CHAPTER 3

Systems Development and

Documentation Techniques
 INTRODUCTION

• Questions to be addressed in this chapter

include:
– What is the purpose of documentation?
– Why do accountants need to understand
documentation?
– What documentation techniques are used in
accounting systems?
– What are data flow diagrams and flowcharts?
• How are they alike and different?
• How are they prepared?
 INTRODUCTION

• Documentation includes the following

types of tools:
– Narratives (written descriptions)
– Flowcharts
– Diagrams
– Other written material
 INTRODUCTION

• Documentation covers the who, what,

when, where, why, and how of:
– Data entry
– Processing
– Storage
– Information output
– System controls
 INTRODUCTION

• How do accountants use documentation?

– At a minimum, they have to read documentation to
understand how a system works.
– They may need to evaluate the strengths and
weaknesses of an entity’s internal controls.
• Requires heavy reliance on documentation.
– They may peruse documentation to determine if a
proposed system meets the needs of its users.
– They may prepare documentation to:
• Demonstrate how a proposed system would work
• Demonstrate their understanding of a system of internal
controls
 INTRODUCTION

• In this chapter, we discuss two of the most

common documentation tools:
– Data flow diagrams
• Graphical descriptions of the sources
and destinations of data. They show:
– Where data comes from
– How it flows
– The processes performed on it
– Where it goes
 INTRODUCTION

• In this chapter, we discuss two of the most

common documentation tools:
– Data flow diagrams
– Flowcharts
• Include three types:
– Document flowcharts describe the flow of documents and
information between departments or units.
– System flowcharts describe the relationship between inputs,
processing, and outputs for a system.
– Program flowcharts describe the sequence of logical
operations performed in a computer program.
 INTRODUCTION

• Documentation techniques are necessary tools

for accountants:
– SAS-94 requires that auditors understand the
automated and manual procedures an entity uses.
• This understanding can be gleaned through documenting the
internal control system—a process that effectively exposes
strengths and weaknesses of the system.
– SOX (2002) effectively requires that publicly-traded
corporations and their auditors document and test the
company’s internal controls.
– Auditing Standard No. 2 promulgated by the
PCAOB requires that the external auditor express an
opinion on the client’s system of internal controls.
 INTRODUCTION

• Documentation tools help accountants by:

– Organizing very complicated systems into a
form that can be more readily understood
– Helping new team members understand a
pre-existing system
 INTRODUCTION

• Which method should you use—flowcharts

or DVDs?
– 62.5% of IS professionals use DFDs.
– 97.6% use flowcharts.
– Both can be prepared relatively simply using
available software.
– Both are tested on professional exams.
– CONCLUSION: You need to know them both.
 DATA FLOW DIAGRAMS

• A data flow diagram (DFD) graphically

describes the flow of data within an
organization. It is used to:
– Document existing systems
– Plan and design new systems
• There is no black-and-white approach to
developing a DFD.
 DATA FLOW DIAGRAMS
• Example of a data flow
diagram of the customer
payment process from Accounts
Figure 3-3 in your Receivable
textbook

Customer Remittance Receivables

payment 1.0 2.0
data Information Credit
Customer Process Update
Payment A/R Manager

Deposit

Bank
 DATA FLOW DIAGRAMS

• A data flow diagram consists of four basic

elements:
– Data sources and destinations
– Data flows
– Transformation processes
– Data stores
 DATA FLOW DIAGRAMS

• A data flow diagram consists of four basic

elements:
– Data sources and destinations
– Data flows
– Transformation processes
– Data stores
 DATA FLOW DIAGRAMS

• Data sources and destinations

– Appear as squares
– Represent organizations or individuals that send or
receive data used or produced by the system
• An item can be both a source and a destination
 DATA FLOW DIAGRAMS
• Data sources and
destinations are marked
in red. Accounts
• Can you tell which are Receivable
sources and which are
destinations?

Customer Remittance Receivables

payment 1.0 2.0
data Information Credit
Customer Process Update
Payment A/R Manager

Deposit

Bank
 DATA FLOW DIAGRAMS

• A data flow diagram consists of four basic

elements:
– Data sources and destinations
– Data flows
– Transformation processes
– Data stores
 DATA FLOW DIAGRAMS

• Data flows
– Appear as arrows
– Represent the flow of data between sources and
destinations, processes, and data stores
 DATA FLOW DIAGRAMS
• Data flows are shown in red.
• Does it appear that a data
flow can be two-way? Accounts
• If so, how is it handled? Receivable

Customer Remittance Receivables

payment 1.0 2.0
data Information Credit
Customer Process Update
Payment A/R Manager

Deposit

Bank
 DATA FLOW DIAGRAMS
• Data flows should always be
labeled.
• The exception is a data flow Accounts
moving into or out of a data Receivable
store.
• What symbol is the data store?

Customer Remittance Receivables

payment 1.0 2.0
data Information Credit
Customer Process Update
Payment A/R Manager

Deposit

Bank
 DATA FLOW DIAGRAMS

• As you probably surmised from the previous

slides, if a data flow is two-way, use a bi-
directional arrow.

Update
General
Receiv-
Ledger
ables
 DATA FLOW DIAGRAMS

• If two data elements flow together, then the use

of one data flow line is appropriate.

Cash Rec’t & Remittance Slip Process

Customer
Payment
 DATA FLOW DIAGRAMS

• If the data elements do not always flow

together, then multiple lines will be
needed.

Customer Inquiry Process

Customer Payment
Customer Payment
 DATA FLOW DIAGRAMS

• A data flow diagram consists of four basic

elements:
– Data sources and destinations
– Data flows
– Transformation processes
– Data stores
 DATA FLOW DIAGRAMS

• Processes
– Appear as circles
– Represent the transformation of data
 DATA FLOW DIAGRAMS
• The transformation processes are
shown in red.
• Every process must have at least
Accounts
one data inflow and at least one
Receivable
data outflow. Why?
• What do you notice about how the
processes are labeled?

Customer Remittance Receivables

payment 1.0 2.0
data Information Credit
Customer Process Update
Payment A/R Manager

Deposit

Bank
 DATA FLOW DIAGRAMS

• Data stores
– Appear as two horizontal lines
– Represent a temporary or permanent repository of
data
 DATA FLOW DIAGRAMS
• The data store is shown in red.
• Notice that the inflows and
outflows to the data store are Accounts
not labeled. Receivable

Customer Remittance Receivables

payment 1.0 2.0
data Information Credit
Customer Process Update
Payment A/R Manager

Deposit

Bank
 DATA FLOW DIAGRAMS

• Data dictionary:
– Data flows and data stores are typically
collections of data elements.
– EXAMPLE: A data flow labeled student
information might contain elements such as
student name, date of birth, ID number,
address, phone number, and major.
– The data dictionary contains a description of
all data elements, data stores, and data flows
in a system.
 DATA FLOW DIAGRAMS

• Subdividing the DFD:

– Few systems can be fully diagrammed on one
sheet of paper, and users have needs for
differing levels of detail.
– Consequently, DFDs are subdivided into
successively lower levels to provide
increasing amounts of detail.
 DATA FLOW DIAGRAMS

• The highest level of DFD is called a

context diagram.
– It provides a summary-level view of the
system.
– It depicts a data processing system and the
external entities that are:
• Sources of its input
• Destinations of its output
 DATA FLOW DIAGRAMS
Govt.
Depart- Agencies
ments

Payroll Employee checks

Employees
Processing
System

Bank
Human
Resources

• This is the context diagram for the

Manage-
S&S payroll processing system
ment
(Figure 3-5 in your textbook).
 DATA FLOW DIAGRAMS
Govt.
Depart- Agencies
ments

Payroll Employee checks

Employees
Processing
System

Bank
Human
Resources

• What information comes into this Manage-

process, and from where? ment
 DATA FLOW DIAGRAMS
Govt.
Depart- Agencies
ments

Payroll Employee checks

Employees
Processing
System

Bank
Human
Resources

• What information is produced by this Manage-

process, and where does it go? ment
 DATA FLOW DIAGRAMS
Depart-
ments Employees
Employee
New employee Time paychecks
Human form cards
Resources
1.0
Update 2.0
Employee Payroll
empl. Pay
Change check
Payroll Employ- Bank
form
file ees

Payroll
Disburse-
3.0 5.0
ment data
This diagram Prepare Employee/ Update
reports Payroll file Gen.
shows the Ledger
next level of Payroll tax
Payroll disb. voucher
detail for the
report
context 4.0 General
Pay Ledger
diagram in Tax report
Manage- taxes
Figure 3-5. ment
& payment
Govt.
Agencies
 DATA FLOW DIAGRAMS
Depart-
ments Employees
Employee
New employee Time paychecks
Human form cards
Resources
1.0
Update 2.0
Employee Payroll
empl. Pay
Change check
Payroll Employ- Bank
form
file ees

Payroll
Disburse-
3.0 5.0
ment data
What Prepare Employee/ Update
reports Payroll file Gen.
information Ledger
comes into Payroll tax
Payroll disb. voucher
these
report
processes 4.0 General
Pay Ledger
and from Tax report
Manage- taxes
where? ment
& payment
Govt.
Agencies
 DATA FLOW DIAGRAMS
Depart-
ments Employees
Employee
New employee Time paychecks
Human form cards
Resources
1.0
Update 2.0
Employee Payroll
empl. Pay
Change check
Payroll Employ- Bank
form
file ees

Payroll
Disburse-
3.0 5.0
ment data
What Prepare Employee/ Update
reports Payroll file Gen.
information is Ledger
produced by Payroll tax
Payroll disb. voucher
these
report
processes, 4.0 General
Pay Ledger
and where Tax report
Manage- taxes
does it go? ment
& payment
Govt.
Agencies
 DATA FLOW DIAGRAMS
Depart-
ments Employees
Employee
New employee Time paychecks
Human form cards
Resources
1.0
Update 2.0
Employee Payroll
empl. Pay
Change check
Payroll Employ- Bank
form
file ees

Payroll
Disburse-
3.0 5.0
ment data
How do the Prepare Employee/ Update
reports Payroll file Gen.
sources and Ledger
destinations Payroll tax
Payroll disb. voucher
differ from
report
the context 4.0 General
Pay Ledger
diagram? Tax report
Manage- taxes
& payment
ment Govt.
Agencies
 DATA FLOW DIAGRAMS
Depart-
ments Employees
Employee
New employee Time paychecks
Human form cards
Resources
1.0
Employee
Update 2.0 Payroll
empl. Pay
Change check
Payroll Employ- Bank
form
file ees
Payroll
Disburse-
3.0 ment data 5.0
Notice that Prepare Employee/
Update
reports Payroll file
each process Gen.
Ledger
in the DFD is Payroll tax
Payroll disb. voucher
numbered
report
sequentially. 4.0 General
Ledger
Pay
Tax report
Manage- taxes
& payment
ment Govt.
Agencies
 DATA FLOW DIAGRAMS
Depart-
ments Employees
Employee
New employee Time paychecks
Human form cards
Resources
1.0
Update 2.0
Employee Pay Payroll
empl.
Change check
form
Payroll Employ- Bank
file ees
Suppose we Payroll
exploded Process 3.0
Disburse-
ment data 5.0
2.0 (pay Prepare Employee/ Update
employees) in the reports Payroll file Gen.
next level. The Ledger
Payroll tax
sub-processes disb. voucher
Payroll
would be report
General
numbered 2.1, 2.2, 4.0
Pay Ledger
2.3, etc. Tax report
Manage- taxes
& payment
ment Govt.
Agencies
 DATA FLOW DIAGRAMS

• We’re going to go into a partial example of

how the first level of detail was created.
• But before we do, let’s step through some
guidelines on how to create a DFD.
 DATA FLOW DIAGRAMS

• RULE 1: Understand the system. Observe the

flow of information and interview people involved
to gain that understanding.
• RULE 2: Ignore control processes and control
actions (e.g., error corrections). Only very
critical error paths should be included.
• RULE 3: Determine the system boundaries—
where it starts and stops. If you’re not sure
about a process, include it for the time being.
 DATA FLOW DIAGRAMS

• RULE 4: Draw the context diagram first, and

then draw successively greater levels of detail.
• RULE 5: Identify and label all data flows. The
only ones that do not have to be labeled are
those that go into or come out of data stores.
• RULE 6: Data flows that always flow together
should be grouped together. Those that do not
flow together should be shown on separate
lines.
 DATA FLOW DIAGRAMS

• RULE 7: Show a process (circle) wherever a data flow is

converted from one form to another. Likewise, every
process should have at least one incoming data flow and
at least one outgoing data flow.
• RULE 8: Transformation processes that are logically
related or occur simultaneously can be grouped in one
bubble.
• RULE 9: Number each process sequentially. A process
labeled 5.0 would be exploded at the next level into
processes numbered 5.1, 5.2, etc. A process labeled
5.2 would be exploded into 5.21, 5.22, etc.
 DATA FLOW DIAGRAMS

• RULE 10: Process names should include action

verbs, such as update, prepare, etc.
• RULE 11: Identify and label all data stores,
whether temporary or permanent.
• RULE 12: Identify and label all sources and
destinations. An entity can be both a source and
destination. You may wish to include such items
twice on the diagram, if needed, to avoid
excessive or crossing lines.
 DATA FLOW DIAGRAMS

• RULE 13: As much as possible, organize the

flow from top to bottom and left to right.
• RULE 14: You’re not likely to get it beautiful the
first time, so plan to go through several iterations
of refinements.
• RULE 15: On the final copy, lines should not
cross. On each page, include:
– The name of the DFD
– The date prepared
– The preparer’s name
 DATA FLOW DIAGRAMS

• Now that we’ve been through the

guidelines for developing DFDs, let’s go
back to the chapter example and see if we
can re-create a part of it.
• You may wish to create a table with the
following headings to organize your
information:
– Data Inputs
– Processes
– Data Outputs
 DATA FLOW DIAGRAMS

Data Inputs Processes Data Outputs

 DATA FLOW DIAGRAMS

• The first paragraph of the narrative for the payroll

process reads as follows:
– When employees are hired, they complete a new employee
form. When a change to an employee’s payroll status occurs,
such as a raise or a change in the number of exemptions, human
resources completes an employee change form. A copy of these
forms is sent to payroll. These forms are used to create or
update the records in the employee/payroll file and are then
stored in the file. Employee records are stored alphabetically.
 DATA FLOW DIAGRAMS

• The first paragraph of the narrative for the payroll

process reads as follows:
– When employees are hired, they complete a new employee
form. When a change to an employee’s payroll status
occurs, such as a raise or a change in the number of
exemptions, human resources completes an employee
change form. A copy of these forms is sent to payroll.
These forms are used to create or update the records in the
employee/payroll file and are then stored in the file.
Employee records are stored alphabetically.
The portion marked in red relates to activities that go on
outside the boundaries of the payroll system. Consequently,
these activities will not be included on the DFD.
 DATA FLOW DIAGRAMS

• The first paragraph of the narrative for the payroll

process reads as follows:
– When employees are hired, they complete a new employee
form. When a change to an employee’s payroll status
occurs, such as a raise or a change in the number of
exemptions, human resources completes an employee
change form. A copy of these forms is sent to payroll.
These forms are used to create or update the records in the
employee/payroll file and are then stored in the file.
Employee records are stored alphabetically.
The portion marked in red suggests two data flows coming into
the payroll process (new employee forms and employee
change forms). The source of the inflows is the human
resources department.
 DATA FLOW DIAGRAMS

Data Inputs Processes Data Outputs

New employee forms and
employee change forms
(from H.R. Dept.)
 DATA FLOW DIAGRAMS

• The first paragraph of the narrative for the payroll

process reads as follows:
– When employees are hired, they complete a new employee
form. When a change to an employee’s payroll status
occurs, such as a raise or a change in the number of
exemptions, human resources completes an employee
change form. A copy of these forms is sent to payroll.
These forms are used to create or update the records in the
employee/payroll file and are then stored in the file.
Employee records are stored alphabetically.
The sentence marked in red suggests a process (update
employee records) with the data outflow going to a data store
(the employee/payroll file).
 DATA FLOW DIAGRAMS

Data Inputs Processes Data Outputs

New employee forms and Update records (read from Updated employee/
employee change forms file and record) payroll file
(from H.R. Dept.)
 DATA FLOW DIAGRAMS

• The first paragraph of the narrative for the payroll

process reads as follows:
– When employees are hired, they complete a new employee
form. When a change to an employee’s payroll status
occurs, such as a raise or a change in the number of
exemptions, human resources completes an employee
change form. A copy of these forms is sent to payroll.
These forms are used to create or update the records in the
employee/payroll file and are then stored in the file.
Employee records are stored alphabetically.
The final sentence in this paragraph provides information
about the physical storage of the data. Physical information is
utilized in flowcharts but not in data flow diagrams.
 DATA FLOW DIAGRAMS

Data Inputs Processes Data Outputs

New employee forms and Update records (read from Updated employee/
employee change forms file and record) payroll file
(from H.R. Dept.)

We will not do the entire DFD, however, you could finish this
table by reading the remainder of the narrative in Table 3-1 in
your textbook. The portion of the table completed so far allows
us to draw the segment of the DFD that is highlighted on the
following slide.
 DATA FLOW DIAGRAMS
Depart-
ments Employees
Employee
New employee Time paychecks
Human form cards
Resources
1.0
Update 2.0
Employee Payroll
empl. Pay
Change check
Payroll Employ- Bank
form
file ees

Payroll
Disburse-
3.0 5.0
ment data
Prepare Employee/ Update
reports Payroll file Gen.
Ledger
Payroll tax
Payroll disb. voucher
report
4.0 General
Pay Ledger
taxes Tax report
Manage- & payment
ment Govt.
Agencies
 DATA FLOW DIAGRAMS

• Keep the following in mind as you develop your

DFD:
– Remember to ignore control activities, such as error
correction processes.
– Some data inputs and outputs will not appear on the
first level of the DFD but appear as the processes are
exploded into greater levels of detail.
 DATA FLOW DIAGRAMS

• The data flow diagram focuses on the logical

flow of data.
• Next, we will discuss flowcharts, which place
greater emphasis on physical details.
 FLOWCHARTS

• A flowchart is an analytical technique that

describes some aspect of an information system
in a clear, concise, and logical manner.
• Flowcharts use a set of standard symbols to
depict processing procedures and the flow of
data.
 FLOWCHARTS

• Every shape on a flowchart depicts a unique

operation, input, processing activity, or storage
medium.
• In the days of yore, flowcharts were commonly
drawn with templates.
• Now, it is more common to use a software
program such as Visio.
– Microsoft and Power Point are also used
– The software uses pre-drawn shapes, and the
developer drags the shapes into the drawing.
 FLOWCHARTS

• There are four types of flowcharting

symbols:
– Input/output symbols
Input/output symbols indicate the
type of device or media that provides
input to or records output from a
process.
 FLOWCHARTS

• There are four types of flowcharting

symbols:
– Input/output symbols
– Processing symbols
Processing symbols indicate the type
of device used to process the data or
whether the data is processed
manually.
 FLOWCHARTS

• There are four types of flowcharting

symbols:
– Input/output symbols
– Processing symbols
– Storage symbols
Storage symbols indicate the type of
device used to store data while the
system is not using it.
 FLOWCHARTS

• There are four types of flowcharting

symbols: • Flow and miscellaneous symbols may
indicate:
– Input/output –symbols
The flow of data and goods
– The beginning or end of the flowchart
– Processing symbols
– The location of a decision
– Storage symbols
– An explanatory note
– Flow and miscellaneous symbols
 INPUT/OUTPUT SYMBOLS

• Document Symbol
– Represents a document or report that is
prepared by hand or printed by a computer.
 INPUT/OUTPUT SYMBOLS
3
2
1

• Multiple Copies of One Document

– Indicates multiple copies of a paper document
or report.
– The document copies should be numbered in
the upper, right-hand corner.
 INPUT/OUTPUT SYMBOLS

• Input/Output; Journal/Ledger
– Can represent any input or output on a
program flowchart.
– Also represents accounting journals or
ledgers in a document flowchart.
 INPUT/OUTPUT SYMBOLS

• Display
– Represents information displayed by an
online output device such as a terminal,
monitor, or screen.
 INPUT/OUTPUT SYMBOLS

• Online Keying
– Represents data entry by an online device
such as a terminal or personal computer.
 INPUT/OUTPUT SYMBOLS

• Terminal or Personal Computer

– Combines the display and online keying
symbols to represent terminals and personal
computers.
 INPUT/OUTPUT SYMBOLS

• Transmittal Tape
– Represents manually prepared control totals
which are to be compared to computer totals
for control purposes.
Return to Menu Processing Symbols Skip Symbols
 PROCESSING SYMBOLS

• Computer Processing
– Represents a process performed by a
computer, which usually results in a change in
data or information.
 PROCESSING SYMBOLS

• Manual Operation
– Represents a processing operation that is
performed manually.
 PROCESSING SYMBOLS

• Auxiliary Operation
– Represents a processing operation carried
out by a device other than a computer, e.g.,
an optical character scanner.
 PROCESSING SYMBOLS

• Off-line Keying Operation

– Represents an operation that uses an off-line
keying device, such as a cash register or
keying to a disk.
Return to Menu Storage Symbols Skip Symbols
 STORAGE SYMBOLS

• Magnetic disk
– Represents data stored permanently on a
magnetic disk.
– Frequently used to represent master files and
databases.
 STORAGE SYMBOLS

• Magnetic Tape
– Represents data stored on a magnetic tape.
– Sometimes represents transaction files.
 STORAGE SYMBOLS

• Diskette
– Represents data stored on a floppy disk or zip
disk.
 STORAGE SYMBOLS

• Online Storage
– Represents data stored in a temporary online
file in a direct-access medium such as a
magnetic disk.
 STORAGE SYMBOLS

• File
– Represents a file of documents that are manually
stored and retrieved.
– Letter indicates the ordering sequence:
• A = Alphabetic order
• D = Date order
• N = Numeric order

Return to Menu Flow/Misc Symbols Skip Symbols

 FLOW AND MISCELLANEOUS
SYMBOLS

• Document or Processing Flow

– Represents the direction of processing or
document flow.
– Normal flow is top to bottom and left to right.
 FLOW AND MISCELLANEOUS
SYMBOLS

• Data/Information Flow
– Represents the direction of data/information
flow.
– Often used to show data being copied from
one document to another.
 FLOW AND MISCELLANEOUS
SYMBOLS

• Communication Link
– Represents the transmission of data from one
location to another via communication lines.
 FLOW AND MISCELLANEOUS
SYMBOLS

• On-page connector
– Connects processing from one location to
another on the same page.
– Used to avoid crisscrossing lines.
 FLOW AND MISCELLANEOUS
SYMBOLS

• Off-page connector
– Connects the processing flow between two
different pages.
– Signals the exit from one page and the
corresponding entrance on another page.
 FLOW AND MISCELLANEOUS
SYMBOLS

• Terminal
– Represents the beginning, end, or a point of
interruption in a process or program.
– Also used to indicate an external party.
 FLOW AND MISCELLANEOUS
SYMBOLS

• Decision
– Represents a decision-making step.
– Used in a program flowchart to show
branching to alternate paths.
 FLOW AND MISCELLANEOUS
SYMBOLS

• Annotation
– Provides for the addition of descriptive
comments or explanatory notes as
clarification.

Return to Menu Continue

 DOCUMENT FLOWCHARTS

• A document flowchart shows the flow of

documents and information among areas of
responsibility in an organization.
• These flowcharts trace a document from cradle
to grave and show:
– Where a document comes from
– Where it’s distributed
– How it’s used
– It’s ultimate disposition
– Everything that happens as it flows through the
system
 DOCUMENT FLOWCHARTS

• Internal control flowcharts are document

flowcharts used to evaluate the adequacy of
internal controls, such as segregation of duties or
internal checks.
• They can reveal weaknesses or inefficiences such
as:
– Inadequate communication flows
– Unnecessarily complex document flows
– Procedures that cause wasteful delays
• Document flowcharts are also prepared in the
system design process.
This is part of the
document flowchart
from Figure 3-9 in
your textbook.
 GUIDELINES FOR PREPARING
FLOWCHARTS
• Let’s step through some guidelines for
preparing flowcharts:
– As with DFDs, you can’t effectively prepare a
flowchart if you don’t understand the system,
so:
• Interview users, developers, auditors, and
management.
• Administer questionnaires.
• Read through narratives.
• Walk through systems transactions
 GUIDELINES FOR PREPARING
FLOWCHARTS
– Identify:
• Entities to be flowcharted, e.g., departments,
functions, external parties (the parties who “do”
things in the story)
• Documents or information flows
• Processes
– As you read through a narrative, you may
want to mark the preceding items with
different shapes (e.g., drawing a rectangle
around entities, circling documents, etc.).
 GUIDELINES FOR PREPARING
FLOWCHARTS
– Use separate columns for the activity of
each entity.
• Example: If there are three different
departments or functions that “do” things in
the narrative, there would be three columns
on the flowchart.
What are the entities
in this flowchart?
 GUIDELINES FOR PREPARING
FLOWCHARTS
– Flowchart the normal course of operations,
and identify exceptions with annotations.
– As much as possible, the flow should go from
top to bottom and left to right.
– Use standard flowcharting symbols, and draw
with a template or computer.
– Clearly label all symbols. Use annotations if
necessary to provide adequate explanation.
 GUIDELINES FOR PREPARING
FLOWCHARTS
– Give the flowchart a clear beginning and
ending.
• Show where each document originated and its final
disposition.
– One approach you can use is to read through
the narrative and for each step define:
• What was (were) the input(s)
• What process was carried out
• What was (were) the output(s)
– Note on the next slide that the flow sequence
is input -- process – output.
Identifies where input is coming from
Inputs
Process
Output to
storage
Input for
next
process
Process
Output
 GUIDELINES FOR PREPARING
FLOWCHARTS
– Every manual process should have at least
one input and at least one output.
– Show all data entered into or retrieved from a
computer file as passing through a process
first.
– Do not show process symbols for:
• Forwarding a document to another entity
• Filing a document
Forwarding
a document
 Filing
a document
 GUIDELINES FOR PREPARING
FLOWCHARTS
– Do not connect two documents except
when forwarding to another column.
• When a document is forwarded, show it in
both locations.
Show forwarded
document in both
locations
 GUIDELINES FOR PREPARING
FLOWCHARTS
– When using multiple copies of a
document, place document numbers in
the upper, right-hand corner.
What happens to the
document numbers
as the documents
move to other
locations?
 GUIDELINES FOR PREPARING
FLOWCHARTS
– Show on-page connectors and label
them clearly to avoid excess flow lines.
 GUIDELINES FOR PREPARING
FLOWCHARTS
– Use off-page connectors if the flow goes
to another page.
Are there other off-
page connectors on
this flowchart?
 GUIDELINES FOR PREPARING
FLOWCHARTS
– If a flowchart takes more than one page, label
the pages as 1 of 5, 2 of 5, 3 of 5, etc.
– Show documents or reports first in the column
where they are created.
– Start with a rough draft; then redesign to
avoid clutter and crossed lines.
– Verify the accuracy of your flowchart by
reviewing it with users, etc.
– Place the flowchart name, the date, and the
preparer’s name on each page of the final
copy.
 SYSTEM FLOWCHARTS

• Now that we’ve looked at document

flowcharts and guidelines for creating
flowcharts, let’s take a brief look at system
flowcharts.
 SYSTEM FLOWCHARTS

• A system flowchart depicts the relationship

among the inputs, processes, and outputs
of an AIS.
– The system flowchart begins by identifying
the inputs to the system.
• These inputs can be:
– New data
– Data stored for future use
– Both
 SYSTEM FLOWCHARTS

• A system flowchart depicts the relationship

among the inputs, processes, and outputs
of an AIS.
– The system flowchart begins by identifying the
inputs to the system.
– Each input is followed by a process, i.e.,
the steps performed on the data.
• If the process is performed by a
computer, the logic of the computer
program would be depicted in a program
flowchart.
 SYSTEM FLOWCHARTS

• A system flowchart depicts the relationship

among the inputs, processes, and outputs
of an AIS.
• The output may be:
– The system flowchart –begins by identifying the
Stored for later use
inputs to the system. – Displayed on a screen
– Each input is followed– by a process,
Printed on paper i.e., the
steps performed on the– An input to the next process
data.
– The process is followed by outputs—the
resulting new information.
 SYSTEM FLOWCHARTS

• A system flowchart depicts the relationship

among the inputs, processes, and outputs of an
AIS.
– The system flowchart begins by identifying the inputs
to the system.
– Each input is followed by a process, i.e., the steps
performed on the data.
– The process is followed by outputs—the resulting new
information.
– In other words, it’s the same basic input –
process – output pattern that we saw in the
document flowchart.
• System
Flowchart
Shown in Figure
3-11 in your
textbook
• Can you spot
the input –
process – output
pattern?
 PROGRAM FLOWCHARTS

• Program flowcharts illustrate the sequence

of logical operations performed by a
computer in executing a program.
• They also follow an input – process –
output pattern.
• The program flowchart from
Figure 3-11 in your textbook
is shown on the right.
• Note that the program flowchart
details the logic of processes
performed by the computer.
• This flowchart becomes the
programmer’s blueprint for writing
the actual computer program.
 FLOWCHARTS VS. DFDs

• Now that we’ve examined both flowcharts

and DFDs, it may be useful to discuss the
differences again.
• DFDs place a heavy emphasis on the
logical aspects of a system.
• Flowcharts place more emphasis on the
physical characteristics of the system.
• An example may be useful.
 FLOWCHARTS VS. DFDs

• EXAMPLE: The registrar’s office of a

small college receives paper enrollment
forms from students. They sort these
records alphabetically and then update the
student record file to show the new
classes. They also prepare class lists from
the same data. The sorted enrollment
forms are forwarded to the bursar’s office
for billing purposes. Class lists are mailed
to faculty members.
 Here’s a DFD
Students
that goes
with the
story.
Enrollment
Forms

1.0
Update Student
Student Records
Records

Enrollment
Forms

2.0
Prepare Bursar
Enrollment
Class Lists
Forms

Class
Lists

Faculty
 Registrar’s Office

Students Enrollment Sort

Students
Forms Forms

Enrollment
Forms

Update Sorted
1.0 A Enrollment
Student
Update Student Forms
Records
Student Records
Records

Enrollment Sorted
Forms Prepare
Enrollment Class
Forms Lists
2.0
Prepare Bursar Here’s a
Enrollment
Class Lists
Forms flowchart Sorted
Class
that goes Lists
Enrollment
Class
with the Forms
Lists
story
Faculty
Faculty Bursar
 FLOWCHARTS VS. DFDs

• Now let’s change the story so that

students enter enrollment data online.
The registrar’s office sends a tape file of
the enrollment data to the bursar’s office
and continues to send paper class lists to
faculty.
 Here’s the
Original
revised DFD.
DFD
Students Students How has it
changed?
Enrollment Enrollment
Forms Data

1.0 1.0
Update Student Update Student
Student Records Student Records
Records Records

Enrollment Enrollment
Forms Data

2.0 2.0
Prepare Bursar Prepare Bursar
Enrollment Enrollment
Class Lists Class Lists
Forms Data

Class Class
Lists Lists

Faculty Faculty
 Registrar’s Office Registrar’s Office

Enrollment Sort
Student Students Enrollment
Forms Forms
s Data

Update Sorted Update

A Enrollment Enrollment
Student Student
Forms Data
Records Records

Sorted Prepare
Enrollment Class Bursar
Prepare
Forms Lists Student Class
Records Lists

Sorted
Class
Lists
Enrollment Here’s the revised Class
Forms
flowchart. How has it Lists
changed?
Faculty Bursar
Faculty
Original
Flowchart
 FLOWCHARTS VS. DFDs

• Moral of the Story: Changes in the

physical characteristics of the process do
affect the flowchart but have little or no
impact on the DFD.
• The DFD focuses more on the logic.
• When deciding which tool to employ,
consider the information needs of those
who will view it.
 QUIZ QUESTION

• How is playing the piano like making DFDs

and flowcharts?
– You can’t learn to do it by just watching
someone else.
– You can’t learn to do it by just looking at
examples.
– Your first attempts are clumsy.
– Practice leads to improvement and maybe
even perfection.
 SUMMARY

• We’ve learned about graphical forms of

documentation, particularly:
– Data flow diagrams
– Flowcharts
• We’ve learned why these tools are
important to accountants and how they are
employed.
• We’ve learned basic guidelines for
creating data flow diagrams and
flowcharts.