CP 212: System

Analysis
and Design

Analysis Phase: Requirements

Structuring
By Dr MURO (Lecturer)
CSE
 Requirements
Structuring(Analysis)
 Analysis phase

• The analysis phase answers the

questions of who will use the system,
what the system will do, and where and
when it will be used.
• During this phase, the project team
investigates any current system(s),
identifies improvement opportunities,
and develops a concept for the new
system
 Analysis phase
 This phase has three steps
1.An analysis strategy is developed to guide the
project team’s efforts. Such a strategy usually
includes a study of the current system (called
the as-is system) and its problems, and
envisioning ways to design a new system (called
the to-be system).
2.The next step is requirements gathering. The
analysis of this information—in conjunction with
input from many other people—leads to the
development of a concept for a new system. The
system concept is then used as a basis to
develop a set of business analysis models that
describes how the business will operate if the
new system were developed.
 Analysis phase

3. The analyses, system concept, and

models are combined into a document
called the system proposal, which is
presented to the project sponsor and
other key decision makers (e.g.,
members of the approval committee)
who will decide whether the project
should continue to move forward.
 The system proposal is the initial
deliverable that describes what
business requirements the new system
should meet
 System development
methods
Many options exist for developing
information systems, but the most
popular alternatives are
1.Structured analysis and design,
which is a traditional method that
still is widely used,
2.Object-oriented (O-O) analysis
and design, which is a more recent
approach that many analysts
prefer.
 System development
methods
Structured analysis is a traditional
systems development technique that is time-
tested and easy to understand.
 Structured analysis uses a series of phases,
called the systems development life cycle
(SDLC), to plan, analyze, design,
implement, and support an information
system.
Although structured analysis evolved many
years ago, it remains a popular systems
development method.
Structured analysis is based on an overall
plan, similar to a blueprint for constructing
a building, so it is called a predictive
approach.
 System development
methods
• Structured analysis uses a set of process
models to describe a system graphically.
• Because it focuses on processes that
transform data into useful information,
structured analysis is called a process-
centered technique.
• In addition to modeling the processes,
structured analysis also addresses data
organization and structure, relational
database design, and user interface issues
using Entity relation ship model(ERD).
 System development
methods
Object-Oriented Analysis
 Whereas structured analysis treats processes
and data as separate components, object
oriented analysis combines data and the
processes that act on the data into things called
objects.
 Systems analysts use O-O to model real-
world business processes and operations.
 The result is a set of software objects that
represent actual people, things, transactions,
and events.
 Using an O-O programming language, a
programmer then writes the code that creates
the objects.
 Many diagram existing in analyzing and
designing the software using OO-such as use
 Structured system
analysis and design:
Process modeling
• Graphically represent the
processes that capture,
manipulate, store and distribute
data between a system and its
environment and among system
components
• Data flow diagrams (DFD)
• Graphically illustrate movement
of data between external
entities and the processes and
data stores within a system.
 Process modeling
 Modeling a system’s process
 Utilize information gathered during requirements
determination
 Structure of the data is also modeled in addition to
the processes
 Deliverables and Outcomes
 Set of coherent, interrelated data flow diagrams
 Context data flow diagram (DFD)
Scope of system
 DFDs of current system
Enables analysts to understand current system
 DFDs of new logical system
Technology independent
Show data flows, structure and functional requirements
of new system
 Data Flow
Diagram(DFD)
• Four symbols are used
• See in Figure below
• Two different standard sets
can be used
• DeMarco and Yourdan
• Gane and Sarson
Data Flow Diagram(DFD)
 Data Flow
Diagram(DFD)
• Data Flow
• Depicts data that are in motion and
moving as a unit from one place to
another in the system.
• Drawn as an arrow
• Select a meaningful name to
represent the data
• For example a report produced by a
process and sent to an external entity
 Data Flow
Diagram(DFD)
Data Store
• A data store is a collection of data that is
stored in some way
Depicts data at rest
May represent data in
File folder
Computer-based file
Notebook
The name of the store as well as the
number are recorded in between lines
 Data Flow
Diagram(DFD)
• Process
• Depicts work or action
performed on data so that they
are transformed, stored or
distributed
• Number of process as well as
name are recorded
 Data Flow
Diagram(DFD)
• Source/Sink
• An external entity is a person, organization,
organization unit, or system that is external to
the system, but interacts with it (e.g.,
customer, clearinghouse, government
organization, accounting system)
• Depicts the origin and/or destination of the
data
• Sometimes referred to as an external
entity
• Name states what the external agent is
• Examples are clerks who enter data into
the system or customers who receive
letters produced by the system.
 Context Diagram
• The first DFD in every
business process model,
whether a manual system or
a computerized system, is
the context diagram.
• As the name suggests, the
context diagram shows the
entire system in context with
its environment.
• All process models have one
context
• The context diagram shows
the overall business process
as just one process (i.e., the
system itself) and shows the
data flows to and from
external entities.
• Data stores usually are
not included on the
context diagram
 level 0 DFD.

A data flow
diagram (DFD)
that represents a
system’s major
processes, data
flows and data
stores at a high
level of detail.
 All process models
have one and only
one level 0 DFD.
 DFD rules

• Basic rules that apply to all DFDs

• Inputs to a process are always
different than outputs
• Objects always have a unique
name
• In order to keep the diagram
uncluttered, you can repeat
data stores and
sources/sinks on a diagram
 DFD rules
• Process • Data Store
• No process can • Data cannot be
have only outputs moved directly from
one store to another
(a miracle)
• Data cannot move
• No process can directly from an
have only inputs outside source to a
(black hole) data store
• A process has a • Data cannot move
verb phrase label directly from a data
store to a data sink
• Data store has a noun
phrase label
 DFD rules
• Source/Sink • Data Flow
• Data cannot • A data flow has
only one
move directly direction of flow
from a source between
to a sink symbols
• A source/sink • A fork means
has a noun that exactly the
same data goes
phrase label from a common
location to two
or more
processes, data
stores or
sources/sinks
 DFD rules

• Data Flow (Continued)

 A join means that exactly the same data
comes from any two or more different
processes, data stores or sources/sinks
to a common location
 A data flow cannot go directly back to
the same process it leaves
 A data flow to a data store means
update
 A data flow from a data store means
retrieve or use
 A data flow has a noun phrase label
DFD rules
 Decomposition of
DFDs
• Functional decomposition
• Act of going from one single system to
many component processes
• Repetitive procedure
• Lowest level is called a primitive DFD
• Level-N Diagrams
• A DFD that is the result of n nested
decompositions of a series of sub-
processes from a process on a level-0
diagram
 Balancing DFDs

• Balancing means ensuring that all

information presented in a DFD at
one level is accurately represented in
the next-level DFD. This doesn’t
mean that the information is
identical, but that it is shown
appropriately
• When decomposing a DFD, you must
conserve inputs to and outputs from
a process at the next level of
decomposition
• This is called balancing
An unbalanced set of data flow
diagrams
(a) Context diagram
(b) Level-0 diagram
Guidelines for drawing
DFDs
• Completeness
• DFD must include all
components necessary for
system
• Consistency
• The extent to which information
contained on one level of a set
of nested DFDs is also included
on other levels
Guidelines for drawing
DFDs
• Timing
• Time is not represented well on
DFDs
• Best to draw DFDs as if the
system has never started and will
never stop.
• Iterative Development
• Analyst should expect to redraw
diagram several times before
reaching the closest
approximation to the system being
Guidelines for drawing
DFDs
• Primitive DFDs
• Lowest logical level of
decomposition
• Decision has to be made when
to stop decomposition
 Validating the DFDs
• Once you have created a set of DFDs, it is
important to check them for quality.
• There are two fundamentally different types
of problems that can occur in DFDs:
 Syntax errors and semantics errors.
• “Syntax,” refers to the structure of the
DFDs and whether the DFDs follow the
rules of the DFD language.
• Syntax errors can be thought of as
grammatical errors made by the analyst
when he or she creates the DFD.
 Validating the DFDs

• “Semantics” errors refers to the

meaning of the DFDs and whether they
accurately describe the business
process being modeled.
• Semantics errors can be thought of as
misunderstandings by the analyst in
collecting, analyzing, and reporting
information about the system.
 Hoosier Burger's food
ordering system
• Hoosier Burger
• The restaurant uses an information
system that takes customer orders,
sends the order to the kitchen, monitors
the goods sold and inventory, and
generates reports for management.
Context diagram
System level 0 dfd
 System level 1
dfd(decomposing process 1)
Level 1(decomposing
process 4)
System level 2
 Example 1

• A customer requests details on his/her

savings and/or cheque account(s) from a
bank. The identification is first checked.
The appropriate savings and/or cheque
account information is retrieved and
provided to the customer.
• Draw context and level 0 DFD
 Example 2
A travel agency arranges holidays for customers.
Bookings are made directly by customers. When a
customer makes an approach, the reservations clerk
selects appropriate flight details and hotel details
from lists which are regularly updated. The details
are entered onto a Provisional Booking file.
The customer must confirm this booking within three
days by sending a deposit of 10% of the costs. On
receipt of the deposit, Reservations transfer the
details from the Provisional Bookings file to the Full
Bookings file.
Four weeks before the flight is due, Accounts send an
invoice to the customer for the remaining costs.
Accounts notify Customer services when the full
payment is received, and Customer Services then
send tickets and joining instructions to the customer.
 Exercise 1
• A book company receives orders by mail from
customers. The details of the book are checked for
completeness (and supplemented if necessary) and
the retail price determined. If the orders are
prepaid the payment details are recorded and the
order is forwarded for filling. If it is an account
customer then the customer details are checked
and discount determined. The accounts receivable
are checked for excess amount owed. If credit is
OK then order is filled, else prepayment is
requested. To fill an order the inventory is checked
and stock adjusted. If the book is available the
shipping note is made and sent to the customer
with the book(s) and the account customer
invoiced. If the book is not available the order is
placed on back order. Draw context diagram
and level 0 DFD
 Exercise 2

• Students enrol for modules. Staff

receive class lists for students taking
the class and set exam papers for their
classes. Student grades are stored in
the system and based on the results are
awarded their degree(transcript).
• Draw content and level 0 DFD