System Analysis and Process

Integration
BAem 414
Data and Process Modeling
 Learning Objectives
• Describe data and process modeling concepts and tools, including data flow
diagrams, a data dictionary, and process descriptions
• Describe the symbols used in data flow diagrams and explain the rules for their use

• Draw data flow diagrams in a sequence, from general to specific

• Explain how to level and balance a set of data flow diagrams

• Describe how a data dictionary is used and what it contains

• Use process description tools, including structured English, decision tables, and
decision trees
• Describe the relationship between logical and physical models
 Introduction

• During the requirements modeling process described in previous lecture, fact-finding

techniques were used to investigate the current system and identify user
requirements.
• This lecture and the next one explain how that information is used to develop a
logical model of the proposed system and document the system requirements.
• A logical model shows what the system must do (Functional requirements),
regardless of how it will be implemented physically.
• Later, in the systems design phase, a physical model is built that describes how the
system will be constructed.
• Data and process modeling involves three main tools: data flow diagrams, a data
dictionary, and process descriptions.
 DATA FLOW DIAGRAMS (DFD)

• A DFD shows how data moves through an information system but does not show
program logic or processing steps.
• A set of DFDs provides a logical model that shows what the system does, not how
it does it.
• DFDs use four basic symbols that represent processes, data flows, data stores, and
entities.
• Several different versions of DFD symbols exist, but they all serve the same
purpose.
 DFD symbols - Process Symbol
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 Guidelines For Drawing DFDs

When drawing a context diagram and other DFDs,

these guidelines should be followed:
• Draw the context diagram so it fits on one page
• Use the name of the information system as the
process name in the context diagram.
• Use unique names within each set of symbols.
• Do not cross lines.
• Provide a unique name and reference number
for each process
• Obtain as much user input and feedback as
possible
 Creating A Set Of DFDs

• STEP 1: Draw a context diagram

• STEP 2: Draw a diagram 0 DFD

• STEP 3: Draw the lower-level diagrams

 STEP 1: Draw A Context Diagram

• A context diagram is a top-level view of an STUDENT FINAL SUBMETT

information system that shows the system’s RECORD GRADE ED WORK
STUDENT
S
boundaries and scope. SYSTEM

0
• Start by placing a single process symbol in CLASS
ROSTE GRADED
the center of the page. The symbol R GRADIN WORK
G
represents the entire information system, SYSTEM
and it is identified as process 0.
GRADING GRADE
PARAMETER’
• Then place the system entities around the S
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T

perimeter of the page and use data flows to

connect the entities to the central process. INSTRUCTO
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 STEP 2: Draw A Diagram 0 DFD
• Diagram 0 provides an overview of all the
components that interact to form the overall
system.
• It zooms in on the system and shows major
internal processes, data flows, and data stores.
• Diagram 0 also repeats the entities and data
flows that appear in the context diagram.
• When the context diagram is expanded into
DFD diagram 0, all the connections that flow
into and out of process 0 must be retained.
• A functional primitive is a process that consists
of a single function that is not exploded further
 STEP 3: Draw The Lower-level
Diagrams
• To create lower-level diagrams, leveling and balancing techniques must be used.

• Leveling is the process of drawing a series of increasingly detailed diagrams, until

all functional primitives are identified.
• Leveling is also called exploding, partitioning, or decomposing.

• Balancing maintains consistency among a set of DFDs by ensuring that input and
output data flows align properly.
• Balancing ensures that the input and output data flows of the parent DFD are
maintained on the child DFD.
 Data Dictionary

• A data dictionary, or data repository, is a central storehouse of information about

the system’s data.
• An analyst uses the data dictionary to collect, document, and organize specific facts
about the system, including the contents of data flows, data stores, entities, and
processes.
• The data dictionary also defines and describes all data elements and meaningful
combinations of data elements
• A data element is the smallest piece of data that has meaning within an information
system.
 Documenting the Data Elements
• The following attributes usually are recorded and described in the data dictionary:
• Data element name or label.
• Alias.
• Type and length.
• Default value.
• Acceptable values.
• Source.
• Security and permission.
• Responsible user(s).
• Description and comments.
 Documenting the Data Flows

The typical attributes that describe the data flows are as follows:
• Data flow name or label.

• Description.

• Alternate name(s).

• Origin.

• Destination.

• Record.

• Volume and frequency.

 Documenting the Data Stores

Typical characteristics of a
data store are as follows:
• Data store name or label

• Description.

• Alternate name(s).

• Attributes.

• Volume and frequency.

 Documenting the Processes

The following are typical

characteristics of a process:
• Process name or label.

• Description.

• Process number.

• Process description.
 Documenting the Entities

• Typical characteristics of an entity include the following:

• Entity name.

• Description.

• Alternate name(s).

• Input data flows.

• Output data flows.

 Documenting the Records

• A record is a data structure that

contains a set of related data
elements that are stored and
processed together.
• Typical characteristics of a record
include the following:
• Record or data structure name.

• Definition or description.

• Alternate name(s).

• Attributes.
 Data Dictionary Reports

• The data dictionary serves as a central storehouse of documentation for an information system.
• A data dictionary is created when the system is developed, and is updated constantly as the
system is implemented, operated, and maintained.
• In addition to all mentioned components, data dictionary documents the relationships among
these components.
• Many valuable reports can be obtained from a data dictionary, including the following:
• An alphabetized list of all data elements by name
• A report describing each data element and indicating the user or department that is
responsible for data entry, updating, or deletion
• A report of all data flows and data stores that use a particular data element
• Detailed reports showing all characteristics of data elements, records, data flows,
processes, or any other selected item stored in the data dictionary
 Process Description Tools

• A process description documents the details of a functional primitive and

represents a specific set of processing steps and business logic.
• Using a set of process description tools, a model is created that is accurate,
complete, and concise.
• Typical process description tools include structured English, decision tables, and
decision trees.
• This lecture deals with structured analysis, but the process description tools can
also be used in object-oriented development, which is described in upcoming
lectures
 Modular Design
• Typical process description tools include structured
English, decision tables, and decision trees.
• Modular design is based on combinations of three logical
structures, sometimes called control structures, which
serve as building blocks for the process.
• Sequence. The completion of steps in sequential
order, one after another. One or more of the steps
might represent a subprocess that contains additional
logical structures.
• Selection. The completion of one of two or more
process steps based on the results of a test or
condition.
• Iteration. The completion of a process step that is
 Structured English

• Structured English is a subset of standard English

that describes logical processes clearly and
accurately.
• When using structured English, be mindful of
the following guidelines:
• Use only the three building blocks of
sequence, selection, and iteration.
• Use indentation for readability.
• Use a limited vocabulary, including standard
terms used in the data dictionary and
specific words that describe the processing
rules.
 Decision Tables

• A decision table is a logical structure that shows every combination of conditions

and outcomes.
• Analysts often use decision tables to describe a process and ensure that they have
considered all possible situations.
1. Tables with one condition: If a process has a single condition, there only are
two possibilities — yes or no.
2. Tables with two
Are the conditions:
hours greater the process
than 40?description contains two conditions:
IfIfboth
so,conditions are met, the function
the calculation is made. is accepted. Otherwise,
Otherwise, thenot.
it is it is
rejected
3. Tables with three conditions
 Decision Trees

• A decision tree is a graphical representation of the conditions, actions, and rules

found in a decision table.
• Decision trees show the logic structure in a horizontal form that resembles a tree
with the roots at the left and the branches to the right.
• Decision trees and decision tables provide the same results, but in different forms.
 Logical Versus Physical Models

• While structured analysis tools are used to develop a logical model for a new
information system, such tools can also be used to develop physical models of an
information system.
• A physical model shows how the system’s requirements are implemented.

• To understand the relationship between logical and physical models, think back to
the beginning of the systems analysis phase.
• Many analysts follow a four-model approach, which means that they develop a
physical model of the current system, a logical model of the current system, a
logical model of the new system, and a physical model of the new system.
Q/A