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