1
A customer of the Super-Deal Warehouse Store obtains a membership by completing an
application form. The application form is reviewed for completeness by the store's clerk and
then recorded in the membership payment file. Payment is then accepted from the customer, the
amount of payment is recorded in the ledger. A membership card is then issued to the customer.
On the first of each month a financial statement is prepared from the new membership data
recorded in the ledger and sent to the store manager.
2
Behop Records is a mail-order company that distributes CDs and tapes at discount
prices to record-club members. When an order processing clerk receives an order form, he or
she verifies that the sender is a club member by checking the Member file. If the sender is not a
member, the clerk returns the order along with a membership application form. If the customer
is a member, the clerk verifies the order item data by checking the item files. Then the clerk
enters the order data and saves it to the Daily Orders files. The clerk also prints an invoice and
shipping list for each order; which are forwarded to order fulfillment
3
Mr. Burlington owns a small business that repairs household appliances. When Mr.
Burlington accepts a service order he records it in a loose leaf book. He updates the loose leaf
book as he . completes the jobs. At the end of each month, he prepares a report showing the
number of orders processed, the amount charged for each order, and the cost of the parts
installed in the appliances. This report also shows summary information such as the total orders
processed for the month.
4A)
The purpose of the textbook inventory system at a campus bookstore is to supply
textbooks to students for classes at a local university. Each of the university's academic
departments submit data about their courses, instructors, textbooks and projected enrollments
to the bookstore. With this data the bookstore builds a Textbook Master List. (It is possible that
the same book could be used in more than one course.) The bookstore generates purchase
orders after they compare orders on the Master List with what is in their Inventory Record.
These purchase orders are sent to publishing companies supplying textbooks, a copy is retained
in the Purchase Order File.
Book orders arrive at the bookstore accompanied by a packing slip which is checked against
what was ordered by the receiving department which also updates the Inventory Record.
Note: The receiving department is part of the bookstore. Their job is 1) To check what was
actually received, 2) Compare what was received to what was ordered, 3) Update the inventory
5A
The student chapter of the Data Processing Management Association plans to sponsor a
conference on management information systems. It is necessary to establish a computerized
system to handle the registration process. Participants may register any time before the day of
the conference, but the payment must be made at the time of registration. Each student will
submit a registration form with the payment to the club's conference staff. The staff checks to
see if the student is a member using the membership list. The information on the registration
form (including membership information) is recorded in the conference file. The payment will
be recorded in the chapter ledger. A receipt will be prepared and issued to the student. The day
before the conference a list of all attendees will be prepared by the chapter's secretary and given
to the conference coordinator. After the conference is over a financial statement is prepared
using the ledger and given to the conference coordinator. An additional mailing list of all
nonmembers who attended the conference will be prepared using the conference file. This
additional mailing list will be retained by the club secretary in the club's files.
6
When new customers open savings accounts with the All-American Bank they provide
the bank with a completed new account application form. A bank clerk verifies the application
data; if the form contains errors the clerk adds the account application to an error listing which
is sent the New Accounts department. If the application data is correct the clerk select an
account number from the available account numbers list and adds it to the application form.
Then the clerk inquires whether the customer will be making a deposit at this time. If a deposit
is made the clerk collects the cash or check from• the customer and enters the opening deposit
amount on the application form. Then the clerk enters all new account data into the bank's
computer and saves it to the new accounts file. At the end of each day the new accounts file is
accessed to print a new accounts transaction list, which is sent to the new accounts department,
and to extract customer data which is saved to the customer master file. In addition the system
generates a letter to the customer indication the customer's account number and providing
information about using the account
7
Delta products corporation is a major vendor of office supplies, furniture and
equipment. Delta's sales representatives call on customers to take orders. The sales reps write
up the orders and turn them into a sales order processing clerk (SOP) at the regional center. If
the ordered items are in stock the SOP clerk prepares a picking slip and a packing list for each
order. If any of the ordered items are out of stock, the Sop clerk completes an out of stock
notice form, which notes the name of the customer requiring the items, and forwards it to
purchasing. A purchasing clerk then completes a purchase order, which is mailed to a supplier.
The SOP clerk notes back-ordered items on the customer's order and forwards a copy of the
annotated customer order to accounts receivable where an A/R clerk prepares an invoice and
sends it to the customer. The SOP clerk also forwards a picking slip and packing list to the
warehouse where stock pickers fill the order,, placing ordered items into boxes along with the
packing list. The boxed items and packing list are held for delivery, usually by UPS.
8
When employees of ABC Corp need to order supplies they enter item data on a
Purchase Requisition form. A requisition clerk assigns a requisition number from their
requisition number file and files the form in the requisition file. Before the requisition can be
filled a supervisor must review the requisition and enter a code to approve it. The requisition
file is updated to reflect this approval.
Each day a buyer in ABC's purchasing department accesses each approved requisition from the
requisition file and verifies the requisition approver code against the authorized approver code
list. If the code is valid the buyer then accesses a list of approved vendors. The buyer selects a
vendor from the vendor file and calls the vendor to establish item prices. Then the buyer adds
the selected vendor number, agreed upon item prices, and purchase order number to the
requisition form and use it to create a purchase order. Finally the requisition file is updated, a
copy of the purchase order is filed in the purchase order file and the purchase order is mailed to
the vendor.
9
Work study employees in each university department provide their departmental
secretaries with their weekly timecards. The departmental secretary accesses the employees'
hourly rate from the employee payroll file and prepares a weekly time sheet that lists each
employee's name, social security number, total hours worked and hourly rate. Then the
departmental secretary files the timecards in a timecard history folder and gives the time sheet
to the departmental chair. If
everything seems to be in order, the department chair signs the time sheet and forwards it to the
university's payroll department. If any figures on the timesheet are unacceptable, the chair
returns the sheet to the secretary, who verifies the figures and again gives the time sheet to the
department chair.
In the payroll department, a payroll clerk calculates gross payroll earnings for each employee
and then writes the earnings on the time sheet and updates the year-to-date gross earnings figure
for each employee in the employee's file. (Note work study employees have been allocated a set
figure e.g., $1500, that represents their total allowed gross earnings for a year). Then the clerk
accesses the employee's payroll file to determine the employee's tax status and authorized
deductions. The clerk prepares the payroll checks, which are forwarded to employees. The
processed time sheet is filed in a time sheet history folder for each payroll period.
10
A University's Division of Sponsored Research stores information about the grants
offered by various private and governmental organizations. Each funding organization sends a
document regarding each grant now being offered. On receipt of a document, a unique ten-digit
number is assigned to the documents. The document is then read by a clerk who assigns up to
ten keywords to the document. A keyword is a 5-digit code. A description of up to 80 characters
provides the meaning of each code. A list is also maintained of the faculty members who
require information from the Division of Sponsored Research. Each professor has filled out a
form listing his or her university ID number,
keywords given by keyword
name, campus address, campus phone, and Document
codes Keyword code
five keywords indicating research interests. Keyword description
The research interests are indicated by
Funding organization name
Funding organization address
keyword codes, which are the same codes
Funding organization phone
assigned to the documents. The following
data are collected:
University ID Number
Faculty name
Faculty campus address
Faculty campus phone
Faculty research interests given by keyword codes Document identification number
Document title
Draw a data flow diagram to document this system.
11
The purpose of the Plant Science Information system is to document the results from a
wide variety of experiments performed on selected plants. A study is initiated by a researcher
who submits a research proposal. After a panel review by a group of scientists, the researcher is
required to submit a research plan and schedule. An FDA research permit request is sent to the
FDA (after the research plan and schedule are received which sends back a research permit. As
the experiment progresses the researcher fills out and submits experiment notes. At the
conclusion of the project the researcher's results are reported on an experiment histogram.
12
Draw a data flow to model the following recipe for Frits de Mer au Riz taken from the
NY Times 60minute Gourmet by Pierre Franey. This is actually a materials flow diagram where
you represent materials along the flows:
To begin prepare and measure out all the ingredients for the rice To save time chop an extra cup
of onions and 2 extra cloves of garlic for the seafood mixture. Set these aside
Heat the 2 tablespoons of oil for the rice in a saucepan and add % cup of onion, green pepper
and 1 clove of garlic and cook until wilted. Add the saffron and cook about 2 minutes longer.
Add the rice, water, salt and pepper and cover closely. Cook bout 17 minutes or until just until
the rice is tender. As the rice cooks, prepare the seafood. Remember that when the rice is
cooked remove it from the heat. It can stand several minutes, covered without damage.
In a kettle heat the 1/4 cup oil and add the 1 cup onions and 2 cloves of garlic. Stir and cook
until wilted. Add the red pepper, tomatoes, wine and oregano. Add salt and pepper cover and
cook 10 mins.
Add the clams and mussels to the kettle and cover again. Cook about 3 mins. and add the
shrimp, scallops, salt and pepper to taster. Cover and cook about 5 minutes.
13
A student cafeteria's process of checking out student diners using a debit card to pay for
a meal. First the total cost of the meal is computed, then the student's account is debited. If the
student's current debit account balance is insufficient, the student pays the remainder in cash.
Draw a DFD to illustrate this process.
14 Draw the context diagram and level I data flow diagram to illustrate the deposit and
withdrawal of money at an automated teller-machine. Assume that all data are transmitted to
and received from only one file called the ATM Master File.
Insert the bank card. The ATM requests the entry of the PIN. Then the customer is asked
whether the transaction is for his or her checking or savings account. Next a menu is displayed
so that the customer can select the type of transaction to be performed. After the transaction has
been correctly selected, the customer number on the bank card and the PIN are checked for
validity. If the PIN is invalid or the bank card no longer valid, the transaction is rejected and an
appropriate paper document is sent to the user together with a display on the terminal. The bank
card is also returned to the user However if this is the third consecutive attempt to enter the PIN
for this bank card and the PIN is incorrect the ATM swallows the card and prints a transaction
telling the user to contact his or her bank. .
If the bank card and PIN are accepted, the transaction is processed by the ATM, the record of
the user's bank account is retrieved. For a withdrawal, the user has the option to chose a fixed
amount of money from the menu or enter the amount on the keyboard. Then the moneys issued
and the bank card is returned to the user, a paper transaction slip is also printed and sent-6 the
user. If the user's account has insufficient funds, the transaction slip indicates that matter..
For a deposit the ATM requests the amount of the deposit and then displays a message
requesting the user to insert the envelope. After the envelope has been received, a paper receipt
is printed and sent to the user. If only the balance is requested, the ATM prints the current
balance. on the transaction slip to the user. In each case after a transaction has been processed,
the user is asked whether he or she wishes to perform another transaction. If the reply is NO,
the bankh card is returned to the user. The original menu is then displayed so that the next users
enter a transaction. If the reply is YES, the procedure for processing a transaction is repeated.
15
When parts are received from vendors they are accompanied by an invoice. Mrs. Gauron
in the receiving department checks the invoice against the order file to be certain that the
correct parts were delivered. If the parts were not ordered or the order was incorrectly filled the
parts are returned. If the parts are correct the inventory file is updated to reflect the new
quantity for these parts. This is done by increasing the data element quantity-on-hand by
quantity received for the part id. Mrs Gauron then prepares the payment for the vendor. She
also enters the payment transaction in the general ledger which is maintained as a bound
accounting ledger. A worker on the factory floor who needs a part requests it by submitting a
requisition to the parts clerk. The information on this form is used to update the inventory file.
Each week the parts clerk uses the inventory file to prepare a report listing all parts whose
quantity on hand has fallen below the reorder point For parts listed on the report a purchase
request form is prepared and sent to the purchasing office.