payroll system

In documenting the first step could look at the Data Flow Diagram and document the Entity, Data Flows, Processes and Stores. This would be valuable during development. I am documenting a more finished system. I can include a systems flow chart or some other means of showing the relationships, I can also document the input, output, database/files, and programs that make up the system. People have their own favorite way of doing this. This is just one possible way of doing it. Your textbook discusses other techniques that you may prefer.

Overview of Payroll System

The payroll system keeps accurate employee data stored in an easily accessible database. The system has the ability to update and maintain employee information and to generate required outputs including paychecks, reports to management and reports to the government.

Each week, data on the current pay period is entered into the system and verified. This data is used to update the employee master file with appropriate additions, changes and deletions and to generate required output.

Obviously a more detailed description would be done if I were actually documenting a system.

I would include a systems flowchart at this point

Sample documentation can include: Description/overview of system, systems flowchart, list of program in system, program descriptions, list of tables/files in system, file layouts and description, data dictionary for fields, list of reports in system and report layouts and description, list of screens in system and screen layouts and descriptions, controls.
For each program the programmer could be asked to include program description, program specifications, logic flowchart, code, test data and sample run.
Note if you are using a database such as Access, much of the documentation can be gotten from the structure of the database.

List of Programs

Program Code Name
Program Name
Function
TMCDEDIT
Time Card Edit Program
Production: Edits time card