Guidelines for Drawing Document Flow Charts

1. Identify the Process and Key Steps: Clearly understand the document process you're representing. Break it down into

key steps or decisions, such as Creation, Review, Approval, and Distribution.

2. Use Standard Flowchart Symbols: Stick to standard flowchart symbols for ease of understanding: Rectangle for

process steps, Diamond for decision points, Oval for start and end points, and Arrows to show direction of flow.

3. Keep it Simple and Readable: Limit the flowchart to one page whenever possible. Use concise labels and avoid

cluttering the chart with excessive information. Each symbol should represent only one action or decision.

4. Ensure Logical Flow: Start with a clear Start symbol and ensure that all steps logically flow from one to the next.

Arrange steps in a top-down or left-to-right order to enhance readability.

5. Add Descriptive Labels: Label each process step and decision clearly, using verbs (e.g., Submit Document, Review

Content). This helps users understand the action taking place at each stage.

6. Use Consistent Spacing and Alignment: Maintain equal spacing between symbols and align elements neatly. This

makes the chart visually appealing and easy to follow.

7. Include Document Titles and Versions: Clearly label the flowchart with the document title, version, and date. This

provides context and helps users identify if the flowchart represents the latest version of the process.

8. Indicate Responsible Parties: If multiple departments or roles are involved, specify the responsible party for each

step, either within the symbol or alongside it.

9. Highlight Decision Paths: For decision points, label the outgoing paths with the outcome (e.g., Yes / No) to make it

clear what each path represents.

10. Review and Refine: Check for accuracy and ensure the flowchart reflects the real process. Test it with stakeholders

to make sure it's understandable and comprehensive.

Defined System Flowchart

A system flowchart is a diagram that visualizes the overall flow of processes within a system. It

illustrates how data moves

through the system, the sequence of operations, and the relationship between different components.

Key Components of a System Flowchart:

1. Start/End Points: Represented by ovals, these symbols mark the beginning and the end of the

process.

2. Processes: Represented by rectangles, these symbols show the various tasks or functions

performed within the system.

3. Decisions: Represented by diamonds, decision points indicate a branching in the flow based on a

condition.

4. Input/Output: Represented by parallelograms, these symbols show where data enters or exits the

system.

5. Flow Lines: Arrows that show the direction of data or process flow.

6. Data Storage: Represented by cylinders, data storage points indicate where information is stored

and retrieved.

Example Flowchart Steps:

1. Start - Begin the system process.

2. Input Data - Input necessary data into the system.

3. Process Data - Process or transform the data.

4. Decision - Make a choice (e.g., if a condition is met).

- No - Follow a different path.

5. Output Result - Generate and display the results.

6. End - Conclude the process flow.

This layout provides a visual understanding of the system's operations, assisting in analysis, design,

and troubleshooting.

System Flowchart Example

Guidelines for Drawing a System Flowchart

1. Define the Purpose: Start by understanding what the flowchart is supposed to depict. Clearly

outline the system or process you want to represent.

2. Identify Inputs and Outputs: Determine the data inputs and outputs that flow through the system.

These help define the start and end points of your flowchart.

3. Use Standard Symbols:

- Oval: For start and end points.

- Rectangle: For processes or tasks.

- Parallelogram: For input and output.

- Diamond: For decisions or branching points.

- Arrows: To indicate the flow of information or direction between elements.

4. Keep it Simple: Use a straightforward and logical sequence of steps to make the flowchart easy to

follow. Avoid unnecessary complexity.

5. Use Clear Labels: Label each symbol with a brief, descriptive word or phrase so viewers

understand each component. Avoid long sentences.

6. Show Process Flow Correctly: Arrange symbols in a logical order that accurately depicts the flow

from input to output. Arrows should clearly indicate the direction of flow.

7. Group Related Steps: If your system is complex, group related steps together to maintain clarity.
This can make it easier to understand the overall flow without overwhelming the viewer.

8. Use Consistent Formatting: Stick to consistent spacing, symbol sizes, and font sizes throughout

the chart to maintain a professional appearance.

9. Include Key Information: If necessary, add a legend to explain any specialized symbols or

abbreviations used in the chart.

10. Review and Revise: After creating the flowchart, review it for clarity, accuracy, and

completeness. Make sure it accurately represents the system and is easy to understand.

Following these guidelines can help you create a clear, effective system flowchart that serves as a

useful visual tool for understanding the process or system.

Program Flowchart Explanation

A program flowchart is a visual representation of the sequence of steps in a program or a process. It

uses various symbols to denote different types of actions or steps, showing how control flows from

one step to the next.

Key Flowchart Symbols:

1. Oval (Start/End): Represents the start or end of a program or process.

2. Parallelogram (Input/Output): Used to show input or output actions, such as reading data or

displaying results.

3. Rectangle (Process): Denotes any process, operation, or action (like calculations or data

processing).

4. Diamond (Decision): Represents a decision point where a yes/no question or condition is

evaluated, leading to branching in the flow.

5. Arrows: Indicate the direction of flow from one step to the next.

Example Steps in a Program Flowchart:

1. Start: Begin the program.

2. Input Data: Gather inputs necessary for the program.

3. Process: Perform calculations or operations on the data.

4. Decision: Check if certain conditions are met (like if a value is greater than a threshold).

- If yes, proceed to one branch.

- If no, proceed to another branch.

5. Output Result: Display or save the result.

Benefits of a Program Flowchart:

- Clarifies the program structure: Helps visualize the logical flow and organization.

- Improves readability: Makes it easier for developers and stakeholders to understand program logic.

- Identifies potential errors: Allows for spotting issues in decision-making paths or loops before

coding.

Flowcharts are especially useful for designing complex programs or troubleshooting and debugging

processes.
 Decision Tables - Simple Explanation

The topic in the image is about Decision Tables. A decision table is a way to represent different

conditions and the actions that should be taken based on those conditions.

In simple terms, it helps to show all the possible combinations of conditions (like whether a balance

is under $5 or whether the account is more than one year old), and what actions should be

performed for each combination (such as paying no interest, or paying 5.5% interest).

The table has:

1. Conditions: The different situations that might apply (like account balance or account age).

2. Actions: What should be done in each situation (like whether to pay interest or not).

3. Rules: The combination of conditions that determine what action to take.

For example, if the account balance is less than $5, the action might be to pay no interest. If the

account balance is greater than $1,000 and the account is over a year old, the action might be to

pay 5.5% interest.

This method helps in organizing complex decision-making processes, especially in systems like

accounting or programming.
 Discussion on CASE (Computer Assisted Software Engineering) Tools

The topic in your uploaded file discusses CASE (Computer Assisted Software Engineering) tools.

These are software tools used to help create and manage information systems, like accounting

systems.

CASE tools help users by:

1. Creating diagrams and flowcharts: These help visualize how a system works.

2. Documentation: They assist in generating and updating system documents quickly.

3. Automating design tasks: For example, when building software, these tools can help create

detailed designs and even generate computer code from the designs.

4. Supporting development: By speeding up the process and reducing costs, CASE tools help with

the rapid development of software systems, especially in large projects.

There are two types of CASE tools:

- Front-end CASE tools: Focus on the early stages, like designing the system and its requirements.

- Back-end CASE tools: Focus on the later stages, like creating detailed program flowcharts and

writing code.

These tools are useful for both technical and non-technical users, allowing them to automate tasks

and reduce errors, making software development more efficient.