Chapter 3

Question 1

Documentation - meaning

Answer 1

Documentation refers to a set of documents and models, such as narratives, data flow models, flowcharts, and other written materials that explain how a system works

Question 2

Documentation -importance

Answer 2

1. To Read documentation to determine how the system works
2. To evaluate internal control systems - identify control strengths and weaknesses and recommend improvements
3. To develop a new system with skill, it is necessary to prepare documentation to show how both the existing and the proposed systems operate.

Question 3

; Documentation tools – types and their comparison

Answer 3

1. Data flow diagram (DFD), a graphical description of the source and destination of data that shows data flow within an organization, the processes performed on the data, and how data are stored
2. Flowchart, a graphical description of a system.
   a. Document flowchart, which shows the flow of documents and info between departments or areas of responsibility
   b. System flowchart, which shows the relations among the input, processing, and output in an info system.
   c. Program flowchart, which shows the sequence of logical operations a computer performs as it executes a program.
3. Business process diagrams, which is a graphical description of the business processes used by a company.

Question 4

Guidelines for the preparation of data flow diagram

Answer 4

1. Understand the system. Develop this understanding by reading a narrative description of the system
2. Ignore certain aspects of the system. A DFD is diagram of the origins, flow, transformation, storage, and destination of data. Only very important error paths are included; unimportant error paths are ignored.
3. Determine system boundaries. Only include all relevant data elements.
4. Develop a context diagram.
5. Identify data flows. Identify all data flows entering or leaving the system, including where the data orginate and its final destination.
6. Group data flows. Data elements that always flow together should be grouped together and shown as one data flow until they are separated.
7. Identify transformation processes.
8. Group transformation processes. Transformation processes that are logically related should be grouped together
9. Identify all flies or data stores
10. Identify all data sources and destination to include them on the DFD
11. Name all DFD elements except for data flows into or out of data stores.
12. Subdivide the DFD if there are more than 5 to seven processes on a page.
13. Give each process a sequential number.
14. Refine the DFD
15. Prepare a final copy

Question 5

Guidelines for the preparation of business process diagram

Answer 5

1. Identify and understand the business processes.
2. Ignore certain items
3. Decide how much detail to include
4. Organize flowchart.
5. Enter each business process on the diagram.
6. Draw a rough sketch of the BPD
7. Draw a final copy of the BPD.