IM341 - Gilbert Glass, Inc. Automated Process Flowchart Teaching Notes Each area of responsibility has its own column, labeled, with lines separating columns. Flow should read from top to bottom, left to right. Area of Responsibility 1 – Sales Department (Paragraph 3) – Action begins via contact from customer (shown as terminal starting point) Process1: Sales order processing involving inventory and credit checks (has to be automated process – uses disk files as input and writes to disk files as output) Input(s): Data from the customer files on disk (see footnote) , data sent electronically (no paper) from the inventory management system (a separate system, so outside source), customers’ purchase orders that come in throughout the day via the company web site and are stored in an electronic customer order file. Decision Point (that determines output): Order approval or denial Decision Point Path 1 – When approved, output record into the sales order transaction file (disk)2 and order confirmation emailed to customer. Decision Point Path 2 – When declined, rejection notice emailed to customer. Area of Responsibility 2 – Warehousing Department (Paragraph 4) Action begins because new sales order created, so trigger shown in terminal as starting point Process: Print a hardcopy of a packing slip (has to be automated process – uses disk files) Input(s): New orders from the sales order transaction file disk Output(s): Printed hardcopy of packing slip to the shipping department Area of Responsibility 3 – Shipping Department (Paragraph 4) Action begins when packing slip received from warehouse (so show as input using on page or off page connector) Process: Update shipping transaction file (i.e., add a shipping record) and print a copy of the bill of lading Input(s): Packing slip from warehousing Output(s): Bill of lading and the packing slip to the customer, electronic message to the inventory management system (outside sink), and output record into the shipping transaction file (disk). 1 Typically, each area of responsibility can have more than one process, but for this particular narrative case, it happens to work out to one process per area of responsibility. 2 Reminder-you typically do not clutter flowcharts by labeling data flows to or from disk files.Area of Responsibility 4 – Billing Department (Paragraph 5) Action begins because shipment occurred, so trigger shown in terminal as starting point Process: Reconcile shipping and order data and generate sales invoice Input(s): Data in the shipping transaction file, Data in the sales order transaction file. Output(s): Hardcopy of a sales invoice and a remittance advice to customer, New record to billing transaction file, Electronic copy of the sale and receivable to the general ledger system (outside sink) Area of Responsibility 5 – Mailroom (Paragraph 6) Action begins via contact from customer (shown as terminal starting point) Process: Sort the checks by customer and record the remittances (note – performed by two clerks) Input(s): Check with remittance advice from customer Output(s): Daily remittance list to file by date, checks and remittance advices to cashier Area of Responsibility 6 – Cashier’s Office (Paragraph 6) Action begins when check and remittance advices received from mailroom (so show as input using on page or off page connector) Process: Record remittances and create deposit Input(s): Checks and remittance advices from mailroom Output(s): New record to the cash receipts transaction file, electronic copy of the payment and receivables data to the general ledger system, checks to the bank for deposit, remittance advices to a (paper) file, organized by date (Important note – keep them two months, then discard