Week 11 & 12 - Tools For System Planning and Analysis

Chapter 6.
1 Planning and System Analysis Tools

Week 11 & 12
Sistem Maklumat Dlm Organisasi
Objectives
At the end of this topic, students will be able to:
Explain the function of flow chart, data flow diagram, entity relationship diagram, Gantt chart and PERT chart Construct flow chart, data flow diagram, entity relationship diagram, Gantt chart and PERT chart
Contents
5.1.1 5.1.2 5.1.3 5.1.4 5.1.5 Introduction Flow Chart Data Flow Diagram (DFD) Entity Relationship Diagram (ERD) Gantt Chart & PERT Chart
5.1.1
Introduction
Introduction
Revision about SDLC A development of information system consists of phases, activities, techniques and tools What is an information system development tools?
Introduction
Tool is a model or diagram used to describe about an information system from various perspectives Tools can be categorized into two types:

Tools for system analysis Tools for planning the system development
Introduction
Tools for system analysis
Entity relationship diagram Data flow diagram Flow chart
Tools for planning the system development
Gantt chart PERT chart
5.1.2
Flow Chart
Flow Chart
A tool to describe in detail about processes involve in an information system In computer science area, flow chart is used to show the sequence of operations in a computerized system It is among the earliest diagram to be drawn in the early phase of system development Among the software to help creating flow chart are Smart Draw, Corel iGrafx FlowCharter and Microsoft Visio
Flow Chart
Flow chart symbols
Symbol
Descriptions Start or end of one program Calculation or process

Input or output for one operation Testing and decison making Flow of direction
Flow Chart
Exampe1 Draw a flow chart to describe the process of 2 + 5. Operation and process in sequence
start read input (2 and 5) adding Operation (2 + 5) get output (7) end
Flow Chart
Start Input 2 and 5 2+5
Output 7
End
Flow Chart
Example 2 Draw a flow chart to describe the process of making a decision to choose the right way to go home from an office
Flow Chart
Operation and the processes according to the sequence

Go out from office Check the weather and time Is the weather ok? If no, choose an alternative way. If yes, proceeds. Is it 5 pm already? If no, choose an alternative way. If yes, proceeds. Check the flow of traffic at the main road. Is there any traffic jam? If yes, choose an alternative way. If no, use the main road. Safely arrive at home.
Get out from office Check weather & time No
Weather ok?
Yes
No 5 pm already? Yes Check the flow of traffic at the main road No Choose the main road
Traffic Jam? Yes Choose alternative roads Safely arrive at home
Flow Chart
Advantages Helps to understand the flow of operations in the system to be developed
Helps to analyze and solve problems especially related to the development of a computerized system Helps system documentation Facilitate programmer in writting programs based on the processes and flow involve System maintenance will be easier since flow chart provides a visual representation of modules involve in a system
Flow Chart
Disadvantages
Flow chart could be difficult to help understanding processes in a complex system Less flexible especially when there is a part of a system needs to be modified. Any modification will require system analyst to redraw a new flow chart Does not show in detail the structure of one system and all the data flows involve
5.1.3
Data Flow Diagram
Data Flow Diagram
Data Flow Diagram (DFD) A tool that is used to picture processes and data flows in one system Also known as Buble Chart, transformation graf or process model. DFD shows the details in terms of the processs components and data flows in and out from each component.
Data Flow Diagram

DFD can be created in numbers of levels. It starts with Context diagram and proceeds with DFD level 1, level 2 and the rest (level n) Context diagram shows the entire system as one main process or as a black box. It only shows one process, major data flow to and out from the system and the elements that provides (source)and receives (sink) the data flow. DFD Level 1 is an explosion of the main process given in a context diagram. It shows the sub processes under the main system. DFD Level 2 is an explosion of each of the sub processes highlighted in DFD Level 1 There are different versions of DFD symbols and one of them is given by Gane and Sarson.
Data Flow Diagram
DFD Symbol
Environmental elements Also known as a Source and Sink Refers to an element outside the systems boundary, but is still associated with the system in terms of providing data to the system or receiving data from the system.
Data Flow Diagram
DFD Symbol
Process
Process is an activity that transform input to output. It is normally described with verb and object.
Data Flow Diagram
DFD Symbol
Data storage A place or an object that is used to store data, either permanent or temporary.
Data Flow Diagram
DFD Symbol
Data Flow Refers to the flow of data or information to or from the system Data flow shows relationship between source and sink, process and data storage.
Data Flow Diagram
Example 1 Draw a context diagram and DFD Level 1 for a university application system. The process begins when student sends an application form that contains his or her personal data and qualification. The system will process the application and choose the qualified students. In the next process, the system will send a letter to student to notify whether the application is accepted or rejected.
Data Flow Diagram

Identifying elements of DFD: Environmental elements (source/sink): student/applicant Process: choose the qualified student Data Storage: Applicant File/ Database Data Flow: application form, letter of notification, information on the qualified students, information about applicants
Data Flow Diagram

Student
Application form
Letter of Notification
University Application System
Successful applicants
Applicant File
Context Diagram
Data Flow Diagram

Student Application form
1.0 Check Student Qualification
Letter of Notification
2.0 Notify the results
Successful applicants
DFD Level 1
Applicant File
Data Flow Diagram
Example 2 Draw a context diagram and DFD Level 1 to show the process of opening a saving account in Bank Y. Customer must fill in a registration form and submit back to the bank.The system will record the customer information and store it in the customer file.System will later print out the saving book and give it to customer.
Data Flow Diagram

Identifying DFD elements : Source/ Sink: Customer Process: Process customers registration Data Storage: Customer File/ Database Data flow: application form, money, saving book, customer information
Data Flow Diagram

Customer Registration form Money Customer Registration System
Saving book
Customer information
Customer file
Context Diagram
Data Flow Diagram

Customer
Registration form Money 1.0 Process registration form Customer information
Saving book
Registration Customer information file 2.0 Print saving DFD Level 1 book
Data Flow Diagram
Advantages
An effective tool to describe processes and data flow in an information system

DFD is not enough to help people understand one system. Both flow chart and DFD must be used together with Entity relationship diagram (ERD) to help creating a complete and comprehensive planning and system analysis.
Disadvantages
5.1.4
Entity Relationship Diagram

Entity Relationship Diagram (ERD) Is used to model data Data in a system will be classified into groups that is knowned as an entity Identify relationship between entities ERD is important to help system analyst determine data to be stored in database A good ERD will produce an information system with comprehensive and organized database structures
ERD Symbol Entity
Anything that has data to be manipulated by the system. Entity can be environmental elements, resources or transaction. Examples of entity are students, course, registration, book and organization. Entity has characteristics known as atribute
ERD Symbol Relationship
Relationship or association that exists between two entities. Relationship is normally represented with verb Examples are register, is supplied, made
Types of relationship
1:1 (one-to-one)
An instance of one entity has a relationship with an instance of another entity. For example, one student has only one id card. An instance of one entity has a relationship with more than one instance of another entity. For example, one student can register more than one course. Many instances have relationship with many instances of another entity. For example, many customers buy many products.
1:M (one-to-many)
M:N (many-to-many)
Example 1 Create an ERD to show the entity relationships in Course registration sytem. Student can register a few courses for the next semester.

Identify ERD elements Entity : Student and Course Relationship: Student register course Type of relationship: one student can register many courses Atributtes : Student [matric no., name, program, semester, address], Course[code, name, day, time, prerequisite, lecturer] Primary Key: Student [matric no.], Course[code]
STUDENT
Register
COURSE
A SIMPLE ERD

PELAJAR Matric no. name address program semester 1
Register
COURSE code name time day prerequisite lecturer
ERD
Example 2 Create an ERD for a database to store information about book, author and distributor in Syarikat Penerbitan Indah.

Identify ERD elements Entity : Book, Author and Distributer Relationship : is written, is distributed Type of relationship: A book is written by many authors and many books are distributed by many sidtributer Attributes : Book [ISBN, title, author,price] Author[author code, name, address, phone no.], Distributer[distributer code, name, address, phone no.] Primary key: Book[ISBN], Author [author code], Distributer [distributer code]

BOOK M Is distributed M DISTRIBUTER
Is written
M
AUTHOR
A Simple ERD

BOOK ISBN title author price 1 M Is distributed M DISTRIBUTER Distributer code Name Address Phone no.
Is written
M AUTHOR Author code name address Phone n o.
ERD
Advantages
ERD is an effective tool to help designing a relevant database that met systems requirement. It is been widely used to model data required in an information system
5.1.5
Gantt Chart & PERT Chart
Gantt Chart
Gantt Chart has been introduced in 1917 by Henry L. Gantt, an American engineer and social scientist. The chart has been used to control production. Until today, Gantt Chart is still being used for the purpose of project planning and management. In general, Gantt Chart provides a graphical chart that shows scheduling to help planning, monitoring, and tracking resources in a project.
Gantt Chart
A simple Gantt Chart can be drawn on a piece of paper However, people today have many choices to use varieties of software to create Gantt Chart. Among the software available are Microsoft Project, Microsoft Visio and SmartDraw.
Gantt Chart
Carta Gantt contains numbers of vertical bars that show the required and expected time to complete an activity in one IS system development. The bar represents the time in unit such as months, weeks, days, hours or minutes. In IS development project, the unit normally used is either week or month. Each bar represents one activity in the system development. Gantt chart can clearly describe the status of one project, whether it follows the time given or not.
Gantt Chart
Before developing a Gantt chart, the team must identify the activities involve in one project. A hierarchical chart known as Work Breakdown Structure (WBS) can be useful to help the team structures the activities WBS can help the team identify activities and expected time to implement and complete each activity.
Gantt Chart
Example 1 You are asked to develop a Payroll System for Human Resources Department in UUM. You have selected SDLC to develop the system. Create WBS and use it as a guide to help you create Gantt chart.
Gantt Chart
Solution
SDLC has eight phases:
Investigation Phase (Fasa Penyiasatan)- 3 wks Analysis Phase (Fasa Analisis)- 4 wks Design Phase (Fasa Rekabentuk)- 4 wks Coding Phase (Fasa Pengaturcaraan)- 6 wks Testing Phase (Fasa Pengujian)-1 wks Implementation Phase (Fasa Perlaksanaan)- 2 wks Operation Phase (Fasa Operasi)- 2 wks Maintenance Phase (Fasa Penyelenggaraan)- 2 wks
Gantt Chart
Payroll System
Investigation
Design
Testing
Operation
Analysis
Coding
Implementation
Maintenance
Feasibility Studies
Gantt Chart
Gantt Chart
Advantages
Able to identify a duration of time required to complete one activity, together with the allocated money and human resources. Unable to show the relationship between activities connected to complete one phase Unable to show the most critical activity in a project.
Disadvantages
PERT Chart

PERT Chart (Program Evaluation and Review Technique) Also known as a Network Diagram. Has been used in late 1950s in the planning and monitoring weapons development project. PERT chart was used at that time to show the connection between activities that have been determined to complete the project.
PERT Chart
PERT chart components:
Activity
An activity is labeled with a simple name that explains the activity. The name is put on the top of the line that connects two nodes. The time to complete the activity is put under the line. The unit for the time can be in month, week or days. Node is represented by a small circle that is located at the beginning and end of an activity. A pair of nodes form an activity. Number in a node is arranged in an ascending order.
Node
PERT Chart
Critical Path
It is represented by the sequence of connected activities that produce the longest overall time All activities and nodes within this sequence are referred to as being on the critical path Changes in the critical path will give an impact on the whole time to complete the project Any activity on the critical path that is delayed in completion will result in delaying the final completion of the project
PERT Chart
Example 1 You are working as a marketing executive at Syarikat Telekomunikasi Mutiara. The company plans to implement prepaid telecommunication services. To get information about the market for this new service, you are assigned to survey the market. Construct PERT chart to show the activities involve and finally determine the critical path.
PERT Chart
Identify activities involve: Planning

Preparation

The planning for survey (5 days) Questionnaires design (5 days) Hire temporary workers (5 days) Training workers (3 days) Print questionnaires (2 days) Distribute questionnaires (5 days) Analyze questionnaires(5 days)
Implementation
PERT Chart
3 B A E 2
1
5
5
D 4 3
F 5
6 G
5
C
5
PERT Chart
Identify the critical path: A-B-E-F-G = 5 + 5 + 2 + 5 + 5 = 22 A-C-D-F-G = 5 + 5 + 3 + 5 + 5 = 23 Critical path is A-C-D-F-G
PERT Chart
Avantages
Helps managers to monitor an ongoing project. Using a critical path, managers can detemine the progress of a project by comparing the actual time to complete a project with the real time achieved to complete
End of Topic

Week 11 & 12 - Tools For System Planning and Analysis

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Chapter 6.

1 Planning and System Analysis Tools

Sistem Maklumat Dlm Organisasi

At the end of this topic, students will be able to:

Sistem Maklumat Dlm Organisasi

Sistem Maklumat Dlm Organisasi

Sistem Maklumat Dlm Organisasi

Sistem Maklumat Dlm Organisasi

Sistem Maklumat Dlm Organisasi

Tools for system analysis

Entity relationship diagram Data flow diagram Flow chart

Tools for planning the system development

Gantt chart PERT chart

Sistem Maklumat Dlm Organisasi

Sistem Maklumat Dlm Organisasi

Flow chart symbols

Descriptions Start or end of one program Calculation or process

Sistem Maklumat Dlm Organisasi

Sistem Maklumat Dlm Organisasi

Sistem Maklumat Dlm Organisasi

Operation and the processes according to the sequence

Get out from office Check weather & time No

Traffic Jam? Yes Choose alternative roads Safely arrive at home

Sistem Maklumat Dlm Organisasi

Advantages Helps to understand the flow of operations in the system to be developed

Sistem Maklumat Dlm Organisasi

Data Flow Diagram

Sistem Maklumat Dlm Organisasi

Data Flow Diagram

Sistem Maklumat Dlm Organisasi

Data Flow Diagram

Sistem Maklumat Dlm Organisasi

Data Flow Diagram

Sistem Maklumat Dlm Organisasi

Data Flow Diagram

Sistem Maklumat Dlm Organisasi

Data Flow Diagram

Sistem Maklumat Dlm Organisasi

Data Flow Diagram

Sistem Maklumat Dlm Organisasi

Data Flow Diagram

Sistem Maklumat Dlm Organisasi

Data Flow Diagram

Sistem Maklumat Dlm Organisasi

Data Flow Diagram

University Application System

Data Flow Diagram

1.0 Check Student Qualification

2.0 Notify the results

Data Flow Diagram

Sistem Maklumat Dlm Organisasi

Data Flow Diagram

Data Flow Diagram

Data Flow Diagram

Data Flow Diagram

An effective tool to describe processes and data flow in an information system

Sistem Maklumat Dlm Organisasi

Entity Relationship Diagram

Sistem Maklumat Dlm Organisasi

Entity Relationship Diagram

Sistem Maklumat Dlm Organisasi

Entity Relationship Diagram