Handout on Systems Analysis and Design Prepared by Mrs.

Marilou Maambong-Albay

Data Dictionary is a repository for definitions of data processes, data flows, data stores, and data elements. This is complied by systems analysts to guide them through analysis and design. As a document, the data dictionary collects and coordinates specific data terms, and it confirms what each term means to different people in the organization. It can be used to: Validate the data flow diagram for completeness and accuracy Provide a starting point for developing screens and reports Determine the contents of data stored in files Develop the logic for data flow diagram processes

Commonly Used Notations: = + () {} [] @ | Examples: Name = Courtesy Title + First Name + (Middle Initial) + Last Name Courtesy Title = [Mr. | Miss | Mrs. | Ms. | Dr. | Professor] First Name = {Legal Character} Middle Initial = {Legal Character} Last Name = {Legal Character} Legal Character = [A-Z|a-z|0-9||-| | ] Item Master = Item Number + Price + Quantity on Hand Decision Table is a matrix representation of processing logic, which specifies the possible conditions for the decision and the resulting actions. Three Components: Conditions describe the factors that will affect the decision or policy Actions describe the possible policy actions or decisions Rules describe which actions are to be taken under a specific combination of conditions is composed of and optional (may be present or absent) iteration select one of several alternative options comment identifier (key field) for a store separates alternative choices in the [ ] construct

In creating decision tables, analyst should: Determine the maximum size of the table Eliminate any impossible situations, inconsistencies, or redundancies, and Simplify the tables as much as possible

Steps in Constructing Decision Tables: 1. Determine the number of conditions that may affect the decision. Combine rows that overlap, such as conditions that are mutually exclusive. The number of conditions becomes the number of rows in the top half of the decision table. 2. Determine the number of possible actions that can be taken. That number becomes becomes the number of rows in the lower half of the decision table. 3. Determine the number of condition alternatives for each condition. In the simplest form of decision table, there would be two alternatives (Y or N) for each condition. In an extendedentry table, there may be many alternatives for each condition. 4. Calculate the maximum number of columns in the decision table by multiplying the number of alternatives for each condition. For example, if there were four conditions and two alternatives (Y or N) for each of the conditions, there would be 18 possibilities. 5. Fill in the condition alternatives. Start with the first condition and divide the number of columns by the number of alternatives for that condition. 6. Complete the table by inserting an X where rules suggest certain actions. 7. Combine rules where it is apparent that an alternative does not make a difference in the outcome. 8. Check the table for any impossible situations, contradictions, and redundancies. 9. Rearrange the conditions and actions (or even rules) if it makes the decision table more understandable. Below is an example of decision table for an inventory reordering.
Conditions/ Courses of Actions Type of Item Time of week Season of year Standing daily order Standing weekend order Minimum order quantity Holiday reduction Summer reduction Type of item: P = perishable N = nonperishable Rules 6 7 8 9 10 11 12 N P N P N P N D W W D D W W S S S H H H H X X X X Time of week: D = weekday W = weekend X X Season of year: A = academic year S = summer H = holiday X X X X X X

1 P D A X N D A

2 P W A

3 N W A

4 P D S X

X X

A decision table is used when: Complex combinations of conditions, actions, and rules are found, or A method is required that effectively avoids impossible situations, redundancies, and contradictions. Decision Tree is a graphical representation of a decision or choice situation as a connected series of nodes and branches. This is useful when the sequence of conditions and actions is critical or not every condition is relevant to every action. Like decision tables, decision trees are designed to make it easier for analysts to communicate with users.

Two Main Components: Decision points represented by nodes Actions represented by ovals

Four Major Steps in Drawing a Decision Tree: 1. 2. 3. 4. Identify the conditions Identify the outcomes (condition alternatives) for each decision Identify the actions Identify the rules

A Generic Decision Tree Sleep two more hours

Sunday Weekday

Time to get up Sleep one more hour Go back to sleep

YES

Saturday

1
NO