CHAPTER 3

SYSTEMS DEVELOPMENT AND DOCUMENTATION TECHNIQUES

SUGGESTED ANSWERS TO DISCUSSION QUESTIONS

3.4 Identify five important guidelines for drawing a flowchart. Which one would be the most important guideline to consider when
preparing a flowchart? Support your choice with an example.

Use interviews, questionnaires, or narrative descriptions to

understand the system before flowcharting it. Identify the different
entities to be flowcharted such as departments, job functions, or
external parties.

Also identify documents and information flows along with the

activities or processes performed on the data. Organize the flowchart
using columns when several entities are involved in the process.
Focus on the normal operations and include all relevant procedures
and processes. Flowcharts should flow from top to bottom and from
left to right. The origin and disposition of documents should be
clearly identified by a clear beginning and end in the flowcharts. Use
standard flowchart symbols.

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Multiple documents should be identified by numbers shown in the

top right-hand corner of the document symbol. Documents do not
directly connect with each other, except when moving from one
column to another. Use on-page and off-page connectors to organize
flowcharts. Use arrowheads to direct the flow of documents. Clearly
label the pages, such as 1 of 3, 2 of 3, and 3 of 3.

Documents or reports should be first shown in the column in which

they originate and then moved to other columns. Use computer
processing symbols to show movement of data in and out of the
computer system. Filing operations can be directly shown with one
line, no manual processing symbol required.

Flowcharting is an iterative process. The first attempt should be a

rough draft that is refined with each successive pass. Do not clutter
flowcharts; redesign the flowchart as necessary. Review the
flowchart for accuracy. On the final copy of the flowchart, the name
of the flowchart, date, and the preparer's name should be shown.
(Student answers will vary depending on the items chosen and the
quality of their argument. The text provides various items that could
be used to answer this question.)

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SUGGESTED ANSWERS TO THE PROBLEMS

3.1 Prepare flowcharting segments for each of the following operations:

a. processing transactions stored on a sequential medium such as a magnetic tape to update a master file stored on magnetic tape

Old
Master
File

Trans- New
actions Master
Update File File

A sequential medium has to be read and processed from beginning to end and you cannot store the updated information on the input
tape. Instead, you have to create a new master file on a new tape, as shown above

b. processing transactions stored on magnetic tape to update a database

Trans-
actions
Update database Data
base

Virtually all databases are stored on a random access device so a record that is to be updated can be found, updated, and written back to
the same hard drive or other random access device.

c. querying a database and printing the query result

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Report /
Data Query database
Query result
base and generate
report

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3.1 (continued) Assorted Flowcharting Segments

d. using a terminal to enter paper-based source document data and send it to a remote location where a corporate computer
updates the company database.

View
Data

Update
Terminal Database Data-
base

Source Data
Enter Data

e. using a terminal to query your customer sales database

Display
D
Query &
Response
Query
Terminal Customer
Customer Sales
Sales
Data
Database
Enter Query

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f. a scheduled automatic backup of a database to an external hard drive

Scheduled External
Data- Automatic
base Hard
Backup Drive

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3.1 (continued) Assorted Flowcharting Segments

g. use a terminal to enter employee hours recorded on time cards to update both the payroll transaction file and the wage data in
the payroll master file

View
timecard data Payroll
entered Trans-
action
File
Terminal

Record timecard data on

the payroll transaction
Enter file and update wage
Timecard timecard data data maintained on the
payroll master file

Payroll
Master
File

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3.1 (continued) Assorted Flowcharting Segments

h. use a terminal to access a price list in the sales database to complete a purchase order. An electronic copy of the purchase order
is sent to the vendor and a backup copy is printed and filed by vendor name

Purchase Order
to
To Vendor
(electronic)

View
Price List
Access price list,
create electronic Sales
Terminal purchase order, & Data-
print paper backup base
copy
Request Price
list
Purchase Order
(paper)

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i. make an airline reservation online from your home computer

Customer Airline

View
Reservation
Data Make an
airline Reser-
Update
reservation vation
Reservation file
Computer File

Reservation
request

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Ch. 3: Systems Development and Documentation Techniques

3.4 Prepare a BPD that documents Beccan’s business processes.

Employee Activities Performed

Retail Store Weekly & rush orders Quarterly
Review Count inventory and
inventory, Receive
reconcile to corporate
place order goods
database
Shipping
Clerk Fill orders,
authorize delivery,
ship goods
Warehouse
Inventory System generates Adjust & approve Maintain & update
Control Clerk purchase purchase perpetual inventory
requisition requisition system

Purchasing
Department Finalize & approve Send PO to
system generated PO vendor

Warehouse
Receive system Receive goods, complete
Receiving
prepared receiving report: date
Clerk
receiving report and quantity

Accounts From vendor

Payable Reconcile P.O., Disburse
Get receiving Receive
receiving funds to
report & PO vendor
report, invoice vendors
invoice

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3.5
a. Prepare a context diagram and level 0 DFD to document the payroll processing system
at No-Wear Products.

Context Diagram for the payroll processing system at No-Wear Products

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3.5 a. (continued.)
Level 0 Data Flow Diagram for the payroll processing system at No-Wear Products.

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3.5 b. Prepare a document flowchart to document the payroll processing system at No-Wear
Products.

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3.6
a. Prepare a context diagram and a level 0 DFD to document accounts payable processing
at S&S.

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3.6 a. (continued.)
Level 0 Data Flow Diagram of S&S Accounts Payable

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 3.6
b. Prepare a document flowchart to document accounts payable processing at S&S.

S&S Accounts Payable

Accounts Payable Controller Owner/Manager

Purchase
From From From A B Order
Purchasing Receiving Vendor
Receiving
Report
Purchase
Purchase Receiving Vendor Order Vendor
Order Report Invoice Invoice
Receiving
Report Check 1

Vendor Check 2
Invoice
Record Accts
A A Payable
Accounts
Ledger
Payable

Review
Prepare and Sign
Vendor Checks
Vendor Checks
Invoice Prepare
Monthly Check 1
Accounts
Payable
Match Pur Ord,
Receiving A
Report, Invoice Cash
Disburse-
Accounts ment To Vendor
Payable Journal
Report
Purchase Order
C
Receiving Report
Purchase
Order Vendor Invoice

Purchase D Receiving Check 2

Purchase Report
Order
Order
Rec.Reprt
Vendor
Receiving Invoice
Report Vendor C
Invoice Check 1
Vendor Accounts Payable
Invoice Check 2 Check 2 Report D

Review Acc
Payable D
A A B Report

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3.7
a. Develop a context diagram and a level 0 DFD for the cash receipts system at S&S.

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3.7 a. (continued)
Level 0 Data Flow Diagram of the Cash Receipts System at S&S:

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3.7 b. Prepare a document flowchart to document the cash receipts system at S&S.

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3.7 c. Prepare a business process diagram for the cash receipts system at S&S

Employee Activities Performed

Treasurer From customer
Receive cash and remittance
advices, endorse checks, and
prepare deposit slip

Clerk
Deposit
cash in
bank

Accounts Weekly
Receivable Receive
remittance advice, Generate cash receipt
update accounts report & aged trial
receivable balance using A/R ledger

Management:
Scott &
Susan Review cash
receipts report

Credit and
Collections
Review aged
trail balance

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3.8 Draw a context diagram and at least two levels of DFDs for the preceding operations.

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3.8. Level 0 Data Flow Diagram for a mail order company:

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3.8. Level 1 Data Flow Diagram for a mail order company:

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3.9
a. Prepare a context diagram and at least two levels of DFDs for this process.

Level 0 Data Flow Diagram for a course registration system:

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3.9 a. (continued)
Level 1 Data Flow Diagram for a registration system:

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3.9 b. Prepare a flowchart to document this process.

Student Registration system

Check for Accounts

unpaid fees Receivable

Registration
Request

Check
Course Student
Prerequisites transcripts

Check course
availability &
Class
add student to
Enrollment
class

Calculate fees and

tuition, update accounts
receivable, send student
registration report

If fees are owed, registration is

cancelled and the registration Send course Course
report becomes a bill for unpaid enrollment Enrollment
fees. If a requested class is full, reports Report
the report indicates “course
closed.” If the student is
accepted into the course(s), then
course day, time, and room are
printed next to the course. Fees Instructors
and tuition are printed on the
report.

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3.10
a. Prepare and file a tax return with the tax owed to the Internal Revenue Service.

Context

IRS Payment
and Form 1040

Level 0

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3.10 (continued)

c. A customer places an online order to purchase merchandise. The order is approved,

filled, and sent to the customer with an invoice.

Context

Level 0

Customer

Merchandise

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3.10 (continued)

d. An inventory request is received by the purchasing department. The purchasing

department prepares and sends a purchase order to the appropriate vendor.

Context

Level 0

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3.10 (continued)

e. A vendor invoice is received, reviewed, and compared against the appropriate purchase
order, then paid and filed.

Context

Level 0

Payments

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3.10 (continued)

f. A bill of lading for ordered inventory is received from a vendor, recorded, checked
against the appropriate purchase order, and filed.

Context

Level 0

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3 .11 Prepare a program flowchart to help Melanie program this process.

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3.12 Use the flowchart below to answer the questions that follow.

a. What is the correct label for Shape 1 in the flowchart?

Purchase Order 2

b. What is the correct label for Shape 2 in the flowchart?

c. What is the correct label for Shape 3 in the flowchart?

Purchase Requisition 1

d. What should be the correct shape for the triangle labeled “Supplier” in the flowchart?

Terminal

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3.13 Students are to replicate the flowchart presented in the problem using documentation software
such as Visio, Microsoft Word, Microsoft Excel, etc.

3.14 Students are to replicate the data flow diagram presented in the problem using documentation
software such as Visio, Microsoft Word, Microsoft Excel, etc.

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SUGGESTED ANSWERS TO THE CASES

3-1 You are the systems analyst for the Wee Willie Williams Widget Works (also known as Dub
5, which is a shortened version of 5 Ws). Dub 5 produces computer keyboard components.
It has been producing keyboards for more than 20 years and has recently signed an
exclusive 10-year contract to provide the keyboards for all Dell personal computers. As the
systems analyst, you have been assigned the task of developing a level 0 DFD for Dub 5’s
order processing system. You have finished gathering all the information you need to
develop the first-pass DFD and now want to complete the diagram.

Level 0 DFD for Dub 5:

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3-1 Level 1 DFD for Dub 5:

Note: The Order Rejection notice shown on the context level diagram and the level 0 diagram can take
two forms: The Over Credit Limit Notice or the Credit Application. These two items are shown on the
level 1 DFD.

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Case 3-1 Dub 5 Business Processing Diagram
Employee Activities Performed
Order
Processing Notify
Clerk From Customer Enter Sufficient No customer of
Customer insufficient
Customer Inv
Receive not apprvd inventory
for credit: No Order;
Customer
Order OR order > Update Yes
credit limit Customer
File File Invoice
Prepare Packing Slip

Credit Debt Yes Send customer credit

No application, notify
Customer order shipped when
Approved credit approved
for Credit?
Yes
Notify customer: order
shipped when payment
received

Warehouse
Ship goods to
customer

Billing
Prepare customer invoices; Place notice in file:
send copies to customer, order customer invoice
processing, accounting sent

Accounting
Update Accounts
Receivable

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