Modern Systems Analysis

and Design

Chapter 5 - Structuring System

Process Requirements

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-1 1
 Learning Objectives
✓ Understand the logical modeling of processes by
studying examples of data flow diagrams (DFDs).
✓ Draw data flow diagrams following specific rules and
guidelines that lead to accurate and well-structured
process models.
✓ Decompose data flow diagrams into lower-level
diagrams.
✓ Balance higher-level and lower-level data flow
diagrams.
Chapter 75
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 Learning Objectives (Cont.)
✓ Use data flow diagrams as a tool to support
the analysis of information systems.
✓ Discuss process modeling for electronic
commerce applications.
✓ Use decision tables to represent the logic of
choice in conditional statements.

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Process Modeling for Structured
Analysis

FIGURE 7-1
Systems development life cycle with the analysis phase highlighted

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 Process Modeling (Cont.)
◼ Graphically represent the processes that
capture, manipulate, store, and distribute data
between a system and its environment and
among system components.
◼ Utilize information gathered during
requirements determination.
◼ Model processes and data structures.

Chapter 75
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 Data Flow Diagram
◼ DFD is a graphical representation of the "flow"
of data through an information system,
modelling its process aspects.
◼ It includes data inputs and outputs, data stores,
and the various sub-processes the data moves
through.
◼ DFDs are built using standardized symbols and
notation to describe various entities and their
relationships.
Chapter 75
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 Data Flow Diagram (Cont.)

◼ It is the logical diagram about what the system does.

◼ DFD has a few levels:
 Context data flow diagram (DFD)
- focusing about the scope of system
 DFD Level n (Level 0 is a must)

Chapter 75
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 Data Flow Diagram (Cont.)
◼ Uses only four symbols:

FIGURE 7-2
Comparison of DeMarco and Yourdon
and Gane and Sarson DFD symbol sets

Chapter 75
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 Definitions
◼ Process: work or actions performed on data
(inside the system)
◼ Data store: data at rest (inside the system)
◼ Source/sink: external entity that is the origin
or destination of data (outside the system)
◼ Data flow: arrows depicting movement of
data

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 Process
◼ Denotes a change in or transformation of data
◼ Represents work being performed in the
system
◼ Symbol: a rectangle with rounded corners for
the occurrence of a transforming process
(name of the system or process)

Chapter 75
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 Data Store
◼ A depository for data that allows examination,
addition, and retrieval of data
◼ Named with a noun, describing the data
◼ Data stores are usually given a unique reference
number, such as D1, D2, D3
◼ Represents a:
 Database
 Computerized file
 Filing cabinet
◼ Symbol: an open-ended rectangle

Chapter 75
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 External Entities
◼ Represent another department, a business, a
person, or a machine
◼ A source (origin) or sink (destination) of data,
outside the boundaries of the system
◼ Should be named with a noun
◼ Symbol: rectangle

Chapter 75
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 Data Flow
◼ Shows movement of data from one point to
another
◼ Described with a noun
◼ Arrowhead indicates the flow direction
◼ Represents data about a person, place, or
thing
◼ Symbol: an arrow

Chapter 75
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 Context Diagram
◼ Context diagram is an overview of an organizational
system that shows:
 the system boundaries.
 external entities that interact with the system.
 major information flows between the entities and
the system.
◼ Note: only one process symbol, and no data stores
shown

Chapter 75
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 Context Diagram (Cont.)

FIGURE 7-4 Context diagram of food-ordering system

Chapter 75
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 Context Diagram Rules
◼ Draw the context diagram so it fits on one page
◼ Use the name of the information system as the
process name for the context diagram. This is to show
the entire system as in a single process. E.g., Food
Ordering System
◼ Use unique names (noun) within each set of symbols.
E.g., 3 entities named as customer, restaurant
manager & kitchen.
◼ Data that flows into and out of the system should
always be NOUN.

Chapter 75
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 Creating Context Diagram
◼ The highest level in a data flow diagram
◼ Contains only one process, representing the
entire system
◼ The process is given the number 0
◼ All external entities, as well as major data
flows are shown

Chapter 75
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 Example of Context Diagram

Chapter 75
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 Creating DFD (Level 0)
◼ Level-0 diagram is a data flow diagram that
represents a system at a high level of detail.
◼ The explosion of the context diagram
◼ May include up to nine processes
◼ Each process is numbered
◼ Major data stores, data flows and all external
entities are included

Chapter 75
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 Level-0 Diagram

FIGURE 7-5
Level-0 DFD of food-
ordering system

Chapter 75
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 Data Flow Diagram Rules
◼ Do not cross lines. Restrict the number of symbols in DFD. In
DFD level-0, you can only create a max of 9 processes. If you
have more than 9, then your system MIGHT be too complex.
◼ A process must have at least 1 input and at least 1 output.
Must not be any freestanding objects
◼ Processes in DFD level-0 and lower, should be named in
VERB. Each process is numbered
◼ Data stores in DFD level-0 and lower, should be named in
NOUN and numbered D#.
◼ External entities should not be connected to one another

Chapter 75
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 Example of DFD Level 0

Chapter 75
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Data Flow Diagramming Rules (Cont.)
TABLE 5-1 Rules Governing Data Flow Diagramming

Chapter 75
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Data Flow Diagramming Rules (Cont.)
TABLE 5-1 Rules Governing Data Flow Diagramming (cont.)

Chapter 75
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 Errors in DFD
◼ Forgetting to include a data flow or pointing an
arrow in the wrong direction
◼ Connecting data stores and external entities
directly to each other
◼ Incorrectly labeling processes or data flow
◼ Including more than nine processes on a data
flow diagram
◼ Omitting data flow

Chapter 75
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 Errors in DFD (Cont.)
◼ Forgetting to include a data flow or pointing an
arrow in the wrong direction

Chapter 75
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 Errors in DFD (Cont.)
◼ Connecting data stores and external entities
directly to each other

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 Errors in DFD (Cont.)

Chapter 75
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 Example 1
◼ The next diagram shows a context Data Flow Diagram that is
drawn for a Food Ordering System. It contains a process
(shape) that represents the system to model, in this case, the
"Food Ordering System".
◼ It also shows the participants who will interact with the
system, called the external entities.
 Supplier, Kitchen, Manager and Customer are the entities who
will interact with the system.
 Customer (source & sink), Manager (source & sink), supplier
(sink), Kitchen (sink)
◼ In between the process and the external entities, there are
data flow (connectors) that indicate the existence of
information exchange between the entities and the system.

Chapter 75
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 Example 1 - Context Diagram
It contains one and only one
process and does not show
any data store.

Food Ordering
System

Chapter 75
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 Example 2
◼ The Food Order System Data Flow Diagram example contains
three processes, four external entities and two data stores.
◼ Based on the diagram, we know that a Customer can place
an Order. The Order Food process receives the Order, forwards
it to the Kitchen, store it in the Order data store, and store the
updated Inventory details in the Inventory data store. The
process also deliver a Bill to the Customer.
◼ Manager can receive Reports through the Generate
Reports process, which takes Inventory details and Orders as
input from the Inventory and Order data store respectively.
◼ Manager can also initiate the Order Inventory process by
providing Inventory order. The process forwards the Inventory
order to the Supplier and stores the updated Inventory details in
the Inventory data store.
Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-3131
 Example 2 (DFD Level-0)
1.0

Order
Food

D1 D
D2
2

2.0

Generate Report

3.0

Order Inventory

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-3232
 Example 3
This is a flowchart that calculate
and determine whether user can
live alone.
1. Identify the data input and
output involved
2. Identify the user of the system
3. Identify the name of the
system
4. Draw the context diagram

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-3333
 Solution – Example 3

Hourly pay

0
user Hours per week

Living Solution System

result

Chapter 75
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 Example 4
A flowchart for withdrawing money from ATM machine.
1. Identify the data in and out.
start
2. Identify the entity & system involved.
Ask for password

Enter password

Enter Choose
amount withdrawal Action to choose Y N
Right
password
N

End Y
Y cash Action to
Enough transaction
disburse continue or end
Balance end
N

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-3535
 Solution – Example 4

Password to start
Customer’s password
O
Action to choose
Action chosen
customer ATM Machine
Amount to withdraw System
Amount requested
Next action to choose

Next action chosen

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-3636
 Example 5
◼ There are 4 parties involved (Student, Administration, Registrar, Faculty
Advisor).
◼ Process involved in student registration;
 Student submit registration
 Administration will check whether submission is complete. If no,
student will be informed submission incomplete.
 If yes, Registrar will check whether student fulfill the minimum
standard. If standard is not fulfill, Administration will prepare a
rejection letter.
 If standard is fulfill, Advisor will check whether student is suitable for
the program. If student is suitable, Advisor will write Acceptance Letter.
If student is not suitable, Advisor will write Rejection letter.
 The letter will be given to student at the end of the whole process.

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-3737
 Solution – Example 5
Registration data Suitable student to check advisor
student
Notification of
incomplete
submission
letter Suitable student checked
0
Minimum standard to check
Student
Admission
Submission
to check
System registrar

Standard checked
Submission
Admin checked

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-3838
 Exercise
Context Diagram & DFD (Level 0)

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-3939
Majid is the branch manager for KFC (De Centrum).
Below is the steps involved in inventory control system
which he has to follow.
1. Meet the delivery trucks before opening restaurant
2. Upload and store deliveries Identify the processes
3. Log invoices in inventory file that
can be computerized
4. Manually add amounts received to stock logs
5. After closing, print inventory reports
6. Count physical inventory amounts
7. Compare physical count totals to minimum order
quantities. If the amount is less, make the order; if not,
do nothing
8. Pay bills that are due and record them as paid.
Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-4040
 Context Diagram
Invoice details
New order
Inventory added
0

Inventory used bill supplier

manager
payment
Inventory report
Inventory
Level to check Control System

Order data

Result

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-4141
 Processes involved in DFD
1. Log invoices in inventory file >> update invoice
2. add amounts received to stock logs >> update inventory
3. print inventory reports >> print report
4. Count physical inventory amounts >> update inventory
5. Compare physical count totals to minimum order
quantities >> compare min. level
6. If the amount is less, make the order >> make order
7. Pay bills that are due and record them as paid >> make
payment

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-4242
 Invoice detail updated
Invoice details 1.0

Update invoice

2.0
Inventory D1 Inventory File
Inventory updated
added Update inventory
Inventory
used Inventory
manager 3.0 Bill
available paid
Inventory
report Print report
Level
to Inventory level
check
4.0
5.0
result Compare min.level
Order data Make order New order
6.0 bill
supplier
payment
Chapter 7 Make payment
Copyright © 2017 Pearson Education, Ltd. 7-43
 Decomposition of DFDs
◼ Functional decomposition is an iterative
process of breaking a system description down
into finer and finer detail.
 Creates a set of charts in which one process on a
given chart is explained in greater detail on
another chart.
 Continues until no sub-process can logically be
broken down any further.

Chapter 75
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Decomposition of DFDs (Cont.)
◼ Level-1 diagram results from decomposition of
Level-0 diagram.
◼ Level-n diagram is a DFD diagram that is the
result of n nested decompositions from a
process on a level-0 diagram.
◼ Primitive DFD is the lowest level of a DFD.

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-4545
 Level-1 DFD
FIGURE 7-8
Level-1 diagram showing the decomposition of Process
4.0 from the level-0 diagram for Hoosier Burger’s food-
ordering system

Level-1 DFD shows

the sub-processes
of one of the
processes in the
Level-0 DFD.
Processes are labeled 4.1, 4.2, etc.
These can be further decomposed in
more primitive (lower-level) DFDs if This is a Level-1 DFD
necessary. for Process 4.0.

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-4646
 Level-n DFD
FIGURE 7-9
Level-2 diagram showing the decomposition of Process 4.3 Level-n DFD shows
from the level-1 diagram for Process 4.0 for Hoosier Burger’s the sub-processes
food-ordering system of one of the
processes in the
Level n-1 DFD.

This is a Level-2
DFD for Process
4.3.
Processes are labeled 4.3.1, 4.3.2, etc. If this is the lowest level
of the hierarchy, it is called a primitive DFD.

Chapter 75
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 Balancing DFDs
◼ Conservation Principle: conserve inputs and
outputs to a process at the next level of
decomposition
◼ Balancing: conservation of inputs and outputs
to a data flow diagram process when that
process is decomposed to a lower level

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-4848
 Balancing DFDs (Cont.)
◼ Balanced means:
 Number of inputs to lower level DFD equals
number of inputs to associated process of higher-
level DFD
 Number of outputs to lower level DFD equals
number of outputs to associated process of
higher-level DFD

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-4949
 Balancing DFDs (Cont.)
FIGURE 7-10 An unbalanced set of data flow diagrams
(a) Context diagram
1 input
This is
1 output
unbalanced
because the
(b) Level-0 diagram process of the
context
diagram has
2 inputs only one input
1 output but the Level-0
diagram has
two inputs.

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-5050
 Balancing DFDs (Cont.)
◼ Data flow splitting is when a composite data
flow at a higher level is split and different parts
go to different processes in the lower level
DFD.
◼ The DFD remains balanced because the same
data is involved, but split into two parts.

Chapter 75
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 Balancing DFDs (Cont.)

(a) Composite data flow

(b) Disaggregated data flows

FIGURE 7-11
Example of data flow splitting

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-5252
Balancing DFDs: More DFD Rules

Chapter 75
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 Modeling Logic with Decision
Tables
◼ Decision table: a matrix representation of the
logic of a decision which specifies the possible
conditions for the decision and the resulting
actions
◼ Best used for complicated decision logic

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-5454
 Modeling Logic with Decision
Tables (Cont.)
◼ Condition stubs: that part of a decision table
that lists the conditions relevant to the
decision
◼ Action stubs: that part of a decision table that
lists the actions that result for a given set of
conditions

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-5555
 Modeling Logic with Decision
Tables (Cont.)
◼ Rules: that part of a decision table that
specifies which actions are to be followed for a
given set of conditions
◼ Indifferent condition: in a decision table, a
condition whose value does not affect which
actions are taken for two or more rules

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-5656
 Modeling Logic with Decision
Tables (Cont.)
◼ Procedure for Creating Decision Tables
 Name the condition and the values that each
condition can assume.
 Name all possible actions that can occur.
 List all possible rules.
 Define the actions for each rule.
 Simplify the table.

Chapter 75
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 Modeling Logic with Decision
Tables (Cont.)

FIGURE 7-18
Complete decision table for payroll system example

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-5858
 Modeling Logic with Decision
Tables (Cont.)

FIGURE 7-19
Reduced decision table for payroll system example

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-5959
 How to create a decision table?
Step 1: Name the condition and the values that each
condition can assume.
Y N
C1
Refer to the flowchart,
Y N Y N
Best Picture website offers C2 C2
video streaming (on-demand).
So, in order for video streaming,
there are two conditions that
need to be addressed.
◼ Condition 1 – verify whether the client is
a member
◼ Condition 2 – find out whether customer
requested for a streaming
video.
Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-6060
 How to create a decision table?
Step 2: Name all possible actions that can occur.

N
Refer to the flowchart, there are three actions Y
C1
that need to be done. Y N
N Y
C2 C2
◼ Action 1 – add points to account
◼ Action 2 – create a new account A1 A3 A2 A3
◼ Action 3 – do nothing

Chapter 75
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How to create a decision table?
Step 3: List all possible rules.

Chapter 75
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How to create a decision table?
Step 4: Define the actions for each rule.

Chapter 75
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How to create a decision table?
Step 5: Simplify the table.

The same actions – so it can be simplified. Create a new rule.

Chapter 75
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 How to create a decision table?
Step 6: Simplify the table.
Decision Rules
Conditions 1 2 3
C1: Are they a member of the frequent renters club? Y - N

C2: Have they requested a streaming video? Y N Y

Actions 1 2 3
A1: Add points to account X
A2: Create new account X
A3: Nothing X

Notice that the rules have been reduced to only 3 rules.

Chapter 75
Chapter Copyright © 2017 Pearson Education, Ltd. 7-6565
 Decision Table - Exercise

Chapter 75
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