DATA AND PROCESS

MODELING
2
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
3
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
4
In chapter 3, 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
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Systems analysts use many graphical techniques to describe
an information system
One popular method is to draw a set of DFD
A data flow diagram (DFD) uses various symbols to show
how the system transforms input data into useful
information
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During system analysis phase, you learn how to create a
visual model of the IS using set of DFD
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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DFDs use four basic symbols
that represent
Processes
data flows
data stores
entities
DFD in this course use Gane
and Sarson symbol set
Another popular symbol set is
the Yourdon symbol set
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Process symbol
Receives input data and produces output that has a
different content, form, or both
Process contain the business logic, also called business
rules that transform data and produce the results
Symbol is rectangle with round corner
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Data flow is the path for
data to move from one
part of IS to another
Represents one or more
data items
The symbol for a data
flow is a line with a single
or double arrowhead

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Represent data that the system stores
The physical characteristics of a data store are unimportant
because you are concerned only with a logical model
Is a flat rectangle that is open on the right side and closed on
the left side
The name of data store appear between the lines and
identify the data it contain
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Symbol is a rectangle, which may be shaded to make it look
three-dimensional
Name of the entity appears inside the symbol
DFD entity also called Terminators because they are data
origins or final destination
Source entity that supplies data to the system
Sink - entity that receive data from the system
Entity name is form of a dept, outside organization, other IS,
or person
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Create a graphical model of the information system based
on your fact-finding results
Performing 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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When u draw a context diagram and other DFDs, follow
several guidelines:
1. Draw the context diagram so it fits on one page
2. Use the name of the information system as the
process name in the context diagram
3. Use unique names within each set of symbols
4. Do not cross lines
5. Provide a unique name and reference number for
each process
6. Obtain user input and feedback
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Context diagram = is a top level view of an IS that shows the
systems boundary and scope
Start by placing a single process symbol in the center of page
Identify it as process 0 (zero)
Then, place system entity around the perimeter
Use data flows to connect the entity to central
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Diagram 0 - Zooms in on the context diagram and shows
major processes, data flows, and data stores
Must retain all the connections that flow into and out of
process 0
Each process has a reference number
Diverging data flow is a data flow in which the same data
travels to two or more different locations

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If same data flows in both directions, you can use a
double-headed arrow
Diagram 0 represents exploded view of process 0, so it
shows more detail than the context diagram
The higher-level diagram is called Parent diagram
The lower-level diagram is called Child diagram
When u create a set of DFD, u break the processing logic
down into smaller units called Functional primitive
Functional primitive = a process consists of a single
function that is not exploded further
Diagram 0 for the context diagram DFD for a grading system.
Diagram 0 DFD for the order system.
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To create lower-level diagram, you must use leveling and
balancing techniques
Leveling
Is a process of drawing a series of increasingly detailed
DFDs until all functional primitive are identify
Exploding, partitioning, or decomposing
Example refer page 163
Balancing
Maintain consistency among set of DFD by ensures that
the input and output data flows align properly
For example refer page 164

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Diagram 1 DFD shows details of
the FILL ORDER process in the
order system
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Show sample of context diagram
The process 0 symbol has 2 input flow and 2 output flow
Process 0 considered as a black box, with no internal detail
shown
In next slide, process 0 (the parent DFD) is exploded into the
next level of detail
Now 3 processes, 2 data stores, 4 internal data flows are
visible
The both DFD are balanced because the 4 data flows into
and out of process 0 are maintained
DFD also leveled because each internal process is numbered
to show that it is a child of the parent process
Example of a parent DFD diagram, showing process 0 as a black box
In the next level of detail, the process 0 black box reveal 3 processes, 2 data stores
and 4 internal data flows, which shown in the dashed line
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A data dictionary, or data repository, is a central
storehouse of information about the systems 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
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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
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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
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The following attributes usually are recorded and
described
Data element name or label, Alias, Type and length,
Default value, Acceptable values - Domain and validity
rules
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The following attributes usually are recorded and
described
Source could be a specific form, dept or outside
organization
Security identification individual or dept who have
access for each data element
Responsible user(s) identification user responsible for
entering and changing value for data element
Description and comments allow to enter additional
notes
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In addition to documenting each data element, u must
document all data flows in data dictionary
The typical attributes are as follows
Data flow name or label as appear in DFD
Description
Alternate name(s)
Origin
Destination
Record
Volume and frequency
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You must document every DFD
data store in data dict
Typical characteristics of a
data store are
Data store name or label
Description
Alternate name(s)
Attributes
Volume and frequency
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You must document every
process
Typical characteristics of a
process
Process name or label
Description
Process number
Process description
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Typical characteristics of an
entity include
Entity name
Description
Alternate name(s)
Input data flows
Output data flows
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Typical characteristics of a
record include
Record or data structure
name
Definition or description
Alternate name(s)
Attributes
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Data dictionary serves as central storehouse of doc for an IS
It is created when the system is developed and updated
You can obtain many valuable reports from data dictnry include:
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 dictionary
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A process description documents the details of a functional
primitive, and represents a specific set of processing steps
and business logic
Using set of process descr tools, u create a model that is
accurate, complete, concise
Typical process description tools include
Structured English
Decision tables
Decision trees
When you analyze a functional primitive, you break the
processing steps down into smaller units in a process called
modular design
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Is based on combinations of three logical structures,
sometimes called control structures, which serve as
building blocks for the process
1. Sequence
2. Selection
3. Iteration - looping
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Is a subset of standard English that describe logical
processes clearly and accurately
When use 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
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Structured
English
statements
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Structured English might look familiar to programming
students because it resembles pseudocode
Although the technique are similar, but the primary purposes
is to describe the underlying business logic, while
programmers who concerned with coding use pseudocode
as a shorthand for the actual code
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Shows a logical structure, with all possible combinations of
conditions and resulting actions
When documenting processes, it is important to consider every
possible outcome to ensure that you have overlooked nothing

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Can have more than two possible outcomes (example below)
Often are the best way to describe a complex set of conditions.
52
Is a 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
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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
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What is the relationship between logical and physical 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
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Many analyst follow a four-model approach
Which means they 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
Benefits: it gives a clear picture of current system functions
before make any modification or improvements
Disadvantage: of the four-model approach is the added time
and cost
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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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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
The data dictionary is the central documentation tool for
structured analysis
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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

Chapter 3 Complete