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Course Name : M0034 – Information and Business Process Year : 2011

System documentation
Session 3-4

Learning outcome
• Describe the model of business process • Integrate the whole model of business process

Bina Nusantara

Learning objectives
After studying this chapter, student will able to :  Explain why system documentation is important to the organization and the accounting function.  Read and interpret different forms of systems documentation.

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THE PURPOSE AND ROLE OF SYSTEMS DOCUMENTATION

Why is systems documentation important to the organization and the accounting function? • System documentation plays an essential role in the organization, serving as the organizational memory of how the systems are designed and operate. • System documentation is the business’s roadmap for how systems operate and plays a critical role in the process of systems development. • In addition, for the accountant, systems documentation is a means of understanding the audit trail within the organization as well as the design of business processes and the way data moves through these processes.
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THE PURPOSE AND ROLE OF SYSTEMS DOCUMENTATION Process map A simple graphical representation of a business process, detailing the activities that occur, the areas of the business responsible for completing the activities, and any decisions that need to be made as part of the process.

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THE PURPOSE AND ROLE OF SYSTEMS DOCUMENTATION Data flow diagrams (DFDs) Graphical representations of the data flows that occur within a system.

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THE PURPOSE AND ROLE OF SYSTEMS DOCUMENTATION

Systems Flowchart A flowchart that illustrates a system and its inputs, processes and outputs in more detail than a process map or DFD, providing information about the documents and processes performed within the system, as well as who is involved in the system.

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READING SYSTEMS DOCUMENTATION

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Figure 5.1 Frequency and purpose of usage of systems documentation method

READING SYSTEMS DOCUMENTATION Reading a process map Some rules to keep in mind when reading a process map: 1. The functional areas appear down the left-hand side of the diagram. 2. The functional areas are separated with a solid line. 3. The subfunctions are separated with a dashed line. 4. The standard symbol is a rectangle for a process or activity. 5. Lines that connect processes are labelled with documents. 6. Process rectangles describe processes not documents. 7. The process map reads left to right and top to bottom.
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READING SYSTEMS DOCUMENTATION

Reading a process map

Figure 5.2 Process map – reading a map
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READING SYSTEMS DOCUMENTATION Data flow diagram Symbols

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READING SYSTEMS DOCUMENTATION

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Figure 5.6 Logical data flow diagram – reading a DFD

READING SYSTEMS DOCUMENTATION

System flowchart symbols
Stop/start or external entity Single document

Process

Paper data store Manual keying

Decision point

Disc storage

Manual process

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READING SYSTEMS DOCUMENTATION

System flowchart symbols

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READING SYSTEMS DOCUMENTATION System flowchart symbols

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Continued to session 5

Thank you

Bina Nusantara