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313 (gg) > Exam 2 (ch 3) > Flashcards

Exam 2 (ch 3) Flashcards

1
Q

Why Document Systems?

A
  • Accountants must be able to read the documentation and understand how a system works (e.g. Auditors need to assess risk)
  • The Sarbanes-Oxley Act (SOX) requires management to assess internal controls and auditors to evaluate the assessment.
  • Used for systems development and changes
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2
Q

Business Process Diagrams

A
  • Is a visual way to represent the activities in a business process.
  • The intent is that all business users can easily understand the process from a standard notation (BPMN: Business Process Modeling Notation)
  • Can show the organizational unit performing the activity.
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3
Q

BPMN

A

Business Process Modeling Notation

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4
Q

Business Process Diagram Symbols

A
  • Start/Begin
  • End
  • An activity in a process
  • Decision
  • Flow
  • Annotation information
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5
Q

Start/Begin

A

The start or beginning of a process is represented by a small circle.

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6
Q

END

A

The end of a process is represented by a small bolded circle.

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7
Q

An Activity in a process

A

An activity in a process is represented by a rounded-edge rectangle. An explanation of the activity is placed inside the rectangle

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8
Q

Decision

A

A decision made during the process is represented by a diamond. An explanation of the decision is placed inside the symbol

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9
Q

Flow

A

The flow of data or information is indicated by an arrow

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10
Q

Annotation Information

A

Information that helps explain a business process is entered in the BPD and, if needed, a bolded dashed arrow is drawn from the explanation to the symbol

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11
Q

Guidelines for Drawing Business Process Diagrams

A
  • Identify and understand the business process
  • Decide the level of detail (Summary or detailed)
  • Organize diagram (as many rows needed to explain the process)
  • Enter each business process (Beginning and ending)
  • Draw a rough sketch, refine, and finalize.
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12
Q

Flowcharts

A

Describe an information system showing:

  • Inputs and outputs
  • Information activities (Processing data)
  • Data storage
  • Data flows
  • Decision steps
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13
Q

Key strengths of flowcharts

A

They can easily capture control via decision points, and show manual vs automated processes.

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14
Q

3 ways to document Internal Controls

A

1) Write a narrative (easy to do, but hard to review)

2) Draw a flowchart (Easy to review, but hard to do)

3) Fill out a questionnaire with the client (easy to do, but there’s overconfidence in the client’s answers. You will miss something)

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15
Q

Common Flowchart Symbols

(Input/Output Symbols)

A

-Document
- Multiple copies of one paper document
- Electronic Output
- Electronic data entry
- Electronic Input and output device

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16
Q

Document

A

An electronic or paper document or report

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17
Q

Multiple copies of one paper document

A

Illustrated by overlapping the document symbol and printing the document number on the face of the document in the upper right corner

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18
Q

Electronic Output

A

Information is displayed by an electronic output device such as a terminal, monitor, or screen.

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19
Q

Electronic Data entry

A

Electronic data entry devices such as a computer, terminal, tablet, or phone.

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20
Q

Electronic Input and output device

A

The electronic data entry and output symbols are used together to show a device used for both

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21
Q

Common Flowchart Symbols

(Processing Symbols)

A
  • Computer Processing
  • Manual Operating
22
Q

Computer Processing

A

A computer-performed processing function; usually results in a change in data or information

23
Q

Manual operating

A

A processing operation performed manually
(Human error)

24
Q

Common Flowchart Symbols

(Storage Symbols)

A

-Database
- Magnetic Tape
- Paper document file
- Journal/ledger

25
Q

Database

A

Data stored electronically in a database

26
Q

Magnetic Tape

A

Data is stored on a magnetic tape; tapes are popular backup storage mediums

27
Q

Paper Document File

A

File of paper documents; letters indicate file-ordering sequence:
N = Numerically
A = Alphabetically
D = By date

28
Q

Journal/ledger

A

Paper-based accounting journals and ledgers

29
Q

Common Flowchart Symbols

(Flows, Decision steps, and Miscellaneous Symbols)

A
  • Document or processing flow
  • Communication link
  • On-page connector
  • Off-page connector
  • Terminal
  • Decision
  • Annotation
30
Q

Document or processing flow

A

Direction of processing or document flow; normal flow is down and to the right

31
Q

Communication link

A

Transmission of data from one geographic location to another via communication lines

32
Q

On-page connector

A

Connects the processing flow on the same page; its usage avoids lines crisscrossing a page

33
Q

Off-page connector

A

An entry from, or an exit to, another page

34
Q

Terminal

A

A beginning, end, or point of interruption in a process; also used to indicate an external party

35
Q

Decision

A

A decision-making step

36
Q

Annotation

A

Addition of descriptive comments or explanatory notes as clarification

37
Q

Types of Flowcharts

A
  • Document
  • System
  • Program
38
Q

Document Flowchart

A

Shows the flow of documents and data for a process, useful in evaluating internal controls

39
Q

System Flowchart

A

Depicts the data processing cycle for a process

40
Q

Program Flowchart

A

Illustrates the sequence of logic in the system process

41
Q

Guidelines for Drawing Flowcharts

A
  • Understand the system you are trying to represent
  • Identify business processes, documents, data flows, and data processing procedures
  • Organize the flowchart so that it reads from top to bottom and left to right
  • Clearly label all symbols
  • Use page connectors (if it cannot fit on a single page)
  • Edit/review/refine to make it easy to read and understand
42
Q

Data Flow Diagrams (DFD)

A

Focuses on the data flows for:
- Processes
- Sources and destinations of the data
- Data stores

DFDs are visually simple and can be used to represent the same process at a high abstract (summary) or detailed level

43
Q

Data Flow Diagrams (DFD) Symbols

A
  • Data sources and destinations
  • Data flows
  • Transformation processes
  • Data stores
  • Internal Control
44
Q

Data sources and destinations

A

The people and organizations that send data to and receive data from the system are represented by square boxes. Data destinations are also referred to as data sinks.

45
Q

Data Flows

A

The flow of the data into or out of a process is represented by curved or straight lines with arrows

46
Q

Transformation Processes

A

The processes that transform data from inputs to outputs are represented by circles. They are often referred to as bubbles

47
Q

Data stores

A

The storage of data is represented by two horizontal lines

48
Q

Internal Control

A

An internal control. The internal controls are numbered and explained in an accompanying table. Represented by a bright orange triangle.

49
Q

Basic Guidelines for Creating a DFD

A
  • Understand the system that you are trying to represent
  • A DFD is a simple representation meaning that you need to consider what is relevant and what needs to be included
  • Start with a high-level (context diagram) to show how data flows between outside entities and inside the system. Use additional DFDs at the detailed level to show how data flows within the system
  • Identify and group all the basic elements of the DFD
  • Name data elements with descriptive names, use action verbs for processes
  • Give each process a sequential number to help the reader navigate from the abstract to the detailed levels
  • Edit/review/refine your DFD to make it easy to read and understand
50
Q
A

313 (gg) (3 decks)

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