Systems Flowcharts 1. Divide the flowchart into columns; one column for each internal entity and one for each external entity. Label each column. 2. Flowchart columns should be laid out so that the flowchart activities flow from left to right, but you should locate columns so as to minimize crossed lines and connectors.

Bina Nusantara Preparing Systems Flowcharts 3. Flowchart logic should flow from top to bottom and from left to right. For clarity, put arrows on all flow lines. 4. Keep the flowchart on one page. If you can’t, use multiple pages and connect the pages with off-page connectors. Computerized flowcharting packages will print your flowcharts only on paper that will fit in your printer!

Bina Nusantara Causeway’s Systems Flowchart The systems flowchart for Causeway follows on the next slide This flowchart for causeway is without an enterprise database

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Preparing Systems Flowcharts 5. Within each column, there must be at least one manual process, keying operation, or data store between documents. That is, do not directly connect documents within the same column. 6. When crossing organizational lines (one column to another), show a document at both ends of the flow line unless the connection is so short that the intent is unambiguous.

Bina Nusantara Preparing Systems Flowcharts 7. Documents or reports printed in a computer facility should be shown in that facility’s column first. You can then show the document or report going to the destination unit. 8. Documents or reports printed by a centralized computer facility on equipment located in another organizational unit ( warehouse, shipping dept.) should not be shown within the computer facility.

Bina Nusantara Preparing Systems Flowcharts 9. Processing within an organizational unit on devices such as a PC or computerized cash register should be shown within the unit or as a separate column next to that unit, but not in the central computer facility column. 10. Sequential processing steps (computerized or manual) with no delay between them (and resulting from the same input) can be shown as one process or as a sequence of processes.

Bina Nusantara Preparing Systems Flowcharts 11. The only way into a computer data storage unit is through a computer processing rectangle. 12. A manual process is not needed to show the sending of a document. The sending of the document should be apparent from the movement of the document itself. 13. Do not use a manual process to file a document. Just show the document going in to a file.

Bina Nusantara Causeway’s Systems Flowchart The systems flowchart for Causeway is presented again on the next slide This flowchart for causeway is again presented without an enterprise database

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Documenting Enterprise Systems Moving from a file-based system to an enterprise database changes the system flowchart –An enterprise database replaces transaction and master data –Other flows may change depending on the system implementation

Bina Nusantara Causeway’s Systems Flowchart The systems flowchart for Causeway follows on the next slide This flowchart for causeway is with an enterprise database

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