Accounting information system A Business process approach FREDERICK L. JONES DASARATHA V. RAMA Jones...

Accountinginformation

system

A Business process approach

FREDERICK L. JONESDASARATHA V. RAMA

Jones Rama

LOGO

www.themegallery.com

Amal alharthi

Documenting Accounting Systems

Contents

Contents

Unified modeling language

Characteristics of Unified modeling language

Understanding and Preparing Overview Activity Diagrams

Understanding and Preparing Detailed Activity Diagrams

Unified modeling language

A modeling language for specifying , visualizing , constructing and documenting an information system.

UML activity diagram

• A diagram that shows the sequence of activities in a process

ACIVITY DIAGRAM SYMBOLS"• Solid circle. Start of a process in an activity

diagram• Rounded rectangle. Event, activity, or trigger• Continuous line. Sequence from one event or

activity to the next.• Dotted line. Flow of information between

events• Document. Represents a source document or

report• Diamond. A branch • Table. A computer file from which data may be

read from or recorded during business events.• Note: refers the reader to another diagram or

document for details• Bull's eye. End of process

See f.3See f.3

UML activity diagrams and maps have characteristics

1

2

3

Both maps and activity diagrams provide graphical representations of information that are easier to comprehend than narrative descriptions

Both maps and activity diagrams provide graphical representations of information that are easier to comprehend than narrative descriptions

Maps use standard symbols to convey informationMaps use standard symbols to convey information

•Maps and activity diagrams are prepared by experts but can be read by users with little training.•Maps and activity diagrams are prepared by experts but can be read by users with little training.

Continue ….

4

5

6

Both maps and activity diagrams can provide high-level, as well as low-level, views.Both maps and activity diagrams can provide high-level, as well as low-level, views.

The overview diagram presents a high-level view of the business process by documenting the key events, the sequence of these events,

and the information flows among these events.

The overview diagram presents a high-level view of the business process by documenting the key events, the sequence of these events,

and the information flows among these events.

The detailed diagram is similar to a map of a city or town. it provides a more detailed representation of the activities associated with one to two events shown on the overview diagram

The detailed diagram is similar to a map of a city or town. it provides a more detailed representation of the activities associated with one to two events shown on the overview diagram

Understanding Overview Activity Diagrams

• Before explain how to draw an activity diagram, you should learn how to read one.

Example

The customer arrives and sits at a table or at the counter. If a table is not available, the customer waits in the waiting area. When a table becomes available, the customer sits at the table. When the customer is ready to order, he calls the server. The server records the customer's order on a prenumbered sales ticket.

•When the meal is ready, it is placed on the shelf between the kitchen and dining area. The server picks up the meal and the sales ticket from the shelf and serves the food. While the customer is eating, the server enters the prices on the sales ticket and leaves it at the customer's table.

•The server gives the sales ticket to the kitchen staff. The kitchen staff prepares the meal using the information on the sales ticket.

•The customer gives the cash and the completed sales ticket to the cashier. The cashier enters the code of each item. The register uses the price lookup tables stored in the register to display the price. After all the items have been entered, the register displays the total. The register stores the information about sales of various items during the day. The cashier puts the cash in the drawer and gives the customer the appropriate amount of change.

Angelo's Diner:

Continue ….

• At the end of each shift, the cashier closes the register. He prints the sales summary.

• At the end of each shift, the cashier closes the register. He prints the sales summary.

the cashier gives the sales summary to the manager. The manager checks that all prenumbered sales tickets issued during the day have been collected. He then computes the total dollar amount of these tickets. Next, the manager counts the cash and compares this amount with the total shown on the sales summary and the total of the sales tickets.

the cashier gives the sales summary to the manager. The manager checks that all prenumbered sales tickets issued during the day have been collected. He then computes the total dollar amount of these tickets. Next, the manager counts the cash and compares this amount with the total shown on the sales summary and the total of the sales tickets.

Event

Event 1 : Order food

Event 2: Take order

Event 3: Prepare food.

Event 6: Ring up sale

Even 7: Close register

Event 8: Reconcile cashEvent 4: Serve food

Event 5: pay cash

CustomerServerKitchen staffCashierManagerregister

Order food

Prepare food

Serve food

Pay cash Ring up sale

Close reg

Reconcile cash

Take order

Overview activity diagrams for Angelo's Diner

S: sale ticket

In progress

S: sale ticket

In progress

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed

SS: sale summarySS: sale summary

P: Price LookupP: Price Lookup

S: SalesS: Sales

Preparing Overview Activity Diagrams:

Preliminary Steps

Preliminary Steps

Step for Preparing the Activity Diagram

Preliminary Steps:

Step 1Step 1

Step 2Step 2

Read the narrative and identify key events.

Annotate the narrative to clearly show event boundaries and event names.

Preparing the Activity Diagram

Step 3Step 3

Step 4Step 4

Represent agents participating in the business process using swim lanes

Diagram each event. Show the sequence of these events.

Step 5Step 5

•Draw documents created and used in the business process. Show the flow of information from events to documents and vice versa.

Preparing the Activity Diagram

Step 6Step 6

Draw tables (files) created and used in the business process. Show the flow of information from events to tables and vice versa


Step 3 : people/ devices

Swim lanesSwim lanes


Order food

Prepare food

Serve food


Close reg

Reconcile cash

Take order

Step 4 : Events


Order food

Prepare food

Serve food


Close register

Reconcile cash

Take order

Step 5: Documents

S: sale ticket

In progress

S: sale ticket

In progress

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed



Order food

Prepare food

Serve food


Close reg

Reconcile cash

Take order

Step 6: Tables

S: sale ticket

In progress

S: sale ticket

In progress

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed



S: SalesS: Sales

Understand Detailed Activity Diagrams

1. arrives at the diner

2. sits at a counter/table

3. waits in waiting area if table is not available.

4. sits at a table when one is available.

5. calls server

6. Records customer's order on a prenumbered sales ticket

•7. gives the sales ticket to the kitchen staff.

Continue ….

•14. gives cash and completed sales ticket to cashier.

8. Prepares the meal

9. places meal on shelf.

•10. picks up meal and sales ticket.

•11. Serves food.

•12. enters prices on sales ticket.

•13. leaves sales ticket at customer;s table.

Continue ….

•19. puts the cash in the drawer.

•20. gives change to customer

•21. closes register

•22. prints sales summary.

•23. gives the sales summary and cash to the manager`

•15. enters item code.

•16. displays price.

•17. displays total

•18. stores sales data

Continue ….

2004

2003

2002

2001

2000

•24. checks prenumbered sales tickets.

•25. computes dollar amount of sales tickets

•26. counts cash

•27. compares cash receipts with sales summary and sales ticket totals.

Activity Diagram For Take Order Event

Arraves

Waits for table

Calls server

Sits down at table

Records Order

Not available

ava

ilab

le

Customer serverCustomer server

server Kitchen Staff

Detailed Activity Diagram for Prepare food and Serve food events.

Gives SalesTicket

Gives SalesTicket

Prepare FoodPrepare Food

Places Food On Shelf

Places Food On Shelf

Pick Up FoodPick Up Food

Serves FOODServes FOOD

Enter pricesEnter prices

Leaves Ticket atCustomer TableLeaves Ticket atCustomer Table

S: Sales ticket

In progress

S: Sales ticket

In progress

S: Sales ticket

Completed

S: Sales ticket

Completed

customer cashier Register

Detailed Activity Diagram for Ring up Sales Event.

Gives cash/Sales TicketGives cash/Sales Ticket

Enters ItemCode & quantity

Enters ItemCode & quantity

Display Prices

Display Prices

Displays Total

Displays Total

Stores SalesData

Stores SalesData

Puts Cash In DrawerPuts Cash In Drawer

Gives change

Gives change

S: Sales ticket

completed

S: Sales ticket

completed


S: Sales S: Sales

cashier manager

Detailed Activity Diagram for Close Register and Reconcile Cash Events.

Closes RegisterCloses

Register

Prints SalesSummary

Prints SalesSummary

Gives Cash/Summary to

Manager

Gives Cash/Summary to

ManagerChecks

PrenumberedTickets

ChecksPrenumbered

Tickets

ComputesTotal of Sales

Tickets

ComputesTotal of Sales

Tickets

CountsCash

CountsCash

Checks CashAnd totals

Checks CashAnd totals

S: Sales ticket

completed

S: Sales ticket

completed

SS: Sales

Summary

SS: Sales

Summary

S: Sales ticket

In Progress

S: Sales ticket

In Progress

SS: Sales

Summary

SS: Sales

Summary


Order food

Prepare food

Serve food

Pay cashRing up sale

Close register

Reconcile cash

Take order

S: sale ticket

In progress

S: sale ticket

In progress

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed

S: sale ticket

completed


P: Price

lookup

P: Price

lookup

S: Sales

(and record)

S: Sales

(and record)

See Fig 3.6See Fig 3.6




Preparing Detailed Activity Diagram

Step 1Step 1

Step 2Step 2

Step 3Step 3

Annotate narrative to show activities

identify necessary detailed diagrams.

prepare a workflow table.

Continue ……

Step 4Step 4

•for each detailed diagram, perform the following substeps4a. set up swimlanes for the agents participating in the event or events represented in the detailed diagram.4b. add a rounded rectangle for each activity in the events being documented in that detailed diagram.4c Use continuous lines to show the sequence of the activities.4d. set up any documents created or used by the activities in that diagram.4e. use dotted lines to connect activities and documents.4f. Document any tables created, modified, or used by the activities in the diagram in the computer column.4g. use dotted lines to connect activities and tables.

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Accounting information system A Business process approach FREDERICK L. JONES DASARATHA V. RAMA Jones...

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