Systems Documentations Design

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CHAPTER 3:

SYSTEMS

DOCUMENTATIONTECHNIQUES

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Documentation e7plains ho( a sstem (orks, in&lu)in8 the (ho, (hat, (hen,

(here, (h, an) ho( of )ata entr, )ata pro&essin8, )ata stora8e, information

output, an) sstem &on$ trols. Popular means of )o&umentin8 a sstem in&lu)e

)ia8rams, 9o(&harts, tables, an) other 8raphi&al representations of )ata an)

information. These are supplemente) b a narrative decri!tion of the sstem, a

(ritten step$b$step e7planation of sstem &omponents an) in$ tera&tions. 5n this

&hapter, (e e7plain three &ommon sstems )o&umentation tools: )ata 9o(

)ia8rams, 9o(&harts, an) business pro&ess )ia8rams.

o&umentation tools are important on the follo(in8 le;els:

"#At a minimum, ou must be able to read )o&umentation to )etermine ho( a

sstem (orks.

$#3ou ma nee) to evaluate )o&umentation to i)entif internal &ontrol stren8ths

an) (eak$ nesses an) re&ommen) impro;ements as (ell as to )etermine if a

propose) sstem meets the &ompan4s nee)s.

3#More skill is nee)e) to prepare )o&umentation that sho(s ho( an e7istin8 or

propose) sstem operates.

This &hapter )is&usses the follo(in8 )o&umentation tools:

"#Data fow diagram (DFD), a 8raphi&al )es&ription of )ata sour&es, )ata 9o(s,transfor$ mation pro&esses, )ata stora8e, an) )ata )estinations

$#Flowchart, (hi&h is a 8raphi&al )es&ription of a sstem. There are se;eral

tpes of 9o( &harts, in&lu)in8:

a# Document fowchart, (hi&h sho(s the 9o( of )o&uments an) information

bet(een )epartments or areas of responsibilit

%# System fowchart, (hi&h sho(s the relationship amon8 the input,

pro&essin8, an) out$ put in an information sstem

c# Program fowchart, (hi&h sho(s the se

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Data &'o( Dia)ram

A data *o( dia)ram +D&D, 8raphi&all )es&ribes the 9o( of )ata(ithin an or8ani=ation.

A data ource an) a data detination are entities that sen) or re&ei;e )ata

that the sstem uses or pro)u&es. An entit &an be both a sour&e an) a

)estination. The are repre$ sente) b ssu&h as a ser;er or paper? use) to store the )ata.

SU-DI.IDIN/ THE D&DFs are sub)i;i)e) into su&&essi;el lo(er le;els to pro;i)e e;er$in&reasin8

amounts of )etail, be&ause fe( sstems &an be full )ia8ramme) on one sheet ofpaper. Also, users ha;e )i@erin8 nee)s, an) a ;ariet of le;els &an better satisf)i@erin8 re

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outputs.

/uide'ine 0or Dra(in) a D&D

&'o(c1artA 9o(&hart is a pi&torial, analti&al te&hni

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isio, Bor), /7&el, or Po(erPoint. Flo(&harts use a stan)ar) set of smbols to

)es&ribe pi&toriall the transa&tion pro&essin8 pro&e)ures a &ompan uses an) the

9o( of )ata throu8h a sstem.

Common &'o(c1artin) S2m%o'

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T2!e o0 &'o(c1art

Document *o(c1art (ere )e;elope) to illustrate the 9o( of

)o&uments an) )ata amon8 areas of responsibilit (ithin anor8ani=ation. The tra&e a )o&ument from its &ra)le to its 8ra;e,sho(in8 (here ea&h )o&ument ori8inates, its )istribution, itspurpose, its )isposition, an) e;erthin8 that happens as it 9o(sthrou8h the sstem. A spe&ial tpe of 9o(&hart, &alle) an internal&ontrol 9o(&hart is use) to )es&ribe, anal=e, an) e;aluate internal&ontrols. The are use) to i)entif sstem (eaknesses orine&ien&ies, su&h as ina)e