Data and process

modeling
Chapter 5

Introduction

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

Introduction

Three main tools:

Data Flow Diagrams (DFD)

Data dictionary
Process description

Overview of Data
and Process
Modeling Tools

Data Flow Diagrams (DFD)

It uses various symbols to show how the

system transforms input data into useful
information
A set of DFDs provides a logical model
that shows what the system does, not how
it does it.

1.
2.
3.
4.

DFDs
Symbols

Process Symbol
Data Flow Symbol
Data Store Symbol
Entity Symbol

Process Symbol

Process

Receives input data and produces output that has a

different content, form, or both.
Can be very simple or quite complex
Contain the business logic, also called business
rules, that transform the data and produce the
required results.

Process Symbol

Also referred to as a
black box

DATA FLOW SYMBOL

Data Flow

A path for data to move

from one part of the
information system to
another.
Represents one or more
data items.

DATA FLOW SYMBOL

POLICY NUMBER

HOURS WORKED

DATE OF BIRTH

APPLY
INSURANCE
PREMIUM

CALCULATE
GROSS PAY

CALCULATE
GROSS PAY

PAYMENT AMOUNT

Spontaneous
Generation

Black Hole

Gray Hole

PAY RATE

FINAL GRADE

DATA STORE SYMBOL

Data Store

Used to represent data that the system stores because

one or more processes need to use the data at a later
time.
The physical characteristics of a data store are
unimportant because you are only concerned with a
logical model.

CORRECT

POST
PAYMENT

CREATE
INVOICE

CUSTOMER PAYMENT

INVOICE

CUSTOMER
PAYMENTS

ACCOUNTS
RECEIVABLE

DAILY PAYMENTS

INVOICE DETAIL
PAYMENT DETAIL

SYMPTOM

ADMIT
PATIENT

ADMISSION FORM

PREPARE
DEPOSIT

POST
PAYMENT

DIAGNOSE
PATIENT

PATIENTS
TREATMENT
TREAT PATIENT

INCORRECT

COURSES

DAILY
PAYMENTS

STUDENTS

POST
PAYMENT

CUSTOMER
PAYMENT

DAILY
PAYMENT

BOOK
FLIGHT

FLIGHT
REQUEST

PASSENGERS

ENTITY SYMBOL

Symbol for the entity

A DFD shows only external entities that provide data
to the system or receive output from the system
A DFD shows the boundaries of the system and how
the system interfaces with the outside world.

ENTITY SYMBOL

Also called TERMINATORS

SOURCE

An entity that supplies data to the system

SINK

An entity that receives data from the system

CORRECT

BANK

CUSTOMER

ORDER

BANK
DEPOSIT

PAYMENT

PAYMENT

CUSTOMER

INVOICE

VERIFY
ORDER

PREPARE
DEPOSIT

APPLY
PAYMENT

APPLY
PAYMENT

CUSTOMER

PAYMENT

APPLY
PAYMENT

INCORRECT

PAYROLL
DEPARTMENT

PAYCHECK

EMPLOYEE

CUSTOMER

PAYMENT

ACCOUNTS
RECEIVABLE

BANK

BANK
DEPOSIT

DAILY
PAYMENTS

CREATING A SET OF DFDs

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

GUIDELINES FOR DRAWING DFDs

Draw the context diagram so it fits on one page

Use the name of the information system as the process
name in the context diagram
Use unique names within each set of symbols
Do nor cross lines
Provide a unique name and reference number for each
process
Obtain as much user input and feedback as possible

Step 1: Draw a
Context Diagram

Context
Diagram

A top-level view of
an information
system that shows
the systems
boundaries and
scope.

Step 2: Draw a Diagram 0 DFD

To show detail inside the black box, you create DFD diagram
0.
Diagram 0

It zooms in on the system and shows major internal processes, data

flows, and data stores.
It repeats the entities and data flows that appear in the context
diagram.
It must retain all the connections that flow into and out of process 0.
It provides an overview of all the components that interact to form
the overall system.

STUDENT
RECORDS
SYSTEM

ASSIGN
FINAL
GRADE

FINAL
GRADE

GRADING
DETAILS

CLASS
ROSTER
1

STUDENT
GRADE

GRADE
STUDENT
WORK
GRADING
PARAMETERS

CLASS
ROSTER

CLASS GRADEBOOK

D1

ESTABLISH
GRADEBOOK

GRADEBOOK

CLASS
DETAILS

GRADING
PARAMETERS

4
INSTRUCTORS

GRADE REPORT

PRODUCE
GRADE
REPORT

STUDENTS

Diverging Data Flow

Parent Diagram

The higher-level diagram

Child Diagram

A data flow in which the same data travels to two or more

different location.

The lower-level diagram

Function Primitive

A process that consists of a single function that is not

exploded further

Step 3: Draw the Lower-level Diagram

To create a lower-level diagram, you must use leveling

and balancing.
Leveling

The process of drawing a series of increasingly detailed

diagrams, until all functional primitives are identified.
Also called Exploding, Partitioning, or decomposing.

Balancing

Maintains consistency among a set of DFDs by ensuring that

input and output data flows align properly.

Data Dictionary

Also known as Data repository, is a central storehouse of information about the

system's data.
Used to collect, document, and organize specific facts about the system,
including the contents of data flows, data stores, entities, and process.
Defines and describes all data elements and meaningful combinations of data
elements.
Data Elements

Also known as Data item or Field

The smallest piece of data that has meaning within an information system.

Records

Also known as Data structure

A meaningful combination of related data elements that included in a data flow or retained in a data
store.

Data Dictionary Reports

Serves as a central storehouse of documentation for

an information system.
You can obtain the following:

An alphabetized list of all data elements by name

A report describing each data elements 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 characters of data elements,
records, data flows, processes, or any other selected item
stored in the data dictionary.

Process Description Tools

Documents the details of a functional

primitives, and represents a specific set of
processing steps and business logic.
Using a set of Process Description Tools, you
create a model that is accurate, complete, and
concise.

Process Description Tools

Modular Design

Combination of three logical structures,

sometimes called control structures,
which serves as building blocks for the
process.
Each logical structure must have a single
entry and exit point.
Three structures (can all be combined to in various ways

Process

Conditio
n or
Decision

to describe process logic)

Sequence
Selection
Iteration

Logic

Structure of Modular Design

Sequence

Completion of steps in sequential order, one after another.

One or more of the steps might represent a sub process that contains additional
logical structure

Verify Product
Code

Verify Price

Verify Stock
Level

Structure of Modular Design

Selection

The process of one of two or more process steps based on the results of a test or
condition.

Hour
s
>40?
No

Yes

Calculate
Overtime Pay

Structure of Modular Design

Iteration

Also known as Looping

The completion of a process step that is repeated until a specific condition

changes.

End
of
File
Yes

No
Print Paycheck

Process Description Tools

Structured English

A subset of standard English that describes logical

processes clearly and 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

Process Description Tools

Structured English

Might look familiar to programming students because it resembles pseudocode

Process Description Tools

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

Process Description Tools

Decision Tables

Can have more than two possible outcomes

Often are the best way to describe a complex set of conditions

Process Description Tools

Decision Trees

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 Versus 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 Versus Physical Models

Sequence of Models

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

Logical Versus Physical Models

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, and a physical model of the new
system
The only disadvantage of the four-model approach is
the added time and cost

Chapter Summary

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

Chapter Summary

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

Chapter Summary

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 4 Complete