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Systems Documentation Techniques Essay

Question 1

1.Prepare flowcharting segments for each of the following operations:

a)processing transactions stored on magnetic tape to update a master file stored on magnetic tape

b)processing transactions stored on magnetic tape to update a database stored on a magnetic disk

c)converting source documents to magnetic tape using a computer-based optical character reader (OCR)

d)processing OCR documents online to update a database on magnetic disk

e)reading data from a magnetic disk into the computer to be printed on a report

f)using a computer or terminal to key data from source documents to a file stored on a magnetic disk

g)manually sorting and filing invoices numerically

h)using a terminal to enter source document data and send it to a remote location where an online processing system records it in a database stored on magnetic disk

i)a scheduled automatic backup of an internal hard drive to an external hard drive

j)using a terminal to query customer sales data maintained on a magnetic disk

k)enter employee hours recorded on time cards in the payroll transaction file maintained on disk and update wage data maintained on the payroll master file

l)use a terminal to access a price list maintained on disk to complete a purchase order. An electronic copy of the purchase order is sent to the vendor and a backup copy is printed and filed by vendor name

m)update an airline reservation on a Web-based airline reservation system from a home computer

Question 2

The Happy Valley Utility Company uses turnaround documents in its computerized customer accounting system. Meter readers are provided with preprinted computer forms, each containing the account number, name, address and previous meter readings. Each form also contains a formatted area in which the customer’s current meter reading can be marked in pencil. After making their rounds, meter readers turn in batches of these documents to the computer data preparation department, where they are processed by a mark-sense document reader that transfers their contents to magnetic tape.

This magnetic tape file is used as input for two computer runs. The first run sorts the transaction records on the tape into sequential order by customer account number. On the second run, the sorted transaction tape is processed against the customer master file, which is sorted on a magnetic disk. Second-run outputs are (1) a printed report listing summary information and any erroneous transactions detected by the computer and (2) customer bills printed in a special OCR-readable font. Bills are mailed and customers are requested to return the stub portion along with payment.

Customer payments are received in the mailroom and checked for consistency against the returned remittance stubs. Checks are then sent to the cashier’s office. The mailroom provides the computer data preparation department with three sets of records: (1) stubs with compatible amounts, (2) stubs with differing amounts, and (3) a list of amounts received from customers, without stubs. For the latter two types of records, data preparation personnel use a special off-line keying device to prepare corrected stubs. An OCR document reader reads all the stubs and sends the data to the company’s computer. The computer updates the customer master file to post the payment amounts. Two printed outputs from this second process are (1) reports listing erroneous transactions and summary information and (2) past-due customer balances.

Required:

a)Draw a system flowchart of the billing operations, commencing with the computer preparation of the meter reading forms and ending with the mailing of customer bills.

b)Draw a system flowchart depicting customer payments processing, starting with the mailroom operations and ending with the two printed reports. a)Draw a system flowchart of the billing operations, commencing with the computer preparation of the meter reading forms and ending with the mailing of customer bills.

b)Draw a system flowchart depicting customer payments processing, starting with the mailroom operations and ending with the two printed reports.


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