Assignment No :1

Practice Exercise
Draw Context Diagram and Level-1 Data flow diagram for following cases.
1. Customer Order Management System: Customer will place the order. The order placed by
customer will be validated by order manager. Once the order is confirmed, the customer makes
payment as respective of the order. Things to consider as external entity will be Customer,
Order Manager.
2. Medical Shop Management System: Patient will come with the prescription. The shop will
deliver the medicine to the patient according to the prescription. Once the medicine is
delivered, patient makes payment for the medicine. Shop will also manage the stock inventory
as well.
3. Library Management System: Student/Teacher will issue books or any other materials from
library. The validity date of the issue need to be considered. On late return of the materials late
fine will be punished to the issuer. Library will also manage the stock inventory of the books or
any other materials.
4. Student Enrollment System: Student will enroll to the college providing basic details. The
subject and course he/she wish to take will be assigned to the student. On increment of their
level, the education details of student will be updated to their profile. Enrollment process will be
managed by Receptionist of the college.

Exercise 1
State which pairs of symbols you are not permitted to connect together using a data flow:
 External entity – Process
 Data store – Data store
 External entity – Data store
 Process – Process
 External entity – External entity
 Process - Data store

Exercise 2
a) Represent, using the proper symbols, the following actions:

i) An external entity ‘Supplier’ sending an invoice to a process ‘Deal with payment’. Assume the
process takes place in the Accounts division.

ii) A process called ‘Update membership’ writing customer details to a data store called
‘Customers’. Assume the process is performed by the Membership Secretary.

iii) A process called ‘Order raw materials’ is performed by the Purchasing Clerk. To do this the
clerk retrieves details from the ‘Supplier’ data store and sends the purchase order to the external
entity ‘Supplier’. The clerk also stores the purchase order details in a data store ‘Purchase
orders’.
Exercise 3
This exercise relates to the case study ‘Correspondence courses’ which is outlined below.
Produce (and state any assumptions made):
a) a context diagram
b) a level 1 data flow diagram
c) a level 2 data flow diagram

Case–study
Correspondence courses
A college offers correspondence courses to students. Each course lasts 20 weeks and is based on a weekly
study module and progress test. At the end of the course students sit an invigilated examination.
The college Registrar deals with enquiries and applications, and students applying who have
sufficient qualifications are asked to register by completing and submitting an application form.
After approval by the Academic Director, the application form is returned to the Registrar who
creates a student file. The Accounts department receive the application form and using information from
the student file creates an invoice that is sent to the student. Payments made are registered on the invoice
file. The first batch of student material and tests is issued from the library only to students who have paid
fees (this information is taken from the invoice file).
Progress tests are marked by academic staff and the results, together with comments, are sent out
with next week’s study block. The library will only issue study material/progress tests when a student has
returned test answers from the previous week.

Exercise 4
This exercise relates to the case study ‘Animal Park’ which is outlined below.
Produce (and state any assumptions made):

Produce (and state any assumptions made):

Case–study
Animal Park
The keepers in an animal park look after the feeding of the animals. Each animal is located in a different
area of the park. Each area has its own keeper who reports to the head keeper.
The head-keeper maintains a record of the sorts of food that each animal species or type in the
park should be fed, and in what quantities. There is no distinction made between different animals of the
same species. The keepers access the information so they know what to feed each animal type. Each
animal type may be given more than one type of food, and each type of food may be fed to a number of
animal types. Each day the keepers will take out the food needed for the animals in their care and record
this on the information system. These food types can be perishable or non-perishable according to their
shelf life. For example, fresh fruit and vegetables would be perishable where tinned produce or cereals
would be considered to be non-perishable.
The office staffs keep a track of the food supplies. They monitor which foods are running low every two
or three days and draw up a list of that which needs to be ordered. In order to help them, the information
system contains details about re-order quantities and re-orders levels. Sometimes they may need to
readjust their re-order levels.
A number of suppliers are used, and their names, addresses and telephone numbers are kept in the system.
Because of the large quantities required and the difficulty of obtaining some foods at certain times of the
year, there is more than one possible supplier for each type of food. Most of the ordering is done via the
telephone. A standard order form is then created. The order form usually contains details of more than
one food type to be ordered from a particular supplier. The order also contains details of the date of the
order and what quantities are required for each food type.
When deliveries are received, the keepers check the delivery note against the goods received, amend it if
necessary and pass it on to the office. Here it is checked against the orders placed. It they agree, this is
recorded in the system. The office staffs checks the received orders against an invoice sent by the
supplier. If they agree, payment is be made. Any discrepancies are taken up with the supplier, and the
supplier's response is noted in the system. Most suppliers send an invoice each month.

Exercise 5
This exercise relates to the case study ‘Doctors’ Surgery’ which is outlined below.
Produce (and state any assumptions made):
a) a context diagram
b) a level 1 data flow diagram
c) one necessary level 2 data flow diagram

Doctors’ Surgery
A doctors’ surgery consists of five doctors a receptionist and a manager. They need an information
system to help them to run the facility.
A patient may ring the surgery to make an appointment with a doctor. Each patient nominally has a doctor
associated with him or her but they may often opt to see any doctor in the surgery that is available. The
receptionist sees which doctors are on duty on which days and offers appointment alternatives from which
the patient may choose. If an appointment is not available within a short time and the patient must be seen
quickly they are asked to attend an emergency surgery that takes place every evening between 5 and 6
p.m. The appointment can be 5, 10 or 20 minutes long, dependent on the reported reason for seeing the
doctor. This reason is recorded on the system. Sometimes patients ring to cancel appointments.
Appointments may be made for up to six weeks in advance. Appointments that are more than 3 weeks old
are automatically deleted from the system. Some appointments are for a doctor to go and visit a patient at
home when the patient cannot come to the surgery. Every day one of the doctors is available for home
visits in the afternoon.
A record is kept of each patient and the treatments they have received for any ailments they may have
had. Here are recorded many details such as allergies, details of which drugs patients have been
administered in which quantities and when. Also relevant personal details of each patient are recorded.
Typically the doctor who sees a patient will want access to this information before deciding on the
relevant treatment to give. When the doctor prescribes treatment, details will be recorded in the patient’s
record.
Repeat prescriptions are automatically produced by the system and are available for collection at the
surgery by the patient. At any time a doctor may suspend or cancel the prescriptions.
Patients may register with the surgery providing the number registered to each doctor is not above a
certain maximum. Sometimes patients die or leave the area. In this case the patient is removed from the
system and their details are archived. The manager is responsible for dealing with this aspect.

Exercise 6
This exercise relates to the case study ‘Pizza Supreme which is outlined below.
Produce ( and state any assumptions made):
a) a context diagram
b) a level 1 data flow diagram
c) one necessary level 2 data flow diagram
A large pizza business makes pizzas and sells them. The pizzas are manufactured and kept in cold storage
for not more than two weeks.
The business is split into a number of functional units. There is Production Control, Manufacturing,
Stores, Accounts, Sales, Shipping and Purchasing. Production Control are responsible for organising
which pizzas to produce in what order and in what quantity. They need to schedule the production of the
pizzas according to the current and expected sales orders together with the number of pizzas already in
Stores. Manufacturing take the raw materials from the Stores and manufacture pizzas returning the
completed goods to the Stores. Accounts deal with the payments for the pizzas when delivered to the
customer and the payment to the suppliers of the raw materials. Sales deal with customer orders whilst
Purchasing organise the buying of raw material from suppliers. Shipping manages the packing and
delivery of the goods to the customer with a delivery note.

When a sales order is received by sales they record what is being ordered and by whom. They also record
the details of the expected date of delivery. Production Control access this information and make sure
that, if required, pizzas are produced by Manufacturing and are ready in Stores for when the delivery
needs to be made.

After the delivery is made Accounts make sure that the customer receives an invoice and that payment for
the invoice is received at which time a receipt is issued. Purchasing look at the current stock of raw
materials and by using current stock levels, supplier turnaround times and quantity to be ordered decide
what needs to be ordered on a daily basis. Their aim is never to run out of an ingredient but to minimise
the amount of raw material kept in stock.