BMGT326 Exam 3 Review (Ch. 4, 10, 11)Chapter 4- Systems flowchart: graphical representation of a business process, depicts the sequence of activities performed as the business events flow through the process (as described in system narrative), forms a complete (comprehensive) pictureof the system by combining the physical AND logical aspects (**** p. 111-112 Figure 4.7)o Includes the information processes (inputs, data processing, data storage, outputs – NOT sending/receiving data), operations processes (people, equipment, organization, work activities), and management processes (management context for a system)o Helps understand the flow of transactions, identify implemented controls and gaps in controls, and define/improve controls to close gapso Symbols: (dashed line with arrow going from one symbol to a second copy of the same symbol indicates that one copy is an original to be replaced after updating by the other copy)o Exception (error) routine: process that handles required actions for extraordinary/erroneous events data, shown on systems flowcharts and documented below the level 0 DFD with reject stubs (leaves a bubble but does not lead to any other bubble/data store – shown only in lower-level diagrams)- Data flow diagram (DFD): graphical representation of a system that portrays business process activities, depicts systems components and data flows among the components, shows the sources/destinations/storage of data – does NOT depict management or operational elements of a system (only information processes)o Helps explain systems and train personnel, used by management and auditors to understand systems and evaluate systems controls (SOX 404 compliance)o DFD Symbols: (more limited than standard flowcharting symbols)- Three types of DFDs: (context diagram at top, then level 0 diagram where process bubbles represent transformation of data and activities are grouped by time - after these levels, external entities don’t appear)o Context diagram: top-level (least detailed) diagram depicting a system and all its activities in one single bubble (entire system), shows data flows into/out of the system and into/out of the external entities – data flow labels usually describe the nature of the data (logical labels)o Physical data flow diagram: diagram showing the system’s internal and external entities and the flow of databetween them, specify where/how/by whom a system’s activities are accomplished (NOT what activities), bubbles represent nouns (entire system) – depicts a system’s infrastructure Internal entity: entity within the system that transforms data – people (ie: accounting clerks), places (ie: departments), things (ie: computers) External entity: entities outside the system that send/receive data to/from system (people, places, things) – do NOT perform any information processing activities for the systemo Logical data flow diagram: diagram showing the system’s processes as bubbles (NOT entire system), data stores, and the flows of data into/out of the processes and data stores (data flows show the nature of the data being transmitted), specifies WHAT activities the system is performing (does NOT specify how/where/by whom activities are accomplished) – portrays a system’s activities (originate/transform/file/receive data) Uses 5-7 bubbles, data flows NEVER go from higher -> lower numbered bubble- Balanced DFDs: DFDs are balanced when the external data flows of 2+ DFDs are equivalent – occurs when the context, physical, and logical diagrams have equivalent external data flows (*** p. 109)DFD (a) is a context diagramDFD (b) is an “explosion” of the context into a level 0 DFDDFDs (c) and (d) are explosions of level 0 bubbles 1.0 and 3.0DFD (e) is an explosion of bubble 3.1- Top-down partitioning: flowchart logic flows from top to bottom (and left to right), splits the database into multiple processors/servers, successive subdivision (exploding) of logical DFDs to show more detailed data flows – improves thereliability/performance of databasesChapter 10- Order Entry/Sales (OE/S) Process: creates information flows to support repetitive work routines (of sales order, shipping, credit departments) and to assist management with marketing/sales decisions, ultimate goal is to provide value to the customer – includes the first four steps in the order-to-cash process:o 1. Pre-Sales Activitieso 2. Sales Order Processing Customer acknowledgement: notifies the customer of the order’s acceptance and the expected shipment dateo 3. Picking and Packing Goods Picking ticket: authorizes the warehouse to “pick” the goods from the shelf and send them to shipping, identifies the goods to be picked and usually indicates the warehouse locationo 4. Shipping Bill of lading: contract between the shipper and the carrier in which the carrier agrees to transport the goods to the shipper’s customer Packing slip: sent with the package to identify the customer, destination, and contents- OE/S Process – Logical Level 0 DFD:- Tickler file: reviews the file of open sales orders (on a current/regular basis) to detect any shipments that should have taken place – key control in the OE/S process that ensures all shipments are made in a timely manner- Trigger: data flow/event that initiates a process, source document provides authority for a business activity to occur – customer order is the one input that triggers the OE/S process- Pre-formatted screens: directed primarily at ensuring input accuracy- Digital image processing systems: computer-based systems for capture/storage/retrieval/presentation of images of objects (ie: pictures and documents) – capable of making documents available worldwide so that information can be readily accessed and distributed throughout the organization- Customer Relationship Management (CRM) systems: ERP system add-on maintaining customer info database, trackspurchases/suggests products, supports customer retention – systems often share same underlying databaseo The most important asset to any company is a happy customer! (especially with global competition)- Bar code readers: electronic data capture devices that use light reflection to read differences in bar code patterns in order to identify a labeled item- Validity for the OE/S Process:o Sales (customer) order input validity: order is from an existing, authorized customer (one contained in the customer master data file) whose current order falls