Pertemuan 12 Systems Analysis and Design of a Business Event Driven System Matakuliah: M0034 /Informasi dan Proses Bisnis Tahun: 2005 Versi: 01/05

Learning Outcomes Pada akhir pertemuan ini, diharapkan mahasiswa akan mampu : Menjelaskan tahapan dalam menganalisa dan merancang aplikasi TI

Outline Materi Model-model tahapan Analisis & Perancangan Sistem Informasi –Data Flow Diagrams –Kamus Data –Logical Models –Data Modeling

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 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill STEP I-B: Systems Analysis - Structuring Systems Requirements Using Process Modeling n Some analysis methods create several versions of data flow diagrams, including ä context data flow diagrams, ä data flow diagrams of the current physical system, data flow diagrams of the current logical system, and ä data flow diagrams of the proposed logical system. n Often, each data flow diagram includes a thorough description of each data flow.

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Exhibit 4-4 Christopher Inc., Context Diagram O Sales / collection system Christopher Inc. needs a system that enables communication with customers several times during the process (e.g., customers send in order data as well as payment data, and Christopher Inc. sends back shipping, sales, billing, and payment data). Customers Order Shipping/Bill Payment Decision Makers Desired Information Christopher Inc. needs a system that allows them to send shipping data to their carriers and receive shipment confirmations from their carriers. Carriers Shipping Data Confirmation Finally, Christopher Inc.’s systems should allow access by internal agents (such as management and other decision-makers) to critical data and information. the circle represents computer processing  A context diagram shows the sources and destinations of the data that are outside the boundaries or scope of the system being analyzed.  You do not show the data stores and data flows within the boundaries of the system.

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Exhibit 4-5 Christopher, Inc. Level 0 Data Flow Diagram 1.0 Process customer orders 2.0 Process shipments to customers 3.0 Process payments from customers Customers Decision makers Orders Bill Payment Desired information Shipping request data Payments due data Desired information Desired information

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Exhibit 4-6 Christopher Inc., Level 1 Data Flow Diagram 1.1 Approve and record customer order data Customer order data 1.2 Generate informatio n about orders Order Approved Order Order data Shipping Request Data Desired information

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Context Dictionary n Some analysts like to add more detail to context and other data flow diagrams, by providing the data elements that comprise the data flows on the diagram. We will refer to these data flow details as the context dictionary. Each entry in the context dictionary is separated from its definition by an equal sign (=) and is defined using the following set of symbols: – +To connect elements of the definition – {}To identify repeating elements of the definition

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Sample Context Dictionary Entries n Sales-Invoice = Invoice # + Sale-Date + Register # + Customer Name + Salesperson Name + {Merchandise Name + Qty-Sold + Price + Item-Total} + Sale-Total n Customer-Profile = Report-Date + Name + State + Birth date + Telephone + {Merchandise Description + Qty-Sold} n Product-Sales = Report-Date + {Merchandise # + Merchandise Description + Qty-Sold + %Margin + $ Contribution} n Accounting-Revenue = Report-Date + Reporting-Period + Revenue for Reporting-Period n Sales-by-Salesperson = Report-Date + {Salesperson Name + {Merchandise-Description + Qty-Sold + $ Contribution} + Total Sales + Total Contribution

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill When you are creating data flow diagrams or work-flows for a business process, how do you know how many recording, maintaining, and reporting processes you need for an IT application? You can use your REAL model and the context diagram as a guide. context diagram inflows and outflows to Record event data Maintain resource, agent, location data Report source documents, queries, reports You need one recording process in your IT application for each business event object in the application’s REAL model You need one maintenance process in your IT application for each resource, agent, and location object in the application’s REAL model The number of reporting processes required for an application is a function of the number of views required by information customers. You will need one reporting process for each required output view. To help you plan, determine how many of the following three types of reporting output views your information customers need: - Source documents: printed or electronic transmission of event data documentation - Preformated reports: reports that are regularly used by information customers -Ad hoc reports: reports that information customers design and request to provide a new view or a view that is rarely used The number of reporting processes required for an application is a function of the number of views required by information customers. You will need one reporting process for each required output view. To help you plan, determine how many of the following three types of reporting output views your information customers need: - Source documents: printed or electronic transmission of event data documentation - Preformated reports: reports that are regularly used by information customers -Ad hoc reports: reports that information customers design and request to provide a new view or a view that is rarely used Additional Prototyping Steps

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill McKell's Retail Sale Store Case Checkpoint Using our retail sale example, the IT application would have: One recording process (i.e., Record Sale Data) to record the one event of interest Four maintenance processes Maintain Customer Data, Maintain Merchandise Data, Maintain Salesperson Data, and Maintain Register Data to keep our resource, agent, and location data up to date and valid Reporting processes to handle key management functions: Sales Invoice - the customer's bill; Customer Profile - a report that provides information about customers and their purchasing habits; Product Sales - a report that provides the margin and contribution for each merchandise items type sold; Accounting Revenue - a report that provides a calculation of sales revenue for a specific period; Sales by Salesperson - a report that details the merchandise and contribution to sales revenue for each salesperson)

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Step 1-C Structuring Systems Requirements Using Logical Models n After completing data flow diagrams that graphically show the flow of data to fulfill the system requirements, many analysts use logic models to represent the logic of the information processes denoted in the data flow diagram(s). n Their objective is to produce structured descriptions and diagrams that enumerate the logic contained in each process denoted in the data flow diagram(s). n Techniques used during this step include structured English, decision tables, decision trees, and state-transition diagrams or tables. n We will overview just one of these techniques: Structured English.

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Structured English n Structured English is used to plan and document the steps of a computer instruction set (a program) without using a programming language. Structured English is used to define the detailed logic of each information process (Exhibit 4-7). n Structured English focuses on conciseness and clarity to document the essence of an information process and eliminates: ä Adjectives. ä Adverbs. ä Compound sentences. ä Non-imperative expressions. ä All but a limited set of conditional and logic structures. ä Most punctuation. ä Footnote type details.

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Exhibit 4-7 Structured English Example Process Input Output Data For each Customer-Order do the following: 1. Search for Customer-Name if found Confirm customer info with customer if not found Enter customer data 2. Check for availability of inventory requested if available Confirm ship-to-information if not available Inform customer with Order-Confirmation 3. Provide customer with Order-Confirmation 4. Send notification to packing agents

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Business Event Risks n In addition to including the logic for completing a desired task, this step provides an opportunity for thinking about ways information technology can be used to help reduce business and information risks ä An operating event occurring at the wrong time or sequence. ä An operating event occurring without proper authorization. ä An operating event involving the wrong internal agent. ä An operating event involving the wrong external agent. ä An operating event involving the wrong resource. ä An operating event involving the resource amount. ä An operating event occurring at the wrong location.

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Information Event Risks n Information event risks include the risks associated with incomplete, inaccurate, or unauthorized recording, maintaining, and reporting information activities: ä Recording risks - Recording risks include recording incomplete, inaccurate, or invalid data about an operating event. Incomplete data results in not recording all of the relevant characteristics about an operating event in the data stores. Inaccuracies arise from recording data that does not accurately represent the event. Invalid refers to data that are recorded about a fabricated event. ä Maintaining risks - Maintaining risks are essentially the same as recording risks. The only difference is that the data maintained relates to resources, agents, and locations rather than operating events. ä Reporting risks - Reporting risks include data that are improperly classified, improperly summarized, provided to unauthorized parties, or not provided in a timely manner.

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill STEP I-D: Systems Analysis: Structuring Systems Requirements Using Conceptual Data Modeling n To focus on the specific data you want to capture to describe reality and generate needed outputs we use a conceptual data model. n Conceptual data models represent the entities or objects you want to collect data about, and rules about the meaning and interrelationships among these data objects. n To complete this step, most analysts use one of two modeling techniques: Entity-Relationship (E-R) or Object Oriented (OO).

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Entity Name Relationship Name ERD n Data Entity ä anything, real or abstract, about which we want to store data. ä synonyms include entity type, entity class or object n Data relationship ä a natural association that exists between one or more entities ä business activities or events that link one or more entities

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Example Customer Places/ or Is Placed By Orders Contains or Is Contained By Supplies

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Entities n AGENTS n Entities that describe roles played in a system. They usually represent people or organizations. ä ACCOUNT, AGENCY, ANIMAL, APPLICANT, BORROWER, CHILD, CLASS, CLIENT, CONTRACTOR, CREDITOR, DEPARTMENT, EMPLOYEE, EMPLOYER, INSTRUCTOR, MANAGER, OFFICE, SALESPERSON, SUPPLIER, TEAM, VENDOR

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Entities n RESOURCES n Entities that describe tangible things. Most tangible things are easy to identify because you can see them. ä BOOK, CHEMICAL, COURSE, DISK, EQUIPMENT, MACHINE, MATERIAL, METAL,PART, PRODUCT, PROGRAM, SERVICE, SUBSTANCE, VEHICLE

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Entities n EVENTS n Most events are easy to identify because the business records data on forms or files. n Events are characterized by the fact that they happen or have duration ä AGREEMENT, APPLICATION, APPOINTMENT, ASSIGNMENT, BACKORDER, BUDGET, CLAIM, CONTRACT, DEPOSIT, DISBURSEMENT, FORECAST, INVOICE, JOB, LICENSE, PAYMENT, PURCHASE ORDER, REGISTRATION, RESERVATION, RESUME, SEMESTER, SHIPMENT, STEP, TASK, TEST, WORK ORDER

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Entities n LOCATIONS n Entities that describe locations ä BRANCH, BUILDING, CAMPUS, CITY, COUNTRY, COUNTY, ROOM, ROUTE, SALES REGION, SCHOOL ZONE, PROVINCE, STORAGE BIN, VOTER DISTRICT, WAREHOUSE ZONE

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Entities and Entity Classes or Groups n Entities of a given type are grouped into an entity class n Thus, the EMPLOYEE entity class is the collection of all EMPLOYEE entities n Entity classes are described by their structure n An instance of an entity is the representation of a particular entity such as Customer 1234 and is described by its values of the attributes n Name entities with nouns that describe above (singular) INVOICE n Instances of the entity are referred to in the plural - Invoices

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Attributes n Data attributes are characteristics that are common to all or most all instances of a particular entity. n Synonyms include: properties, data elements, descriptors, and fields n Attributes take on values for each occurrence of an entity. An attribute must have more than one legitimate value otherwise it is a constant.

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Identifier n Identifier is an attribute or combination of attributes that uniquely identifies one, and only one occurrence of an entity. n Synonyms include key or primary key ä For example, Employee instances could be identified by a SocialInsuranceNumber, EmployeeNumber or EmployeeName ä Identifiers of an entity instance consists of one or more of the entity’s attributes ä An identifier may be either unique or non-unique ä Identifiers that consist of two or more attributes are called composite identifiers

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Relationships n Entities can be associated with one another in relationships. n A relationship can include many entities; and the number of entities in a relationship is a degree of the relationship. ä Degree 2 relationships are common and are called binary relationships ä 1:1 one to one AUTO-ASSIGNMENT ä 1:N one to many DORM-OCCUPANT ä N:M many to many STUDENT-CLUB

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Relationship Degree SALESPERSON ORDER SP-ORDER Degree 2 MOTHER FATHER CHILD PARENT Degree 3

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Three Types of Binary Relationships EMPLOYEE AUTO AUTO-ASSIGNMENT 1:1 DORMITORY STUDENT DORM-OCCUPANT 1:N STUDENT CLUB STUDENT-CLUB N:M These are often called HAS A relationships These are often called HAS A relationships Shows MAXIMUM cardinality Shows MAXIMUM cardinality may or may not must exist

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Other relationships DORMITORY STUDENT DORM-OCCUPANT 1:N Minimum cardinality Recursive relationship STUDENT 1:N ROOMS-WITH EMPLOYEE DEPENDENT 1:N Weak Relationships BUILDING APARTMENT 1:N ID Dependent entity

ERD: CUSTOMER SALESPERSON SALES-ORDER LINEITEM ITEM I:N N:1 I:N Semantic Object Model (SALSA)

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Access Database Relationships

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill REAL Diagram Customer (Agent) Take Order (Event) Take Order (Event) SalesPerson (Agent) SalesPerson (Agent) Product-Item (Resource) Product-Item (Resource) List Items Ordered (Event) (1,1) (1,*) (1,1) (0,*) CUSTOMER (Customer#, CustomerName, Street, City, State, Zip) SALESPERSON (SalesPerson#, SalesPersonName) SALES-ORDER (Order#, Date, [Customer#], [SalesPerson#],Subtotal, Tax, Total) ITEM (Item#, Name, Description) (LineItem#, [Order#],Quantity, [Item#], ExtendedPrice) ITEMS-ORDERED

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Exhibit 4-8 Recursive Relationship Example Employee manages Employee manages

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Relationships n Described by verbs or verb phrases n Multiple relationships are possible between two entities COURSESTUDENT Was Taken by Is Being Taken by

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Ordinality n Defines whether the relationship between entities is mandatory or optional. n Ordinality determines the minimum number of occurrences of one entity relative to another. n Ordinality must be defined in both directions

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Cardinality n Defines the maximum number of occurrences of one entity for a single occurrence of the related entity n This is the number to the right of the colon below. Ordinality is the number to the left of the colon. Customer Places Order Contains Products 1:1 0:M 1:M

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Relationships That Can Be Described by Data n Normally relationships are not described by data attributes n However if Cardinality is many in both directions, the relationship itself is frequently described by data attributes. n “Many to Many” relationship n An associative entity is a data entity whose attributes describe a relationship between two or more fundamental entities

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Ordered Product Many to Many Service Product Order Is Placed For Shipment Invoice Requested Service 1:M OR 0:M AND 1:1 0:M

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Create a separate table that includes the key attributes from both object tables. Create a separate table that includes the key attributes from both object tables. Linking Objects with Many to Many (*:*) Relationships

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Linking Objects with One to One (1:1) Relationships Put the key attribute of either object in the table of the other Put the key attribute of either object in the table of the other Create a separate table that includes the key attributes from both objects Create a separate table that includes the key attributes from both objects When you are linking two events with a 1:1 relationship, either put the key of the prior event table into the subsequent event table or create a third table. OR

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Post the key attribute of the object with the 1 side of the cardinality into the table of the many (*) side of the cardinality. Post the key attribute of the object with the 1 side of the cardinality into the table of the many (*) side of the cardinality. If you follow the specified rule and find that you would post the key of the event that occurs second into the table of the event that occurs first, create a separate table that includes the key attributes from both event tables. Linking Objects with One to Many (1:*) or Many to One (*:1) Relationships

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Exhibit 4-9 Christopher Inc. REAL Model Resources Events Agents Order personnel Customer Inventory Receive customer order includes takes places Cashier Collect payment CashBank is kept at increases takes in sends Shipping personnel Shipping firm Ship Order is made up of goes to executes carried by (1,*) (0,*) (1,1)

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Exhibit 4-10 Different Notations to Represent Relationships Cardinalities (1,1) (1,*) (0,1) (0,*)

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Exhibit 4-11 Entity Attributes in an ER diagram Inventory Item # Inventory Item # Inventory Item # Inventory Item # Inventory Item # Inventory Item # Inventory Item #

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Exhibit 4-12 Example Relational Database Table Customer Table

SALES table (without a separate table for the sale-inventory *:* relationship):

Sales Event Table (*:*) Sale-Inventory Table

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Exhibit 4-13 Christopher Inc. Event Logical Structures - Order Taking CUSTOMER Customer #, Name, Street Address, City, State, Zip, Telephone# Credit Rating, Credit Limit RECEIVE CUSTOMER ORDER Sales Order #, [Customer #], [Customer Order Representative Employee #], Date, Time, Instructions, Cancel by Date, Location or order EMPLOYEE, Employee #, Name, Address Telephone #, BirthDate Start date, Salary, ORDER/INVENTORY [Sales Order #], [Inventory item #], Quantity Ordered INVENTORY Inventory Item #, Description, Product Specification, Reorder Point, Current Price, Beginning Quantity, Beginning Quantity Date Legend RELATION Primary Key [Foreign Key]

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Exhibit 4-13 Christopher Inc. Event Logical Structures - Shipping SHIP ORDER Invoice #, [Sales Order #], [Customer #], [Shipping Personnel Employee #], [Shipping Firm ID #], Date, Time, Shipment tracking #, Sales Tax SHIPPING FIRM, Shipping Firm ID#, Shipping Firm Name, Address Telephone #, Contact Person Rate Information SHIP/INVENTORY [Invoice #], [Inventory Item #], Quantity Shipped, Price Each Inventory Customer Employee Sales Order

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill BANK Bank #, Bank Name, Address COLLECT PAYMENT Cash Receipt #, [Cash Account #], [Customer #], [Cashier Employee #], Date, Time, Amount Received, Electronic Funds Transfer # Exhibit 4-13 Christopher Inc. Event Logical Structures - Cash Collection SHIP/COLLECT PAYMENT [Invoice #], [Cash Receipt #], Amount applied to this Invoice CASH Cash Account #, [Bank #], Type of Account Beginning Balance Date Customer Employee Shipping Order

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Exhibit 4-14 Linking the Order Recording Process with the Data Repository Record Sale Order-Data INVENTORY ORDER CUSTOMER ORDER PERSONNEL ORDER-INVENTORY

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Exhibit 4-15 Sample Maintenance Processes and Data Access Update Bank Data Register-Data Update Customer Data Customer-Data Update Shipping firm Data Salesperson-Data Update Inventory Data Merchandise-Data INVENTORY BANK CUSTOMER SHIPPING FIRM

 The McGraw-Hill Companies, Inc., 2000 Irwin/McGraw-Hill Exhibit 4-16 Example fo Generating a Sales-by-Salesperson Report Report Sale Request Sales-by- Salesperson report MERCHANDISE Sales-by-Salesperson = Report-Date + {Salesperson Name + {Merchandise-Description + Qty-Sold + $ Contribution} Total Sales + Total Contribution Sales-by- Salesperson SALE SALESPERSON SALE-MERCHANDISE

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