Chapter 3 Systems Documentation Techniques Dr.Mohamed Mousa

2- What Is Documentation? Documentation explains how a system works , including the: who , what, when , where, why , and how of data entry , data processing , data storage , information output , and system controls. Popular means of documentation to a system include diagrams , flowcharts , tables , and other graphical representations of data and information. These are supplemented by a narrative description of the system , a written step – by – step explanation of system components and interactions. Dr . Mohamed Mousa

Reasons of System documentation for the different levels of the organization 1- To be able to read system documentation. 2- To be able to evaluate system documentation. 3- To be able to prepare system documentation. Dr . Mohamed Mousa

Data Flow Diagrams Graphically describes the flow of data within a system. Four basic elements. Data Store Process: Sorting -Coding -Recording -Analyzing Entity Data Flow Data Output Dr . Mohamed Mousa

Entity Represents a source of data or input into the system Represents a destination of data or output from the system Dr . Mohamed Mousa

Data Flows: Movement of data among: Entities (sources or destinations) Processes Data stores Label should describe the information moving. Dr . Mohamed Mousa

Flowcharts A Flowchart is a pictorial , analytical technique used to describe some aspects of an information system in a clear , concise , and logical manner. Flowchart record how business processes are performed and how documents flow through the organization. They also used to analyze how to improve business processes and document flows. Dr . Mohamed Mousa

A Flowchart Symbols 1 – Input / Output 2- Processing 3- Storage 4- Flow and Miscellaneous Dr . Mohamed Mousa

Dr . Mohamed Mousa

Dr . Mohamed Mousa

Types of Flowcharts Document: Illustrates the flow of documents through an organization. Useful for analyzing internal control procedures. System Logical representation of system inputs, processes, and outputs Useful in systems analysis and design Program Represent the logical sequence of program logic Dr . Mohamed Mousa

Case Study: In light of the nature and the importance of accounting information systems, Determine each of the following: The definition and the kinds of information systems. The system components. In the light of studying of the elements of description and documentation of the information system …. , Describe and document the student’s payment system of the studying fees, according to the rules and procedures of the English section / Faculty of Commerce – University of Sadat City. Dr . Mohamed Mousa