System Context Diagram Guidelines

The Context Diagram represents a high-level view of the business processes of a system, and can serve to clarify the system boundary and scope of analysis. It identifies any internal or external entities (other systems, business units, or organizations) with which the system interacts and identifies, at a high level, the business process inputs and outputs from and to these entities.

AS-IS System Context Diagram

This context diagram is created at the start of a project and used to understand and communicate among the project stakeholders and participants what entities the system currently interacts and the relevant information flows (inputs and outputs) that exist between these entities and the system.

Conceptual (TO-BE) and Finalized System Context Diagram

During system design and development, the conceptual (TO-BE) or finalized system context diagram is developed and represents any changes to the “AS-IS” Context Diagram entities, and information flows to/from these entities.

Components of a Context Diagram

Symbol Description System under investigation: Represented by a circle and labeled with the name of the system being documented in the center of the circle. The system will be connected to entities with which it communicates by data and resource flows. Entities: The entities represent internal and/or external business Organizations/business units: units, organizations, or other systems that provide data to or receive data from the system being documented. Systems: Entities should be represented by one of the designated icons pictured. Each entity should be displayed only once and can have multiple data flows to and from it. Data flows: Informational or resource data flows between the entities and the system being documented. These information flows should be represented by directional arrows into or out of the system.

A solid line arrow is used to represent an electronic flow of data and a dotted line arrow is used to represent a manual flow of data. An information data flow may involve both manual and electronic data flow components and may be represented with a dotted and solid line arrow together. Data flows should be descriptively named to identify the piece or type of information exchanged between the entity and the system being documented. Functional Narrative The Functional Narrative is added to further clarify or add detail to each entity - information flow relationship. Acronyms included in the diagram and narrative should be fully described in the narrative. The following format should be used: acronym followed by full name, (i.e., WLDB – Workforce Learning and Development Bureau). The narrative should specify frequency, data types, type Symbol Description of interaction and enough detail to be clear to a non system user. See sample below and attached. Note: GIS is not a system – be descriptive FOIL requests from the Public go to the Records Access Office then to the System.

Document Formatting The MS Visio Context Diagram should be embedded in a MS Word document as shown in Attachment A. The Document should include a cover page, a version page, the Context Diagram and the Functional Narrative.

The latest version of the Context Diagram Template should be used which includes the DOT VSS (template tools). Make sure that all line weights are 5. To edit the weights of line, select all objects, select line properties then select pattern 01, color 00 and weight 5.

To insert the Visio Context Diagram, Select Insert Object from Insert Tab on menu, Select Create from file, Browse to desired vsd, check box “link to file” and click OK.

By linking to file, a shortcut to the source file is created and any changes to the source file will be reflected in your document.

To best display your Context Diagram, you may need to change the orientation of the page format or change the margins of the page to narrow (.5”) for all sides. When making changes to the object format make sure that the following size properties of the object stay intact, the check boxes “Lock aspect ratio” and “Relative to original picture size” need to be checked. Context Diagram Functional Narrative Systems

IAS (Internal Accounting System)  may receive labor distribution information  may update PIN codes (through IAS screens to the Project Master file) and send Project Master file  may update Function Codes (through IAS screens) and send Function Code file  may update the General Ledger Organization Codes (through IAS screens) and send GL Org file

Business Units Employee  may enter time and attendance for the bi-weekly payroll period  may enter Labor/Time Distribution for the bi-weekly payroll period  may receive a correction memo from XYZ identifying a payroll correction to their bi-weekly timesheet Supervisor  may approve employee time and attendance at the end of a pay period Accounting (Payroll)  may correct an employee’s bi-weekly timesheet (a correction memo is generated)  may receive Miscellaneous Payments information (for upload to XYZ) WLDB  may receive updated employee-supervisor information ITD Account Management  may receive updated employee-supervisor information Personnel / Accounting  may request Miscellaneous Code and IAS Object Code updates (ITD makes the program changes) Personnel  may update NYSDOT Time and Attendance Rules