1 IM341 -Gilbert Glass Automated Level 0 DFD Teaching Notes using 4 key information processes PROCESS 1 - Create Sales Orders: 3 inputs and 3 outputs. Inputs into 1.0 Create Sales Orders (and points of origin): Narrative source: 1.Customer orders coming in from the Customers (source) From paragraph 3- the customers’ purchase orders come in… (From studying module 2, you should know the source of a customer purchase order is the customer.) 2. Credit data coming in from a customer credit data store From paragraph 3- performs .. credit checks ..by accessing data from the customer files 3.Inventory availability data from inventory management system (source) From paragraph 3- performs inventory ..checks .. by .. requesting data from the inventory management system Outputs from 1.0 Process Sales Orders (and points of destination): Narrative source: 1. Sales order record going into a sales order transactions data store. From paragraph 3- creates a record in the sales order transaction file 2. Rejection notice or order acknowledgement to Customer (sink) From paragraph 3- customer is emailed a rejection notice or an order confirmation 3. Customer orders into customer order history file From paragraph 3 - the customers’ purchase orders … are stored in an electronic customer order file PROCESS 2 - Record Picking and Shipments: 1 input and 3 outputs. Inputs into 2.0 Record Picking and Shipments (and points of origin): Narrative source: 1. (New) Sales orders (picking and shipping authorizations) coming in from Sales Order transactions data store From paragraph 4 - monitors the sales order transaction file for new order. Also, recall from Paragraph 3 –creates a record in the sales order transaction file (which is accessed by the warehousing and billing department personnel later in the process) REMINDERS – 1-On a level 0 dfd, do not show data flows between substeps in a process. That is why you not show the packing slip data flowing from picking to shipping steps. You would not show this data flow until you create a drill down, lower level dfd of this process (e.g., a level 1 dfd that includes a 2.1 picking process separate from a 2.2 shipping process). 2- DO NOT model the movement of goods on a dfd. Model data flows only. Outputs from 2.0 Record Picking and Shipments (and points of destination): Narrative source: 1. Filled and shipped order data into the Inventory management system (sink) From paragraph 4 – sends message to the inventory management system to update inventory data 2. Shipment data (bill of lading, packing slip) that accompanies shipment to the Customer (sink) From paragraph 4 - to the customer…..a bill of lading and the packing slip 3. Shipments record (sales order and shipping notice) into the Shipping transactions data store From paragraph 4 – adds a shipping record to the shipping transaction file2 Gilbert Glass Automated Level 0 DFD Teaching Notes using 4 processes - continued PROCESS 3 - Bill Customer: 2 inputs and 3 outputs. Inputs into 3.0 Bill Customer (and points of origin): Narrative source: 1. Open sales order confirmation coming in from Sales Orders transaction data store From paragraph 5- with the data in the sales order transaction file. The data source was also described in paragraph 3 - creates a record in the sales order transaction file (which is accessed by the warehousing and billing department personnel later in the process) 2. Shipment record from Shipment transaction data store From paragraph 5- processes the sales order by accessing the data in the shipping transaction file. Outputs from 3.0 Bill Customer (and points of destination): Narrative source: 1. Sales invoice and remittance advice to the Customer (sink) From paragraph 5- A hard copy of the sales invoice and a remittance advice are created and both are sent out to the customer as a bill. 2. Sales and receivable $ data to the General Ledger system (sink) From paragraph 5- the sale and receivable are sent to the general ledger system 3. Invoice record to the Billing transactions data store From paragraph 5- The billing transaction file is updated with a new sales record PROCESS 4 Record Customer Payment: 1 input and 5 outputs. Inputs into 4.0 Record Customer Payment (and points of origin): Narrative source: 1. Payments (checks and remittance advices) from the Customer (source) From paragraph 6- The customer sends a check along with the remittance advice back to the company Outputs from 4.0 Record Customer Payment (and points of destination): 1. Payment record to the Cash Receipts transaction data store From paragraph 6- adds a new cash receipts record to the cash receipts transaction file 2. Payment and receivables $ data to the General Ledger system (sink) From paragraph 6- sends an electronic copy of the payment and receivables data to the general ledger system 3. Deposit (customer checks) to the Bank (sink) From paragraph 6- sends the checks to the bank for deposit 4. Remittance advices to the Remittance advice data store From paragraph 6- files the remittance advices in a (paper) file 5. Daily Receipts to Remittance List data store From paragraph 6- files the remittance lists REMINDER–On a level 0 dfd, do not show data flows between substeps in a process. That is why you not show the checks and remittance advices data flowing from the opening checks subprocess performed by the mailroom to the recording step performed by the cashier. You would not show this data flow until you create a drill down, lower level dfd of this process (e.g., a level 1 dfd that includes a 4.1 open mail process separate from a 4.2 record remittances to cash receipts transaction file).3 Gilbert Glass Automated Context Diagram A single process representing all the steps in the entire narrative, no data stores and all sources and sinks. Four outside sources and sinks1 are discussed in this narrative: Customer, Bank, Inventory Management System, General Ledger System What are the flows from the Customer into the Process called “Process Order to Cash Transactions”? 1- Customer Orders 2- Payments (checks and remittance advices) What are the flows from the Process called “Process Order to Cash Transactions” to the Customer? 1- Shipment data (bill of lading, packing slip) that accompanies shipment to the Customer 2 - Sales invoices and remittance advices 3- Rejection notice or order acknowledgement What are the flows from the Bank into the