DATA AND PROCESS MODELLING

Chapter 4

Introduction
In chapter 4, you use data and process modeling techniques to develop 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 Data and process modeling involve:- data flow diagram, data dictionary and process description.

Entity Relationship Diagram - ERD

ERD is a model that show the logical relationships among the system entity.

Entity a person, place, thing or event for which data is collected & maintained. Relationship types:1. One to One (1:1) 2. One to Many (1:M) 3. Many to Many (M:N)

Data Flow Diagram - DFD

DFD shows how the system transform input data into useful information.
Shows how data moves through an information system BUT doesnt show program logic / processing steps. Shows what does the system does NOT how it does it. DFDs use four basic symbols that represent processes, data flows, data stores, and entities Gane and Sarson symbol set

Yourdon symbol set

Symbols are referenced by using all capital letters for the symbol name

DFD Symbols
1. Process black box Receives input data & produces output that has a different content, form or both Contains business logic / business rules ex: calculate commission, assign final grade 2. Data Flow

Path for data to move from one part of the system into another part of the system
Spontaneous Generation a process that produces an output but has no input. Black Hole process with no output Gray Hole input is insufficient to produce the output

DFD Symbols

3. Data Store
Represent data that the system stores The physical characteristics of a data store are unimportant because you are concerned only with a logical model. Name is a plural name (noun and adjectives) ex: Students, products, daily payments. Must be connected to a process with a data flow.

DFD Symbols
4. Entity A person, place, thing, or event for which data is collected and maintained. Symbol is a rectangle, which may be shaded to make it look three-dimensional. Also call as Terminators Data origin / final destination / external entity. Source entities that supplies data to the system. Sink receives data from the system.

DFD connections

Set of DFD
Create a graphical model of the information system based on your fact-finding results Performing three main tasks

Step 1: Draw a context diagram Step 2: Draw a diagram 0 DFD Step 3: Draw the lower-level diagrams

Context Diagram
Step 1: Draw a context diagram
A top-level view of an information system that shows the boundaries and scope.
Do not show any data stores in a context diagram because data stores are internal to the system

Context Diagram

Diagram O
Step 2: Draw a Diagram 0 DFD 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

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Diagram O

To show detail inside of context diagram

Lower-Level Diagrams
Step 3: Draw the Lower-Level Diagrams Must use leveling and balancing techniques Leveling examples
Exploding, partitioning, or decomposing

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Lower-Level Diagrams
Step 3: Draw the Lower-Level Diagrams Balancing
Ensures that the input and output data flows of the parent DFD are maintained on the child DFD

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Conventions for DFDs

Each context diagram must fit on one page The process name in the context diagram should be the name of the information system Use unique names within each set of symbols Do not cross lines Use a unique reference number for each process symbol

Data Dictionary
Data Dictionary @ Data Repository. A central storehouse of information about the system's data. Defines & describes all data elements & meaningful combinations of data element. Why need to document the data element? to provide clear, comprehensive information about the data and processes that make up the system

Data Dictionary
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
What need to document in Data Dictionary?

Data Elements Data Flows Data Stores Processes Entities Records Reports

Process Description Tools

A process description, documents the details of a functional primitive, which represents a specific set of processing steps and business logic. Typical process description tools include Structured English, Decision Table and Decision Tree. When analyzing a functional primitive, it can be broken into small units called modular design.

Modular Design
Based on combinations of 3 logical structures @ control structures which serve as building blocks for the process. Sequence Selection Iteration looping Rectangles shape a step / process Diamond shape condition / decision

Arrow line logic follows

Each logical/control structure must have a single entry & exit point

Modular Design
Sequence :

The completion of steps is in sequential order, one after another.

Modular Design
Selection : The completion of the process based on the results of a test condition.

Modular Design
Iteration / Looping : The completion of a process step that is repeated until specific condition changes.

Structured English
Describe logical processes clearly & accurately 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.

Might look like pseudocode in doing programming language.

Structured English

Structured English Statement

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. Can have more than two possible outcomes. Often are the best way to describe a complex set of conditions.

Decision Tree
Graphical representation of the conditions, actions, and rules found in a decision table.

Whether to use a decision table or tree often is a matter of personal preference.

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 systems requirements are implemented.

Logical vs Physical Models

Sequence of Model 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. 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.

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

Assignment
Create a context level and level 0 DFD for this case study.
Bebop Records is a mail-order company that distributes CDs and tapes at discount prices to record-club member. When an order processing clerk receives an order form, he or she verifies that the sender is a club member by checking the member file. If the sender is not a member, the clerk returns the order along with a membership application form. If the customer is a member, the clerk verifies the order item data by checking the item file. Then the clerk enters the order data and saves it to the Daily orders file. The clerk also prints an invoice and shipping list for each order, which are forwarded to order fullfillment.

Context level diagram

0
order detail

mail Order system

return order form and application member

clerk

customer
Invoice

verify member

order report

warehouse
item confirmation

Diagram 0
order detail

2
Clerk
verify member

1
member status

Checking member file

order data verification

non member status

order data

D1

Customer

4
verification process

daily order file

shipping information

return order form and application member

3
Invoice

Order fullfillment
order report

warehouse

item confirmation