Lab Manual- Software Engineering BCS651

EXCERCISE NO. 3

AIM: -
To draw a sample ENTITY RELATIONSHIP DIAGRAM for real project or system.

Hardware Requirements:

Pentium 4 processor (2.4 GHz), 128 Mb RAM, Standard keyboard n mouse, colored
monitor.

Software Requirements:
Rational Rose, Windows XP,

THEORY

Entity Relationship Diagrams are a major data modelling tool and will help organize the
data in your project into entities and define the relationships between the entities. This
process has proved to enable the analyst to produce a good database structure so that the
data can be stored and retrieved in a most efficient manner.

Entity

A data entity is anything real or abstract about which we want to store data. Entity types
fall into five classes: roles, events, locations, tangible things or concepts. E.g. employee,
payment, campus, book. Specific examples of an entity are called instances. E.g. the
employee John Jones, Mary Smith's payment, etc.
Relationship
A data relationship is a natural association that exists between one or more entities. E.g.
Employees process payments. Cardinality defines the number of occurrences of one
entity for a single occurrence of the related entity. E.g. an employee may process many
payments but might not process any payments depending on the nature of her job.

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.
Attribute

A data attribute is a characteristic common to all or most instances of a particular entity.

Synonyms include property, data element, field. E.g. Name, address, Employee Number,
pay rate are all attributes of the entity employee. An attribute or combination of attributes
that uniquely identifies one and only one instance of an entity is called a primary key or
identifier. E.g. Employee Number is a primary key for Employee.

AN ENTITY RELATIONSHIP DIAGRAM METHODOLOGY: (One way of doing

it)

Identify the roles, events, locations, tangible things or concepts

1. Identify Entities
about which the end-users want to store data.
Find the natural associations between pairs of entities using a
2. Find Relationships
relationship matrix.
Put entities in rectangles and relationships on line segments
3. Draw Rough ERD
connecting the entities.
Determine the number of occurrences of one entity for a single
4. Fill in Cardinality
occurrence of the related entity.
Identify the data attribute(s) that uniquely identify one and
5. Define Primary
only one occurrence of each entity.
Eliminate Many-to-Many relationships and include primary and
6. Draw Key-Based
foreign keys in each entity.
Name the information details (fields) which are essential to the
7. Identify Attributes
system under development.
8. Map Attributes For each attribute, match it with exactly one entity that it describes.
Adjust the ERD from step 6 to account for entities or
9. Draw fully
relationships discovered in step 8.
Does the final Entity Relationship Diagram accurately depict the
10. Check Results
system data?

A SIMPLE EXAMPLE
A company has several departments. Each department has a supervisor and at least one
employee. Employees must be assigned to at least one, but possibly more departments. At
least one employee is assigned to a project, but an employee may be on vacation and not
assigned to any projects. The important data fields are the names of the departments,
projects, supervisors and employees, as well as the supervisor and employee number and
a unique project number.

1. Identify Entities
The entities in this system are Department, Employee, Supervisor and Project. One is
tempted to make Company an entity, but it is a false entity because it has only one
instance in this problem. True entities must have more than one instance.

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2. Find Relationships
We construct the following Entity Relationship Matrix:

Department Employee Supervisor Project

Department is assigned run by
Employee belongs to works on
Supervisor runs
Project uses

3. Draw Rough ERD

We connect the entities whenever a relationship is shown in the entity Relationship
Matrix.

4. Fill in Cardinality
From the description of the problem we see that:

Each department has exactly one supervisor.

A supervisor is in charge of one and only one department.
Each department is assigned at least one employee.
Each employee works for at least one department.
Each project has at least one employee working on it.
An employee is assigned to 0 or more projects.

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5. Define Primary Keys

The primary keys are Department Name, Supervisor Number, Employee Number, Project
Number.

6. Draw Key-Based ERD

There are two many-to-many relationships in the rough ERD above, between Department
and Employee and between Employee and Project. Thus we need the associative entities
Department-Employee and Employee-Project. The primary key for Department-
Employee is the concatenated key Department Name and Employee Number. The
primary key for Employee-Project is the concatenated key Employee Number and Project
Number.

7. Identify Attributes
The only attributes indicated are the names of the departments, projects, supervisors and
employees, as well as the supervisor and employee NUMBER and a unique project
number.

8. Map Attributes
Attribute Entity Attribute Entity
Department Department Supervisor Supervisor
Name Number
Employee Employee Supervisor Supervisor
Number Name
Employee Employee Project Project
Name Name
Project Project
Number

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9. Draw Fully Attributed ERD

10. Check Results

The final ERD appears to model the data in this system well.

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FURTHER DISCUSSION:

Step 1. Identify Entities

A data entity is anything real or abstract about which we want to store data. Entity types
fall into five classes: roles, events, locations, tangible things, or concepts. The best way to
identify entities is to ask the system owners and users to identify things about which they
would like to capture, store and produce information. Another source for identifying
entities is to study the forms, files, and reports generated by the current system. E.g. a
student registration form would refer to Student (a role), but also Course (an event),
Instructor (a role), Advisor (a role), Room (a location), etc.

Step 2. Find Relationships

There are natural associations between pairs of entities. Listing the entities down the left
column and across the top of a table, we can form a relationship matrix by filling in an
active verb at the intersection of two entities which are related. Each row and column
should have at least one relationship listed or else the entity associated with that row or
column does not interact with the rest of the system. In this case, you should question
whether it makes sense to include that entity in the system.
. A student is enrolled in one or more
courses subject verb objects

Step 3. Draw Rough ERD

Using rectangles for entities and lines for relationships, we can draw an Entity
Relationship Diagram (ERD).

Step 4. Fill in Cardinality

At each end of each connector joining rectangles, we need to place a symbol indicating
the minimum and maximum number of instances of the adjacent rectangle there are for
one instance of the rectangle at the other end of the relationship line. The placement of
these numbers is often confusing. The first symbol is either 0 to indicate that it is possible
for no instances of the entity joining the connector to be related to a given instance of the
entity on the other side of the relationship, 1 if at least one instance is necessary or it is
omitted if more than one instance is required. For example, more than one student must
be enrolled in a course for it to run, but it is possible for no students to have a particular
instructor (if they are on leave).

The second symbol gives the maximum number of instances of the entity joining the
connector for each instance of the entity on the other side of the relationship. If there is
only one such instance, this symbol is 1. If more than 1, the symbol is a crows foot
opening towards the rectangle.

If you read it like a sentence, the first entity is the subject, the relationship is the verb, the
cardinality after the relationship tells how many direct objects (second entity) there are.

I.e. A student is enrolled in one or more

courses subject verb objects

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.
Step 5. Define Primary Keys
For each entity we must find a unique primary key so that instances of that entity can be
distinguished from one another. Often a single field or property is a primary key (e.g. a
Student ID). Other times the identifier is a set of fields or attributes (e.g. a course needs a
department identifier, a course number, and often a section number; a Room needs a
Building Name and a Room Number). When the entity is written with all its attributes,
the primary key is underlined.

Step 6. Draw Key-Based ERD

Looking at the Rough Draft ERD, we may see some relationships which are non-specific
or many-to-many. I.e., there are crows feet on both ends of the relationship line. Such
relationships spell trouble later when we try to implement the related entities as data
stores or data files, since each record will need an indefinite number of fields to maintain
the many-to-many relationship.

Fortunately, by introducing an extra entity, called an associative entity for each many-to-
many relationship, we can solve this problem. The new associative entity's name will be
the hyphenation of the names of the two originating entities. It will have a concatenated
key consisting of the keys of these two entities. It will have a 1-1 relationship with each
of its parent entities and each parent will have the same relationship with the associative
entity that they had with each other before we introduced the associative entity. The
original relationship between the parents will be deleted from the diagram.

The key-based ERD has no many-to-many relationships and each entity has its primary
and foreign keys listed below the entity name in its rectangle.

Step 7. Identify Attributes

A data attribute is a characteristic common to all or most instances of a particular entity.
In this step we try to identify and name all the attributes essential to the system we are
studying without trying to match them to particular entities. The best way to do this is to
study the forms, files and reports currently kept by the users of the system and circle each
data item on the paper copy. Cross out those which will not be transferred to the new
system, extraneous items such as signatures, and constant information which is the same
for all instances of the form (e.g. your company name and address). The remaining
circled items should represent the attributes you need. You should always verify these
with your system users. (Sometimes forms or reports are out of date.)

Step 8. Map Attributes

For each attribute we need to match it with exactly one entity. Often it seems like an
attribute should go with more than one entity (e.g. Name). In this case you need to add a
modifier to the attribute name to make it unique (e.g. Customer Name, Employee Name,
etc.) or determine which entity an attribute "best' describes. If you have attributes left
over without corresponding entities, you may have missed an entity and its corresponding
relationships. Identify these missed entities and add them to the relationship matrix now.

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Step 9. Draw Fully-Attributed ERD

If you introduced new entities and attributes in step 8, you need to redraw the entity
relationship diagram. When you do so, try to rearrange it so no lines cross by putting the
entities with the most relationships in the middle. If you use a tool like Systems Architect,
redrawing the diagram is relatively easy.

Even if you have no new entities to add to the Key-Based ERD, you still need to add the
attributes to the Non-Key Data section of each rectangle. Adding these attributes
automatically puts them in the repository, so when we use the entity to design the new
system, all its attributes will be available.

Step 10. Check Results

Look at your diagram from the point of view of a system owner or user. Is everything
clear? Check through the Cardinality pairs. Also, look over the list of attributes
associated with each entity to see if anything has been omitted.

Conclusion: The entity relationship diagram was made successfully by following the
steps described above.

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