Modern Systems Analysis

and Design

Chapter 5-1
Requirement Structuring
Process
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.

2
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.

3
Phase 2: Analysis
Requirements Structuring

FIGURE 5-1
Systems development life cycle with the analysis phase highlighted
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Process Modeling
 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.
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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.
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Data Flow Diagram
 It is the logical diagram about what the system
does.
 DFD has a few levels;
 Context data flow diagram (DFD) 0

- focusing about the scope of system

 DFD Level n (Level 0 is a must)

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Data Flow Diagram (DFD)
 Uses only four symbols

FIGURE 5-2
Comparison of DeMarco
and Yourdon
and Gane and Sarson
DFD symbol sets

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Basic Symbols
 A double square for an external entity,
users of the system
 An arrow for movement of data from one
point to another (data flow)
 A rectangle with rounded corners for the
occurrence of a transforming process
(name of the system or process)
 An open-ended rectangle for a data store

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Definitions and Symbols (Cont.)

 Process: work or actions performed

on data (inside the system)
 Data store: data at rest (inside the
system)

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Definitions and Symbols (Cont.)

 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

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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

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External Entities
 Represent another department, a
business, a person, or a machine
 A source or destination of data, outside
the boundaries of the system
 Should be named with a noun

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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

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Developing DFD
 To start, create 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

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Example of Context Diagram

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Developing 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
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Example: Food Ordering System
 Identify the external entities & information
flows between entities and system. Then,
identify the name of the system (process).
 Customer will place order to the system.
 The order will be given to the Kitchen to
prepare.
 The customer will receive a receipt for the
order
 Restaurant Manager will print out
Management reports on daily basis.
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Context Diagram

FIGURE 5-3
Context diagram of food-ordering system

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Data Flow 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. 21
Example – Context Diagram
 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. 22
 It contains one and only one process
Solution and does not show any data store.

Food Ordering
System

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Example 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
Solution

Hourly pay

0
user Hours per week

Living Solution System

result

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Example
A flowchart for withdrawing money from
ATM machine.
1. Identify the data in and out. start

2. Identify the entity & system Ask for password

involved.
Enter password

Enter Choose
Action to choose Y N
amount withdrawal Right
N password
Y
Action to End
Y cash
Enough transaction
disburse continue or end end
Balance
N 26
Solution

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

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Example
 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.

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 Solution
Registration data Suitable student advisor
student to check
Notification of
incomplete
submission
Suitable student checked
letter 0
Minimum standard
Student
to check
Admission
Submission System
to check registrar

Admin Standard checked

Submission
checked
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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
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Example of DFD Level 0

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Example: Food Ordering System
 Explode Context Diagram to DFD Level-0
 Customer will place order to the system. The order will
be given to the Kitchen to prepare. The customer will
receive a receipt for the order.
 The system will update goods sold into Goods Sold File
and will also update inventory data into Inventory File.
 Once updated, goods sold becomes formatted goods
sold data and inventory data becomes formatted
Inventory data.
 Restaurant Manager will print out Management reports
on daily basis. Data of daily goods sold amounts and
daily inventory depletion amount are collected from
data stores to be used in the report.
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Explode this Context Diagram to
a DFD Level-0

FIGURE 5-3
Context diagram of food-ordering system
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 DFD Level-0

FIGURE 5-4
Level-0 DFD of food-ordering
system

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Example
 Create a DFD Level 0 that contains three processes, four
external entities and two data stores.
 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.

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Solution (DFD Level-0)
1.0

Order
Food

D D
1 2

2.0

Generate Report

3.0

Order Inventory

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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 37
Data Flow Diagramming Rules (Cont.)
TABLE 5-1 Rules Governing Data Flow Diagramming

38
Data Flow Diagramming Rules (Cont.)
TABLE 5-1 Rules Governing Data Flow Diagramming (cont.)

39
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
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Errors in DFD
 Forgetting to include a data flow or
pointing an arrow in the wrong direction

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Errors in DFD
 Connecting data stores and external
entities directly to each other

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Errors in DFD

Copyright © 2014 Pearson Education, Inc. Publishing as Prentice Hall 43

Example
 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.

44
 Explode this context diagram to
DFD Level-0
Registration data Suitable student advisor
student to check
Notification of
incomplete
submission
Suitable student checked
letter 0
Minimum standard
Student
to check
Admission
Submission System
to check registrar

Admin Standard checked

Submission
checked
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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
that
3. Log invoices in inventory file can be computerized
4. Manually add amounts received to stock logs
5. After closing, print inventory reports
6. Count physical inventory amounts And then ???
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.
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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 >>
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make payment
 Invoice details
New order
Inventory added 0
Inventory bill
used supplier
manager
Inventory
report payment
Inventory
Level to check Control System

Order data

Result

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 Invoice detail updated
Invoice details 1.0

Update invoice

Inventory added
2.0
Inventory D1 Inventory File
updated
Update inventory
Inventory
manager used 3.0 Bill
Inventory paid
Inventory available
Print report
Level to report
check Inventory level
4.0
5.0
result Compare min.level

Order data Make order New order

6.0 bill
supplier
Make payment payment
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