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PRIMARY DOCUMENTATIONMETHODS (CONTD)

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Guidelines for Drawing DFDs

1. Avoid detail in high level DFDs.

2. As a general rule, each logical DFD shouldcontain between five and seven processingcircles (bubbles).

3. Different data flows should have differentnames to avoid confusion related to the data

produced and used by different processes.4. Unless they are outside the system or used

for archiving, all data stores should have dataflows into and out of them.

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Guidelines for Drawing DFDs

5. Even if a file is temporary, it is desirable toinclude it in a DFD.

6. Classify most of the final recipients of system

information as external users.7. Classify all personnel or departments thatprocess the data of the current system asinternal entities.

8. Display only normal processing routines in high-level DFDs.

9. Where several entities perform the same task,show only one to represent them all.

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Document Flowcharts

A document flowchart traces the physicalflow of documents through an organizationthat is, thee flow of documents from thedepartments, groups, or individuals who firstcreated them to their final destinations.

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Guidelines for Drawing Document

Flowcharts1. Identify all the departments that create or

receive the documents involved in the system.

2. Carefully classify the documents and activitiesof each department, and draw them under their

corresponding department headings.

3. Identify each copy of an accounting document

with a number. If multiple copies of these arecolour-coded, use a table to identify the

number-colour associations.

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Guidelines for Drawing Document

Flowcharts4. Account for the distribution of each copy of a

document.

5. Use on and off page connectors to avoiddiagrams with lines that cross one another.

6. Each pair of connectors should use the sameletter or number.

7. Use annotations if necessary to explainactivities or unclear symbols.

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Guidelines for Drawing Document

Flowcharts8. If the sequence of records in a file is

important, include A for alphabetical, N fornumeric, and C for chronological in the filesymbol.

9. When using acronyms, use a table ofequivalents to avoid confusion.

10. Consider using automated flowchartingtools.

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System Flowcharts

Whereas document flowcharts focus ontangible documents, system flowchartsconcentrate on the computerized flow ofAISs.

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Guidelines for Drawing System

Flowcharts1. System flowcharts should read form top to

bottom, and from left to right.

2. Because system flowcharting symbols arestandardized, you should use these symbols.

3. A processing symbol should be foundbetween an input and an output symbol.This is called the sandwich rule.

4. Use on and off-page connectors to crossedlines and cluttered flowcharts.

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Guidelines for Drawing System

Flowcharts5. Sketch a flowchart before designing the final

draft.

6. Add descriptions and comments in flowchartsto clarify processing elements.

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