business process management. key definitions process model a formal way of representing how a...
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Business Process Business Process ManagementManagement
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Key Definitions
Process model A formal way of representing how a business operatesIllustrates the activities that are performed and how data moves among them
Data flow diagrammingA popular technique for creating process models
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Key Definitions
Logical process models describe processes without suggesting how they are conductedPhysical process models include process implementation information
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DATA FLOW DATA FLOW DIAGRAMSDIAGRAMS
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Reading a DFD
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DFD Elements
ProcessAn activity or function performed for a specific business reasonManual or computerized
Data flowA single piece of data or a logical collection of dataAlways starts or ends at a process
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DFD Elements
Data StoreA collection of data that is stored in some wayData flowing out is retrieved from the data storeData flowing in updates or is added to the data store
External entityA person, organization, or system that is external to the system but interacts with it.
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Naming and Drawing DFD Elements
Process
Data flow
Data store
Externalentity
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Depicting Business Processes with DFDs
Business processes are too complex to be shown on a single DFDDecomposition is the process of representing the system in a hierarchy of DFD diagrams
Child diagrams show a portion of the parent diagram in greater detail
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Key Definition
Balancing involves insuring that information presented at one level of a DFD is accurately represented in the next level DFD.
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Relationship Among DFD levels
Context diagram
Level 0 diagram
Level 1 diagram
Level 2 diagram
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Context Diagram
First DFD in every business processShows the context into which the business process fitsShows the overall business process as just one process (process 0)Shows all the external entities that receive information from or contribute information to the system
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Level 0 Diagram
Shows all the major processes that comprise the overall system – the internal components of process 0Shows how the major processes are interrelated by data flowsShows external entities and the major processes with which they interactAdds data stores
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Level 1 DiagramsGenerally, one level 1 diagram is created for every major process on the level 0 diagramShows all the internal processes that comprise a single process on the level 0 diagramShows how information moves from and to each of these processesIf a parent process is decomposed into, for example, three child processes, these three child processes wholly and completely make up the parent process
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Level 2 Diagrams
Shows all processes that comprise a single process on the level 1 diagramShows how information moves from and to each of these processesLevel 2 diagrams may not be needed for all level 1 processesCorrectly numbering each process helps the user understand where the process fits into the overall system
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Data Flow Splits and Joins
A data flow split shows where a flow is broken into its component parts for use in separate processesData flow splits need not be mutually exclusive nor use all the data from the parent flowAs we move to lower levels we become more precise about the data flowsA data flow join shows where components are merged to describe a more comprehensive flow
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Alternative Data Flows
Where a process can produce different data flows given different conditionsWe show both data flows and use the process description to explain why they are alternativesTip -- alternative data flows often accompany processes with IF statements
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CREATING DATA CREATING DATA FLOW DIAGRAMSFLOW DIAGRAMS
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Steps in Building DFDs
Build the context diagramCreate DFD fragments or an event tableOrganize DFD fragments into level 0 diagramDecompose level 0 processes into level 1 diagrams as needed; decompose level 1 processes into level 2 diagrams as needed; etc.Validate DFDs with user to ensure completeness and correctness
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Build the Context Diagram
Draw one process representing the entire system (process 0)Find all inputs and outputs listed from the use cases (or event table) that come from or go to external entities; draw as data flowsDraw in external entities as the source or destination of the data flows
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A Context Diagram Example
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Creating DFD Fragments
Add data flows to show use to data stores as sources and destinations of dataLayouts typically place
processes in the centerinputs from the leftoutputs to the rightstores beneath the processes
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A DFD Fragment Example
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Creating the Level 0 Diagram
Combine the set of DFD fragments into one diagramGenerally move from top to bottom, left to rightMinimize crossed linesIterate as needed
DFDs are often drawn many times before being finished, even with very experienced systems analysts
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A Level 0 DFD Example
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Creating Level 1 Diagrams (and Below)
Input data flows shown on a parent DFD are often unbundled on the child diagram using splitsOutput data flows shown on a child DFD are often bundled using joins and shown as a larger data flow on the parent diagramWhen to stop decomposing DFDs?
Ideally, a DFD has at least 3 processes and no more than 7-9.
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Validating the DFD
Syntax errors – diagram follows the rulesAssure correct DFD structure
For each DFD:Check each process for:
A unique name: action verb phrase; number; descriptionAt least one input data flowAt least one output data flowOutput data flow names usually different than input data flow namesBetween 3 and 7 processes per DFD
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Validating the DFDFor each DFD:Check each data flow for:A unique name: noun; descriptionConnects to at least one processShown in only one direction (no two-headed arrows)A minimum number of crossed lines
Check each data store for:A unique name: noun; descriptionAt least one input data flowAt least one output data flow
Check each external entity for:A unique name: noun; descriptionAt least one input or output data flow
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Validating the DFDAcross DFDs:Context Diagram:Every set of DFDs must have one Context DiagramViewpoint:
There is a consistent viewpoint for the entire set of DFDsDecomposition:
Every process is wholly and complete described by the processes onits children DFDsBalance:
Every data flow, data store, and external entity on a higher level DFD is shown on the lower level DFD that decomposes itNo data stores or data flows appear on lower-lever DFDs that do not appear on their parent DFD
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Validating the DFD
Semantics errors – diagram conveys correct meaning
Assure accuracy of DFD relative to actual/desired business processes
To verify correct representation, useUser walkthroughsRole-play processes
Examine lowest level DFDs to ensure consistent decompositionExamine names carefully to ensure consistent use of terms