Documenting Business Processes Case:

When new employees are hired, HR will prepare the new employee hire form. When a change to an employee payroll status occurs, HR will prepare an employee change form. Copies of these forms are sent to payroll. These forms are used to update the employee/payroll file, and are then stored alphabetically in the file.

At the end of the pay period, the department managers will send the employee time cards to the payroll department. The payroll clerk uses the time card data, data from the employee/payroll file, and the tax tables to prepare a two-part check for each employee. The clerk also prepares a two-part payroll register. The clerk then updates the employee/payroll file to reflect each employee's current earnings. The original copies of the employee paychecks are forwarded to the office manager. The payroll register is forwarded to the accounts payable clerk. The time cards and the duplicated copies of the payroll register and paychecks are stored by date in the employee / payroll file.

Each pay period, the payroll clerk uses the data in the employee/payroll file to prepare the payroll summary report for the management. The summary report, detailing the employee expenses, is forwarded to the managers.

Every month, the payroll clerk uses the data in the employee/payroll file to prepare a two-part tax report. The original is forwarded to the A/P clerk, and the duplicate is added to the employee / payroll file. The A/P clerk uses the tax report prepare a two-part check for taxes and two-part cash disbursement voucher. The tax report and the original copies of each document are forwarded to the office manager. The duplicates are stored by date in the A/P file.

The A/P clerk uses the payroll register to prepare a two-part check for the total amount of the employee payroll and a two-part disbursements voucher. The original copy of each document is forwarded to the office manager, and the payroll register and the duplicates are stored by date in the A/P file.

The office manager reviews all of the information, approves it, and signs the checks. The office manager forwards the cash disbursements vouchers to the G/L accountant, the tax reports and the related payments to the appropriate agencies, the payroll check to the bank, and the employee checks to the employees. The payroll summary report is filed by date.

The G/L accountant uses the tax and payroll check disbursement vouchers to update the G/L. The G/L accountant then cancels the vouchers by marking it "posted", and files it numerically.

Question 1

a)Prepare a DFD high-level context diagram for the above process (2.5 %)

b)Prepare a DFD Level 0 diagram for the above process (2.5 %)

Question 2

a.Prepare a Document Flowchart for the above process (5 %)