You have just started a new accounting job. Your manager thinks there are problems related to the system used to hire new employees. As a first step s,he / he asks you leto ad a team to interview the appropriate personnel and prepare both a context diagram and a flow chart. The flow chart will be used to identify the business processes related to this cycle and to identify weaknesses in internal controls. After interviewing personnel, you and your team prepare the following narrative.

As a job vacancy develops, the hiring manager of the requesting department must first complete a Job Vacancy Form (JVF) (i.e. printed in duplicate). The original copy is sent to the Human Resources (HR) department where it is filed by date, and the hiring manager files the duplicate numerically. HR manager assigns the job a position number and then posts the opening company’s website.

As applicants apply for the position by US mail, email, or by posting to the website. Weekly, an HR supervisor prints applicants’ resumes and reviews them to ensure that applicants meet job specifications. If candidates meet specifications, they are sent to the HR manager for further screening, i.e. “best fit”. As appropriate, a copy of the top 3 candidates’ resumes is made and sent to the hiring manager, for a phone interview. HR manager files the original resumes in a file alphabetically. Candidates who do not meet job specifications are sent a letter of “regret” by the HR manager.

Based on the phone interview, applicants are elected for site visits and are interviewed in person by the hiring manager, who then makes a final selection. The final candidate then receives an offer letter. (Assume the candidate takes the job as offered).

On the first day on the job, the candidate reports to HR, where the HR manager prepares a Position Hiring Form (PHF) (i.e. form printed in triplicate). The 1st copy of the PHF is filed manually in a secured cabinet, by the employee's social security number. The 3rd copy of the PHF is stapled to the original JVF and returned to the requesting department, where it is filed by the employee's last name.

The HR department forwards the 2nd copy of the PHF to the Payroll Department. The Payroll Department uses the PHF as an authorization document to create a payroll record for the new employee. In the Payroll Department, the employee information shown on the PHF is keyed in directly to the company’s computer system by a clerk, who uses an online terminal. Once submitted, the information is used to update the company’s master payroll record. The clerk then files the PHF numerically for reference.

Required:

Prepare a document flowchart in good form using appropriate symbols and rules. You may use MS Visio, Excel, or PowerPoint to complete this project following the instructions provided to you.