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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-1

Chapter 7
Using Data Flow Diagrams
Key Points and Objectives
1. Data flow diagrams (DFDs) are one of the main methods available for analyzing data-oriented
systems.

2. Through the use of DFDs, which emphasize the logic underlying the system, the systems analysts
can put together a graphical representation of data movement through the organization.

3. The data flow approach has four main advantages over the narrative explanation of the data
movement. They are:

A. Freedom from committing to the technical implementation of the system too early
B. Further understanding of the interrelationships of systems and subsystems
C. Communicating current system knowledge to users through data flow diagrams
D. Analysis of the proposed system to determine if all the data and processes have been
defined

4. Four basic symbols are used to chart data movement on data flow diagrams. They are:

A. A double square for an external entity—a source or destination of data


B. An arrow for movement of data from one point to another
C. A rectangle with rounded corners for the occurrence of transforming process
D. An open-ended rectangle for a data store

5. Correct naming of data flow objects is necessary for good communication. Guidelines are:

A. External entities should be named with a noun.


B. Processes should be named:
i. A system name
ii. A subsystem name
iii. With a verb-adjective-noun format
C. Processes should have a unique reference number.
D. Data stores should be named with a noun.

6. Use the following guidelines to develop a data flow diagram:

A. Make a list of business activities.


B. Create the context level diagram, including all external entities and the major data flow to
or from them.
C. Create Diagram 0 by analyzing the major activities within the context process. Include
the external entities and major data stores.
D. Create a child diagram for each complex process on Diagram 0. Include local data stores
and detailed processes.

7. Detailed data flow diagrams may be developed by:

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Chapter 7 Using Data Flow Diagrams 7-2

A. Analyzing what happens to an input data flow from an external entity.


B. Analyzing what is necessary to create an output data flow to an external entity.
C. Examining the data flow to or from a data store.
D. Analyzing a well-defined process for data requirements and the nature of the information
produced.

8. Unclear areas of a data flow diagram should be noted and investigated.

9. An interface data flow is data that is input or output from a child diagram that matches the parent
diagram data flow.

10. Processes that do not create a child diagram are called primitive processes. Logic is written for
these processes.

11. The following conditions are errors that occur when drawing a data flow diagram:

A. A process that has only input data flow to it or only output data flow from it.
B. When data stores or external entities are connected directly to each other, in any
combination.
C. Incorrectly labeling data flow or objects. Examples are:
i. Labels omitted from data flow or objects
ii. Data flow labeled with a verb
iii. Processes labeled with a noun
D. Too many processes on a data flow diagram. Nine is the suggested maximum.
E. Omitting data flow from the diagram.
F. Unbalanced decomposition between a parent process and a child diagram. The data flow
in and out of a parent process must be present on the child diagram.

12. Logical data flow diagrams show how the business operates and include processes that would
exist regardless of the type of system implemented.

13. The progression of creating data flow diagrams is:

A. Create a logical data flow diagram of the current system.


B. Next, add all the data and processes not currently in the system which must be present in
the new system, giving a logical data flow diagram for the new system.
C. Finally, derive the physical data flow diagram for the new system.

14. Advantages of logical data flow diagrams are:

A. Better communication with users. They are familiar with how the business operates.
B. More stable systems, because the design is based on a business framework.
C. Increased understanding of the business by analysts.
D. The system will have increased flexibility and be easier to maintain.
E. Elimination of redundancy.

15. Physical data flow diagrams show how the system operates or how the new system will be
implemented. Physical data flow diagrams include:

A. Clarifying which processes are performed by humans (manual) and which are automated

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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-3

B. Describing processes in greater detail


C. Sequencing processes in the order they must be executed
D. Temporary data stores and transaction files
E. Specifying actual document and file names
F. Controls to ensure accuracy and completeness

16. Physical data flow diagrams include processes for adding, reading, changing, and deleting
records. CRUD is an acronym for Create, Read, Update, Delete.

17. A CRUD matrix shows which programs or processes add, read, update, or delete master file
records.

18. Master or transaction files are used to link all processes that operate at different times.

19. An input flow from an external entity is sometimes called a trigger, because it starts activities.

20. Elements (or fields) are categorized as either:

A. Base elements that are keyed into the system


B. Derived elements, which are the result of some operation, such as arithmetic or logic

21. Another approach used to create a data flow fragment is to analyze events, which are summarized
in an event table.

22. Creating a use case is another approach used to develop a data flow diagram. A use case shows
the steps performed to accomplish a task.

23. Partitioning is the process of analyzing a data flow diagram and deriving a series of manual
procedures and computer programs. A dashed line is drawn around a group of processes that are
included in each computer program or manual procedure.

24. The reasons for partitioning a data flow diagram into separate computer programs are:

A. Different user groups should have different programs


B. Processes that execute at different times must be in separate programs
C. Similar tasks may be included in the same program
D. Several batch processes may be included in the same program for efficiency
E. Several processes may be included in the same program or job stream for consistency of
data
F. Processes may be separated into different programs for security

25. Data flow diagrams may be used to partition websites into a series of Web pages when data is
obtained from a database table or an external partner. Ajax is a technique that allows websites to
obtain data from a Web server while remaining on the current Web page. Ajax may be used to
reduce the partitioning of a website.

26. Data flow diagrams can be used for several different purposes.

A. Unexploded data flow diagrams are useful to identify information requirements.


B. Data flow diagrams can be used for the system documentation.

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Chapter 7 Using Data Flow Diagrams 7-4

Grading Data Flow Diagrams


Grading data flow diagrams can be a difficult task. When designing systems, there is not a “correct
answer,” only an optimal solution. Often it is not clear how much to place on one diagram and when to
create a child diagram. One suggestion is to have students examine a process and count the number of
data flow entering and leaving the process. If the total is greater than four, the process is a good candidate
for a child diagram.

If you are using Visible Analyst or another CASE tool to create the data flow diagrams, have the students
run some of the analysis reports. A good CASE tool will do much more than act as a graphics processor
for diagrams. It should provide much more information than the analyst has entered. Some useful reports
are:

A. A data flow diagram syntax verification report for all diagrams


B. A level balancing report

Some criteria for grading:

A. Symbols on the diagram not being labeled


B. Data flow connecting data stores with external entities
C. Incomplete data flow diagrams—missing processes, data stores, external entities, or data
flow
D. Unbalanced levels
E. Processes with all data flowing into them or all out of them
F. Not using Visible Analyst or other CASE tool
G. Missing analysis reports

Consulting Opportunity 7.1 (p. 203)


There’s No Business Like Flow Business

(See below.)

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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-5

D2 Costumes In D1
Inventory Customer
Costume Customer
Record Record

1 2
Rental
Costume
Customers Update
Edit Costume Customer
Return Record

Returned
Returned Costume
Costume

3
Returned Cleaning
Costume Report
D3 Produce
Returned Costume Laundry
Cleaning
Report Services

Returned
Costume

4 Costume
Record
D2 Costumes In
Update
Inventory
Costume
Inventory

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Chapter 7 Using Data Flow Diagrams 7-6

HyperCase Experience 9
1. Data flow diagrams may be found in the following areas.

Office Data flow diagram


Roger Rabin GEMS set of data flow diagrams.
Snowden Evans A data flow diagram is on his wall, but what it represents is not clear.

The GEMS (Global Engineering Management System) data flow diagrams start with the context
level and may be exploded down to primitive processes. Click on each process or object to view
the details. Many of the objects are linked to exercises, with details provided on the linked page.

Hint: see GEMS documentation in Roger Rabin’s office on the table.

2. Context level data flow diagram for the Training Unit Project Development process.

3. Diagram 0 data flow diagram for the Training Unit Project Development process.

Manuals and Instruction

Inquiry

Initial Survey Results Client Characteristics


0 Project Initiation
Accept or Reject Letter Report

Client Training Unit Team Listing Unit Manager


Interviews and Development
Questionnaires

Interview and Budget and Schedule


Questionnaire Results
Project Summary Report
Preliminary Package

Contract
Previewed Package
Terms

Legal

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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-7

D1 Legal Terms
Terms
Legal

Interview and Questionnaire Legal


Results Information

1
Inquiry
Project Initiation Report
Client Survey Unit Manager
Initial Survey Clients
Results Feasibility and Requirements Statememt
Interviews and
Questionnaires

Accept or Reject Letter Interview Client


and Characteristics
Survey
Data
Contract Terms
3 Interview and Survey 2
Data
Design D3 Interview and Survey
Results Analyze
Preliminary Interview and Survey Client
Curriculum Data Information

Previewed Package Finalize


Training
Design

Preliminary
Package
Annotated
Package
Manuals and Instruction
5
Project Summary Report
Implement
Client Client
Training Team Listing Unit Manager

Budget and Schedule

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Chapter 7 Using Data Flow Diagrams 7-8

Answers to Review Questions


1. What is one of the main methods available for the analyst to use when analyzing data-oriented
systems?

Data flow diagrams (DFDs)

2. What are the four advantages of using a data flow approach over narrative explanations of data
movement?

The four advantages of using data flow diagrams are:

A. Freedom from committing to the technical implementation of the system too early.
B. Further understanding of the interrelationships of systems and subsystems.
C. Communicating current system knowledge to users through data flow diagrams.
D. Analysis of the proposed system to determine if all the necessary data and processes have
been defined.

3. What are the four data items that can be symbolized on a data flow diagram?

They are an external entity, movement of data, the occurrence of a transforming process, a data
store.

4. What is a context-level data flow diagram? Contrast it to a level 0 DFD.

A context diagram is a diagram to conceptualize data flows within an organization. It usually is a


list of external entities, data flows, processes, and data stores, which determines the boundary of
the target system. On the other hand, a level 0 DFD is prepared to show an overview of the
system including basic inputs, processes, and outputs.

5. Define the top-down approach as it relates to drawing data flow diagrams.

An approach is to prepare DFDs for an overview of the system first, then add detailed aspects of
the diagram. In other words, the diagrams move from general to specific.

6. Describe what “exploding” data flow diagrams means.

It is a process to analyze the system further to identify more detailed aspects of inputs, processes,
and outputs of the system.

7. What are the tradeoffs involved in deciding how far data streams should be exploded?

Time may be wasted and understandability sacrificed if data flow diagrams are overly complex.
On the other hand, if the data flow diagrams are unexploded, errors of omission could occur.

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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-9

8. Why is labeling data flow diagrams so important? What can effective labels on data flow
diagrams accomplish for those unfamiliar with the system?

To make the diagrams truly communicative, meaningful labels of all data components are
required. Effective labels can help someone unfamiliar with the system understand objectives,
functions, and features of the system better.

9. What is the difference between a logical and physical data flow diagram?

A logically-oriented data flow diagram shows how the business operates. A physically-oriented
data flow diagram shows how the system will be implemented using technology and manual
procedures.

10. List three reasons for creating a logical data flow diagram.

A logically-oriented data flow diagram should be created for the following reasons:

A. Better communication with users


B. More stable systems
C. Increased understanding of the business by analysts
D. A more flexible system
E. Elimination of redundancy

11. List five characteristics found on a physical data flow diagram that are not on a logical data flow
diagram.

Characteristics of a physical data flow diagram that are not found on a logical data flow diagram
are:

A. Distinguishing which processes are manual and which are automated


B. Sequencing processes in the order they must be executed
C. Temporary data stores and transaction files
D. Specifying actual document and file names
E. Controls to ensure accuracy and completeness

12. When are transaction files required in the system design?

Transaction files are used to link any processes that do not execute at the same time but share the
same data.

13. How can an event table be used to create a data flow diagram?

An event table is used to create a data flow diagram by analyzing each event and the data used
and produced by the event. Every row in an event table represents a unique activity and is used to
create one process on the data flow diagram.

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Chapter 7 Using Data Flow Diagrams 7-10

14. List the major sections of a use case.

The major sections of a use case are:

A. Use case name


B. Description
C. Trigger
D. Trigger type
E. Input name and source
F. Output name and destination
G. Steps performed
H. Information required for each step

15. How can a use case be used to create a data flow diagram?

A use case is used to create a data flow diagram by providing a framework for obtaining
processes, input, output, and data stores required for user activities.

16. What is partitioning, and how is it used?

Partitioning is the process of dividing a data flow diagram into manual procedures and computer
programs. It is used after the physical data flow diagram has been created by examining the
processes and the data flowing from one process to another.

17. How can an analyst determine when a user interface is required?

A user interface is required for data flow that connects a manual and an automated process or an
automated process with an external entity that is a person.

18. List three ways of determining partitioning in a data flow diagram.

The following are ways of determining partitioning on a data flow diagram:

A. Different user groups are in different programs


B. Processes that execute at different times are in separate programs
C. Processes that contain similar tasks may be included in the same program
D. Several batch processes may be included in the same program for efficiency
E. Several processes may be included in the same program or job stream for consistency of
data
F. Processes may be separated into different programs for security

19. List three ways to use completed data flow diagrams.

Completed DFDs can be used to ascertain both system’s and user’s information requirements, to
interact with users further, and to document the system.

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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-11

Problems
1. Up to this point you seem to have had an excellent rapport with Kevin Cahoon, the
owner of a musical instrument manufacturing company. When you showed him the data flow
diagrams you drew, however, he did not understand them.
a. In a paragraph, write down in general terms how to explain to a user what a data flow
diagram is. Be sure to include a list of symbols and what they mean.
b. It takes some effort to educate users about data flow diagrams. Is it worthwhile to share
them with users? Why or why not? Defend your response in a paragraph.
c. Compare data flow diagrams to use cases and use case scenarios. What do the data flow
diagrams show that use case diagrams have a difficult time trying to explain?

a. Data flow diagrams graphically characterize data flows through a business system and
depict the broadest possible overview of system inputs, processes, and outputs.

There are four basic symbols:

1) The double square is used to depict an external entity that can give and receive
data from the system.

2) The arrow shows movement of data from one point to another, with the head of
the arrow pointing toward the data’s destination.

3) The rectangle with rounded corners is used to show the occurrence of a


transforming process.

4) The open-ended rectangle is drawn with two parallel lines, which are closed by a
short line on the left side and open-ended rectangle; it is simply a depository for
data which allows addition and retrieval of data.

b. Yes, if we want to use data flow diagrams for interaction, necessary background must be
provided to users before data flow diagrams will be meaningful rather than confusing.

c. Data flow diagrams show the input and the output from a system, subsystem, or activity
allowing the users to have a picture of how they will work with the system. The use case
diagram shows the activities that occur as well as the actors or users interacting with the
activity, but input and output are not included. The use case has less detail than the data
flow diagram, and the analyst may have to explain the use case scenario to the users for
them to understand how the system will work.

2. Your latest project is to combine two systems used by Producers Financial. Angie
Schworer’s loan application system is fairly new, but has no documentation. Scott Wittman’s loan
management system is older, needs much revision, and the records are coded and kept
independently of the other system. The loan application system accepts applications, processes
them, and recommends loans for approval. The loan management system takes loans that have
been approved and follows them through their final disposition (paid, sold, or defaulted). Draw a
context diagram and a level 1 data flow diagram that shows what an idealized combined system
would look like.

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Chapter 7 Using Data Flow Diagrams 7-12

The second diagram is below.

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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-13

3. One common experience that students in every college and university share is enrolling in a
college course.
a. Draw a level 1 data flow diagram of data movement for enrollment in a college course.
Use a single sheet and label each data item clearly.
b. Explode one of the processes in your original data flow diagram into sub-processes,
adding data flows and data stores.
c. List the parts of the enrollment process that are “hidden” to the outside observer and
about which you have had to make assumptions to complete a second-level diagram.

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Chapter 7 Using Data Flow Diagrams 7-14

a.

Payment
Class Request Student

Receipt

1 2
Payment
Information
Enroll Collect
Student In Student Fee
Course Payment

Student
Class
Record

Student and
Course Data
D1 Student Class D2
Records Student Payments

Student Class Record Student Student Class Record


Class
Record
3 4 5

Produce Produce
Produce Enrollment
Student Class Roster
Schedule Summary
Report

Student Class Enrollment


Schedule Roster Statistics

Student Professor Registrar

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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-15

b.

Openings
Remaining
D3
Classes Offered
Openings
Remaining

1.1 1.2 1.3


Open Class Valid Class
Class Request Request Request
Check Enroll
Check For An Prerequisites Student In
Open Section Met Class

Student Record
Student
Class and
Record Course
Data

D4 D5 D1 Student Class
Student Master Course Master Records

c. Process 1.2, checking that the course prerequisites have been met.
Process 5, producing enrollment statistics.

4. Figure 7.EX1 is a level 1 data flow diagram of data movement in a Niagara Falls tour agency
called Marilyn’s Tours. Read it over, checking for any inaccuracies.
a. List and number the errors that you have found in the diagram.
b. Redraw and label the data flow diagram of Marilyn’s so that it is correct.
Be sure that your new diagram employs symbols properly so as to cut down on
repetitions and duplications where possible.

a. 1) Data flow lines should be in one direction.


2) Flow lines shouldn’t be piled up.
3) Cost of tours should be hooked to determine tour desired.

b. The diagram is below.

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Chapter 7 Using Data Flow Diagrams 7-16

Tour Request
Airline Travel
Agent

1
Tours
Available
D1 Travel Brochures D2 Cost Of Tours
Determine
Tour Desired Tour Cost

Tour Request
Selected
Tour Tour Cost

Private Travel D3 Credit History


Check Tourist Credit
Agent
Credit History

Approved
Tour

Make Tourist Tourist Reservation Request


Travel Itenarary Reservation

D4 Travel Itenarary
Tourist

Travel Itenarary Tourist Itenarary


Send Itenarary
To Tourist

Copyright © 2014 Pearson Education, Inc.


Chapter 7 Systems Analysis and Design Instructor’s Manual 7-17

5. Perfect Pizza wants to install a system to record orders for pizza and chicken wings. When
regular customers call Perfect Pizza on the phone, they are asked their phone number. When the
number is typed into a computer, the name, address, and last order date is automatically brought
up on the screen. Once the order is taken, the total, including tax and delivery, is calculated.
Then the order is given to the cook. A receipt is printed. Occasionally, special offers (coupons)
are printed so the customer can get a discount. Drivers who make deliveries give customers a
copy of the receipt and a coupon (if any). Weekly totals are kept for comparison with last year’s
performance. Write a summary of business activities for taking an order at Perfect Pizza.

A summary of the business activities for Perfect Pizza is:

a. Display customer record. Input is the customer number and the customer record. Output
is customer information.

b. Take customer order. Input is the order information (including the customer number).
Output is the total amount due for the order.

c. Send order to cook. Input is the customer order. Output is the cook’s order.

d. Print customer receipt. Input is the customer order and the customer master record.
Output is the customer receipt.

e. Deliver customer order. Input is the customer receipt and coupons. Output is the
delivered receipt to the customer.

f. Print weekly totals. Input is the customer order and the previous year’s customer order
summary. Output is the weekly performance figures.

6. Draw a context-level data flow diagram for Perfect Pizza (Problem 5).

The context level diagram for Perfect Pizza is shown below.

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Chapter 7 Using Data Flow Diagrams 7-18

7.

Management

Phone Number

0 Performance Statistics
Customer Order
Cook Order
Customer Customer Information Customer
Order System
Product

Delivery

Cook

Explode the context-level diagram in Problem 6 showing all the major processes. Call this Diagram 0. It
should be a logical data flow diagram.

Diagram 0 for Perfect Pizza is shown below.

Copyright © 2014 Pearson Education, Inc.


Chapter 7 Systems Analysis and Design Instructor’s Manual 7-19

2
Customer Information Customer Record
Add
Customer
Record

1
Phone Number D1
Find Customer Master
Customer Customer Customer Record
Record

Customer
Information
3
Customer Order D2
Take Product File
Customer Product Price
Order

Total Order
Amount Due
4
Customer Order D1
Print Customer Master
Customer Customer Record
Receipt

Customer
Receipt
5

D3 Deliver Delivery
Coupons Customer
Coupons Order Customer

6
Product
Customer Order Cook Order
Send Order
To Cook Cook

D4
Sales History File

Order Summary Performance Statistics


Record Print Weekly
Totals Management
Customer Order

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Chapter 7 Using Data Flow Diagrams 7-20

8. Draw a logical child diagram for Diagram 0 in Problem 7 for the process that adds a new
customer if he or she is not currently in the database (has never ordered from Perfect Pizza
before).

Perfect Pizza, adding a new customer child diagram.

9. 2.1 2.2
Customer Recorded Customer Customer
Information Information Record
Record Store D1
Customer Master
Customer Customer
Information Record

Draw a physical data flow diagram for Problem 7.

The diagram is below.

10. Draw a physical data flow diagram for Problem 8.

Physical child data flow diagram, Perfect Pizza:

Phone Syntax Canceled


Number Errors Transaction

2.1 2.2 2.3 New Customer


Phoned Customer Recorded Customer Valid Customer
Information Information Information Information
Visually
Key Validate Confirm
Customer Customer Customer
Information Information Information

2.4

D5 New Customer Create New


Journal File Customer
New Customer Journal
Journal Record New Customer
Record Information

2.5

D1
Customer Master Format
Customer Record Customer New Customer
Record Information

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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-21

(Problem 9) Physical Diagram 0 for Perfect Pizza

2
D5 New Customer
Phoned Customer Information New Customer Journal Journal File
Add Record
Customer
Record Customer Record

Customer Phone
Information Number
1
Phone Number D1
Find Customer Master
Customer Customer Customer Record
Record

Customer
Information
3
Phoned Customer Order D2
Take Product File
Customer Product Price
Order
Customer Order Record
Order Summary D4
Record Sales History File

7
Customer
D6 Order Record
Customer Order File Performance Statistics
Print Weekly
Totals Management
Current Year Sales
History Record
D7 Current Year Sales
History
4
Customer Order Record D1
Print Customer Master
Customer Customer Record
Receipt

Customer
Receipt
5

D3 Coupons Deliver Customer Delivery


Coupons Customer
Order Customer

Product

Customer Order Record Cook Order


Send Order
To Cook Cook

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Chapter 7 Using Data Flow Diagrams 7-22

11. Partition the physical data flow diagram in Problem 7, grouping and separating processes as you
deem appropriate. Explain why you partitioned the data flow diagram in this manner. (Remember
that you do not have to partition the entire diagram, only the parts that make sense to partition.)

Diagram 0 for Perfect Pizza is partitioned by grouping the following processes together:

Processes 1, 2, and 3 are all happening when the customer is on the phone, and should be
partitioned into one online program.

Processes 4 and 6 are performed after the order is taken and may be grouped into one
program.

Process 5 must be partitioned separately, because it is done at a different time.

Process 7 is done once a week as a batch program and must be partitioned separately.

12. a. Draw a logical child diagram for process 6 in Figure 7.17.


b. Draw a physical child diagram for process 6 in Figure 7.17.

D1
Customer Master

Cusomer
Customer Billing
Record Statement

6.1 6.2 6.3


Pending
Order Item Totals Order Total
Find Produce
Customer Calculate Billing
Record Order Total Statement

Complete Order Information

a. Logical child diagram for process 6, Create Customer Statement.

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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-23

b. Physical child diagram for process 6, Create Customer Statement

D1
Customer Master

Customer
Record

6.1 6.2
Pending Name and
D3 Order Record Find Customer Information Address Lines
Pending Order File Matching Format Name
Customer and Address
Record Lines

Pending
Order
Item
Information

6.3

Item Lines
Format Item
Lines

Item
Record

D2
Item Master

6.4

Pending Order Totals Total Lines


Format Total
Lines

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Chapter 7 Using Data Flow Diagrams 7-24

13. Draw a physical data flow diagram for process 1.1 in Figure 7.18.

Physical data flow diagram for process 1.1, Validate Customer Account

D1
Customer Master

Customer
Record

1.1 1.2
Customer Keyed Customer Customer Not
Order Key Number Find Found Error
Customer Customer
Number Record

Customer
Information

1.3
Customer
Display Record Display
Customer
Record

Customer
Information

1.4
User Valid Customer
Confirmation Confirm Information
Correct
Customer

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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-25

14. Create a context diagram for a real estate agent trying to create a system that matches up buyers
with potential houses.

Context diagram for the Home Finder System.

15. Home
Requirements 0
Dental Procedures 0 Insurance Bill

Potential Dental
Home Finder Insurance
Patients
Buyer Seller
Billing
System Home Information
Company
System
Dental Bill Insurance Payment
Potential Homes Information
Listing
Draw a logical data flow diagram showing general processes for Problem 14. Call it Diagram 0.

Diagram 0 for the Home Finder System

1
Home Master
Home Information Record D1
Create Home Home Master File
Seller Master
Record

16.
Home
Master Record

2 Home
Requirements Record
Home Requirements D2
Potential Create Home Home Requirements
Buyer Requirements
File

Home
Requirements
Record

3 4

Print
Potential Match
Homes Requirements
Potential Homes Listing Potential Homes to Homes
Listing

Create a context-level diagram for billing in a dental office. External entities include the patients and
insurance companies.

Context diagram for the Dental Billing System

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Chapter 7 Using Data Flow Diagrams 7-26

17. Draw a logical data flow diagram showing general processes for Problem 16. Call it Diagram 0.

Diagram 0 for the Dental Billing System is shown below.

D1
Patient Master

Patient
Record

1
Patient Procedure
Dental Procedures Add Dental Record D2
Patients Procedures Procedures File
Completed
Record

2
Patient
Record Determine
D1
Patient Master Insurance
Billing Patient Procedure Record
Amount

Insurance
Amount

3 4

Insurance Total Amount Due Calculate


Company Send Patient
Insurance Bill Insurance Bill Amount Due

Patient
Amount
Due
Insurance Payment
5 Amount 6
Insurance Payment
Information
Process
Insurance Patient Name and Send Patient
Payment Address Bill

Insurance Payment
Record Patient Dental
Financial Bill
Information

D3 Insurance Payment D1
File Patient Master

Patients
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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-27

18. Create an event table for the activities listed for World’s Trend order processing system.

The event table for the activities listed for the World’s Trend Order Processing System is shown
below.

Event Source Trigger Activity Response Destination


Customer Customer New order is Find Customer Back-ordered Inventory
places an order received and Item item record is Control
records. created Department
Produce a
back-ordered
item record if
an item is not
in stock.
Update
records.
New customer Customer New Customer Add new Record is
is added Information customer added
record
Picking slips Order, Item, Temporal, Send picking Warehouse
are printed and Customer daily slips
records
Shipping Order, Temporal, Send shipping Shipping
statements are Customer daily statements department
printed records
Customer Shipping Temporal, Send customer Customer
order is statements, daily order
shipped Order goods
Customer Customer and Temporal, Send customer Customer
billing order records monthly billing
statements are statements
printed
Accounts Customer and Temporal, Send accounts Accounting
Receivable order records monthly receivable
report is report
printed

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Chapter 7 Using Data Flow Diagrams 7-28

19. Create a use case for the list of seven processes for the World’s Trend order processing system.

The following use case is for the six activities of the World’s Trend Order Processing System.

Use case name: World’s Trend Order Processing System Process ID: 0
Description: Add customers and their orders, produce picking slips, pick items, prepare shipping
statement, ship customer order, create customer statements, and produce accounts receivable report
Trigger: Multiple—customer places orders, produce various reports and statements, add new customer
Trigger type:  External  Temporal
Input Name Source Output Name Destination
Customer Order Customer Back Ordered Item Inventory Control
Department
New Customer Customer Order Picking Lists Warehouse
Information
Shipping Statement Customer
Billing Statement Customer
Accounts Receivable Accounting
Report
Steps Performed Information for Steps
1. Customer places an order. If the item is not available in stock, a back- Customer Order, Item
ordered record is sent to the Inventory Control Department. Information, Customer
Information
2. Customers are added to the Customer Master. New Customer
Information
3. Picking slips are printed. Order Information, Item
Information, Customer
Information
4. Shipping statements are printed. Order Information.
5. The order is shipped to the customer. Order Goods, Shipping
Statement
6. A billing statement is sent to the customer. Order Information,
Customer Information
7. An accounts receivable report is sent to the Accounting Department. Order Information,
Customer Information

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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-29

20. Create a CRUD matrix for the files of World’s Trend.

The CRUD matrix for the World’s Trend Order Processing System is shown below.

Activity Customer Master Item Master Order File


Add Customer Order R, U R, U C
Add Customer Record C
Produce Picking Slips R R R
Prepare Shipping Statement R R R
Ship Customer Order R

21. Use the principles of partitioning to determine which of the processes in Problem 18 should be
included in separate programs.

Processes 5.1, 5.2, 5.3, and 5.4 are performed online to create the Warranty Registration file and
should be partitioned into one program.

Processes 5.5 and 5.6 are performed in a batch mode and may be grouped into one program.

22. Create a physical data flow child diagram for the following situation: The local running club
holds meetings once a month, with informative speakers, door prizes like pre-paid entry fees for
races, designer running gear, and so on, and sessions for special interest groups (people who
want to coach, people who want to run marathons, those who want to get fit, and so on). A laptop
computer is taken to the meetings and is used to add the names of new members to the group. The
diagram represents an online process and is the child of Process 1, ADD NEW MEMBERS. The
following tasks are included:
a. Key the new member information.
b. Validate the information. Errors are displayed on the screen.
c. When all the information is valid, a confirmation screen is
displayed. The operator visually confirms that the data are correct and either accepts the
transaction or cancels it.
d. Accepted transactions add new members to the MEMBERSHIP
MASTER file, which is stored on the laptop hard drive.
e. Accepted transactions are written to a MEMBERSHIP
JOURNAL file, which is stored on a second hard drive.

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Chapter 7 Using Data Flow Diagrams 7-30

Physical data flow diagram for the Running Club.

Canceled
Errors Transaction

1.1 1.2 1.3


New Member Keyed Member Valid Member
Information Information Information
Validate Confirm
Key New Membership Member
Member Information Information

1.4

D1
Member Master Add New
New Member Member Confirmed Member
Record Information

1.5

D2 New Member Create


Journal File Member
New Member Journal Confirmed Member
Journal Record Record Information

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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-31

Group Projects
1. Meet with your group to develop a context-level
data flow diagram for Maverick Transport (first introduced in Chapter 4). Use any data you have
subsequently generated with your group about Maverick Transport. (Hint: concentrate on one of
the company’s functional areas rather than try to model the entire organization.)

2. Using the context-level diagram developed in


Problem 1, develop with your group a level 0 logical data flow diagram for Maverick Transport.
Make any assumptions necessary to draw it. List them.

3. With your group, choose one key process and


explode it into a logical child diagram. Make any assumptions necessary to draw it. List follow-
up questions and suggest other methods to get more information about processes that are still
unclear to you.

4. Use the work your group has done to date to


create a physical data flow diagram of a portion of the new system you are proposing for
Maverick Transport.

The data flow diagrams created will vary from team to team. Encourage students to follow the
ideas outlined in Chapter 7 and use good naming standards. They should review their work for
drawing errors and flaws. If the group has access to Visible Analyst or any other CASE tool, you
might want to have them use the tool to create the diagrams and the analysis features of the tool
to check for drawing flaws and errors. Sample functional areas of Maverick trucking might be (in
addition to any the students think up):

1. Goods received
2. Truck loading
3. Reports and statistics
4. Shipment scheduling

Central Pacific University—Problems


1. Use Visible Analyst to view the context-level diagram for the proposed computer system.
Experiment with the Zoom controls on the lower toolbar to change from a global to a detailed
view of the diagram. Double click on the central process to examine the repository entry for it.
Click Exit to return to the diagram. Right click on the central process to display the object menu
for the central process. Use the Explode option to display Diagram 0, representing the details of
the central process. Maximize the window and double click on some of the data stores and data
flows to examine their repository entries. Click Exit to return to the diagram. Zoom to 100
percent and scroll around the screen to view different regions of the diagram; then print the
diagram using a landscape orientation. Click FILE, NEST, and PARENT to return to the context-
level diagram. Maximize the window.

The diagram is called CPU Context Level.

2. Modify Diagram 0 of the proposed computer system. Add process 10, UPDATE SOFTWARE
RECORD. You will have to move the MANAGEMENT external entity lower in the diagram; place

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Chapter 7 Using Data Flow Diagrams 7-32

it to the left of process 7, INQUIRY SUBSYSTEM. Create a repository entry for the process and
then click Exit to return to the diagram. Print the diagram using a landscape orientation.
Input: 1. SOFTWARE CHANGE DATA, from CLERICAL SUPPORT
2. SOFTWARE DELETE ID, from MANAGEMENT

Output: 1. SOFTWARE RECORD, an update from the SOFTWARE MASTER data store

The diagram is illustrated below and is in the Visible Analyst instructors solution to the CPU
project.

D3 Pending Computer 4
Orders Deleted
Shipping/ Computer ID Deleted Computer ID
Receiving Pending Maintenance Delete
Department Order Installation Listing Computer
2
Computer Received Listing
New Computer Form Add New Maintenance Reports
Computer D1
Computer Master

New
Management Computer 3
Install Update Clerical
Support
D1
Computer Master Report Hardware Record
Detailed Reports
Installation Subsystem
Report Computer Software
Record Change Data Software Record
5
9 10
Software Cross Reference
Install Produce Report
Computer Changed Software/ Update D2
Software Software Master
Computer Hardware Software
Cross Ref Rpt Record Record
Completed
Installation Listing Management Reports
Software Software
6 Record Delete ID
7
D2
Change Software Master Inquiry Software Record
Computer Inquiry Responses Subsystem
Management
Management Hardware Record
Computer New
Software Inquiries
Change Information

1
D1
Computer Master
Maintenance Add Software
Record Shipping/ Inquiry
Receiving Software
Software Received Form Inquiry Response
Department

Software
Installation
List

8 Installation Notification
Report
D1
Computer Master Install Software
Install Update Faculty
Software User

3. Explode to Diagram 10, UPDATE SOFTWARE RECORD. Maximize the window and create the
diagram illustrated in Figure E7.10. Connect to the SOFTWARE MASTER using a double-
headed arrow. (Hint: right click on the data flow, select Change Item, then select Change Type,
and Terminator Type, Double Filled.) Print the final diagram.

The diagram is illustrated below.

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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-33

10.1
Software Change
Data
Change
Software
Record

Software
Record

D2
Software Master

Software
Record

10.2
Software Delete
ID
Delete
Software
Record

4. Modify Diagram 8, INSTALL SOFTWARE. Add the following processes, describing each in the
repository. Zoom to 100 percent and scroll around the screen, checking your diagram for a
professional appearance. Print the final result.

The diagram is below.

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Chapter 7 Using Data Flow Diagrams 7-34

8.1
Software
Installation List D1
Locate Computer Master
Computer Computer
Record

Software
Title Computer
and Location
Version

8.2

Install
Computer
Software

Installed
Software
Form
Computer
Record
8.3

Create
Installed
Software
Transaction

Software
Installation
Transaction

D12
Installed Software

Software Installation Transaction Software Installation Transaction

8.4 8.5
Software Record D2 Software Record
Update Software Master Produce Installation
Software Installation Notification Report
Master Notification

5. Modify Diagram 6, CHANGE COMPUTER RECORD, which is shown in Figure E7.11. This is
an interactive, online program to change computer information. Add the following three
processes. Create repository entries for each of the processes, as well as the data flow. When
completed, zoom to 100 percent and change any data flow arrows that are not straight, and move
data flow labels for a professional-looking graph. Print the diagram using landscape orientation.

a. Process 6.6, VALIDATE CHANGES. This process edits each change field for validity.
The input is the KEYED CHANGES. The output fields are CHANGE ERRORS (interface
flow) and VALID CHANGES (to process 6.7).
b. Process 6.7, CONFIRM CHANGES. This process is a visual confirmation of the changes.
The operator has a chance to reject the changes or accept them. Input is the VALID

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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-35

CHANGES. The output fields are REJECTED CHANGES (interface flow) and
CONFIRMED CHANGES (to process 6.8).
c. Process 6.8, REWRITE COMPUTER MASTER. This process rewrites the COMPUTER
MASTER record with the changes on the record. Input is the CONFIRMED CHANGES.
Output flow is the COMPUTER MASTER record, to the COMPUTER MASTER data
store.

The diagram is illustrated below.


D1
Computer Master

Computer
Record

6.1 6.2 Valid Computer ID 6.3


Computer Change
Information Keyed ID Obtain Computer Display
Key Computer Computer
Computer ID Record
Master Record

Not
Found
Error

Displayed Record

6.4 6.5
Confirmed Computer
Record
Confirm Enter
Correct Computer Computer Changes
Record Changes

Rejected Confirmed Rejected


Changes Computer Keyed
Changes
Record Changes

6.6 6.7
6.9
Validate Valid Changes
Confirm Computer Confirm
Computer Change Changes
Errors Changes
Deletion

Computer
Record
6.8

D1 Computer Record
Computer Master Rewrite
Computer Confirmed Changes
Master

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Chapter 7 Using Data Flow Diagrams 7-36

6. Create the explosion data flow diagram for process 4, DELETE COMPUTER. The following
table summarizes input, process, and output. Describe each process and data flow in the
repository. When completed, zoom to 100 percent, move any data flow lines that are not aligned
correctly, move the data flow labels for a professional-looking graph, and print the diagram.

Process: 4.1 KEY DELETE ID


Description: The computer ID is keyed interactively
Input: 1. DELETED COMPUTER ID
Output: 1. KEYED DELETE
Process: 4.2 OBTAIN COMPUTER RECORD
Description: COMPUTER MASTER record is read to ensure that it exists
Input: 1. KEYED DELETE (interface)
2. COMPUTER RECORD, from the COMPUTER MASTER data store
Output: 1. NOT FOUND ERROR (interface)
2. VALID COMPUTER RECORD
Process: 4.3 CONFIRM COMPUTER DELETION
Description: The computer information is displayed on the screen for
operator confirmation or rejection
Input: 1. VALID COMPUTER RECORD
Output: 1. REJECTED DELETION (interface)
2. CONFIRMED DELETION
Process: 4.4 DELETE COMPUTER RECORD
Description: The computer record is logically (not physically) deleted from
the COMPUTER MASTER data store by rewriting the record with an I
for inactive in the Record Code field
Input: 1. CONFIRMED DELETION
Output: 1. DELETED COMPUTER, a double-headed arrow to the COMPUTER
MASTER data store

This diagram may be created if there are not 10 diagrams already created for the project. It is not included
in the Visible Analyst backup files, which has already reached the limit of 10 data flow diagrams. You
may request the students to delete another diagram if the limit has been reached. The diagram is
illustrated below.

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Chapter 7 Systems Analysis and Design Instructor’s Manual 7-37

4.1
Deleted
Computer ID
Key Delete
ID

Keyed
Delete

4.2

Obtain
Computer Computer Record
Not Found Record
Error

Valid
Computer
Record

4.3

Confirm D1 Computer Master


Personal
Rejected Computer
Deletion Deletion

Confirmed
Deletion

4.4

Remove
Computer Computer Record
Record

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