Two systems, one desk
When a clerk trusts the paper and the procedure names the screen, merging them into one box hides the only step that matters.
A desk in this city often has two records of the same job. One is the system the written procedure names. The other is the register, the strip, or the second screen that the person actually believes. They diverge. The map’s job is to show the divergence, not to award a winner in advance.
We do not draw “updates the system” as a single box. We draw the record that was touched, and a separate note if a second record was supposed to match it and did not, in the time we were standing there. If the match happens later — after the rush, after the truck has left, the next morning — that later moment is its own step, with its own person. Reconciliation is work. It is not a property of the software.
The screen is named only after we have seen it open. A login page is not a system in use. If the person wakes a screen, looks, and puts it back to sleep, the sheet says that. If the paper register is the one that would still be there in a power cut, the lane leans on the paper, and the screen is the exception path for the days the paper is refused by someone upstream.
Two systems also means two handoffs. A file can leave the desk in the software and still be on the desk as paper, or the reverse. The receiver is whoever acts on it next, not the database. At a counter this is often the shelf, or the person who walks upstairs at a time of day rather than at the end of each conversation. The time of day goes on the sheet. “When complete” is not a time.
We refuse to collapse the pair because a steering group finds two boxes untidy. Untidy is the point. A future state in which there is one record can be sketched later, on a different sheet, after the as-is has been marked by the person who keeps both. Until then the model on our screens carries both, with the labels added only once the wall agrees.
If your brief says “we have one system”, we will still look for the second. It is usually in the drawer, or on a phone, or on a strip tied to a pallet. Send the brief with the place and the shift. We will tell you if we need the export, and we will not pretend the export is the work.