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Documenting Processes and Systems Documentation Techniques

Process maps, system flowcharts, and document flowcharts are documentation techniques used to represent business processes. Process maps show the start, steps, and finish of a process using pictorial representations. System flowcharts depict entire systems including inputs, processes, and outputs to show overall sequencing. Document flowcharts show the flow of documents between departments, originating units and final disposition. Each technique provides different views of processes, systems, and document flows for understanding and analysis.

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Josh Yuu
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49 views

Documenting Processes and Systems Documentation Techniques

Process maps, system flowcharts, and document flowcharts are documentation techniques used to represent business processes. Process maps show the start, steps, and finish of a process using pictorial representations. System flowcharts depict entire systems including inputs, processes, and outputs to show overall sequencing. Document flowcharts show the flow of documents between departments, originating units and final disposition. Each technique provides different views of processes, systems, and document flows for understanding and analysis.

Uploaded by

Josh Yuu
Copyright
© © All Rights Reserved
Available Formats
Download as PDF, TXT or read online on Scribd
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Documenting Processes and Systems – Documentation Techniques

(1) Process Maps


 Definition
o These are pictorial representations of business processes in which the actual flow
and sequence of events in the process are presented in diagram form.
o It shows the start of a process, the steps within the process, and a finish of the
process.
 Purpose and Use
o A popular way to represent business processes, particularly as organizations
undergo business process reengineering.
o May be enhanced to depict varying levels of complexity when numerous activities
are involved in multiple departments of the organization,
o Each activity or department within a business process may be presented in either a
horizontal or a vertical format.
 Commonly Used Symbols
 Example: Process Map of Class Registration

(2) System Flowcharts


 Definition
o It is intended to depict the entire system, including inputs, manual and computerized
processes, and outputs.
o It also displays the overall sequence of processes and the media used for processing
and storage but not necessarily in detail.
 Purpose and Use
o Processing and storage are shown as manual or computerized.
o Inputs can be documents, keying of input, electronic input, or processes that feed
data to other processes.
o Outputs may be documents, statements, reports, data stored in files, or data fed into
other processes.
o It is used by systems professionals in the design and maintenance of IT systems. For
Accountants and Auditors, they are more likely to use process maps, data flow
diagrams, and document flowcharts.
 Commonly Used Symbols

 Example: Payroll System Flowchart


(3) Document Flowcharts
 Definition
o It shows the flow of documents and information among departments or units within
an organization.
o It is usually divided into columns, each representing a department or unit of the
organization.
o Designed to depict flows of the document but it does not necessarily show all the
related business processes.
 Purpose and Use
o It shows the origin of a document, the units to which it is distributed, the ultimate
disposition of the document, and everything that hap- pens as it flows through the
system.
o For duplicate documents, it shows the flow for each copy of the document.
o Useful to understand both the flows of the document and the company’s internal
control.
 Example: Document Flowchart of a Restaurant

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