3.

2 UNDERSTAND DATA AND

PROCESS MODELLING
NOORAZURA BT
NATHA@MOKHTAR
 OVERVIEW OF DATA AND PROCESS MODELING
TOOLS

 Systems analysts use many graphical techniques

to describe an information system
 A data flow diagram (DFD) uses various symbols
to show how the system transforms input data
into useful information
DEFINATION OF 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
SYMBOL USED IN DATA FLOW
DIAGRAM
 External entity: outside organization or person, a
computer system or a business system
 Process: any process that changes the data,
producing an output. It might perform computations,
or sort data based on logic, or direct the data flow
based on business rules.
 Data store: files or database table that hold
information for later use
 Data flow: the route that data takes between the
external entities, processes and data stores.
 Real-time link : communication back and forth
between an external agent and a process as the
process is executing example credit card verification
DATA FLOW DIAGRAMS (C ONT.)

 DFD Symbols
 Four basic symbols
 Gane & Sarson
used in text
 Yourdon also popular

Data flow diagram symbols, symbol names, and examples of

the Gane and Sarson and Yourdon symbol sets
DATA FLOW DIAGRAMS (C ONT.)

 Data flow symbol

◦ Represents one or
more data items
◦ The symbol for a
data flow is a line
with a single or
double arrowhead

Examples of correct combinations of data

flow and process symbols
DATA FLOW DIAGRAMS (DATA STORE
SYMBOLS )

Examples of correct uses of data store symbols in a data

flow diagram
DATA FLOW DIAGRAMS (EXTERNAL
ENTITIES)

Examples of correct uses of external entities

in a data flow diagram
 CREATING A SET OF DFDS (C ONT.)

 Keep in mind:
◦ All flow lines must be
labeled
◦ Large processes can
be broken down into
smaller components

Examples of correct and incorrect

uses of data flows
 CREATING A SET OF DFDS (C ONT.)

 Guidelines for Drawing DFDs

 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
 Ensure that the model is accurate, easy to understand, and
meets the needs of its users
 CREATING A SET OF DFDS (C ONT.)

 Step 1: Draw
a Context
Diagram

Context diagram DFD for an order

system
 CREATING A SET OF DFDS (C ONT.)

 Step 2: Draw a
Diagram DFD level
1
◦ If same data flows
in both directions,
you can use a
double-headed
arrow
◦ Diagram 0 is an
exploded view of
process 0
◦ Parent diagram
◦ Child diagram
◦ Functional
primitive

Diagram DFD level for the order system

 CREATING A SET OF DFDS (C ONT.)

 Step 3: Draw
the Lower
Level
Diagrams

Diagram DFD level 2

shows details of the
FILLORDER process in
the order system
 CREATING A SET OF DFDS (C ONT.)

 Must use leveling and

balancing techniques
 Leveling examples
◦ Uses a series of
increasingly detailed
DFDs to describe an
information
system
◦ Exploding, partitioning,
or decomposing

This diagram does not show the symbols that connect to

data flows entering or leaving FILL ORDER on the
context diagram
 CREATING A SET OF DFDS (C ONT.)

The order system diagram 0 is shown at the top of the figure, and exploded diagram 3
DFD (for the APPLY PAYMENT process) is shown at the bottom. The two DFDs are
balanced because the child diagram at the bottom has the same input and output flows as
the parent process 3 shown at the top
 CREATING A SET OF DFDS (C ONT.)

Example of a parent DFD

diagram, showing process 0
as a black box

In the next level of

detail, the process 0
black box reveals three
processes, two data
stores, and four internal
data flows — all of which
are shown inside the
dashed line
 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
• Also defines and describes all data elements and
meaningful combinations of data elements
 DATA DICTIONARY (C ONT.)

A data element, also called a data item or field,

is the smallest piece of data that has meaning
 Data elements are combined into records, also
called data structures
 A record is a meaningful combination of related
data elements that is included in a data flow or
retained in a data store
 DATA DICTIONARY (C ONT.)

 Using CASE Tools for Documentation

 The more complex the system, the more difficult it is to
maintain full and accurate documentation
 Modern CASE tools simplify the task
 A CASE repository ensures data consistency

 The CASE tools in Part B of the Systems Analyst’s

Toolkit can help you document business functions
and processes
 To learn more about these tools, turn to Part B of the
four-part Toolkit that follows Chapter 12
 DATA DICTIONARY (C ONT.)

 Documenting the Data Elements

 You must document every data element in the data
dictionary
 The objective is the same: to provide clear, comprehensive
information about the data and processes that make up the
system
DATA DICTIONARY (C ONT.)

Using an online documentation form, the analyst has

recorded information for a data element named SOCIAL
SECURITY NUMBER. Later, the analyst will create a data
dictionary entry using a CASE tool
 DATA DICTIONARY (C ONT.)

 Documenting the Data

Elements
◦ Data element name and label
◦ Alias
◦ Type and length
◦ Default value
◦ Acceptable values - Domain
and validity rules
◦ Source
◦ Security
◦ Responsible user(s)
◦ Description and comments
A Visible Analyst screen describes the data
element named SOCIAL SECURITY NUMBER.
Notice that many of the items were entered from
the online form shown in the figure
 DATA DICTIONARY (C ONT.)

 Documenting the Data

Flows
 Data flow name or label
 Description
 Alternate name(s)
 Origin
 Destination
 Record
 Volume and frequency

In the upper screen, an analyst has entered four items of

information in an online documentation form. The lower
screen shows the same four items entered into a Visible
Analyst data dictionary form
 DATA DICTIONARY (C ONT.)

 Documenting the Data

Stores
◦ Data store name or label
◦ Description
◦ Alternate name(s)
◦ Attributes
◦ Volume and frequency

FIGURE 5-26 Visible Analyst screen that documents a

data store named IN STOCK
 DATA DICTIONARY (C ONT.)

 Documenting the
Processes
◦ Process name or label
◦ Description
◦ Process number
◦ Process description

Visible Analyst screen that describes a

process named VERIFY ORDER
 DATA DICTIONARY (C ONT.)

 Documenting the
Entities
◦ Entity name
◦ Description
◦ Alternate name(s)
◦ Input data flows
◦ Output data flows

Visible Analyst screen that documents an external

entity named WAREHOUSE
 DATA DICTIONARY (C ONT.)

 Documenting the
Records
 Record or data
structure name
 Definition or
description
 Alternate name(s)
 Attributes

FIGURE 5-29 Visible Analyst screen that documents a

record, or data structure named CREDIT STATUS
 DATA DICTIONARY (C ONT.)

• Data Dictionary Reports

– Many valuable reports
• 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
PROCESS DESCRIPTION TOOLS
 A process description documents the details of a
functional primitive, and represents a specific set
of processing steps and business logic
 PROCESS DESCRIPTION TOOLS (C ONT.)

 Modular Design
◦ Based on combinations
of three logical Sequence structure

structures, sometimes
called control
structures, which serve
as building blocks for
the process
 Sequence Selection
structure
 Selection structure
 Iteration structure -
looping

Iteration structure
PROCESS DESCRIPTION TOOLS

 Structured English
 Must conform to the following rules
 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
PROCESS DESCRIPTION TOOLS

 Structured English
 Might look familiar to programming students
because it resembles pseudocode
 PROCESS DESCRIPTION TOOLS (C ONT.)

 Decision Tables
 Shows a logical structure, with all possible combinations
of conditions and resulting actions
 It is important to consider every possible outcome to
ensure that you have overlooked nothing
 The number of rules doubles each time you add a
condition
 Can have more than two possible outcomes
 Often are the best way to describe a complex set of
conditions
 LOGICAL VERSUS 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
 LOGICAL VERSUS PHYSICAL MODELS (CONT.)

 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
 LOGICAL VERSUS PHYSICAL MODELS (CONT.)

 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

 A physical model of the new system

 The only disadvantage of the four-model approach is the

added time and cost