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
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