CP 212:System Analysis

and Design

Analysis phase: Requirements modeling

By MADAM MURO(Lecturer)
CSE
Requirements Structuring(Analysis)
Analysis phase

• The analysis phase answers the questions of who will

use the system, what the system will do, and where
and when it will be used.
• During this phase, the project team investigates any
current system(s), identifies improvement
opportunities, and develops a concept for the new
system
Analysis phase
 This phase has three steps
1. An analysis strategy is developed to guide the project team’s efforts. Such
a strategy usually includes a study of the current system
(called the as-is system) and its problems, and envisioning ways
to design a new system (called the to-be system).
2. The next step is requirements gathering. The analysis of this
information—in conjunction with input from many other
people—leads to the development of a concept for a new
system. The system concept is then used as a basis to develop
a set of business analysis models that describes how the business will
operate if the new system were developed.
Analysis phase

3. The analyses, system concept, and models are

combined into a document called the system proposal,
which is presented to the project sponsor and other key
decision makers (e.g., members of the approval
committee) who will decide whether the project
should continue to move forward.
The system proposal is the initial deliverable that
describes what business requirements the new system should
meet
System development methods

Many options exist for developing

information systems, but the most popular
alternatives are
1. Structured analysis and design, which is a
traditional method that still is widely used,
2. Object-oriented (O-O) analysis and design,
which is a more recent approach that many
analysts prefer.
System development methods
Structured analysis is a traditional systems development
technique that is time-tested and easy to understand.
 Structured analysis uses a series of phases, called the
systems development life cycle (SDLC), to plan,
analyze, design, implement, and support an
information system.
Although structured analysis evolved many years ago, it
remains a popular systems development method.
Structured analysis is based on an overall plan, similar to a
blueprint for constructing a building, so it is called a
predictive approach.
System development methods

• Structured analysis uses a set of process models to

describe a system graphically.
• Because it focuses on processes that transform data into useful
information, structured analysis is called a process-
centered technique.
• In addition to modeling the processes, structured
analysis also addresses data organization and structure,
relational database design, and user interface issues using
Entity relation ship model(ERD).
System development methods
Object-Oriented Analysis
 Whereas structured analysis treats processes and data as
separate components, object oriented analysis combines data
and the processes that act on the data into things called objects.
 Systems analysts use O-O to model real-world business
processes and operations.
 The result is a set of software objects that represent actual people, things,
transactions, and events.
 Using an O-O programming language, a programmer then
writes the code that creates the objects.
 Many diagram existing in analyzing and designing the software
using OO-such as use case, class, activity etc
Structured system analysis and
design: Process modeling

• Graphically represent the processes that

capture, manipulate, store and distribute data
between a system and its environment and
among system components
• Data flow diagrams (DFD)
• Graphically illustrate movement of data
between external entities and the
processes and data stores within a system.
Process modeling
 Modeling a system’s process
 Utilize information gathered during requirements determination
 Structure of the data is also modeled in addition to the processes
 Deliverables and Outcomes
 Set of coherent, interrelated data flow diagrams
 Context data flow diagram (DFD)
Scope of system
 DFDs of current system
Enables analysts to understand current system
 DFDs of new logical system
Technology independent
Show data flows, structure and functional requirements of new system
Data flow diagramming mechanics

• Four symbols are used

• See in Figure below
• Two different standard sets can be used
• DeMarco and Yourdan
• Gane and Sarson
DATA FLOW DIAGRAMMING MECHANICS
Dfd-components

• Data Flow
• Depicts data that are in motion and moving as a
unit from one place to another in the system.
• Drawn as an arrow
• Select a meaningful name to represent the data
• For example a report produced by a process and
sent to an external entity
DFD COMPONENTS
Data Store
• A data store is a collection of data that is stored in
some way
 Depicts data at rest
 May represent data in
File folder
Computer-based file
Notebook
 The name of the store as well as the number are
recorded in between lines
Dfd components

• Process
• Depicts work or action performed on data
so that they are transformed, stored or
distributed
• Number of process as well as name are
recorded
DFD COMPONENTS
• Source/Sink
• An external entity is a person, organization, organization unit,
or system that is external to the system, but interacts with it
(e.g., customer, clearinghouse, government organization,
accounting system)
• Depicts the origin and/or destination of the data
• Sometimes referred to as an external entity
• Name states what the external agent is
• Examples are clerks who enter data into the system or
customers who receive letters produced by the system.
Data flow diagramming mechanics

Context Diagram
• The first DFD in every business process model, whether a
manual system or a computerized system, is the context diagram.
• As the name suggests, the context diagram shows the entire
system in context with its environment.
• All process models have one context
• The context diagram shows the overall business process as just
one process (i.e., the system itself) and shows the data flows to
and from external entities.
• Data stores usually are not included on the context diagram
Data flow diagramming mechanics
DATA FLOW DIAGRAMMING
MECHANICS

A data flow diagram (DFD) that

represents a system’s major processes,
data flows and data stores at a high level
of detail.
 All
process models have one and only
one level 0 DFD.
DATA FLOW DIAGRAMMING
MECHANICS
Data flow diagramming rules

• Basic rules that apply to all DFDs

• Inputs to a process are always different than
outputs
• Objects always have a unique name
• In order to keep the diagram
uncluttered, you can repeat data
stores and sources/sinks on a
diagram
Dataflow diagramming rules
• Process • Data Store
• No process can have • Data cannot be moved
only outputs (a miracle) directly from one store to
another
• No process can have • Data cannot move directly
only inputs (black hole) from an outside source to a
data store
• A process has a verb
phrase label • Data cannot move directly
from a data store to a data
sink
• Data store has a noun
phrase label
Data flow diagramming rules

• Source/Sink • Data Flow

• Data cannot move • A data flow has only
one direction of flow
directly from a between symbols
source to a sink
• A fork means that
• A source/sink has exactly the same data
a noun phrase goes from a common
label location to two or
more processes, data
stores or
sources/sinks
Data flow diagramming rules

• Data Flow (Continued)

 A join means that exactly the same data comes from
any two or more different processes, data stores or
sources/sinks to a common location
 A data flow cannot go directly back to the same
process it leaves
 A data flow to a data store means update
 A data flow from a data store means retrieve or use
 A data flow has a noun phrase label
Data flow diagramming rules
Decomposition of dfds
• Functional decomposition
• Act of going from one single system to many
component processes
• Repetitive procedure
• Lowest level is called a primitive DFD
• Level-N Diagrams
• A DFD that is the result of n nested decompositions
of a series of sub-processes from a process on a
level-0 diagram
Balancing dfds

• Balancing means ensuring that all information

presented in a DFD at one level is accurately
represented in the next-level DFD. This doesn’t
mean that the information is identical, but that it
is shown appropriately
• When decomposing a DFD, you must conserve
inputs to and outputs from a process at the next
level of decomposition
• This is called balancing
An unbalanced set of data flow diagrams
(a) Context diagram
(b) Level-0 diagram
Guidelines for drawing dfd’s

• Completeness
• DFD must include all components
necessary for system
• Consistency
• The extent to which information
contained on one level of a set of nested
DFDs is also included on other levels
Guidelines for drawing dfd’s

• Timing
• Time is not represented well on DFDs
• Best to draw DFDs as if the system has
never started and will never stop.
• Iterative Development
• Analyst should expect to redraw diagram
several times before reaching the closest
approximation to the system being modeled
GUIDELINES FOR DRAWING
DFD
• Primitive DFDs
• Lowest logical level of decomposition
• Decision has to be made when to stop
decomposition
Validating the dfd
• Once you have created a set of DFDs, it is important to
check them for quality.
• There are two fundamentally different types of problems
that can occur in DFDs:
 Syntax errors and semantics errors.
• “Syntax,” refers to the structure of the DFDs and
whether the DFDs follow the rules of the DFD language.
• Syntax errors can be thought of as grammatical errors
made by the analyst when he or she creates the DFD.
Validating the dfd

• “Semantics” errors refers to the meaning of the

DFDs and whether they accurately describe the
business process being modeled.
• Semantics errors can be thought of as
misunderstandings by the analyst in collecting,
analyzing, and reporting information about the
system.
Hoosier Burger's food ordering
system
• Hoosier Burger
• The restaurant uses an information system that takes
customer orders, sends the order to the kitchen,
monitors the goods sold and inventory, and generates
reports for management.
Context diagram
System level 0 dfd
System level 1 dfd(decomposing
process 1)
Level 1(decomposing process 4)
System level 2
Example 1

• A customer requests details on his/her savings

and/or cheque account(s) from a bank. The
identification is first checked. The appropriate
savings and/or cheque account information is
retrieved and provided to the customer.
• Draw context and level 0 DFD
Example 2
A travel agency arranges holidays for customers. Bookings are made
directly by customers. When a customer makes an approach, the
reservations clerk selects appropriate flight details and hotel details
from lists which are regularly updated. The details are entered onto a
Provisional Booking file.
The customer must confirm this booking within three days by sending
a deposit of 10% of the costs. On receipt of the deposit, Reservations
transfer the details from the Provisional Bookings file to the Full
Bookings file.
Four weeks before the flight is due, Accounts send an invoice to the
customer for the remaining costs. Accounts notify Customer services
when the full payment is received, and Customer Services then send
tickets and joining instructions to the customer.
Exercise 1
• A book company receives orders by mail from customers. The
details of the book are checked for completeness (and
supplemented if necessary) and the retail price determined. If the
orders are prepaid the payment details are recorded and the order is
forwarded for filling. If it is an account customer then the
customer details are checked and discount determined. The
accounts receivable are checked for excess amount owed. If credit
is OK then order is filled, else prepayment is requested. To fill an
order the inventory is checked and stock adjusted. If the book is
available the shipping note is made and sent to the customer with
the book(s) and the account customer invoiced. If the book is not
available the order is placed on back order. Draw context
diagram and level 0 DFD
Exercise 2: Student Administration
System
• Students enrol for modules. Staff receive class lists
for students taking the class and set exam papers for
their classes. Student grades are stored in the system
and based on the results are awarded their
degree(transcript).
• Draw content and level 0 DFD