Process Modelling Using Data Flow Diagrams - Building and Levelling Them; Process Modelling Using Function Decomposition CSE Information Systems 1

Example system: a generic warehouse-inventory information system

Levelling Data Flow Diagrams any "real" system is too large to represent as a single data flow diagram the solution is to decompose the system into a hierarchy of levels of processing the process model of the system then consists of a set of levelled data flow diagrams levelling of DFDs improves their readability and usefulness as a communication tool

Levelling of DFDs Context diagram Level 0 diagram  Level 1 diagrams  Level 2 diagrams.  Level n diagrams Levelling creates a hierarchical decomposition of the processing within the system

Context Diagram the highest level data flow diagram is the context diagram the context diagram shows the interaction of the system with its environment in terms of data flows the context diagram defines the boundary of the system (the scope of the system) only the data flows which leave the system and the data flows which come from outside the system are shown

Context Diagram the entire system is represented as a single process all external agents (sources and sinks) are shown no data stores are shown: they are inside the boundary of the system EASY GO HOTEL

7 Example Context Diagram Inventory System Suppliers Sales Order System Warehouse sales order goods unavailable notice purchase order supplier delivery shipping slip checked supplier invoice Accounts Department goods returned

Level Zero Diagram the level zero data flow diagram is the diagram at the level immediately below the context diagram it "expands" the single process on the context diagram to show the major, high-level processes (or functions) within the system

Level Zero Diagram all external agents (sources and sinks) are included because the level zero diagram, like the context diagram, represents the entire system the number of each process ends in.0 which corresponds to the level of the diagram: e.g. 1.0, 2.0, 3.0 etc. often just 1, 2, 3 etc. are used

10 Example Level Zero Diagram Monitor Stock levels Suppliers Order Entry System Warehouse sales order out of stock notice purchase order supplier delivery shipping slip checked supplier invoice Accounts Department Fill Sales Orders Accept Deliveries Stock file

11 Levelling DFDs Context diagram Level zero diagram Diagram 1 (at Level 1)

Level 1 diagrams a set of data flow diagrams is created at Level 1 there is one Level 1 diagram for each of the processes at Level zero each diagram decomposes a Level zero process into several processes

Level 1 and lower level diagrams each Level 1 diagram and diagrams at lower levels (e.g. Level 2, Level 3) show only a part of the processing Level 1 processes are numbered 1.1, 1.2, 1.3, and 2.1, 2.2, 2.3 etc that part is shown in more detail than on the Level zero diagram no external agents are shown on a Level 1 or lower diagrams, as the entire system is not being represented

14 Example Level zero diagram CUSTOMERS SALES ORDERS INVENTORY p.o. number product order qty p.o. invoice delivery qty customer invoice Product details product qty Customer details product holding product order qty product holding product delivered qty product order qty Record and Invoice Sales 1 Maintain Product Inventory 2 SUPPLIERS

15 Example Level 1 diagram Customer details Product details product qty SALES ORDERS customer credit status product qty product INVENTORY product holding available qty INVOICES customer invoice Check Customer Credit 1.1 Record Sales Demand 1.3 Check Stock Available 1.2 Create Sales Invoice 1.4

Context Level 0 Level 1 Level Levelling of DFDs

Guidelines for Levelling DFDs External communication: external agents represent entities in the environment of our information system external agents are outside the scope of our information system we do NOT model interactions between external agents we do NOT allow external agents to interact directly with data stores

Guidelines for Levelling DFDs numbering: when a process is decomposed, its diagram is given the same number as that process balancing of levelled DFDs: all data flows entering and leaving a process must appear on the corresponding diagram which decomposes that process external agents: are only included on the two diagrams which represent the entire system, i.e. the context and level zero diagrams

the access to data stores across levels of diagrams must be consistent: the direction of accesses must match and all accesses on higher level diagrams must appear on corresponding lower level diagrams a data store is first shown on the highest level diagram where it is accessed by more than one process it can then appear on all lower level diagrams where it is accessed Guidelines for Levelling DFDs

20 the access to data stores across levels of diagrams must be consistent: Guidelines for Levelling DFDs

How many levels should be in a set of DFDs? each diagram usually has between 3 and 7 processes level the diagrams until bottom level or primitive processes are reached: primitive processes have only 1 or 2 inputs and outputs, and cannot be further decomposed as a data flow diagram Guidelines for Levelling DFDs

partition processes to minimise the data flows between them partition processes to form cohesive, related groups of activities not all parts of the system may need to be decomposed to the same level Guidelines for Levelling DFDs

23 Payroll System Line Manager Employment System Successful Applicant Position Spec Decision Acknow- ledgement An example - Context Diagram Position Address Applicant name Position Applicant

24 An example - Level zero diagram Position Spec Unsuccessfuls file Evaluation results Accept Applic- ation Decision Successful Applicant Acknow- ledgement Ackn’d Appn Line Manager Applicant Address Position Applicant name Applicant Payroll System Position 1 2 Evaluate Applicants

25 Level 1- Diagram 1 Applicant name Verify for Complete- ness Acknow- ledge Application Acknow- ledgement Acknowledged Application Verified Application Position Address

26 Position Spec Unsuccessfuls fileEvaluation results Successful Applicant Ackn’d Appn unqualified applicant Decision Qualified applicant Decision Level 1 - Diagram Screen Applicants Reject Unsuitables Schedule Evaluation

27 Logical and physical DFDs Models may focus on either: the “physical” view of the real world – how things are done OR the “logical” view of the real world – what things are done

28 Physical DFDs represent a particular way of implementing the processes and data in a system they are technology dependent – they specify particular methods of doing tasks they show how the processing takes place and how the data is implemented

29 Logical DFDs represent what a system must do regardless of how it is implemented they are technology independent they show what processing, data movements and data storage must occur in a system they show the essential aspects of a system

30 Using Logical and Physical DFDs Physical DFDs modelling current system: help systems analysts become familiar with how a business or system operates Physical DFDs modelling new systems: model the technical and human design decisions to be implemented users can relate to physical DFDs more readily because they contain implementation details: landmarks e.g. people or roles, actual locations

31 Use of Logical and Physical DFDs Systems analysts often begin with physical DFDs of current systems: convert that physical DFD to a logical model in order to focus on essential elements use the logical model to model a new logical solution (DFD) Convert the logical solution into a physical DFD (implementation) model implementation details can be removed from physical DFDs

32 use names for data flows and data stores which indicate their content, not their physical form or location use names for processes that indicate what, not how Physical to Logical DFDs

Bill checks form 2.1 Validate sales order AZ104 form checked AZ104 form sales order valid sales order Master File Sales orders Physical to Logical DFDs

34 Logical and Physical DFDs Physical DFDs Logical DFDs View How processing is implemented What the system does Processes Actual sequence Essential sequence Naming Forms, locations, people/roles Underlying data andactivities Data flowsDetailed/ specific/ duplicated Only essential inputs and data describing exact outputs of the processes implementation needs

Function Decomposition: a Process Modelling Technique function decomposition is the decomposing of a system into its component functions and processes as a way of managing complexity function decomposition creates a top-down view: it shows a hierarchy of levels of increasingly detailed processes within a system a function decomposition model (or diagram) is used to represent the hierarchical decomposition and structure of the processes of a system the decomposition of functions corresponds to levelling of processes in DFDs

Function Decomposition Diagrams a function is a high-level set of related activities that are ongoing: a function is a broad, generic activity a process is a lower level activity that is repeatedly carried out functions consist of groups of related processes the depth and scope of function decomposition diagrams depend on the size and complexity of the system represented

Function Decomposition Diagrams function decomposition diagrams showing only higher levels can be built early in systems analysis more detailed process decomposition can be carried out as the system is studied in more detail function decomposition diagrams show the structure of functions and processes within the system this structure may not correspond to the structure of the organisation shown in an organisation chart See Whitten et al (2001) p 5, p 338 for examples

38 Function Decomposition Diagrams each function and process should have a unique name which indicates what it does ABC Sales System 1. Sell Products 2. Manage Inventory 3. Control Finance a top level function decomposition diagram

39 Example Function Decomposition Diagram ABC Sales System 1. Sell Products 2. Manage Inventory 3. Control Finance functions and processes are further decomposed 2.1 Deliver Product 2.2 Accept Delivery 2.3 Check Stock levels

40 Function Decomposition the decomposition of functions and processes corresponds to the levelling of DFDs

function decomposition diagrams are an alternative representation of the hierarchy of functions and processes within a system they may be built using either a top down or a bottom up approach they provide a useful overview of the processing within a system Function Decomposition

References l WHITTEN, J.L., BENTLEY, L.D. and DITTMAN, K.C. (2001) 5th ed., Systems Analysis and Design Methods, Irwin/McGraw-HilI, New York, NY. Chapters 5, 8 l HOFFER, J.A., GEORGE, J.F. and VALACICH (1999) 2nd ed., Modern Systems Analysis and Design, Benjamin/Cummings, Massachusetts. Chapter 8