Describing Process

Specifications
and Structured Decisions
 Major Topics
• Process specifications
• Business rules
• Structured English
• Decision tables
• Decision trees

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 Process Specifications
• Process specifications are created
for primitive processes and some
higher level processes on a data
flow diagram.
• They are also called minispecs.

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 Goal of Creating Process
Specifications
The goals of producing process
specifications are:
• Reduce process ambiguity.
• Obtain a precise description of what is
accomplished.
• Validate the system design, including
data flow diagrams and the data
dictionary.

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 Process Specifications
Process specifications are not
created for:
• Physical input and/or output
processes.
• Processes that represent simple data
validation.
• Processes for which prewritten code
already exists.

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 Data Flow Diagram and
Process Specifications

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 Process Specification
Format
• Process specifications link the process
to the DFD and the data dictionary.
• The following information should be
entered:
• The process number, which must match
the process ID on the data flow diagram.
• This allows an analyst to work or review
any process and easily locate the data flow
diagram containing the process.

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 Process Specification
Format (Continued)
• The process name, the same as displays
within the process symbol on the DFD.
• A brief description of what the process
accomplishes.
• A list of input and output data flow, using
the names found on the data flow
diagram.
• Data names used in the formulae or logic
should match the data dictionary, for
consistency and good communication.

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 Process Specification
Format (Continued)
• An indication of the type of process,
whether it is batch, online, or manual.
• All online processes require screen
designs.
• All manual processes should have
well-defined procedures for employees
performing the process tasks.
• If the process has prewritten code for
it, include the name of the
subprogram or function.

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 Process Specification
Format (Continued)
• A description of the process logic.
• This should state policy and business
rules, not computer language pseudocode.
• A reference to further information, such as
a structured English description, a decision
table, or tree depicting the logic.
• List any unresolved issues.
• These issues form the basis of the
questions used for a follow-up interview.

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 Business Rules
Business rules include the following:
• Definitions of business terms
• Business conditions and actions
• Data integrity constraints
• Mathematical and functional derivations
• Logical inferences
• Processing sequences
• Relationships among facts about the
business

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 Process Specification
Example Part 1
Number 1
Name Add Customer Order

Description Key and add the Customer Order.

The order should be edited for correct information.
Customer and Item master files are updated.

Input Data Flow

Customer Order Form from the Customer
Customer Record from data store D1, Customer Master File
Item Record from data store D2, Item Master File

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 Process Specification
Example Part 2
Output Data Flow
Pending Order to data store D3, Order File
Backordered Item Record to the Inventory Control Department
Updated Customer and Item records

Type of process Online

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 Structured English
• Structured English is based on
structured logic and Simple English
statements such as add, multiply,
move, and so on.
• It is an appropriate technique for
analyzing the system when
structured decisions are not
complex.
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 Steps to Use Structured
English
• The following steps are needed:
• Express all logic in terms of sequential
structures, decision structures, case
structures, or iterations.
• Use and capitalize accepted keywords
such as IF, THEN, ELSE, DO, and
PERFORM.
• Indent blocks of statements to show
their hierarchy (nesting) clearly.

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 Steps to Use Structured
English (Continued)
• Underline words or phrases used
have been defined in a data
dictionary to signify that they have
a specialized, reserved meaning.
• Be careful when using "and" and "or
”.
• Avoid confusion when using logical
comparisons such as "greater than"
and "greater than or equal to”.
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 Structured English

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 Advantages of Structured
English
• Clarifying the logic and
relationships found in human
languages
• An effective communication tool,
and easy to teach and understand

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 Decision Tables
• Decision tables provide a way to
examine, describe, and document
decisions using a table.
• They are used to:
• Describe the conditions.
• Identify possible decision alternatives.
• Indicate actions should be performed.
• Describe actions.

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 Decision Table Format

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 Decision Table Example

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 Decision Tables
(Continued)
• Decision tables help analysts
ensure completeness and
accuracy.
• Four main problems that can occur
in developing decision tables:
• Incompleteness.
• Impossible situations.
• Contradictions.
• Redundancy.
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 Redundancy and
Contradictions

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 Decision Trees
• Decision trees are used when
complex branching occurs in a
structured decision process.
• Trees are also useful when it is
essential to keep a string of
decisions in a particular sequence.

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 Drawing Decision Trees
• First, identify all conditions and
actions and the order and timing of
these (if they are critical).
• Second, begin building the tree
from left to right while making sure
you are complete in listing all
possible alternatives before
moving over to the right.
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 Decision Tree Example

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 Decision Tree Advantages
Three advantages over a decision table
are:
• The order of checking conditions and
executing actions is immediately noticeable.
• Second, conditions and actions of decision
trees are found on some branches but not
on others.
• Third, compared to decision tables, decision
trees are more readily understood by others
in the organization.

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 Selecting a Structured
Decision Analysis
Technique
Guidelines are as follows:
• Use structured English when there are many
repetitious actions or when communication
to end users is important.
• Use decision tables when complex
combination of conditions, actions, and
rules are found or you require a method
that effectively avoids impossible situations,
redundancies, and contradictions.

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 Selecting a Structured
Decision Analysis
Technique

Guidelines are as follows (continued):

• Use decision trees when the
sequence of conditions and actions is
critical or when not every condition is
relevant to every action (the
branches are different).

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 Program Process
Specification
• All the process specifications are
consolidated for a computer
program and are included in the
specification packet given to the
computer programmer.
• Since they are developed for one
process, the logic is easier to
understand.
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