Draw logical, physical and a context data flow diagram

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Student Handout
McCloud Company Data Flow Diagram Documentation Project
McCloud Company produces and sells fleece-lined suede leather jackets. Having been in
business for almost 40 years in Taos, NM, McCloud Company’s products are well-known
for their durability and no-nonsense fashion consciousness. Strictly a mail order business,
the company handles sales orders exclusively through a company website over the
Internet.
You are a newly-hired accountant at McCloud Company. There is currently no complete
set of formal documentation of the processing of sales orders and shipping of goods. The
procedures related to these processes are as follows:
McCloud Company’s customers enter their order information via the Internet. Orders are
automatically recorded in a sales order transaction file by McCloud’s ERP system. The
ERP system automatically generates and sends an email of the sales order to the
customer. A sales order is also automatically printed out in the customer service
department by the ERP system. A customer service clerk files this copy by customer
name and then by date in an open sales order file.
After the sales order is printed in customer service, the ERP system uses data from the
sales order transaction file to automatically create a picking ticket that is printed out in the
warehouse. Warehouse personnel use the picking ticket to pick ordered items from
shelves, noting in the "shipped" column of the picking ticket how many of each item has
been pulled. As the warehouse personnel pull the goods from the shelves, they also scan
the barcode of the items pulled to update the perpetual inventory master file in the
warehouse inventory database. After items are pulled and noted on the picking ticket, the
picking ticket is initialed by the warehouse personnel. Warehouse personnel then
complete a work order requesting production of all inventory items for which there is a
shortage. The work order form is initialed by the warehouse manager and forwarded to
the production department. The initialed picking ticket and the goods pulled are sent to
the shipping department.
In the shipping department, a shipping clerk enters data from the picking ticket into the
ERP system. The ERP system records the data in respective packing slip and bill of
lading transaction files. The ERP system automatically prints a three-part packing slip
and a three-part bill of lading. The copies of the packing slip are distributed by the
shipping clerk as follows:
Part one (original) is placed with the goods to be sent to the customer.
Part two is sent to customer service.
Part three is filed alphabetically by customer name and by date in the shipped
orders file.
The copies of the bill of lading are distributed as follows:
Part one (original) is placed with part one of the packing slip and the goods
pulled. These items are given to the carrier to be delivered to the customer.
Part two is given to the carrier. This copy is to be retained by the carrier for their
own company records.
Part three is filed with part three of the packing slip.
After the carrier picks up the goods, the shipping clerk initials the picking ticket and
forwards it to the accounts receivable clerk in the accounting department for billing.
Upon receiving part two of the packing slip, the customer service clerk uses the packing
slip to pull the matching sales order filed earlier in the open sales order file. The customer
service clerk enters data from the matched documents for updating the sales order in the
sales order transaction file in the ERP system as being shipped. The ERP system
automatically generates and sends an email to the customer that the shipment is on its
way. The customer service clerk then files the matched documents by customer name and
then by date in the closed sales order file.
Required:
1) Deliverable #1 - Prepare a grouped list of activities and entities for McCloud
Company’s processing of sales orders and shipping goods.
• The table should have three columns:
i. The first column should list each activity.
ii. The second column should note whether the activity is processing or
nonprocessing.
iii. The third column should note what entity performs the activity.

The table should look similar to this:
Activity Processing Entity
Performing Activity
Group 1: Capture Order
Enter order information via the internet No Customer
Orders are automatically recorded in a sales order transaction file Yes ERP
System

• Each group of related activities should be clearly labeled for the DFD level 0
process it performs.
• This table should be typed up in Word, Wordperfect, or some other word
processing software.
2) Deliverable #2 - Draw a set of DFDs in good form and using standard symbols
for McCloud Company’s processing of sales orders and shipping goods.
• The set of DFDs should include a Context Diagram, a Level 0 Physical DFD,
and a Level 0 Logical DFD.

Appendix B – Suggested List of Grouped Activities and Entities

Activity Processing? Entity Performing Activity
Group 1: Capture Order
Enter order information via the Internet No Customer
Orders are automatically recorded in a sales order transaction file Yes ERP system
Email of sales order is automatically generated Yes “”
Email of sales order is automatically sent No “”
Sales order is automatically printed in customer service Yes “”
Sales order filed by customer name and then by date in open sales Yes Customer service clerk
order file
Group 2: Pick Ordered Items
Picking ticket is automatically printed in warehouse Yes ERP system
Use picking ticket to pick ordered items No Warehouse personnel
Note items picked in “shipped” column of picking ticket Yes “”
Barcodes of items pulled are scanned Yes Warehouse personnel
Perpetual inventory master file is updated Yes Warehouse inventory database
Picked sales order is initialed Yes Warehouse personnel
Work order form is completed for the production of all inventory Yes “”
items for which there is a shortage
Work order form is initialed Yes Warehouse manager
Work order form is forwarded to the production department No “”
Initialed picking ticket is sent with goods to shipping department No Warehouse personnel
Group 3: Adjust Sales Order and Prepare Shipment
Enters picking ticket data Yes Shipping clerk
Data is recorded to packing slip file transaction file Yes ERP system
Data is recorded to bill of lading transaction file Yes “”
Three-part packing slip is printed Yes ERP system
Three-part bill of lading is printed Yes “”
Part one of bill of lading and part one of packing slip are placed with No Shipping Clerk
goods
Part one of bill of lading, part one of packing slip and goods are No “”
given to carrier for delivery to customer
Part two of packing slip is sent to customer service No “”
Part three of bill of lading and part three of packing slip are filed by Yes “”
customer name and then by shipping date
Part two of bill of lading is given to carrier No “”
Picking ticket is initialed Yes “”
Forwards initialed picking ticket to accounts receivable No “”

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Group 4: Close Sales Order
Pulls sales order Yes Customer service clerk
Part two of packing slip and sales order are matched together Yes “”
Enters shipping data Yes “”
Updates sales order in the sales order transaction file as being Yes ERP system
shipped
Email regarding shipment is automatically generated Yes “”
Email regarding shipment is automatically sent No “”
Part two of packing slip and sales order are filed by customer name Yes Customer service clerk
and then by date in the closed sales order file

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