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Documentation Techniques

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Introduction

The chapter discusses the following three documentation tools:1. Document flowcharts2. Computer system flowcharts3. Program flowcharts

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Flowcharts

A flowchart is an analytical technique used to describe some aspect of an information system in a clear, concise, and logical manner.

Flowcharts use a standard set of symbols to pictorially describe transaction processing procedures.

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Flowchart Symbols

Flowcharting symbols can be divided into the following four categories:1 Input/output symbols2 Processing symbols3 Storage symbols4 Flow and miscellaneous symbols

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Flowcharting Symbols: Some Input Output Symbols

Document

Online keying

Display

Input/output; Journal/ledger

Symbol Name

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Flowchart Symbols:Some Processing Symbols

Manual operations

Computer processing

Auxiliary operation

Symbol Name

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Flowchart Symbols: Some Storage Symbols

Magnetic disk

Magnetic tape

Symbol Name

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Flowchart Symbols: Some Flow and Miscellaneous Symbols

On-page connector

Off-page connector

Terminal

Decision

Document or processing flowSymbol Name

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What are Document Flowcharts? A document flowchart illustrates the flow of

documents and information between areas of responsibility within an organization.

A document flowchart is particularly useful in analyzing the adequacy of control procedures.

Flowcharts that describe and evaluate internal controls are often referred to as internal control flowcharts.

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Document Flowcharts

Flowcharts are pictorial representations of transaction processing systems that portray flows of some type

A Document Flowchart emphasizes the hardcopy inputs and outputs and their flows through organizational units

Auditors and accountants may use document flowcharts when analyzing a current system for weaknesses in controls and reports

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Common Document Flowcharting Symbols - I

Punched Card

Keying operation

Document

Multiple copies ofa specific document

Floppy Disk

Manual Operation

Connector betweentwo points on a flowchart

Journal or ledger

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Permanent file ofdocuments

Information flow

Document flow

Annotation foradditional explanation

Envelope

Adding machinetape used forbatch control

Common Document Flowcharting Symbols - II

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A Sample Document Flowchart

Requesting DepartmentCentral Supplies Department

Goods Requisition Form

A

1 2

File

A

Goods Requisition Form

1

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What are System Flowcharts? System flowcharts depict the

relationship among the input, processing, and output of an AIS.

A system flowchart begins by identifying both the inputs that enter the system and their origins.

The input is followed by the processing portion of the flowchart.

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System Flowcharts System Flowcharts depict the flows of data and

processing steps in an AIS They use symbols that are industry

conventions standardized by the American National Standards Institute (ANSI)

Flowcharting symbols are grouped as input-output symbols, processing symbols, storage symbols, data and information flow symbols, and miscellaneous symbols

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System Flowchart Symbols Input/Output

Manual Input

Keying Operation

Display

Punch CardCan also be output.These are rarelyused nowadays.

DocumentAlso output asreports

General PurposeInput-OutputFile

Used when type of media is unknownor for manual card files, ledgers, batch logs, etc.

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System Flowcharting Symbols Processing

Manual Operation

Processing

Collate

Sorting

AuxiliaryOperation

Also known as off-line process

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System Flowcharting Symbols Storage

Punched Card

PunchedPaper Tape

MagneticTape

Input/Output

Document

MagneticDisk

Online Storage Off-lineStorage

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Systems Flowcharting Symbols Connectors

Start/Stop TerminalCan also be an externalentity

A On-pageconnector

Off-pageConnector

Logic Flow

TelecommunicationLink

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TerminationCan also be an external entity

Communication Link

Data Preparation

System Flowcharting Symbols Miscellaneous - I

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Annotation foradditional explanation

Bridge forcrossing flows

Batch total -any total

Goods; e.g.,inventoryshipment

System Flowcharting Symbols Miscellaneous - II

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What are ComputerSystem Flowcharts? The resulting new information is the

output component. System flowcharts are an important

tool of system analysis, design, and evaluation.

Contoh System Flowchart

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What are ComputerSystem Flowcharts?

Process

Output

Input

Storage

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What are Program Flowcharts? A program flowchart describes the

specific logic to perform a process shown on a systems flowchart.

A flow line connects the symbols and indicates the sequence of operations.

The processing symbol represents a data movement or arithmetic calculation.

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What are Program Flowcharts?

Input data

If a condition is met No

YesPerform calculation

Update record

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What are Program Flowcharts? The input/output symbol represents either

reading of input or writing of output. The decision symbol represents a

comparison of one or more variables and the transfer of flow to alternative logic paths.

All points where the flow begins or ends are represented by the terminal symbol.

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Flowchart for ProcessingCredit Orders

Entersalesorder

Approvedfor credit?

Rejectorder

Inventoryavailable?

Back-order

Fill order Stop

Start

No

Yes

Yes

No

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Differences BetweenDFDs and Flowcharts DFDs emphasize the flow of data and

what is happening in a system, whereas a flowchart emphasizes the flow of documents or records containing data.

A DFD represents the logical flow of data, whereas a flowchart represents the physical flow of data.

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Differences BetweenDFDs and Flowcharts Flowcharts are used primarily to

document existing systems. DFDs, in contrast, are primarily used

in the design of new systems and do not concern themselves with the physical devices used to process, store, and transform data.

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Differences BetweenDFDs and Flowcharts DFDs make use of only four symbols. Flowcharts use many symbols and

thus can show more detail.

Sample case

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Context Diagram

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DFD level 0

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Document

Flowchart

Pedoman menggambar flowchart Bagan alir sebaiknya digambar dari atas ke bawah dan mulai

dari bagian kiri dari suatu halaman. Kegiatan di dalam bagan alir harus ditunjukkan dengan jelas. Harus ditunjukkan dari mana kegiatan akan dimulai dan dimana

akan berakhirnya. Masing-masing kegiatan di dalam bagan alir sebaiknya

digunakan suatu kata yang mewakili suatu pekerjaan, misalnya: "Persiapkan" dokumen, "Hitung" gaji

Masing-masing kegiatan di dalam bagan alir harus di dalam urutan yang semestinya.

Kegiatan yang terpotong dan akan disambung di tempat lain harus ditunjukkan dengan jelas menggunakan simbol penghubung.

Gunakanlah simbol-simbol bagan alir yang standar

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Exercise 1

41DFD Level 0 DFD Level 1

Exercise 1

42DFD Level 0 DFD Level 1

Exercise 2 - Gambarkan Document flowchart Prosedur pendaftaran member pada “BUGAR Sport

Center” adalah sebagai berikut: Calon member mengisi formulir pendaftaran dan memilih

tipe member, kemudian menyerahkan formulir yang telah diisi ke bagian pelayanan. Setelah itu bagian pelayanan melakukan pengecekan terhadap form yang telah diisi, apabila datanya tidak lengkap maka form akan dikembalikan kepada member untuk dilengkapi, apabila data yang diisi pada form tersebut sudah lengkap maka calon member membayar biaya registrasi. Kemudian bagian pelayanan mencatat data member dan tipe member yang dipilih untuk dibuatkan kartu anggota berikut kwitansi pembayarannya. Kartu anggota dan kwitansi pembayaran akan diberikan kepada calon member.

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