Chapter 8: Documenting Systems and Processes

Content provided to system users to ensure that they are successful at using the system.

User documentation

Fill in the blank: "Flowchart ________ are areas within a flowchart that delineate the responsibilities for all activities involved in a business process."

swim lanes

What does a DFD represent?

Information flow within a process or system

A data flow diagram that gives a high-level overview of data flows. It must fit on one page, and it provides a snapshot of the data flow that is designed to be understood by all business audiences—from stakeholders to developers. It illustrates the exchange of information between external entities and the system. Also referred to as a Context diagram.

Level 0 diagram

Within a DFD, which level highlights the main system functions?

Level 1

A data flow diagram (DFD) that highlights the main functions carried out by the system and drills down further into the DFD process by "decomposing" the system. It breaks down each process into further subprocesses.

Level 1 diagram

The most detailed data flow diagram, which allows the end user to understand the system and process in depth. This type of diagram assists in identifying control weaknesses or inefficiencies. Process numbers include decimal places to indicate subprocesses of a Level 1 process.

Level 2 diagram

A process flowchart shape that connects two or more paths of a flowchart into a single flowline. There is no limit on the number of paths that can merge through this shape. A merge should always have multiple flowlines entering it and a single flowline exiting it.

Merge shape

A written description of a system or process that describes responsibilities in detail, as well as the processes and controls that are in place. A narrative is often accompanied by a visual depiction, such as a flowchart.

Narrative

Documentation that provides information necessary to execute a program and make it work. Often referred to as the "run manual."

Operator documentation

A documentation method that shows the employees in a company and their reporting relationships with one another as a diagram. The chief executive officer (CEO) or the company president is usually at the top of the org chart, with everyone else cascading down from there. Often called an "org chart."

Organizational chart

A flowchart that shows the flow of activity through the company, including the key parties and actions that they perform. Also known as a Business process diagram.

Process flowchart

(1) A process flowchart shape that represents an event, or step, within the flow. A process shape always has a single line entering it and can have multiple lines exiting it. This is because flowcharts can split into two paths if a process event results in two subsequent events, such as sending an email to two different departments. (2) A Gane-Sarson data flow diagram (DFD) shape that represents an activity that transforms, or changes, the data. A decimal number, such as the "1.0" label, identifies the process for quick reference. A process shape must be connected to at least one external entity

Process shape

Documentation that describes the details of a program and its logic. This documentation is helpful if programmers who are unfamiliar with a system must troubleshoot it during an emergency. Also referred to as Software or Technical documentation.

Program documentation

A flowchart that shows the sequence of coded instructions in a computer program that enable it to perform specified logical and mathematical operations.

Program flowchart

What is the purpose of an entity relationship diagram (ERD)?

Providing a graphical representation of tables and relationships

A flowchart that shows the flow of documents, such as physical or digital purchase orders, through a process.

Document flowchart

What does the decision shape represent in a flowchart?

A question to be answered

How is a flowline represented in a flowchart?

As a line with an arrow

A formal record that describes a system or process. Documentation can serve as a future reference, such as a user guide for training, or as an official record, such as an audit trail.

Documentation

In order for documentation to provide benefits to your company, you must know which form of documentation to use. Which of the following best defines documenting processes and systems?

Documenting processes and systems can be documented with a narrative description or a more complex flowchart, which can be costly to build and maintain.

A documentation method that depicts the steps of a business process from start to finish. BPMN is a standardized methodology managed by the Object Management Group, which is an organization that offers certifications for process improvement specialists to become credentialed BPMN analysts. BPMN creates a visualization that can be easier to understand than a narrative description.

Business Process Model and Notation (BPMN)

How can documentation benefit employees?

By helping them understand what to do when faced with uncertainties or problems

A questionnaire that may consist of questions, items to review, or steps to perform during an audit engagement.

Checklist

In a process flowchart, a shape that is used when a flowchart is large enough to span multiple pages. Connectors are always filled with a letter, starting with "A." The connector on the first page appears at the end of the flowchart on that page, and the connector on the next page appears at the beginning. The letter inside the two related connectors is the same. Essentially, you end at "A" on one page and begin again at "A" on the next page.

Connector

A graphical representation of the flow of data in an information system. A DFD describes the processes involved in a system to manage the life cycle of the data, from generation (input) to storage (databases) to reporting (output).

Data flow diagram (DFD)

In a Gane-Sarson data flow diagram, an arrow that indicates movement of data between external entities, processes, and data stores. The data flow line is labeled with the type of data being transmitted, such as "Purchase order" or "Order data." Data flow lines can have arrows at both ends to depict a two-way flow of information.

Data flow line

A Gane-Sarson data flow diagram shape that represents a data repository such as a database or data warehouse. The data store retains data for later use. A data store can also be the beginning or ending of a data flow diagram. A "D" and numeric, such as the "D1" label, identifies the data store for quick reference.

Data store shape

A process flowchart shape that represents a yes/no or true/false question that must be answered for the process to continue on the correct flowline. When the flowchart reaches a decision, it splits into two branches—one for the answer "Yes" and one for the answer "No." A decision shape must have a single flowline entering it and two flowlines exiting it.

Decision shape

A graphical illustration of all the tables in a database and their relationships. ERDs are designed for business end users who don't have the technical skills to read a database schema. ERDs help these users understand the layout and data within a relational database. There are three types of ERD: conceptual ERD, logical ERD, and physical ERD.

Entity relationship diagram (ERD)

A Gane-Sarson data flow diagram (DFD) shape that represents an input or output of the DFD. These entities are called "external" because they are either entering the system from an external place or exported out of the system to an external place. External entities only provide or receive data; they do not process data.

External entity shape

A documentation method that depicts the actions or movements of individuals or items in a system or process as a diagram. Flowcharts present visuals of the management, operations, controls, outside vendors, and systems involved in a business process. A flowchart may be able to fit on a single page, or it might span multiple pages.

Flowchart

In a process flowchart, an arrow that connects shapes together. Each shape in a flowchart must have at least one incoming flowline and one outgoing flowline, unless it's a terminator. The arrow of the line points in the direction of the flowchart flow. A flowline cannot have arrows on both sides.

Flowline

A documentation method that includes a list of questions to ask the business team in charge of a process in order to gather information about specific procedures and internal controls. Questionnaires are often used by people outside a business, like auditors, who need to understand what is happening in the business. See also checklist.

Questionnaire

Areas within a flowchart that delineate the responsibilities for all activities involved in a business process. Swim lanes provide clarity and accountability by placing activities within the swim lanes of particular individuals, groups, or departments. A flowchart with swim lanes also shows the handoff points between different contributors and can help identify inefficiencies, redundancies, or waste in the process

Swim lane

Which of the following is a benefit of clear documentation of systems and processes?

Systematic repetition and consistency in operations

Documentation that provides an overview of a computer system. Systems developers need a clear understanding of the system's purpose and design and use systems documentation to help create new systems, maintain existing systems, and troubleshoot problems.

Systems documentation

A flowchart that illustrates the flow of information through a system, including how information is accessed and where data is stored.

Systems flowchart

A process flowchart shape that marks the start or end of a process. It can be filled with either the word "Start" or "End" or a description of the beginning of a process. Every flowchart must start and end with a terminator.

Terminator shape

How do organizational charts help an organization?

They depict reporting relationships.