Chapter 4—Documenting Information Systems

TRUE/FALSE

1. Flowcharts are commonly used in financial audits, business process reengineering and security review
engagements.

ANS: T

2. Data flow diagrams portray a business processes’ activities, stores of data, and flows of data among
those elements.

ANS: T

3. Data flow diagrams present a comprehensive picture of the management, operations, information
systems and process controls embodied in business processes.

ANS: F

4. A data flow diagram is a graphical representation of a system, which depicts the system’s components,
data flows and the sources, destinations and storage of data.

ANS: T

5. System flowcharts use only four symbols.

ANS: F

6. Systems documentation is used to understand, explain, evaluate, and improve complex business
processes, information systems, and internal controls.

ANS: T

7. In a data flow diagram, a bubble symbol shown below depicts an entity or a process within which
incoming data flows are transformed into outgoing data flows.

ANS: T

8. The advantage of a physical data flow diagram versus a logical data flow diagram is that we can
concentrate on what activities a system is performing without having to specify how, where or by
whom..

ANS: F
 9. In a data flow diagram, a square represents an internal entity.

ANS: F

10. In a data flow diagram, two parallel lines represent the data store symbol.

ANS: T

11. The following symbol represents general purpose input-output.

ANS: F

12. The following symbol represents a computer process.

ANS: T

13. The following symbol represents a manual process

ANS: T

14. The following symbol represents a disk

ANS: F
15. The following symbol represents a paper file.
 ANS: T

16. The following symbol represents a document.

ANS: F

17. In a data flow diagram, an external entity symbol portrays a source or a destination of data outside the
system.

ANS: T

18. A context diagram is a top-level diagram of a system that depicts the system and all its activities as a
single bubble.

ANS: T

19. Internal entities are those entities inside the system that send data to, or receive data from, the system.

ANS: F

20. Internal entities are those persons, places, or things outside our system that send data to, or receive
data from, our system.

ANS: F

21. An external entity is a person, place, or thing within the system that transforms data.

ANS: F

22. A physical data flow diagram uses bubbles to specify where, how, and by whom a system's processes
are accomplished.

ANS: T

23. When the context diagram and the level 0 diagram have equivalent external data flows, the DFDs are
said to be balanced.

ANS: T

24. The successive subdivision, or exploding, of logical data flow diagrams is called bottom up
partitioning.
 ANS: F

25. A systems flowchart is a graphical representation of both the physical and logical features of an
information system.

ANS: T

26. Processes that handle other-than-normal situations are called exception routines.

ANS: T

27. Information processing activities including retrieving data from a file, transforming data, or filing data.

ANS: T

28. An acceptance stub is a data flow that leaves a bubble but does not go to any other bubble or file and
indicates processing that is performed in other than normal situations.

ANS: F

29. In an enterprise system, we would have one data store/disk symbol that would be labeled “enterprise
database” instead of two or more data store symbols.

ANS: T

30. When we convert to an enterprise system, reengineered processes often result from the installation and
can cause changes throughout the systems flowcharts.

ANS: T

MULTIPLE CHOICE

1. A symbol used in data flow diagrams to depict an entity or process within which incoming data flows
are transformed into outgoing data flows is a(n):
a. data flow symbol
b. external entity symbol
c. bubble symbol
d. file symbol
ANS: C

2. A data flow diagram could contain each of the following symbols except:
a. a bubble or circle
b. an octagon
c. a square
d. a curved line with arrow head
ANS: B

3. Which of the following data flow diagram symbols is represented by two parallel lines?
a. data flow symbol
 b. external entity symbol
c. sink symbol
d. data store symbol
ANS: D
4. Which data flow diagram symbol portrays a source or destination of data outside the system?
a. data flow symbol
b. external entity symbol
c. bubble symbol
d. file symbol
ANS: B
5. Which data flow diagram symbol is usually portrayed with a circle?
a. data flow
b. data store
c. external entity
d. process bubble
ANS: D
6. Which data flow diagram symbol is usually portrayed with a square?
a. data flow
b. data store
c. external entity
d. process bubble
ANS: C
7. Which data flow diagram symbol is usually portrayed with an arrow?
a. data flow
b. data store
c. external entity
d. process bubble
ANS: A
8. In data flow diagrams describing the accounting information system of a manufacturing company, the
company’s bank is most likely represented as a(n):
a. data flow
b. data store
c. external entity
d. process bubble
ANS: C
9. In data flow diagrams describing the accounting information system of a consulting firm, a customer is
most likely represented as a(n):
a. data flow
b. data store
c. external entity
d. process bubble
ANS: C
10. In data flow diagrams describing the accounting information system of a medical practice, a patient is
most likely represented as a(n):
a. data flow
 b. data store
c. external entity
d. process bubble
ANS: C

11. Those entities which perform no information processing activities for the system are called:
a. external entities
b. internal entities
c. boundary entities
d. environmental entities
ANS: A

12. Which symbol can be either an entity or a process depending on the type of DFD?
a. bubble symbol
b. external entity symbol
c. data flow symbol
d. file symbol
ANS: A

13. Which of the following is the least detailed of the data flow diagrams?
a. logical data flow diagram
b. systems flowchart
c. context diagram
d. physical data flow diagram
ANS: C

14. In a physical data flow diagram, this is something within the system that transforms data.
a. data flow
b. data store
c. external entity
d. internal entity
ANS: D

15. In a physical data flow diagram, a bubble or circle could be used to specify each of the following
except:
a. where a process is performed
b. how a process is performed
c. by whom a process is performed
d. what process is performed
ANS: D
16. Which type of data flow diagram specifies where, how, and by whom a system's processes are
performed?
a. context diagram
b. physical data flow diagram
c. logical data flow diagram
d. systems flowchart
ANS: B

17. A person, place, or thing within a system that transforms data is called:
a. external entity
b. relevant environment
c. internal entity
d. boundary
ANS: C

18. Which data flow diagram shows what activities the system is performing without having to specify
how, where, or by whom the activities are accomplished?
a. context diagram
b. physical data flow diagram
c. systems flowchart
d. logical data flow diagram
ANS: D

19. Data flow labels in context diagrams usually describe:

a. what the data are (physical labels)
b. the nature of the data (logical labels)
c. to whom the data are being transmitted (identity labels)
d. where the data are being sent (directional labels)
ANS: B

20. In which of the following data flow diagrams does the bubble symbol represent a process and not the
entire system?
a. context diagram
b. physical data flow diagram
c. logical data flow diagram
d. systems flowchart
ANS: C

21. In a logical data flow diagram for a cash receipts system, each of the following labels might appear in
a bubble except:
a. cashier
b. capture cash receipts
c. endorse checks
d. update master files
ANS: A
22. The data flows in a logical flow diagram show:
a. how the data are transmitted
b. where the data are transmitted
c. the nature of the data being transmitted
d. who receives the transmitted data
ANS: C

23. When two data flow diagrams have equivalent external data flows, we say that the two data flow
diagrams are:
a. congruent
b. similar
c. balanced
d. equal
ANS: C

24. A process in which successive layers of data flow diagrams are constructed by "exploding" the bubbles
on a less detailed DFD to show more detailed data flows is called:
a. top-down partitioning
b. serial expansion
c. balanced construction
d. expanded data flows
ANS: A

25. Which of the following statements related to the construction of data flow diagrams is false?
a. The level 0 diagram is the next level down from the context diagram.
b. If the level 0 diagram has one arrow going into bubble number 1.0 and two arrows leaving
bubble number 1.0, then diagram 1.0 will show one arrow entering and two arrows
leaving.
c. Sources and destinations are depicted by parallel horizontal lines, between which the name
of the entity is shown.
d. Arrows represent a pathway for data.
ANS: C

26. A systems flowchart varies from a data flow diagram because it:
a. only represents the information system
b. only represents the operations system
c. only represents the management system
d. represents the management system, the operations system, and the information system
ANS: D

27. Information processing activities include:

a. only automated activities
b. activities that retrieve, transform, and file data
c. the sending of data between entities
d. operational activities
ANS: B
28. Why do auditors and systems analysts use systems documentation?
a. to understand, explain, and improve complex systems
b. only to provide justification to management for systems investments
c. to reduce the number and amount of external entities
d. to eliminate evidence to be collected
ANS: A

29. On a systems flowchart, computer processing is represented by a:

a. square
b. trapezoid
c. rectangle
d. parallelogram
ANS: C

30. On a systems flowchart, a paper file is represented by a:

a. triangle
b. cylinder
c. rectangle
d. pentagon
ANS: A

31. On a systems flowchart, a solid line with an arrow indicates a(n):

a. batch total
b. telecommunications link
c. off-page connector
d. logical flow
ANS: D

32. Which of the following systems flowcharting symbol descriptions is incorrect?

a. disk
b. computer process
c. manual process
d. display
ANS: C
33. Which of the following systems flowcharting symbols descriptions is incorrect?

a. tape
b. on-page connector
c. start/stop
d. paper file
ANS: D
34. Which of the following systems flowcharting symbols descriptions is incorrect?

a. general purpose input-output

b. manual process
c. multiple-page document
d. punched card
ANS: D

35. How many circles (bubbles) are included in a correctly drawn context diagram?
a. zero
b. one
c. three
d. more than one but no more than are necessary to model the system
ANS: B
36. An information processing activity could be any of the following except:
a. sending or receiving data
b. preparing documents
c. data entry
d. verifying data
ANS: A
37. In drawing a context diagram, we should include:
a. only exception routines
b. only error routines
c. only normal processing routines
d. only normal processing and exception routines
ANS: C
38. To make a logical data flow diagram readable, how many bubbles should be used?
a. one to three
b. five to seven
c. eight to ten
d. as many as needed but no more than ten
ANS: B
39. On a logical data flow diagram, data flows:
a. always go from a higher-numbered to a lower-numbered bubble
b. never go from a higher-numbered to a lower-numbered bubble
c. can go in either direction as needed
d. must go from a bubble to a box
ANS: B
40. All of the following are "guidelines" for grouping activities in a level 0 DFD except:
a. group activities if they occur in the same place and at the same time
b. group activities if they occur at different times in the same place
c. group activities if they occur at the same time but in different places
d. group activities that seem to be logically related
ANS: B
41. When a transaction cannot be processed in a routine fashion because of an error or other processing
problems, the transaction must be handled by a(n):
a. rejection routine
b. change report
c. exception and summary report
d. exception routine
ANS: D
42. The following is a jumbled list of the activities suggested in this text for drafting data flow diagrams
for an existing system:
I. Prepare a table of entities and activities.
II. Prepare a chronologically sorted table of entities and activities.
III. Draw a physical data flow diagram.
IV. Draw a logical data flow diagram.
V. Draw a context diagram.
The best sequence for undertaking these activities is:
a. I, II, V, III, IV
b. I, V, III, II, IV
c. II, I, III, V, IV
d. II, IV, III, I, V
ANS: B
43. Examine the following context diagram and the related level 0 logical data flow diagram. Which of the
following statements is true?

a. The data flow diagrams are prepared correctly.

b. A context diagram must have a least two external entities.
c. The logical data flow diagrams are not balanced.
d. The logical data flow diagram must have 5 to 7 processes.
ANS: C

44. Which statement concerning the following 1.0 data flow diagram is true?

a. The data flow diagram follows DFD guidelines.

b. An arrow should never leave a bubble with no destination.
c. Data should only flow from a data store.
d. Level 1.0 diagrams should show the external entities.
ANS: A
45. Which of the following segments violates guidelines for creating systems flowcharts?

a. Segment a.
b. Segment b.
c. Segment c.
d. Segment d.
ANS: A

46. The following systems flowchart describes how a data entry clerk key enters data on a source
document into business event data. Which statement describes whether the systems flowchart was
created properly?

a. The systems flowchart was created properly.

b. The arrow between the computer process and the data store should be bi-directional.
c. The computer process should be shown in the computer column.
d. The second symbol in the data entry clerk column should be a square.
ANS: C
47. The following systems flowchart describes how a manager queries a data store to view information on
a computer screen. Which statement describes whether the systems flowchart was created properly?

a. The systems flowchart was created properly.

b. Only a single direction arrow should flow from the data store symbol to the process query
symbol.
c. The input query symbol should be a square.
d. The input query symbol should be in the computer column.
ANS: B

48. The following systems flowchart describes how a user enters business event data from a source
document to update master file data. Which statement describes whether the systems flowchart was
created properly?

a. The systems flowchart was created properly.

b. Only a single disk must be used to represent the master data.
c. The every day symbol should be connected with a solid line.
d. The data flows should move from the left to right.
ANS: D
49. The flow of processes on a system flowchart is from:
a. left to right
b. right to left
c. bottom to top
d. either a. or b.
ANS: A
 50. Which of these represent a comprehensive picture of management, operations and information
systems?
a. entity relationship diagram
b. logical data flow diagram
c. physical data flow diagram
d. systems flowchart
ANS: D

COMPLETION

1. In a data flow diagram, a(n) ____________________ symbol depicts an entity or a process within
which incoming data flows are transformed into outgoing data flows.

ANS: bubble

2. In a data flow diagram, a(n) ____________________ symbol represents a pathway for data.

ANS: data flow

3. Data store symbols are represented by ______________________________________.

ANS: two horizontal parallel lines

4. In a data flow diagram, a(n) _________________________ symbol portrays a source or a destination

of data outside the system.

ANS: external entity

5. A(n) ______________________________ is the top-level diagram in a series of

____________________ diagrams representing an information system, and it shows the flows into and
out of the system of interest and into and out of external entities.

ANS: context diagram, data flow

6. A ______________________________ is the least detailed diagram of an information system.

ANS: context diagram

7. ______________________________ are those persons, places, or things outside our system that send
data to, or receive data from, our system.

ANS: External entities

8. A(n) _________________________ is a person, place, or thing within the system that transforms data.

ANS: internal entity

 9. A(n) _____________________________________________ uses specifies where, how, and by whom
a system's activities are accomplished.

ANS: physical data flow diagram

10. A(n) ________________________________________ shows what activities the system is doing

without specifying how, where or by whom the activities are accomplished.

ANS: logical data flow diagram

11. A(n) ____________________ data flow diagram depicts what activities the system performs rather
than how, where, or by whom they are performed.

ANS: logical

12. When the context diagram and the level 0 diagram reflect the equivalent external data flows, the two
diagrams are said to be ____________________.

ANS: balanced

13. The successive subdividing, or exploding, of logical data flow diagrams is called
___________________________________.

ANS: top-down partitioning

14. A(n) ___________________________________ is a graphical representation of both the physical and

logical features of an information system.

ANS: systems flowchart

15. A(n) ____________________ is any action being performed by an internal or external entity.

ANS: activity

16. ______________________________ activities include retrieving data from storage, transforming data,
or filing data.

ANS: Information processing

17. Processes that handle other-than-normal situations are called ____________________ or

____________________ routines.

ANS: exception, error

18. A(n) _________________________ is a data flow that leaves a bubble but does not go to any other
bubble or data store.

ANS: reject stub

19. In a(n) ____________________ system, we use a central database for the business processes.

ANS: enterprise
PROBLEMS

1. Figure TB-4.1 is a "generic" level 0 data flow diagram, taken from Figure 4.5 in the text.

Required:

Using good data flow diagram construction techniques draw a diagram to explode bubble 3.0 to its
next lower level. Diagram 3.0 should contain three processes, appropriately numbered, and should
contain the following data flows in addition to those in the level 0 diagram (see NOTE):

a. Flow H runs from the first process to the second.

b. Flow I runs from the first process to the third.
c. Flows J and K run from the second process to the third.

NOTE: Assume that the flows shown in the level 0 diagram affect diagram 3.0 as follows:

1. Flow D runs to the first process in diagram 3.0.

2. Flow B runs from the third process in diagram 3.0.
3. The data flow running from the data store runs to the second process in diagram 3.0.
 ANS:

2. Figure TB-4.3 shows a context diagram a cash sales system. The diagram intentionally violates several
of the guidelines and other techniques presented in the text for drawing data flow diagram.

Required:

Identify as many of the errors in data flow diagram construction as you can. In the diagram, place
consecutive numbers (each in a circle) next to the points at which the errors exist. On your solution
sheet, list the numbers and write a one- to two-sentence description of each error and what the correct
procedure should be. Error 1 is provided as an example of how to construct the solution.

Error Error Description

1 Data flows should not connect two external entities. Depending on the extent of the
system being analyzed, either the mail room or the bank entity should be eliminated
or documented within the system.
ANS:
INSTRUCTOR NOTE: You may wish to modify the requirement in one of two ways: (1) Have the
students redraw the diagrams instead of describing the errors or (2) limit the number of errors required
in the solution to something less than the entire population.

(Figure TB-4.4, an annotated version of Figure TB-4.3, shows the location of each error.)

Error Error Description

2 When multiple entities operate identically, one box can represent all. Eliminate all but
one customer box and label it "Cash customer."
3 A context diagram should have only one bubble. Since the problem states that we are
analyzing a cash sales system, eliminate this bubble.
4 In the context diagram and level 0 diagram, logical rather than physical labels should
be used. Eliminate the reference to Form S92.
5 The symbols used for the sales transaction event data file is incorrect. In a DFD, the
file symbol is a pair of parallel, horizontal lines.
3. Figure TB-4.5 shows a level 0 logical data flow diagram for a billing system. The logical data flow
diagram intentionally violates several of the guidelines and other techniques presented in the text for
drawing data flow diagram.

Required:

Identify as many of the errors in the logical data flow diagram construction as you can. In the logical
data flow diagram, place consecutive numbers (each in a circle) next to the points at which the errors
exist. On your solution sheet, list the numbers and write a one- to two-sentence description of each
error and what the correct procedure should be. If an error occurs in more than one place, mark each
occurrence of the error. Error 1 is provided as an example of how to construct the solution.

Error Error Description

1 A data flow to an external entity should describe the document. After recording the
sale, a total of the sales and the sales invoice (copy 3) may be sent to the accounts
receivable department.
ANS:
INSTRUCTOR NOTE: You may wish to modify the requirement in one of two ways: (1) Have the
students redraw the diagram instead of describing the errors or (2) limit the number of errors required
in the solution to something less than the entire population.

(Figure TB-4.6, an annotated version of the logical data flow diagram in Figure TB-4.5, shows the
location of each error.)
Error Error Description
2 The bubbles in the level 0 data flow diagram are numbered incorrectly. They should
be numbered 1.0, 2.0, and 3.0.
3 The label in the first bubble is a noun, referring to a physical entity. In a logical DFD,
the process labels should contain verbs describing what is done. Change the label to
say something like "Prepare sales invoice."
4 In a logical data flow diagram, there can be no backward flows. Either the recorded
sales invoice flow should be eliminated or it should go to a subsequent process bubble
for action, or to a file of sales invoices.
5 The symbols used for the price list, and inventory master data are incorrect. In a data
flow diagram, the file symbol is a pair of parallel, horizontal lines.
6 Reject stubs should appear only in lower-level data flow diagrams. Eliminate the
reject stub from the level 0 diagram.
7 The data flow should be from the 1.0 bubble to the customer
8 Instructor Note:
You could also include number 8 at three points. Remove “original”, “copy 2”, and
“copy 3” from the sales invoice labels since they are physical details and do not
normally belong in a logical data flow diagram.
4. Figure TB-4.7 shows several systems flowchart routines that intentionally violate good flowchart
construction procedures.

Required:

Redraw each of the routines so that they conform to the guidelines and other techniques presented in
the text for drawing systems flowcharts. HINT: Be alert to the description of each routine; the
descriptions should govern your solution.
ANS:
INSTRUCTOR NOTE: You may wish to modify the requirement in one of two ways: (1) Have the
students describe the violations instead of redrawing the flowchart segments or (2) limit the number of
drawings required in the solution to only certain of the routines in Figure TB-4.7
5. The following narrative describes the order entry process at Adams, Inc.:

Adams, Inc. customers mail their orders to the Adams customer service center where clerks open the
orders and review them for accuracy. The clerks then key orders into the computer. As the clerk is
entering data the computer populates the order input screen with data from the applicable customer and
inventory master data. The computer displays the completed order and the clerk reviews the order
(assume there are no discrepancies) and then accepts the order (selects the “save” icon on the input
screen). The computer then creates a sales order master record, updates the inventory master data to
allocate inventory to the sales order, prints a picking ticket in the warehouse, and displays the sales
order number to the customer service center clerk. The clerk then reads this number to the customer.

Required:

a. Prepare a table of entities and activities.

b. Prepare a context diagram.
c. Prepare a physical data flow diagram.
ANS:
INSTRUCTOR NOTE: This problem requires students to prepare selected components of systems
documentation. In contrast, Instructors wishing to focus on the creation of data flow diagrams can
provide their students with the solution to part a.

a. Table of Entities and Activities

Entities Para Activities
Customer 1 1. Mail orders

Customer service 1 2. Open orders

center (clerks) 1 3. Review orders
1 4. Enter (key) orders into computer

Computer 1 5. Populate inputs with data from customer and inventory master data
1 6. Display order

Customer service 1 7. Review order

center (clerks) 1 8. Accept order

Computer 1 9. Create sales order master record

1 10. Update inventory master data to allocate inventory
1 11. Print picking ticket in the warehouse
1 11. Display sales order number

Customer service 1 12. Read sales order number to customer

center (clerks)

Warehouse 1

b. Context diagram.

c. Physical DFD
6. Adams, Inc. customers mail their orders to the Adams customer service center where clerks open the
orders and review them for accuracy. The clerks then key orders into the computer. As the clerk is
entering data the computer populates the order input screen with data from the applicable customer and
inventory master data. The computer displays the completed order and the clerk reviews the order
(assume there are no discrepancies) and then accepts the order (selects the “save” icon on the input
screen). The computer then creates a sales order master record, updates the inventory master data to
allocate inventory to the sales order, prints a picking ticket in the warehouse, and displays the sales
order number to the customer service center clerk. The clerk then reads this number to the customer.

Required:

a. Prepare an annotated table of entities and activities. Indicate on this table the groupings-
-bubble numbers and bubble titles--to be used in preparing the level 0 logical data flow
diagram.
b. Prepare a logical data flow diagram (level 0 only). The context diagram of this billing
system shows two external entities: customers and the shipping department.
c. Prepare a systems flowchart.

ANS:
INSTRUCTOR NOTE: This problem requires students to prepare selected components of systems
documentation. Instructors wishing their students to prepare all systems documentation should use
Problems 5 & 6.

a. Table of Entities and Activities (annotated)

Entities Para Activities Processes

1 2. Open orders
Customer service 1 3. Review orders 1.0 Enter customer order
center (clerks)
1 4. Enter (keys) orders into computer

Computer 1 5. Populate inputs with data from

 customer and inventory master data
1 6. Display order

Customer service 1 7. Review order 2.0 Verify and accept

center (clerks) 1 8. Accept order customer order

Computer 1 9. Create sales order master record

1 10. Update inventory master data to 3.0 Record customer order
allocate inventory
1 11. Print picking ticket in the warehouse
1 11. Display sales order number

Customer service 12. Read sales order number to customer

center (clerks)

b. Logical DFD.
c. Systems flowchart
7. The figure below contains 14 symbols used in constructing data flow diagrams or system flowcharts.
Each symbol has been assigned a capital letter (A through N) for identification in this problem. The
following is a list of 14 data flow diagram or flowcharting symbols:

(1) Data store (in a data flow diagram)

(2) Entity or process (in a data flow diagram)
(3) External entity (in a data flow diagram)
(4) Document
(5) Manual keying
(6) Computer process
(7) Manual process
(8) Display
(9) Disk
(10) Paper
(11) Off-page connector
(12) Start/stop
(13) Annotation
(14) Batch total

Required:
Match each symbol to its corresponding description by writing the description number below the each
symbol.

ANS:

A. (7)
B. (8)
C. (6)
D. (10)
E. (3)
F. (14)
G. (1)
H. (12)
I. (2)
J. (11)
 K. (13)
L. (5)
M. (9)
N. (4)

8. For each of the following, indicate whether it is a characteristic of a

A. physical data flow diagram
B. logical data flow diagram
C. systems flowchart

1. A graphical representation of a system showing the system’s processes, data stores,

and the flows of data into and out of the processes and data stores.
2. A logical and physical rendering of the who, what, how, and where of information and
operations processes.
3. Depicts a system’s infrastructure.
4. Depicts the sequence of activities performed as the business events flow through the
process.
5. Includes the operations process and management context for a system.
6. Portrays a system’s activities.
7. Presents a logical and physical rendering of the who, what, how, and where of
information and operations processes.
8. Processes are labeled with nouns.
9. Processes are labeled with verbs.
10. Provides a complete picture of a system by combining the physical and logical aspects
of the system.
11. Represents what activities the system is performing, but not how, where or by whom.
12. Specifies where, how, and by whom a system’s processes are accomplished.

ANS:
1. B
2. C
3. C
4. B and C NOTE: Both a logical DFD and a systems flowchart depict the sequence of
activities through a process.
5. C
6. B
7. C
8. A
9. B
10. C
11. B
12. A
ESSAY

1. Compare and contrast the description and use of physical data flow diagrams and logical data flow
diagrams.

ANS:
A physical data flow diagram is a graphical representation of a system showing the system’s internal
and external entities, and the flows of data into and out of these entities. Physical data flow diagrams
specify where, how, and by whom a system’s processes are accomplished. A physical data flow
diagram does not tell us what activities are being accomplished.

A logical data flow diagram is a graphical representation of a system showing the system’s processes,
data stores, and the flows of data into and out of the processes and data stores. Logical data flow
diagrams are used to document information systems because they represent the logical nature of a
system—what activities the system is performing—without having to specify how, where, or by whom
the activities are accomplished. The advantage of a logical DFD (versus a physical DFD) is that we
can concentrate on the functions that a system performs.