The document discusses various tools for documenting accounting information systems, including flowcharts, process maps, and data flow diagrams. It provides examples of different types of flowcharts like document flowcharts and system flowcharts. It also discusses guidelines for creating various documentation tools and the importance of documenting end-user computing.

1. Chapter
3-1

2. Chapter 3
Documenting Accounting
Information Systems
Introduction
Why Documentation Is Important
Document and Systems Flowcharts
Process Maps and Data Flow diagrams
Chapter
3-2

3. Chapter 3
Documenting Accounting
Information Systems
Other documentation tools
End-user Computing And Documentation
AIS at work—flowcharts help recover
embezzled assets
Summary
Chapter
3-3

4. Documentation of Systems
Documentation is a vital part of any AIS.
Accountants use many different types of
diagrams to trace the flow of accounting
data through an AIS.
A wide variety of software is
available for documenting AISs.
Chapter
3-4

5. Why Documentation Is
Important
Depicting how the system works
Training users
Designing new systems
Controlling system development
and maintenance costs
Standardizing communications
with others
Chapter
3-5

6. Why Documentation Is
Important
Auditing AISs
Documenting business processes
Complying with the Sarbanes
Oxley Act of 2002
Establishing accountability
Chapter
3-6

7. Types of Flowcharts
Document Flowcharts
Document flowchart traces the physical
flow of documents through an organization.
Systems Flowcharts
System flowcharts depict the electronic flow
of data and processing steps in an AIS.
Chapter
3-7

8. Document Flowcharts
Constructing a document flowchart begins
by identifying the different departments or
groups that handle the documents of a
particular system.
Auditors and accountants may use
document flowcharts when
analyzing a current system for
weaknesses in controls and reports.
Chapter
3-8

9. Common Document
Flowcharting Symbols
Keying operation Manual Operation
Document Connector between
two points on a
flowchart
Multiple copies of
a specific document Journal or ledger
Chapter
3-9

10. Common Document
Flowcharting Symbols
Permanent file of Envelope
manual documents for mailing
or distributing
Information flow bills or checks,
Document flow etc.
Adding machine
tape used for
Annotation for batch control
additional
explanation
Chapter
3-10

11. A Sample Document Flowchart
Requesting Department Central Supplies Department
A
1 2
PRF
1
PRF
A
File
Chapter
3-11

12. Document Flowcharting
Guidelines
Identify all departments involved
Classify activities department-wise.
Identify documents by numbers or
color-coding.
Account for the distribution of every
copy of a document.
Chapter
3-12

13. Document Flowcharting
Guidelines
Use on-page and off-page connectors
and connect by using same letter or
number.
Annotate document for clarity.
Consider sequencing whenever important.
Avoid acronyms to avoid confusion.
Consider using automated flowchart tools.
Chapter
3-13

14. System Flowcharts
They use symbols that are industry conventions
standardized by the National Bureau of
Standards.
Each processing phase of a system flowchart
usually involves preparing one or more control
reports.
These flowcharts depict an electronic job stream
of data through processing phases of an AIS, and
therefore illustrate audit trails.
Chapter
3-14

15. Common System Flowchart
Symbols
Computer Processing Input/Output
On-line keying Document
Communication
Screen Display
Link
On-line Storage Magnetic
Disk
Chapter
3-15

16. System Flowchart Preparing
a Payroll
Chapter
3-16

17. Systems Flowcharting
Guidelines
Arrange to read from top to bottom and
left to right.
Use appropriate, standard symbols.
Always use a process symbol between an
input and an output symbol. This is called
the sandwich rule.
Use connectors to avoid crossed
lines and cluttered flowcharts.
Chapter
3-17

18. Systems Flowcharting
Guidelines
Sketch a flowchart before designing the final
draft.
Use annotated descriptions and comments in
flowcharts for clarification.
Chapter
3-18

19. Systems Flowcharting
Guidelines
Question
The sandwich rule states that:
a. You should only create logic diagrams that have
some ‘‘meat’’ in them
b. Every diagram should have a cover page and a
summary page
c. A processing symbol should be between an input and
an output symbol
d. In DFDs, there should always be data flow lines
Chapter leading to and from files
3-19

20. Process Maps and Data
Flow Diagrams
Process maps document business processes in
easy-to-follow diagrams.
Data flow diagrams (DFDs) are primarily used
in the systems development process as a tool for
analyzing an existing system.
Chapter
3-20

21. Process Map for the Order
Fulfillment process
Chapter
3-21

22. A Second-level Process
Map
Chapter
3-22

23. Guidelines for Drawing
Process Maps
Identify and define the process of interest to
stay focused.
Understand the purpose for the process map.
Meet with employees to get their ideas,
suggestions, and comments.
Remember that processes have inputs, outputs,
and enablers.
Chapter
3-23

24. Guidelines for Drawing
Process Maps
Show key decision points.
Pay attention to the level of detail you capture.
Avoid mapping the “should-be” or “could-be”.
Map what is.
Practice, practice, practice.
Chapter
3-24

25. Data Flow Diagrams
Symbols used
A square represents an external data
source or data destination.
A circle indicates a internal entity that
changes or transforms data.
Two horizontal lines represent the storage
of data. This is usually a file.
A line with an arrow indicates the
direction of the flow of
data.
Chapter
3-25

26. Parts of the DFD
Context diagram an overview of the system
Physical Data Flow Diagrams – first level of
detail
Logical Data Flow Diagrams –idea of what
participants do
Chapter
3-26

27. Context diagram
Chapter
3-27

28. Context Diagrams
Data flow diagrams are usually drawn in
levels that include increasing amounts of detail.
A top level (or high-level) DFD that provides
an overall picture of an application or system is
called a context diagram.
A context diagram is then decomposed,
or exploded, into successively lower
levels of detail.
Chapter
3-28

29. Physical Data Flow
Diagrams
Resemble the document flowcharts
Focus on physical entities as well as the
tangible documents, reports, and similar hard-
copy inputs and outputs that flow through the
system
List the job title of one typical employee
Are simple, more readable, and therefore
more easily understood
Chapter
3-29

30. Physical Data Flow
Diagrams
Chapter
3-30

31. Logical Data Flow Diagrams
Decompose DFDs into successive levels
Address what participants do.
Consist of bubbles – each bubble contains a verb that
indicates a task the system performs.
Help designers decide
 what system resources to acquire,
 what activities employees must perform to run these
systems, and
 how to protect and control these systems after installation.
Chapter
3-31

32. Logical Data Flow Diagrams
Chapter
3-32

33. Decomposition
Is the act of exploding data flow diagrams to
create more detail.
Level 0 data flow diagrams may be exploded into
successive levels of detail. The next level of detail
would be a level 1 data flow diagram.
The DFDs become linked together in
a hierarchy, which would fully
document the system.
Chapter
3-33

34. Decomposition
Chapter
3-34

35. Guidelines for Drawing
DFDs
Avoid detail in high level DFDs.
Ensure that between five and seven
processes are in each DFD
Give different data flows different names.
Ensure all data stores have data flows both into
them and out of them.
Include even temporary files in a DFD.
Chapter
3-35

36. Guidelines for Drawing
DFDs
Classify most of the final recipients of system
information as external entities.
Classify personnel and departments that process
the data of the current system as internal entities.
Display only normal processing routines in
high-level DFDs.
Use only one entity to represent several
system entities that perform the same
task,
Chapter
3-36

37. Guidelines for Drawing
DFDs
Question
Which of these is not a good guideline to follow when creating
DFDs?
a. Avoid detail in high-level DFDs
b. Avoid drawing temporary files in DFDs
c. Classify most of the final recipients of system outputs
as external entities
d. Avoid showing error routines or similar exception
Chapter tasks
3-37

38. Other Documentation Tools
Program flowcharts
Organizations use structured programming techniques to
create large computer programs in a hierarchical fashion
Decision tables
Organizations use a table of conditions and processing
tasks that indicates what action to take for each possibility.
Software Tools for Graphical
documentation and SOX compliance
Microsoft Word, Excel, and PowerPoint
CASE Tools
SOX Compliance
Chapter
3-38

39. Program flowcharts
outline the processing logic
indicate the order of processing steps
present the steps in a structured
walk-through which helps the reviewers
 assess the soundness of the logic,
 detect and correct design flaws, and
 make improvements
macro program flowcharts serve as an overview of
the data processing logic
Chapter
3-39

40. Program flowcharts
Chapter
3-40

41. Flowcharts
Question
The diagram here is most likely a:
a. document flowchart
b. system flowchart
c. data flow diagram
d. program flowchart
Chapter
3-41

42. Decision Tables
A decision table
is a matrix of conditions and processing tasks that
indicate what action to take for each possibility,
is used when the computer program involves many
conditions and subsequent courses of action,
is used as an alternative to program flowcharts or in
addition to the flowcharts.
Chapter
3-42

43. Decision Tables
The drawbacks of a decision table are
they do not show the order in which a program
tests data conditions or takes processing actions
require an understanding of documentation
techniques beyond flowcharting
require extra work to prepare, which may not
be cost effective
Chapter
3-43

44. Decision Tables
Chapter
3-44

45. Software Tools for Graphical
documentation and SOX compliance
Microsoft Word, Excel, and PowerPoint
All the programs have the “AutoShapes” option for the graphic
symbols and logic diagrams
Excel can create large drawings and has the option to embed
computed values in flowcharting symbols.
CASE Tools
Has capabilities of graphical documentation software that exceed
those of word-processing or spreadsheet packages.
SOX Compliance Software
Enable businesses to reduce the time and costs required to satisfy
Sarbanes Oxley Act of 2002 requirements.
Chapter
3-45

46. CASE Tools
CASE is an acronym for
computer-assisted software engineering.
CASE tools automate costly, inefficient, slow
documentation tasks.
CASE tools can reduce the time and cost to
produce high-quality documentation for
new systems, thus supporting rapid
application development (RAD).
Chapter
3-46

47. CASE Tool--Excelerator TM
Chapter
3-47

48. End-User Computing
End-user computing
refers to the ability of non-IT employees
to create their own computer applications,
is important for end-users to document
applications they develop.
Chapter
3-48

49. Importance of End-User
Documentation
End users require complete, easy-to-follow
training manuals, tutorials, and reference
guides.
Documentation is important for learning how
to accomplish things or undo mistakes.
Documentation is also important for end
users as time is wasted when other employees
need to alter a system but lack the basic
documentation to accomplish this task.
Chapter
3-49

50. Policies for End-User
Computing and Documentation
1. Formally evaluate large projects.
2. Adopt formal end-user development policies.
3. Formalize documentation standards.
4. Limit the number of employees authorized
to create end-user applications.
5. Audit new and existing systems.
Chapter
3-50

51. Computing
Question
A meeting in which computer programmers outline their
logic to others is called a:
a. Decision meeting
b. RAD meeting
c. mythical event
d. structured walkthrough
Chapter
3-51

52. Copyright
Copyright 2008 John Wiley & Sons, Inc. All rights reserved.
Reproduction or translation of this work beyond that permitted in
Section 117 of the 1976 United States Copyright Act without the
express written permission of the copyright owner is unlawful.
Request for further information should be addressed to the
Permissions Department, John Wiley & Sons, Inc. The purchaser
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omissions, or damages, caused by the use of these programs or from the
use of the information contained herein.
Chapter
3-52

53. Chapter 3
Chapter
3-53