SMART Training Materials - Guide For Use - Page 2 of 2

Scenarios and Flow Charts

This page contains an overview of different shapes used in flow charts within the SMART Training Materials.  For example:  Flowcharts are used within ‘Scenarios’ and ‘Tools’ to document the decisions that need to be made, and the actions that need to be taken or performed.

User Step

Rectangle shape indicating end user step in business process flow.
The rectangle shape represents a step in the process flow that the end user must complete.

Batch Process

Batch process shape indicating an automated batch process within a batch process flow
A rectangle with a vertical line down each side indicates a ‘batch process’.  

The purpose of a batch process is to process the transaction information in SMART from one life cycle status to the next life cycle status.
Batch processes help the end users identify transaction errors in SMART.  There are over 200 batch processes that run throughout the 14 modules of SMART.  Some batch processes run hourly (between the hours of 9am – 4pm on business days), others run overnight, while others run only once a month, or once a fiscal year. Some batch processes work in only one module of SMART, while other batch processes run through multiple modules in SMART.

Decision Point

Diamond shape indicating a decision point within a business process flow
A diamond shape represents a decision point.  This is a decision that needs to be made by the end user in SMART.  Decision points are connected to their next steps by a ‘connector’, indicating which path the end user should take.

Decision Path

Arrow containing 'Decision Path' text indicating a decision path within a business process flow
A ‘connector’ (arrow) indicates the direction in which the information is flowing.  Any time a decision point (diamond shape) is encountered, the end user will be given a decision, and resulting decision paths based on the decision outcomes.  The end user follows the desired path indicated by the connectors until a ‘terminator’ (oval or ellipse) shape is reached.

End or Terminator

An oval or ellipse shape indicating the last step in a business process flow.
The oval or ellipse shape (known as a ‘terminator’) indicates the end of this decision path or business process flow.  Additional notes or information may be provided in conjunction with the terminator shape.

Next Page Indicator

Circle shape with a letter 'A' in the middle of it, indicating a page break (continuing on to a new page/step in the business process)
A circle shape indicates that the business process flow is too long or too wide to fit on one page.  If the use of a circle is necessary, a letter will be placed in the circle, such as a letter ‘A’ on ‘page 1’ of the business process flow (example shown at left).  Then, when the end user goes to ‘page 2’ of the business process flow, they begin at the point of the ‘A’ in the circle on ‘page 2’, essentially picking back up in the flow where they left off.


Page icon and an annotation text box, indicating a note associated to a specific step within the business process flow.
Annotations (Notes) are used when additional information is provided to supplement the information contained within the business process flow.  Notes are accompanied by a note page icon (shown at left with a note example) to help you distinguish the note from the business process flow itself.

Module and Role Indicators

Blue vertical bar with a 'PAID' stamp icon, and the words 'Voucher Processor' - indicating the Accounts Payable module.  Orange vertical bar with a 'Shopping cart' icon, and the word 'Buyer', indicating the Purchasing modules in SMART.
Each business process flow document contains a scenario, roles and modules:
  • Each role is assigned a different color and is specified down the left hand side of the business process flow.  
  • Each module is assigned a different icon which is displayed adjacent to the role title.
  • Each scenario explanation is provided in a yellow text box within the document.