Chapter 3 and Visio

computer processing

A computer-performed processing function; usually results in a change in data or information

manual operation

A processing operation performed manually

off page connector

An entry from, or an exit to, another page

on page connector

Connects the processing flow on the same page; its usage avoids lines crisscrossing a page

document or processing flow

Direction of processing or document flow; normal flow is down and to the right

electronic input and output device

Electronic data entry and output symbols are used together to show a device used for both

Electronic data entry

Electronic data entry device such as a computer, terminal, tablet, or phone

context diagram

Highest-level DFD (Data flow diagram); a summary-level view of a system, showing the data processing system, its input(s) and output(s), and their sources and destinations.

electronic output

Information displayed by an electronic output device such as a terminal, monitor, or screen

journal/ledger

Paper-based accounting journals and ledgers

terminal

a beginning, end, or point of interruption in a process; also used to indicate an external party

decision

a decision making step

decision (business process diagram)

a decision, with a brief description fo the activity inside the symbol

d. the flow of forms that relate to a particular transaction through an organization

a document flowchart represents: a. the sequence of logical operations performed during the execution of a computer program b. the possible combinations of alternative logic conditions and corresponding courses of action for each new condition in a computer program c. the flow of data through a series of operations in an automated data processing system d. the flow of forms that relate to a particular transaction through an organization

business process diagram

a visual way to describe the different steps or activities in a business process

processes

actions that transform data into other data or information

annotation

addition of descriptive comments or explanatory notes as clarification

activity in a process (business process diagram)

an activity, with a brief description of the activity inside the symbol

document

an electronic or paper document or report

database

data stored electronically in a database

magnetic tape

data stored on a magnetic tape; tapes are popular back up storage mediums

internal control flowchart

used to describe, analyze, and evaluate internal controls, including identifying system strengths, weaknesses, and inefficiencies

flowchart

uses a specialized set of input/output, processing, storage, flow, and other symbols to describe pictorially several different aspects of a system

narrative description

written, step-by-step explanation of system components and how they interact

paper document file

file of paper documents; letters indicate file-ordering sequence: N=numerically, A=alphabetically, D=by date

flow (business process diagram)

flow of data or information during the process

-data sources and destinations -data flows -transformation processes -data stores

four basic elements of DFD

-input/output -processing -storage -flow and misc.

four categories of document flowchart symbols

data flow diagram

graphical description of how data flows from a data source through transformation processes to data stores and destinations

1. understand the system 2. identify what is to be flowcharted 3. organize your flowchart

guidelines for preparing flowcharts

a. Entities b. Documents and data flows c. Data processing procedures d. Business processes

guidelines for preparing flowcharts - identify what is to be flowcharted

a. Interview b. Administer c. Read through d. Walk through

guidelines for preparing flowcharts - understand the systems

multiple copies of paper document

illustrated by overlapping the document symbol and printing the document number on the face of the document in the upper right corner

documentation

narratives, flowcharts, diagrams, and other written materials that explain how a system works

system flowchart

pictorially depicts the relationships among system input, processing, storage, and output

document flowchart

pictorially illustrates the flow of documents and data among areas of responsibility within an organization

program flowchart

pictorially illustrates the sequence of logical operations performed by a computer in executing a program

annotation information (business process diagram)

related information that helps explains something in the process to a symbol

end (business process diagram)

the end of a process

data source

the entity that produces or sends the data that is entered into a system

data destination

the entity that receives data produced by a system

data flow

the movement of data among processes, stores, sources, and destinations

data store

the place or medium where system data is stored

start/begin (business process diagram)

the start or beginning of a process

communication link

transmission of data from one geographic location to another via communication lines