Systems Analysis

Process Modeling (DFD)

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Analysis 003
Goals:
Process modeling (Data flow diagrams)
Recognize and describe abstractions
Identify the four elements of a DFD
Construct a DFD
Decompose a DFD

Modeling the System

Process models: diagrams how data flows through the system
Data model: diagrams the relationships between data files
Object model: diagrams the relationships between enterprise objects
Systems models: diagram system functions, hardware, and software
DFD and the Six CIS components
Recall that classifying CIS into six components helps us know which parts to focus on
when performing a given function. The Process Model (DFD) includes (a) people, (b) procedures,
and (c) data from the Six CIS components [leaving hardware, networks, and software aside for
now.]
Abstractions and CIS
Abstraction is a simplified description, view, or model of an object or system of objects.
In a CIS: the process, data, object, and system models are abstractions of the computer information system.
DFD Data Flow Diagram
DFD is a picture of what people and procedures do to transform data into info
DFD has four elements:
1. External entity: the original of data (source) or the receiver of information (sink)
2. Process: a series of steps that manipulate data
3. Data store: place to keep the data for later use
4. Data flow: describes the data and information elements passing between external
entities, processes, and data stores.
[know these]
Graphing the DFD Symbol Sets
Many symbol sets available!
Gane-Sarson DFD Symbol Set:
[3-3, chart7]
How to Construct the DFD some rules

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Data flows must originate or terminate at a process

Data stores must have at least one entry and one exit data flow
Processes must have at least one entry and one exit data flow
Bottom-Up DFD Creation
Develop a narrative of the system
Underline the action words
Develop a sequential list of the action terms
Eliminate tasks that do not transform the data
Identify cohesive tasks
Fit all the remaining tasks to a cohesive task
Develop an IPO chart for each cohesive task
Example: Part 1
Sometimes the office manager cannot determine whether the request is reasonable.
When this happens, the request is forwarded to the owner, who makes this determination, contacts the customer if necessary, and either adjusts the request or rejects it outright. All requests are
returned to the office manager for scheduling and filing.
Example: Part 2
Action Word
Submits
Is forwarded
Contacts
Adjusts
Rejects
Are returned
Consults
Is reserved
Checks
Find
Are entered
Contacts
Finalize
Prepares
Signs
Example: Part 3
Input
Request

Task Number
none
none
#1
#1
#1
none
#2
#2
#2
#2
#2
#3
#3
#3
#3

Task Description
not identified
not identified
evaluate special requests
evaluate special requests
evaluate special requests
not identified
schedule charter
schedule charter
schedule charter
schedule charter
schedule charter
complete charter papers
complete charter papers
complete charter papers
complete charter papers

Processing
contacts
Adjusts
Rejects

Output
notation

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Process Modeling (DFD)

Example: Part 4
Process Data Flow
Process
Data Flow
Intake
request evaluate special
note
Requests

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Data Store
charter requests

Top-Down DFD creation

Get oral answers to the question What is the first task of this system?
Continue with What happens next?
Keep asking what happens next until the response is either We do it all over again or
Were finished.

Context Diagrams
Show a single process
Connected to the external entities
Establishes the system boundaries.
Example: A Time Card System

Example: Revised Time Card System

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Level Decomposition
Single process in the context diagram is composed of a collection of well-defined activities
called cohesive tasks.
Task definition begins by locating the events within a process.
Events identify the end of one task and the beginning of another.
Once a task is identified, the analyst can identify the inputs and outputs.
Example: Level Decomposition

Issue Access Cards INPUTS:

class rosters (Source: Data Processing)

access cards for registered students (Source: Data Processing)
student registration (Source: Data Processing)
signed non-piracy agreement (Source: Student)
name on class rosters (Data Store: Roster)

Issue Access Cards OUTPUTS:

access cards (Sink: Student)

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Process Modeling (DFD)

lab handbook (Sink: Student)

card numbers already issued (Sink: Data Processing)
checkoff on class rosters (Data Store: Roster)

new lab account (Data Store: Time)

nonpiracy agreement (Data Store: Agreements)

Logical and Physical DFDs

Logical DFDs remove all reference to the implementation specifics of the system
Physical DFDs specify the real world objects that are used to make the system work
During the analysis phase:
Develop the physical DFD
Abstract the logical DFD
During the design phase:
Develop the logical DFD
Develop the physical DFD
TKSystem First-Level DFD

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Systems Analysis

Data Flow Walk-Thru

Process Modeling (DFD)

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Systems Analysis

TK System DFD Levels

Process Modeling (DFD)

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Process Modeling (DFD)

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Class Project Discussion

The analysis phase has started. Now you must understand more fully the existing system
before a replacement system can be designed. The process model is the first abstraction to develop.
Example: Existing System Context Diagram

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Process Modeling (DFD)

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Example: Existing System First-Level DFD

Class Project: Process Modeling

Prepare the existing system context diagram and first level DFD
Review the project management sections of Appendices A and B
Develop the first draft of your week-by-week project budget
Develop the first draft of your week-by-week project status
Prepare a cover letter to transmit the budget and status reports to your client.
Recap
DFD models the processes of an information system
DFDs consist of processes, external entities, data stores, and data flows
DFD modeling begins with the context diagram, which depicts the entire system in a single
process symbol surrounded by external entities.
The first-level DFD (aka level-1) show the major functional components of the system as
processes, connected by data flows to external entities, data stores, and other processes.
As needed, youll create successively more detailed levels to promote complete understand-

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Process Modeling (DFD)

ing of the system.

[task] IPO
Narrative: xxx
Task: [task]
Inputs:
The item (Source: source name)
Another item, and more (Data Store: staff)
Outputs:
Paycheck (Data Store: staff)
Mailing labels (Sink: staff)
Newsletter (Sink: staff)
/Users/gbenoit/Documents/LIS486 - Systems Analysis/Spring2013/Analysis-DFD-003.rtf

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