Escolar Documentos
Profissional Documentos
Cultura Documentos
CASE programs to develop AIS documentation, but it is difficult to imagine why anyone would
not use such capable and time-saving tools.
6-10.
End user computing refers to the computer activities of non-computer employees,
especially the development of large spreadsheets and databases. Although such activities are
commonplace today, they also create problems. For example, when non-IT personnel develop
important computer applications, a company becomes increasingly dependent upon such
individuals to answer questions, or to explain how to use the software. Documentation is also
important in end-user computing environments because it provides the training aids, user
descriptions, tutorial manuals, and reference materials that other users need in order to run the
applications effectively. See relevant chapter sections for guidelines to control end-user
computing.
SM 6.3
Problems
6-11.
Process
Predefined Process
Terminator
Alternate Process
Internal Storage
Decision
Document
Data
Multidocument
Preparation
Manual Input
Manual Operation
Connector
Off-page Connector
Card
Punched Tape
Summing Junction
Or
Collate
Sort
Stored Data
Delay
Direct Access
Storage
Display
Extract
Sequential Access
Storage
Merge
Magnetic Disk
SM 6.4
6-12.
g)
h)
E m p lo y e e
tim e c a r d
d a ta
K e y e n try
E m p lo y e e
tim e c a r d
d a ta
K e y e n tr y
E m p lo y e e
tim e c a rd
d a ta
to C P U
to C P U
E m p lo y e e
tim e c a r d d a ta
o n f lo p p y d i s k
i)
T h e flo w c h a r t e r s h o u ld u s e o n p a g e c o n n e c t o r s .
D e p t. 1
D e p t. 2
D e p t. 3
D e p t. 4
j)
S o u rc e
D ocum ent
S o u rc e
D ocum ent
S o u rc e
D ocum ent
S o u rc e
D ocum ent
F ile
k)
D e p t. 1
S o u rc e
D ocum ent
C opy
D e p t. 2
S o u rc e
D ocum ent
F i le
SM 6.5
Ledger
6-13.
6-14
Garcia-Lanoue Company
SM 6.6
6-15.
S h ip p in g D e p a r t m e n t
S h ip p in g
o rd e r
D a ta E n try
D e p a rtm e n t
S h ip p i n g
o rd e r
C o m p u te r
O p e r a t io n s
F ile
K e y e n tr y
F lo p p y
d is k
V e r if y
F lo p p y
d is k
F lo p p y
d is k
SM 6.7
6-16.
Amanda M Company
C o n te x t D ia g r a m :
S a le s /
C o lle c tio n
P ro c e s s
C u s to m e rs
E m p lo y e e s
& Bank
L e v e l 0 D ia g r a m :
C u s to m e rs
S a le s
O rd e rs
P a y m e n ts
S h ip p in g
N o t ic e a n d
I n v o ic e
O rd e r
D a ta
1 .0
P ro c e s s
S a le s
O rd e rs
2 .0
P ro c e s s
S h ip m e n ts
S h ip m e n t
D a ta
3 .0
P ro c e s s
E le c t r o n ic
P a y m e n ts
S a le s
R e p o r ts
O rd e r
R e p o r ts
P aym ent
R e p o r ts
E m p lo y e e s
& Bank
SM 6.8
6-17.
S y s te m F lo w c h a r t:
P ro d u c t
f i le
M anual
c u s to m e r
o rd e r
P ro c e s s
c u s to m e r
o rd e rs
K e y e n try
C u s to m e r
o r d e r f ile
C u s to m e r
o rd e rs re p o rt
D a ta F lo w D ia g ra m :
C u s to m e r
P ro d u c t
f ile
C u s to m e r
o rd e rs
p ro d u c t
in f o r m a t io n
Key
c u s to m e r
o rd e r
d a ta
C u s to m e r
o rd e r
in f o r m a t io n
C u s to m e r
o r d e r f ile
one copy of
c u s to m e r o r d e r
f o u r c o p ie s o f
c u s to m e r o rd e r
H o ld
fo r fu rth e r
p r o c e s s in g
O th e r
d e p a rtm e n ts
SM 6.9
6-18.
C u s to m e rs
M ake
D e p o s it
E m p lo y e r s
M ake
W ith d ra w a l
M ake
D e p o s it
A c c o u n tin g
T ra n s a c tio n s
C re a te
M o n t h ly
S ta te m e n ts
U p d a te
M a s te r F ile
D a ily
G et
In fo rm a tio n
For
I n q u ir i e s
Bank
E m p lo y e e s
C r e d it U n io n
A c c o u n ts
M a s t e r F ile
P re p a re
P a y r o ll
C hecks
Pay
B i lls
C re d ito r s
For
R e n t, P h o n e ,
U t i li t ie s , E t c .
SM 6.10
6-19.
N e w s u b s c r ip tio n
o r d e r s , r e n e w a ls ,
and checks
C hange of
a d d re s s
fo rm s
T e r m in a l
T e rm in a l
CPU
CPU
S u b s c r ib e r
M a s te r
F ile
u s in g E d it
S u b s c r ip tio n
O rd e rs P ro g ra m
u s in g C h a n g e
o f A d d re s s
P ro g ra m
S u m m a ry R e p o rt
of new
s u b s c rip tio n
re n e w a ls
S u m m a ry R e p o rt
o f a d d re s s
changes
C PU
u s in g M o n th ly
M a i li n g L a b e l
P ro g ra m
M a ilin g
L a b e ls
N o tic e s t o
n e w a n d re n e w a l
s u b s c r ib e r s
to p ro d u c tio n
d e p a rtm e n t
to m a il
SM 6.11
6-20.
a.
The decision table is shown below. Note that alternate decision rules would also be
reasonable here since the case does not specify exactly what action is to be taken for each set
of conditions.
DECISION TABLE
RULES
Account Status:
10
11
Written communications
X
X
Partial payment
X
X
X
X
Action:
Do nothing
Send first letter of inquiry
Send second letter of inquiry
X
X
X
X
b.
This exercise requires some creativity on the part of the student. One possibility is to
give each customer a rating on the following:
a) no prior delinquency history
b) only one prior delinquency
c) only two prior delinquencies
d) more than two prior delinquencies
Mr. Smith can now make a decision based upon this categorization of customer account
history. It might also be pointed out that many companies handle delinquencies on an
individual basis. Most small companies, for example, will try to work with their customers
whenever possible instead of writing to them impersonally because written confrontations
rarely produce desired results.
SM 6.12
6-21.
This problem requires students to draw the flowcharts in Figure 6-20. In a later part
of the problem, students are also asked to recreate the flowcharts in Figures 6-3, 6-6, 6-8, 6-11,
6-12, 6-13, 6-14, and 6-15. Because these flowchart are already shown in the text, the outputs
are already known.
Teaching notes: Students should follow the directions provided in this case to create the two
(program) flowcharts shown as well as the link that connects the two flowcharts together.
Students can document their links by printing a copy of their formulas. Finally, although using
Excels drawing tools is straightforward, it still takes time to create even small diagrams with
them. Thus, we recommend that instructors do not assign all parts of this case (a through h), but
only assign a selection of these diagrams.
Case Analyses
6-22.
C o n t e x t D ia g r a m :
P u rc h a s in g
Vendor
P u rc h a s e
O rd e rs
C hecks
In v o ic e s
A c c o u n ts
P a y a b le
P ro c e s s in g
S y s te m
R e c e iv in g
R e p o r ts
R e g is te rs
and
R e p o rts
A c c o u n tin g
and
M anagem ent
R e c e iv in g
D e p a rtm e n t
SM 6.13
L e v e l- 0 D a t a F lo w D ia g r a m :
Vendor
In fo rm a tio n
V e n d o r D a ta
P u r c h a s in g
D e p a rtm e n t
P u rc h a s e
O rd e r
A c c o u n ts
P a y a b le
R e c e iv in g
D e p a rtm e n t
R e c e iv in g
R e p o rts
A c c o u n ts
P a y a b le
In fo rm a tio n
P ro c e s s
A c c o u n ts
P a y a b le
A c c ru a l D a ta
P aym ent
D a ta
In v o ic e
C heck
R e g is te r s
A c c ru a l
Vendor
A c c o u n tin g
P ro c e s s
Vendor
C hecks
C hecks
Vendor
P re p a re
C ash
R e q u ir e m e n t s
F o re c a s t
M anagem ent
6-23.
1. A document flowchart for the Berridge Company's inventory control system may be found
after #3 (below).
2. The company can eliminate one or more copies of the retail store requisition (RSR) form.
The document flowchart (and case description) indicate that a retail store prepares three
copies of the RSR form. One copy is retained in a file at the retail store, and two copies are
SM 6.14
forwarded to the warehouse. When warehouse personnel fill the order, they file one copy of
the RSR form in their own files, and forward the last copy of this form to the inventory control
department for use in updating its records. The end result of this effort is a lot of paperwork.
One way to reduce it would be to allow the warehouse personnel to create the computer
record that indicates a disbursement to an individual store, thus eliminating the need for the
third copy of the RSR form currently sent to inventory control.
The company could eliminate all copies of the RSR form by computerizing its
warehousing operations completely. In this new system, a retail store would create a
computer record for each requisition, which the system could then display onscreen or
print on a report of similar requisitions for the warehouse each day. When a requisition
order is filled, personnel in the warehouse could indicate this by entering the required
data into the computer system. This entry would trigger an inventory update in the
inventory file and eliminate the pending requisition record from the file of active
requisitions.
3. The company currently creates five copies of each purchase order. These copies are sent
to: (1) the vendor, (2) accounts payable, (3) inventory control, and (4) the warehouse. The
purchasing department retains the fifth copy. This seems excessive. It is obvious that the
company must send one copy of the purchase order to the vendor. In addition, it makes
sense for control purposes to send one copy of the purchase order to the receiving
department (for use in comparing against the subsequent bill of lading), and to retain one
copy of the PO to document the purchase itself.
It is less obvious that the company needs to create the other two copies of the purchase
order. In fact, the document flowchart indicates that both the inventory control
department and warehouse personnel perform the comparison function when goods
arrive - a duplication of effort. Similarly, the company can probably eliminate the copy it
currently prepares for accounts payable. Instead, warehouse personnel can attach its
copy to the receiving report, and the accounts payable department can use the
warehouse copy to prepare a check to the vendor.
SM 6.15
R e t a il S t o r e
r e q u i s i t io n
(R S R )
In v e n to ry c o n tro l
W a re h o u s e
P u r c h a s in g
Vendor
1
2
R SR
R SR
A c c o u n t s P a y a b le
R SR
R SR
F i le
F i le
1
PR
T ir e s a n d
s u p p l ie s
T ire s a n d
s u p p l ie s
In v e n to ry
re c o rd
P u rc h a s e
R e q u i s it i o n
(P R )
P re p a re
p u rc h a s e
o rd e r
2
PR
P u rc h a s e
o rd e r
(P O )
F i le
C o m p a re
1
PO
3
PO
4
PO
5
PO
PO
PO
PO
In v o ic e
(IN V )
IN V
PO
IN V
F i le
F ile
T ir e s a n d
s u p p lie s
T ire s a n d
s u p p l ie s
R e c e iv in g
re p o rt
(R R )
3
R R
1
R R
3
R R
R R
2
4
R R
R R
F i le
C o m p a re
C o m p a re
2
PO
4
PO
1
1
4
R R
F i le
SM 6.16
IN V
R R
C heck
6-24.
E m p lo y e e
R e q u e s ts
P u rc h a s e
R e q u is it i o n
E n te r
O rd e r
C r e a te
P u rc h a s e
O rd e rs
Fax
to
S u p p l ie r
P u rc h a s e
O rd e rs
S u p p l ie r
O pen
PO
M e r c h a n d is e
A r r iv e s
C he ck
M e r c h a n d is e
vs P O
PO
P u rc h a s e
O rd e r
E n te r
O rd e r
P re p a re o p e n
in v o ic e s f o r
paym ent
S u p p l ie r
S u p p l ie r
In v o ic e s
C he ck
In v o ic e
SM 6.17
Phone
C a ll if
N e c e s s a ry
The systems flowchart is valuable because it shows the flow of activities and documents within
the sales/collection process. The flowchart is particularly useful for identifying redundant,
unnecessary, and risky activities.
6-25.
1. a) Data items which should be included on a repair/maintenance work order document are
as follows:
1) Job identification - department (or plant) for which work is to be done, machine or
work station, and general description of job.
2) Starting and completion dates - both estimated and actual.
3) Materials and supplies data - estimated and actual quantities and costs.
4) Labor data - estimated hours, actual hours cost, and employee number for each job
or person completing the work.
5) Applied overhead.
b) At least four copies of the work order would be required with a possible fifth copy needed
if a work order summary is not prepared. The work order would be prepared in the
R & M Department and given to the supervisor for review and scheduling. The work
order would then be used by the person responsible for the work by recording the actual
hours spent on the job and the actual materials and supplies required to complete the
job. After the job is completed, the work order would be forwarded to accounting for
costing and charging. The distribution of each copy of the work order would be as
follows:
Original (Copy 1) - Once the job is completed and all data has been recorded on the
work order, this copy is forwarded to the Accounting Department for costing and then
filed in the Accounting Department.
Copy 2 - This copy is also fully completed and is filed in the R & M Department in a
completed work order file.
Copy 3 - This copy would be kept by the R & M Department in a file of scheduled jobs
until the work is completed. A reference file is needed for all work orders while the job is
in process. Once this job is completed, Copy 3 would be attached to Copy 2 and filed
with Copy 2.
Copy 4 - This copy would be sent to the Production Department where the work is being
done to acknowledge the actual scheduling of the job.
An evaluation of the performance of the R & M Department would probably be done in
three departments as explained below:
The department which requests the work should compare the estimated charges
indicated on the Work Order Request with the actual charges and the timeliness of the
work, (e.g., the estimated and actual starting and completion times on the Work Order).
If the work is not timely or if the actual charges vary considerably from the estimate, the
management of the Production Department would contact the supervisor of the R & M
Department for an explanation.
The supervisor of the R & M Department would conduct a self-evaluation by comparing
the Work Order Request and the completed Work Order. The supervisor would want to
be sure the actual times and charges were close to the original estimates. Such a
SM 6.18
comparison would be important for evaluating the staff in the department and also for
preparing future estimates.
The Accounting Department (or some other appropriate department) would probably
conduct a review of the R & M Department's work. The estimates and actual results
shown on the Work Order would be compared. Types of repair and maintenance jobs
which have standard times for completion would be compared with actual times required
for the work in order to evaluate the department's performance.
2.
SM 6.19
P R O D U C T IO N
D EPAR TM EN T
R E P A IR & M A IN T E N A N C E
D EPAR TM EN T
A C C O U N T IN G
D EPAR TM EN T
4
3
S e r v ic e
R equest
F il e
2
S e r v ic e
R equest
P re p a re c o s t
e s t im a t e s f o r
m a t e r i a ls a n d
la b o r. s c h e d u le
t im e f o r w o r k
P ost
e s t im a t e s
and
suggest
T im e
3
2
2
S e r v ic e
R equest
S e r v ic e
R equest
F il e
W o rk o u t a n y
s c h e d u l in g
p r o b l e m s w it h
R & M
R e v ie w
and
a p p ro v e
2
S e r v ic e
R equest
S e r v ic e
R equest
P re p a re
w o rk
o rd e r
F il e
W o rk O rd e r
( A c k n o w le d g e m ent copy)
2
S e r v ic e
R equest
F il e
3
W o rk
O rd e r
F il e
F il e
R e c o rd a c tu a l
m a te r ia l a n d
s u p p l ie s u s e d
a n d la b o r t im e
r e q u ir e d
A c t iv ity
r e c o rd in g
2
W o rk O rd e r
(c o m p le te d )
W o rk O rd e r
S u m m a ry
W o rk
O rd e r
C o m p le t e
d e ta ile d
c o s tin g
F il e
W o rk O rd e r
S u m m a ry
2
W o rk O rd e r
( c o m p le te d )
3
F il e
2
W o rk O rd e r
S u m m a ry
F il e
SM 6.20