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Systems Techniques
and Documentati
on
Use of Systems Techniques in Systems
Development•What are the three phases of a systems development project?
1Systems analysis2Systems design3Systems implementation
Systems Analysis• Systems analysis involves
collecting and organizing facts.• Systems techniques assist the
analyst in performing these tasks.• What are some of these
techniques?– matrix techniques– logical data flow diagrams
Systems Implementation
• Systems implementation involves the actual carrying out of the design plan.
• Documentation is one of the most important parts of systems implementation.
• What systems techniques serve as a documentation tool?
– program flowcharts– decision tables
Systems Techniques
•What is a flowchart?•A flowchart is a symbolic
diagram that shows the data flow and sequence of operations in a system.
•Flowcharts are probably the most common systems technique.
Basic Symbols
Input/OutputProcess
Flowline
Annotation
Specialized Input/Output
SymbolsPunched CardOn-Line Storage
Magnetic Tape
Magnetic Disk
Punched Tape
Specialized Input/Output
SymbolsDocument
Manual Input
Display
CommunicationLink
Off-Line Storage
Specialized Process Symbols
Decision
PredefinedProcessPreparation
ManualOperation
AuxiliaryOperationMergeExtractSort
Collate
Additional Symbols ConnectorOff-page Connector
Terminal
Parallel Mode
Transmittal Tape
Symbol Use in Flowcharting
•Symbols are used in a flowchart to represent the functions of an information or other type of system.
•Normal direction of flow is from left to right and top to bottom.
•Open arrowheads should be used on reverse-direction flowlines
Symbol Use in Flowcharting
InvoiceInvoiceReview
andApprove
Reviewand
Approve
ApprovedInvoice
ApprovedInvoice
Normal Direction of Flow
Symbol Use in Flowcharting
InvoiceInvoiceReview
andApprove
Reviewand
Approve
ApprovedInvoice
ApprovedInvoice
Reverse Flow Shown with Arrowheads
Symbol Use in FlowchartingUse of Connector Symbol
RequisitionRequisition
RequisitionRequisition
Purchasing
Stores
A
A
Symbol Use in Flowcharting
RequisitionRequisition
PurchaseOrder
PurchaseOrder
VendorFiles
VendorFiles
Bidirectional Flow Shown with Arrowheads
Prepare Purchase Order and
Update Vendor
Files
Learning Objective
Define common systems techniques, such as HIPO charts, systems flowcharts, and logical data flow
diagrams.
IPO and HIPO Charts
•These charts are used primarily by systems development personnel.
•At the most general level of analysis only the basic input-process-output relations in a system are of concern.
•Additional processing detail is provided by hierarchy plus input-process-output.
IPO Chart
Payroll job record
Payroll master file
Accumulate hours worked
Find correct pay rate
Compute gross pay
Gross pay records
Payroll master file
Error messages
Author: Mr. Foxx
Chart Number: 3.1
System: PayrollDescription: Calculate Gross Pay
Date: 6/9/0XInput Process Output
Hierarchy Chart
Payroll SystemPayroll System
Data Preparation
Data Preparation
ProcessingProcessing Review
Review
1.0
2.0
3.0
4.0
Hierarchy Chart
Calculate Gross Pay
Calculate Gross Pay
Calculate Net PayCalculate Net Pay
Accumulate Hours Worked
Accumulate Hours Worked
Find Correct
Pay Rate
Find Correct
Pay Rate
Compute Gross Pay
Compute Gross Pay
3.1
3.2
3.11
3.12
3.13
Each numbered module would be detailed in an IPO chart.
Systems and Program
Flowcharts•A systems flowchart identifies the overall or broad flow of operations in a system.
•The focus of systems flowcharting concerns media and processing functions rather than the detailed logic of individual processing functions.
Logical Data FlowDiagram Symbols
Terminator
Process
Data Store
Data Flow
Data Flow Diagram
TimekeepingTimekeepingProcessPayrollData
ProcessPayrollData
EmployeesEmployees
Payroll Data
Data Flow Diagram
TimekeepingTimekeeping
VerifyPayrollDataP1
VerifyPayrollDataP1
Employee Data
Payroll
Data
Current
Status
Data Valid
Valid Payroll Data
Data Flow Diagram
Employee Data
Valid Payroll Data
CalculatePay
P2
CalculatePay
P2
Data to Process EmployeesEmployeesPaych
ecks
Net Pay and
Deductions
Data Flow Diagram
EmployeesEmployeesComputeNet PayComputeNet Pay
Net Pay and Deductions Paych
ecks
UpdateEmployee
Files
UpdateEmployee
Files
ProcessPayrollJournal
ProcessPayrollJournal
Current
Amounts
Details
JournalData
Analytic, Document, and Forms
Distribution Flowcharts• An analytic flowchart identifies
all significant processing in an application, emphasizing processing tasks that apply controls.
• In an analytic flowchart the flow of processing is depicted using symbols connected with flowlines.
Analytic, Document, and Forms
Distribution Flowcharts• A document flowchart is similar in
format to an analytic flowchart but contains less detail about the processing functions of each entity shown on the chart.
• The only symbol used in a document flowchart is the document symbol.
Analytic, Document, and Forms
Distribution Flowcharts•The forms distribution chart
illustrates the distribution of multiple copy forms with an organization.
•The emphasis is on who gets what forms rather than on how these forms are processed.
Analytic Flowchart
ApproveVendor
List
ApproveVendor
List
PrepareQuotation
PrepareQuotation
SelectVendors
SelectVendors
Requestfor
Quotation
Requestfor
Quotation
Requestfor
Quotation
Requestfor
Quotation
Purchasing Suppliers Purchasing Suppliers
Analytic Flowchart
PreparePurchase
Order
PreparePurchase
Order
SelectBid
SelectBid
QuotationsQuotations
Purchasing Suppliers Purchasing Suppliers
QuotationsQuotations
PurchaseOrder
PurchaseOrder
PurchaseOrder
PurchaseOrder
Document Flowchart
Controller Vice President Manufacturing
PurchaseRequisition
2
PurchaseRequisition
2
Accounts Payable Purchasing Agent Receiving Stores
2
PurchaseRequisition
1
PurchaseRequisition
1
PurchaseRequisition
1
PurchaseRequisition
1Purchase
Order 3
PurchaseOrder
3Purchase
Order 1
PurchaseOrder
12345
PurchaseOrder
4
PurchaseOrder
4
PurchaseOrder
5
PurchaseOrder
5
To Vendor
Forms Distribution
ChartPurchasing Inventory Payables Production Accounting
PurchaseOrder Copy1
2
3
4
5
1
2
1
2
3
4