Aliakbar Mohammadyari

Ch.5

Data and Process Modeling

Q. Describe data and process modeling concepts and tools

During the data and process modeling, a systems analyst develops
graphical models to show how the system transforms data into
useful information. Overall, these tools and modeling concepts
serve to make data and processes easier to visualize and
understand via diagrams (DFD), tables (Decision table), and charts
(decision trees). Data and process modeling involves three main
tools:

data

flow

diagrams,

data

dictionary,

and

process

descriptions. Systems analysts use many graphical techniques to

describe an information system. A data flow diagram (DFD) uses
various symbols to show how the system transforms input data into
useful information.
Q. Explain the differences between Gane and Sarson and
Yourdon

symbols.

Provide

examples

of

symbols

that

represent processes, data flows, data stores, and entities.

Difference is the slight shape differences between the symbols like
the rounding of the process symbol.

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Process: Receives input data and produces output that has a
different content, form, or both
Data Flow: A path for data to move from one part of the
information system to another.
Data Store: Used in a DFD to represent a situation in which the
system must retain data.
External Entity: A person, department, outside organization, or
other information system that provides data to the system or
receives output from the system
Q. What is the difference between a context diagram and
diagram 0? Which symbol is not used in a context diagram?
A context diagram describes a single big process whereas diagram
0 describes the small processes that are linked to a big single
process. E.g. if HR is a big process then its sub processes will be
number of staff in each department, hiring process for each
department, payroll for each staff member, benefits for staff
member, etc., that can also be further exploded into processes.
Data store symbols are not used in context diagrams.
Q. How would you explode DFDs?
DFDs can be exploded by assigning one process as parent and
other as child processes. I would explode DFDs Going down a level
and including more symbols and structures. Exploding Diagram 1
would reveal 1.1, 1.2, etc.
Q.

Describe

data

dictionary

and

list

the

types

of

information it contains.
The data dictionary is a central storehouse of information about the
system's data. It is used to collect, document and organize facts

Aliakbar Mohammadyari
about the system. It is used to set up how data will be stored in
databases and what will be transferred from department to
department. All data elements, data flows, data stores, processes,
entities, and records are documented in the data dictionary.
Q. How would you level DFDs?
Most general, lowest numbers and more specific- higher numbers.
Q. How would you balance DFDs?
Ensuring there are an equal amount of arrows going into and out of
every process as there was before.
Q. What is the purpose of decision tables? How do you
create them?
A decision table is a structured table of the combination of all the
conditions and outcomes that analysts can face during a process. It
helps an analyst in keeping in consideration all the possible situation
that can occur during a process.
A decision table can be created by following the following steps:
1.Name the table by its process: Name of the process serves as a
heading and will come at the top.
2.Enter the condition: The conditions must be entered as one
condition per line and should come under the main process heading.
3.Enter

the

combination:

condition

might

have

many

combinations. Enter all the combinations for each condition.

4.Accept or reject: Place an X in front of each condition under each
rule (a rule is a numbered possibility in a column) to show the action
as rejected or accepted.

Aliakbar Mohammadyari

Q. Why would a manager prefer a decision tree instead of a

decision table?
Because a decision tree is easier to visualize and includes more
detail.
Q. What is structured English?
Structured English is a subset of Standard English that describes
logical processes clearly and accurately. You must conform to the
following rules:
1. Use only three building blocks of sequence, selection, and
iteration.
2. Use indentation for readability,
3. Use a limited vocabulary, including standard terms used in the
data dictionary and specific words that describe the processing
rules.

Case

Studies

Aliakbar Mohammadyari
Kitchen Gadgets
Kitchen Gadgets sells a line of high-quality kitchen utensils and
gadgets. When customers place orders on the companys Web
site or through electronic data interchange (EDI), the system
checks to see if the items are in stock, issues a status message
to the customer, and generates a shipping order to the
warehouse, which fills the order. When the order is shipped, the
customer is billed. The system also produces various reports.

Tasks
List four elements used in DFDs, draw the symbols, and
explain how they are used.
The four elements are: external entity (the original source of
data or the receiver of information), process (a series of steps
that manipulate data), data store (place to keep data for later
use), and data flow (describes the data and the information
elements passing between external entities, processes, and
data stores).

Draw a context diagram for the order system.

Aliakbar Mohammadyari
Draw a diagram 0 DFD for the order system. Explode EACH

process (just once) to create a level 1 diagram, EACH!

Ensure it is balanced!

Chapter

Case:

College

Driver

Insurance

.
Background
The company uses several factors to set discounts, as follows:
A student who has taken a safe driver course earns a 5%
discount.
A student with a clean record (no tickets or accidents in the last
three years) earns a 5% discount.
A student who is 23 or older earns a 5% discount
A student who meets all three conditions(has taken a safe driver
course and has a clean record and is 23)earns an additional
bonus discount of 5%.
Tasks
Create a decision table that describes the discount rules.
Conditions
Student taken a safe drive course
Student with a clean record
Student is 23 or older
Eligible to 5% Discount
Eligible to 5% Bonus discount

1
Y
Y
Y
X
X

2
Y
Y
N
X

3
Y
N
Y
X

4
Y
N
N
X

5
N
Y
Y
X

6
N
Y
N
X

7
N
N
Y
X

8
N
N
N

Aliakbar Mohammadyari
Ineligibe to discount

Simplify the table you just created. Describe the results.

Conditions
Student taken a safe drive course
Student with a clean record
Student is 23 or older
Eligible to 5% Discount
Eligible to 5% Bonus discount
Ineligibe to discount

1
Y
Y
Y
X
X

2
Y
Y
N
X

3
Y
N
X

4
N
Y
X

5
N
N
Y
X

6
N
N
N

Draw a simplified decision tree that shows the discount

rules.

Q. What are the pros and cons of using a decision table

versus a decision tree?

Whether to use a decision table or a decision tree often is a matter
of personal preference. A decision table might be a better way to
handle complex combination of conditions. On the other hand, a
decision tree is an effective way to describe a relatively.

Aliakbar Mohammadyari

References
1- Systems Analysis and Design - 6th edition, Alan Dennis
2- Systems Analysis and Design Methods, Jeffrey Whitten, Lonnie
Bentley