GIT: Living in the IT Era

LECTURE 06

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Chapter 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

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Chapter Objectives
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

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Introduction
The development of a logical model of the proposed system and
document the system requirements
◦ Logical model shows what the system must do
◦ Physical model describes how the system will be constructed

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Systems
Development
Life
Cycle
(System Analysis)
System Development Life Cycle
Data and Process
Modeling Tools

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Overview of Data and Process
Modeling Tools
• Systems analysts use many graphical techniques to describe an
information system
• A data flow diagrams (DFD) uses various symbols to show how
the system transforms input data into useful information

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Data Flow Diagram
• A data flow diagram (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

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Data Flow Diagram
• DFDs are subdivided into successively lower levels in order to
provide increasing amounts of detail.
• CONTEXT DIAGRAM
 Highest level (most general)
 Purpose: shows inputs and outputs of the system
 Only one process symbol
• LOWER LEVEL DIAGRAMS (Level – 0, …)
 Purpose: show all major activity steps of a system
 Processes are labeled 1.0, 2.0 and so on

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Data Flow
Diagram Symbols
• Gane and Sarson Symbols
• Yourdon-Coad Symbols

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Data Flow Diagram Symbols –
External Entity
• An external entity is a source or destination of a data flow which
is outside the area of study. (Terminators, Source, Sink)
• Only those entities which originate or receive data are
represented on a business process diagram.
• The symbol used is an oval containing a meaningful and unique
identifier.

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Data Flow
Diagram
Symbols –
External Entity

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Data Flow Diagram Symbols –
Process
• A process shows a transformation or manipulation of data flows
within the system. Receives input data and produces output that
has a different content, form, or both
•Contain the business logic, also called business rules. Referred to
as a black box
•The symbol contains two descriptive elements:
 An identification number appears in the top part to show the process
number
 A descriptive title is placed in the center of the box. This should be a
simple imperative sentence with a specific verb, for example 'maintain
customer records' or 'find driver'.
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Data Flow
Diagram Symbols
– Process

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Data Flow Diagram – Data Flow
• A data flow shows the flow of information from its source to its
destination.
• A data flow is represented by a line, with arrowheads showing the
direction of flow. Information always flows to or from a process and
may be written or electronic.
• Each data flow may be referenced by the processes or data
stores at its head and tail, or by a description of its contents.
• Names of data flows are in noun format

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Data Flow Diagram – Data Store
• A data store is a holding place for information within the system
• Data stores may be long-term files such as sales ledgers, or may
be short-term accumulations: for example batches of documents
that are waiting to be processed.
• Each data store should be given a reference followed by an
arbitrary number.

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Data Flow
Diagram –
Data Store

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Common DFD Mistakes
• Illegal data flows
 An external entity cannot provide data to external entity without a
process
 Data cannot move directly from an external entity to a data store
without being processed
 Data cannot move directly from a data store to an external entity
without being processed
 Data cannot move directly from one data store to another without
being processed

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Common DFD Mistakes
• Black Hole
• Miracle / Spontaneous Generation
• Grey Hole
• Same names for the data flows, data stores, processes, and
entities

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Common
DFD
Mistakes

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Creating a set of
DFDs

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DFD Creation Guidelines
• Draw the context diagram so that 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

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DFD Creation
• Create a graphical model of the information system based on
your fact-finding results
• Three-step process
 Step 1: Draw a context diagram
 Step 2: Draw a diagram 0 DFD
 Step 3: Draw the lower-level diagrams

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DFD Creation
• Step 01: Draw a Context
Diagram (Process 0)

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 DFD Creation
• Step 02:
Draw a
Diagram 0
 Parent
diagram
 Child
diagram
 Functional
primitive

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DFD Creation
• Step 03: Draw the lower-
level diagrams
 use leveling (exploding,
partitioning or decomposing)
 use balancing

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DFD Creation
• Step 03: Draw the lower-level diagrams
use balancing (input and output data flows of the parent DFD are
maintained on the child DFD)

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DFD
Creation

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Process Description
Tools

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Process Description
Documents the details of a functional primitive, and represents
a specific set of processing steps and business logic

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Process Description Tools
• Modular Design – is based on combinations of three logical
structures, sometimes called control structures, which serve as
building blocks for the process
• Structured English – is a subset of standard English that shows
the iteration structure and describes logical processes clearly and
accurately

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Process Description Tools
• Decision Tables – logical structure that shows every combination
of conditions and outcomes
• Decision Trees – graphical representation of the conditions,
actions, and rules found in a decision table

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Logical and Physical
Models

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

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Sequence of Models
Many systems analysts create a physical model of the current
system and then develop a logical model of the current system
before tackling a logical model of the new system
Performing that extra step allows them to understand the current
system better

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Four-Model Approach
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
The only disadvantage of the four-model approach is the added
time and cost

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Chapter Summary
During data and process modeling, a systems analyst develops
graphical models to show how the system transforms data into
useful information
The end product of data and process modeling is a logical model
that will support business operations and meet user needs
Data and process modeling involves three main tools: data flow
diagrams, a data dictionary, and process descriptions

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Chapter Summary
Data flow diagrams (DFDs) graphically show the movement and
transformation of data in the information system
DFDs use four symbols
A set of DFDs is like a pyramid with the context diagram at the top

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Chapter Summary
The data dictionary is the central documentation tool for structured
analysis
Each functional primitive process is documented using structured
English, decision tables, and decision trees
Structured analysis tools can be used to develop a logical model
during one systems analysis phase, and a physical model during
the systems design phase

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