DTD 3023 Systems Analysis and Design

Tutorial 3 Data Flow Diagram [DFD]

1. Describe data and process modeling and name the main data and process modeling
techniques.
2. Describe the Gane and Sarson symbols used for processes, data flows, data stores, and
entities. Give four examples of typical names for processes, data flows, data stores, and
entities.
3. What is the relationship between a context diagram and diagram 0, and which symbol is
not used in a context diagram?
4. What is meant by an exploded DFD?
5. Describe a data dictionary and give examples of how and when it is used.
6. Explain the DFD leveling technique.
7. What is a balanced DFD?
8. What is structured English?
9. You are the IT director at Humra University. As part of a training program, you decide to draw a
DFD that includes some obvious mistakes to see whether your newly hired junior analysts can
find them. You came up with the diagram 0 DFD shown in Figure 1. Based on the rules explained
in this chapter, how many problems should the analysts find?
Answer

1. The data and process modeling with the name of the main data and process modeling
techniques are:
● Data Modeling: Representing data and its relationships inside a system is known as
data modeling. To guarantee that the relationships between the data elements are
understood clearly, the primary objective is to create a visual and structural
representation of the data. Here are the two types of data models:
○ Entity-Relationship Model (ER Model)
■ Entities are representations of actual things or ideas.
■ The associations between entities are defined by relationships.
■ The qualities or traits of an entity are described by its attributes.
■ These elements are represented graphically by ER diagrams, which
show how a database is organized.
○ Normalization
■ the procedure for structuring data in a database to lessen dependencies
and redundancies.
■ Normal forms, such as 1NF, 2NF, and 3NF, are stages in the
normalization process that each deal with particular problems with data
organization.
● Process Modeling: The representation of internal organizational processes, activities,
and workflows is known as process modeling. It facilitates comprehension of the flow
of data through a system and the interactions between various processes. Here are
the key process techniques:
○ Data Flow Diagram (DFD)
■ DFDs show how data moves through a system.
■ Data stores are represented by rectangles, external entities by squares,
data flows by arrows, and processes by circles.
■ Levels (context, level 0, level 1, etc.) aid in decomposing intricate
systems into smaller, more manageable components.
○ Flowcharts
■ Various symbols are used in flowcharts to depict various kinds of
decisions, steps, and flow paths in a process.
■ Rectangles are commonly used to represent processes, diamonds to
represent decisions, and arrows to represent flow.
○ Unified Modeling Language (UML)
■ Activity diagrams, which show workflows, and sequence diagrams, which
show how various system components interact, are two examples of
UML diagrams.
2. Data Flow Diagrams (DFD) use graphical notations called Gane and Sarson symbols to
represent entities, data flows, processes, and data stores. Below are the symbols for each
and some examples of common names for them:
● Gane and Sarson symbols:
○ Process symbol: Represents a system operation or transformation.
○ Data flow symbol: Represents the flow of data between processes, data stores,
and entities.
○ Data store symbol: Represents a repository where data is stored for future use.
○ Entity symbol: Represents an external agent, such as a person or another
system, that interacts with the system.
● Examples of components
○ Processes
■ Ordering processing: Represents the ability of the system to manage and
complete orders placed by customers.
■ Inventory Management: Oversees the flow of goods throughout the
company and the amount of stock on hand.
■ User Authentication: Uses a user's credentials to verify and authorize
access.
■ Reporting Generation: Involves using system data to generate a variety
of reports.
○ Data flows
■ Customer Order Flow: Depicts the flow of customer order data into the
order processing system.
■ Notification Email Flow: Shows how email notifications are sent to users
by the system.
■ Inventory Update Flow: Demonstrates how updates to inventory data are
shared within the company.
■ Payment Authorization Flow: Displays the exchange of requests and
answers for payment authorization.
○ Data stores
■ Customer Database: Retains client data, including names, addresses,
and past purchases.
■ Product Catalog: Includes product information such as prices, stock
levels, and descriptions.
■ Employee Records: Retains employee-related data, including contact
details, roles, and IDs.
■ Transaction History: Saves historical information on the different
transactions that the system has handled.
 ○ Entities
■ Customer Entity: Symbolizes people or groups interacting with the
system.
■ Supplier Entity: Represents outside organizations that supply the
organization with goods or services.
■ Employee Entity: Represents the people who are employed by the
company.
■ Vendor Entity: Represents outside companies that provide the
organization with goods or services.

3. Diagram 0 (also known as Level 0 DFD) and a context diagram are related by the degree
of abstraction and detail. Although they are both included in the Data Flow Diagram (DFD)
hierarchy, their functions are distinct.
● Context Diagram
○ In the DFD hierarchy, the context diagram represents the highest level of
abstraction.
○ It gives a broad overview of the system and shows how it communicates with
outside entities.
○ The system is shown as a single process encircled by external entities,
commonly referred to as the "System" or the main process.
○ Data flows illustrate the information shared between the system and external
entities, which are entities that interact with the system but are not part of the
system's boundaries.
○ The context diagram is a high-level, simplified view that doesn't go into detail
about the system's internal operations.
● Diagram 0 (Level 0 DFD)
○ The next level of detail below the context diagram is the Level 0 DFD, also
known as Diagram 0.
○ It breaks down the context diagram's primary process into smaller, more focused
subprocesses.
○ Data flows between each sub-process are shown, and each sub-process
represents a significant system function or process.
○ Although external entities are still present, internal processes and their
interactions are the main focus.
● Relationship: Diagram 0 and the context diagram are related because, while Diagram
0 focuses more on the internal workings of the system, the context diagram offers a
broad overview of its external interactions.
● Symbol That Is Not Used in a Context Diagram: The symbol not used in a context
diagram is the detailed process symbol.
4. Within a higher-level Data Flow Diagram (DFD), an exploded DFD is a more
comprehensive and expanded representation of a particular process or subprocess. A
subprocess from a higher-level diagram is deconstructed into more specific
sub-processes along with the data flows, data stores, and external entities that are
connected to them in an exploded DFD. To give a deeper understanding of the internal
workings of a specific process or subsystem, an exploded DFD is created.
● Detailed Subprocesses
○ More in-depth subprocesses are created from the subprocesses that were
represented as single processes in the higher-level DFD.
○ A particular job, function, or operation within the larger process may be
represented by each subprocess.
● Additional Detail
○ Additional information about the data flows, data stores, and external entities
connected to the particular subprocess is included in the exploded DFD.
○ In order to demonstrate the type and content of the information being passed,
data flows between subprocesses are frequently elaborated.
● Granular View
○ Analysts and stakeholders can concentrate on particular areas of interest thanks
to the exploded DFD, which offers a more detailed view of a particular system
component.
○ This degree of specificity makes it easier to comprehend how data flows through
the system and how different processes fit together to make the system work as
a whole.
● Sequential or Parallel Process
○ The exploded DFD may show sequential or parallel processes within the
detailed subprocesses, depending on how complex the subprocess is.

5. A centralized repository that offers comprehensive details about the data elements used
in a database or information system is called a data dictionary. It functions as a reference
for metadata, data definitions, and the connections between various data elements.
Ensuring uniformity and clarity in data understanding throughout an organization is the
main goal of a data dictionary. The following are essential elements of a data dictionary
along with instances of their use:
● Components of a Data Dictionary
○ Data Elements Names: The titles of each unique data element that a system
uses.
○ Descriptions: Thorough justifications of the functions and traits of every data
point.
○ Data Types: The kind of data—text, numbers, dates, etc.
○ Length and Format: Details regarding the data's format and length.
 ○ Valid Values: Acceptable ranges or values for the given data element.
○ Dependencies: Dependencies and relationships among data elements.
○ Source of Data: Details regarding the data's source or place of origin.
○ Usage and Business Rules: Regulations and standards for the data element's
use.
● Examples of How and When a Data Dictionary is Used
○ System Development and Design
■ A data dictionary is essential for defining the properties and structure of
data elements during the system design phase.
■ The data dictionary is used by designers to guarantee accuracy and
consistency in data representation.
○ Database Management
■ To manage and preserve the database schema, database administrators
make use of the data dictionary.
■ It facilitates the definition of constraints, the understanding of table
relationships, and the maintenance of data integrity.
○ Data Modelling
■ In a conceptual or logical data model, entities, attributes, and
relationships are documented by data modelers using the data dictionary.
■ It facilitates the process of accurately representing the data structure.
○ Documentation and Communication
■ It provides developers, analysts, and other stakeholders with thorough
documentation.
■ It lessens misunderstandings by facilitating clear communication about
the data elements.
6. A complex Data Flow Diagram (DFD) can be divided into a number of levels, or
progressively more intricate and refined diagrams, using the Data Flow Diagram (DFD)
leveling technique. The various levels denote varying levels of specificity and precision,
facilitating a methodical and structured approach to system analysis and design. DFD
leveling aims to preserve a clear hierarchy while making it easier to comprehend a
system's operations, data flows, data stores, and external entities.
● Context Diagram (Level 0)
○ The context diagram, also known as Level 0 DFD, is the highest level of
abstraction.
○ It gives a broad overview of the system, highlighting its primary function and how
it interacts with outside parties.
● Level 1 DFD
○ The context diagram's primary process is divided into its major sub processes by
the Level 1 DFD.
○ Data flows between these processes are depicted, and each subprocess is
represented by a different process symbol.
○ At this stage, external entities and data stores are still visible, demonstrating
their communication with the subprocesses.
● Further Levels (Level 2, Level 3 and more)
○ Processes are further broken down into more specific subprocesses at
successive levels.
○ A more detailed view of the processes inside the preceding level is given by
each lower-level DFD.
○ Until each process is sufficiently understood or until the required level of detail is
attained, the decomposition process is continued.
● Naming Conventions
○ Higher-level DFDs often identify their processes with generic labels (Process A,
Process B, etc.).
○ Lower-level processes have more precise, functional names that correspond to
their roles.
● Balancing
○ In order to ensure that data flows into and out of each process are consistent
across levels, balancing is a fundamental principle of DFD leveling.
○ The representation of data movement within the system is kept accurate and
coherent with the aid of balancing.
● Hierarchical Structure
○ Every level in the hierarchical structure of DFD leveling denotes a higher level of
detail.
○ Analysts, designers, and other stakeholders can more easily understand the
hierarchy and its workings.
 ● Benefits of DFD Leveling
○ Clarity: Provides a clear and organized representation of system components.
○ Progressive Detail: Allows for a step-by-step exploration of system processes.
○ Communication: Facilitates communication between analysts, designers, and
stakeholders.
○ Analysis: Supports detailed analysis of specific processes and subprocesses.

7. One type of pseudocode that is intended to be easily read and understood is called
structured English. It is a method of using natural language, which is more structured and
formal than ordinary spoken or written English, to represent the logic and structure of a
computer programme. In software development, structured English is frequently used,
especially in the design and documentation stages.
● Structured Format
○ It breaks down the programme logic into logical constructs and blocks according
to a clearly defined structure.
○ Usually, the structure is hierarchical, with levels of nesting indicated by
indentation.
● Control Structures
○ It makes use of common control structures like loops, case statements, and
if-else statements.
○ These control structures aid in simulating the program's decision-making and
control flow.
● Modularity
○ By breaking the programme up into more manageable, smaller modules or
functions, it promotes modularity.
○ Every module serves a distinct function and has an obvious goal.
● Readability
○ Reading comprehension and readability are improved when structured English is
used.
○ It makes it simple for developers, analysts, and other stakeholders to
comprehend the program's logic.
● Symbolic Representation
○ It may represent particular actions or circumstances using symbols or
conventions.
○ To convey meaning, symbols like arrows, indentation, and keywords are
frequently employed.
● Documentation
○ When developing software, structured English is frequently used as a
documentation format for the design stage.
○ It acts as a link between the actual code and high-level design specifications.
8. he mistakes in the diagram 0 DFD are:
● There is no input to the process ASSIGN ADVISOR. It is referred to as a spontaneous
generating process as a result.
● There is no output from the CHECK OPEN CLASSES process. It is known as a black
hole process as a result.
● There is no output from the CHECK OPEN CLASSES process. It is known as a black
hole process as a result.
INSTRUCTION:

Draw the context diagram and DFD based in the scenario given.

SCENARIO 1

Draw the context diagram and DFD for a distance education university. The enrolment
process works as follows: Students send in an application form containing their personal
details, and their desired course. The university checks that the course is available and that
the student has necessary academic qualifications. If the course is available the student is
enrolled in the course, and the university confirms the enrolment by sending a confirmation
letter to the student. If the course is unavailable the student is sent a rejection letter.

Answer:
SCENARIO 2

UPSI is one of the universities in Malaysia that used computer based system for the
class registration. Firstly, the students can view list of the course offered by entering
their desired semester. The list of courses is extracted from Course database that
already update in advance by the faculty’s department. The students also can view
the class schedule for each course. This schedule will be extracted from Class
Roster database. If the student finds their suitable course, they can proceed with the
course registration by entering their personal information such as matric number,
name, semester, and so on. The registration details will be kept in Registered
Student database which can be viewed by the faculty’s department later. The
students also can print their class schedule for future reference.

Answer: