Process Modeling

SYSTEMS ANALYSIS AND DESIGN, 6 T H EDITION

DENNIS, WIXOM, AND ROTH

Roberta M. Roth © 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 1
Learning Objectives
 Explain the rules and style guidelines for data flow diagrams.
 Describe the process used to create data flow diagrams.
 Create data flow diagrams.

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 2

Key Definitions
 Process model
o A formal way of representing how a business process operates
o Illustrate activities that are performed and how data moves between
them
o Logical process models describe processes without suggesting how
they are conducted.
o Physical process models include process implementation information
 Data flow diagramming
o A popular technique for creating process models

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 3

Data Flow Diagrams
WHAT DO DFDS TELL US?

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 4

Reading a Data
Flow Diagram

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 5

DFD Elements
 Process
o An activity or function performed for a specific
business reason
o Can be manual or computerized
o Includes the following:
• A number
• A name (verb phrase)
• A description
• At least one output data flow
• At least one input data flow

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 6

DFD Elements, con’t.
 Process, con’t.
o Logical process models omit any processes that simply
move or route data and leave the data unchanged.
o You do include logical processes that:
• Perform computations (e.g., calculate grade point average)
• Make decisions (e.g., determine availability of ordered products)
• Sort, filter or otherwise summarize data (e.g., identify overdue
invoices)
• Organize data into useful information (e.g., generate a report or
answer a question)
• Trigger other processes (e.g., turn on the furnace or instruct a
robot)
• Use stored data (create, read, update or delete a record)

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 7

DFD Elements, con’t.
 Data flow
o A single piece of data or a logical collection of data
o Data Flow names describe the content of the data
flow but not how it is implemented
o Always starts or ends at a process
o Includes the following:
• A name (noun)
• Description
• One or more connections to a process

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 8

DFD Elements, con’t.
 Data flow, con’t.
o A data flow is data in motion.
• an input of data to a process, or the output of data (or
information) from a process.
• the creation, deletion, or update of data in a file or database
(called a data store on the DFD).
• A data flow is depicted as a solid-line with arrow.
• Control flows (non-data flows) trigger processes, such as ‘time
to run the weekly payroll’
• The control flow is depicted as a dashed-line with arrow.

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 9

DFD Elements, con’t.
 Data Store
o Most information systems capture data for later use.
o A data store is a collection of data that is stored in
some way
o Include the following:
• A number
• A name (noun)
• Description
• One or more input data flows (somewhere in process model)
• One or more output data flows (somewhere in process model)

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 10

DFD Elements, con’t.
 Data Store, con’t.
o If data flows are data in motion, think of data stores
as data at rest.
o Data stores should describe “things” about which
the business wants to store data.
o Data flows leaving the data store are data retrievals
o Data flows entering the data store are updates or
new data added

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 11

DFD Elements, con’t.
 External entity
o A person, organization, or system that is
external to the system
o Has interactions with the system (adds data to
system or recieves data from system)
o Include the following:
• A name (noun)
• Description

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 12

Depicting Business Processes with DFDs
 Business processes are too complex to be shown on a single
DFD
 A deliberate hierarchy is created with multiple “levels” of
DFDs
 To build the hierarchy, use Decomposition
o Child diagrams show a portion of the parent diagram in greater
detail
DFD Hierarchy
o Context Diagram decomposes into
Level 0 diagram

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 14

DFD Hierarchy
o Processes on Level 0 diagram each
decompose into separate Level 1
diagrams
o Processes on Level 1 diagrams may
or may not be decomposed into
separate Level 2 diagrams.
o Processes are decomposed until
each process is a single-purpose,
primitive process.

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 15

Balancing
 Ensures that information presented at one level of a DFD is
accurately represented in the next level DFD.
 Data flows on parent diagram are carried down to child
diagram.
 Child diagram adds new processes and new data flows

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 16

Context Diagram
 Top-level DFD in every process model
 Shows the context into which the business process fits
 Shows the overall business process as just one process
(process ‘zero’)
 Shows all the external entities that receive information from
or contribute information to the system

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 17

Level O
Diagram
 Shows all the major processes that comprise the overall
system – the internal components of process 0
 Shows how the major processes are interrelated by data
flows
 Shows external entities and the major processes with which
they interact
 Adds stored data via the data stores

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 18

Level 1
Diagrams
 Create one level 1 diagram for every major process on the
level 0 diagram
 Shows the internal processes that comprise a single process
on the level 0 diagram
 Shows how information moves to and from each of these
processes
 If a parent process is decomposed into, say, three child
processes, the these three child processes wholly and
completely make up the parent process
Level 2 Diagrams
 Shows all processes that comprise a single
process on the level 1 diagram
 Shows how information moves to and from each
of these processes
 Level 2 diagrams may not be needed for all level
1 processes
 Correctly numbering each process helps the user
understand where the process fits into the overall
system
Diagram Numbering
 Correctly numbering each process helps the user
understand where the process fits into the overall
hierarchy
o Context Diagram is always “Process 0”
o Level 0 processes are always numbered with integer
value (1, 2, 3, etc.)
o Level 1 processes always have one “dot”: parent
number “dot” unique number (1.1, 1.2, 1.3, etc.)
o Level 2 processes always have two “dots”: parent
number “dot” unique number (1.1.1, 1.1.2, 1.1.3, etc.)
Alternative Data Flows
 Where a process can produce different data flows given
different conditions
 We show both data flows and use the process description to
explain why they are alternatives
 Tip -- alternative data flows often accompany processes with
IF statements
Process Descriptions
 Text-based process descriptions provide more information
about the process than the DFD alone
 CASE tools enable easy creation of descriptions
 If the logic underlying the process is quite complex, more
detail may be needed in the form of
o Structured English
o Decision trees
o Decision tables
CASE Entry of
Process
Description

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 24

Your Turn
 At this point in the process it is easy to lose track of the “big
picture”.
 Describe the contribution of data flows, data stores, and
processes to a process model.
 Describe in your own words the relationship between the
DFDs and the ultimate new application being developed.

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 25

Creating Data Flow
Diagrams
HOW DFDS ARE DEVELOPED

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 26

Steps in Building DFDs
 Build the context diagram
o Identify the external entities and the major inflows they supply and the
outflows they receive
 Identify all major processes encompassed by the Context
Diagram
o Each major event / use case is “handled” by a process
 Create DFD “fragments” for each event / use case
o Each DFD fragment is a mini-diagram showing the process and the
external entities and data stores with which it interacts.

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 27

Steps in Building DFDs, con’t.
 Organize DFD fragments into level 0 diagram
 Decompose each level 0 process into a level 1 diagram;
decompose level 1 processes into level 2 diagrams as needed;
etc.
 Validate DFDs with user to ensure completeness and
correctness

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 28

Integrating Use Cases
 DFDs start with events, use cases and the requirements
definition
 The DFDs often flow directly from the use cases
o Names of use cases become major processes on the Level 0 diagram
o Steps in the use case become processes on the Level 1 diagram
o Inputs and outputs become data flows on the Level 1 diagram (and
below)

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 29

Illustration –
Developing
DFDs
Creating the Context Diagram

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 30

Illustration –
Developing
DFDs
Create a DFD “fragment” based on a
use case

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 31

Illustration –
Developing
DFDs
Merge DFD “fragment” diagrams into
the Level 0 diagram

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 32

Illustration –
Developing
DFDs
Develop Level 1 diagrams for every
process on the Level 0 diagram

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 33

Illustration –
Developing
DFDs
Develop Level 2 diagrams for any
process on a Level 1 diagram that
appears busy or complex

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 34

Evaluate DFDs
for Quality

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 35

Common DFD Errors
 Syntax errors – violating “drawing” rules
o Every data flow must connect to a process.
o Every process must have at least one inflow and one outflow.
 Semantics errors – errors in the meaning of the diagrams
o Walk-through diagrams with users
o Verify that inputs shown are logically sufficient to produce the
outputs
o Check for consistent levels of decomposition
o Check for consistent use of terminology

© 2015 JOHN WILEY & SONS. ALL RIGHTS RESERVED. 36