9

Process Specifications
and Structured Decisions

Systems Analysis and Design, 8e

Kendall & Kendall

Copyright © 2011 Pearson Education, Inc. Publishing as Prentice Hall

 Learning Objectives

• Understand the purpose of process

specifications.
• Recognize the difference between structured
and semistructured decisions.
• Use structured English, decision tables, and
decision trees to analyze, describe, and
document structured decisions.
• Choose an appropriate decision analysis
method for analyzing structured decisions and
creating process specifications.

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 Logic of Decisions

• Documenting and analyzing logic:

• Structured English
• Decision tables
• Decision trees
• Logic and structured decisions are
distinguishable from semistructured decisions.
• Structured decision analysis methods promote
completeness, accuracy, and communication.

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 Major Topics

• Process specifications
• Business rules
• Structured English
• Decision tables
• Decision trees
• Horizontal balancing

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 Process Specifications

• Sometimes called minispecs

• Created for primitive processes as well
as for some higher level processes on a
data flow diagram
• Created for class methods in object-
oriented design and for the steps in a
use case

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 Goals of Producing Process
Specifications
• Reduce process ambiguity.
• Obtain a precise description of what is
accomplished.
• Validate the system design.

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 Process Specifications Are Not
Created
• Processes that represent physical input
and/or output
• Processes that represent simple data
validation
• Processes that use prewritten code

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 How Process Specifications Relate to the
Data Flow Diagram (Figure 9.1)

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 Process Specification Format
Information
• The process number
• The process name
• Description of what the process accomplishes
• A list of input data flow
• Output data flows
• Type of process
• Uses prewritten code
• Process logic description
• Logic method reference
• List any unresolved issues

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 The Process Number

• Must match the process ID on the data

flow diagram
• Allows the analyst to work on or review
any process, and to locate the data flow
diagram containing the process easily

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 The Process Name

• The same as displays within the process

symbol on the DFD

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 Description of What the Process
Accomplishes
• Example:

Determine if an item is available for sale. If

it is not available, create a backordered
item record. Determine the quantity
available.

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 List of Input Data Flow

• Uses the names found on the data flow

diagram
• Data names used in the formula or logic
should match the data dictionary, for
consistency and good communication.

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 Output Data Flows

• Uses data flow diagram and data

dictionary names

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 Type of Process

• Batch
• Online
• Require screen designs
• Manual
• Should have well-defined procedures for
employees performing the process tasks

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 Uses Prewritten Code

• Include the name of the subprogram or

function containing the code.

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 Process Logic Description

• This should state policy and business

rules, not computer language
pseudocode
• Business rules are the procedures that
allow a corporation to run its business.

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 Common Business Rule Formats

• Definitions of business terms

• Business conditions and actions
• Data integrity constraints
• Mathematical and functional derivations
• Logical inferences
• Processing sequences
• Relationships among facts about the business

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 Logic Method Reference

• If there is not enough room for a

complete structured English description
include a reference to the structured
English description, decision table, or
tree depicting the logic.

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 List Any Unresolved Issues

• Incomplete portions of logic

• These issues form the basis of the
questions used for follow-up interviews
with users or business experts you have
added to your project team

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 An Example of a Completed Process Specification Form
for Determining Whether an Item Is Available
(Figure 9.2)

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 Structured English

• Used when the process logic involves

formulas or iteration, or when
structured decisions are not complex
• Based on structured logic and simple
English statements such as add,
multiply, and move

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 Writing Structured English

• Express all logic in terms of sequential

structures, decision structures, case
structures, or iterations.
• Use and capitalize accepted keywords such as
IF, THEN, ELSE, DO, and PERFORM.
• Indent blocks of statements to show their
hierarchy (nesting) clearly.
• Underline words or phrases that have been
defined in a data dictionary.
• Clarify the logical statements.

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 Examples of Logic Expressed in a Sequential
Structure, a Decision Structure, a Case
Structure, and an Iteration (Figure 9.3)

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 Advantages of Structured
English
• Clarifying the logic and relationships
found in human languages
• An effective communication tool, it can
be taught to and understood by users in
the organization

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 Data Dictionary and Process
Specification
• The data dictionary is a starting point
for creating structured English:
• Sequence—a simple sequence of
statements MOVE, ADD, and SUBTRACT
• Selection—[] entries become
IF…THEN...ELSE statements
• Iteration { } entries become DO WHILE,
DO UNTIL, or PERFORM UNTIL.

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 Decision Tables

• A table of rows and columns, separated

into four quadrants:
• Conditions
• Condition alternatives
• Actions to be taken
• Rules for executing the actions

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 Standard Format Used for Presenting
a Decision Table (Figure 9.7)

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 Constructing a Decision Table for Deciding Which
Catalog to Send to Customers Who Order Only from
Selected Catalogs (Figure 9.9)

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 Developing Decision Tables

• Determine conditions that affect the decision.

• Determine possible actions that can be taken.
• Determine condition alternatives for each condition.
• Calculate the maximum number of columns in the
decision table.
• Fill in the condition alternatives.
• Complete table by inserting an X where rules suggest
actions.
• Combine rules where it is apparent.
• Check for impossible situations.
• Rearrange to make more understandable.

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 Checking for Completeness and
Accuracy
• Four main problems:
• Incompleteness
• Impossible situations
• Contradictions
• Redundancy

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 Checking the Decision Table for Inadvertent
Contradictions and Redundancy Is Important
(Figure 9.13)

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 Decision Table Advantages

• Help the analysis ensure completeness

• Easy to check for possible errors
• Impossible situations
• Contradictions
• Redundancy

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 Decision Trees

• Decision trees are used when complex

branching occurs in a structured
decision process.
• Trees are also useful when it is essential
to keep a string of decisions in a
particular sequence.

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 Drawing Decision Trees

• Identify all conditions and actions and

their order and timing (if they are
critical).
• Begin building the tree from left to
right, making sure you list all possible
alternatives before moving to the right.

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 Drawing a Decision Tree to Show the Noncash
Purchase Approval Actions for a Department
Store (Figure 9.14)

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 Decision Tree Advantages

• The order of checking conditions and

executing actions is immediately noticeable.
• Conditions and actions of decision trees are
found on some branches but not on others.
• Compared to decision tables, decision trees
are more readily understood by others in the
organization.

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 Selecting a Structured Decision
Analysis Technique
• Use structured English when there are many
repetitious actions or when communication to end
users is important.
• Use decision tables when a complex combination of
conditions, actions, and rules are found or you
require a method that effectively avoids impossible
situations, redundancies, and contradictions.
• Use decision trees when the sequence of conditions
and actions is critical or when not every condition is
relevant to every action (the branches are different).

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 Summary

• Process specifications
• Decision analysis
• Structured English
• Logic is expressed in sequential structures,
decision structures, case structures, or
iterations.

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 Summary (Continued)

• Decision tables
• Four quadrants are used to:
©Describe the conditions.
©Identify possible decision alternatives.
©Indicate which actions should be performed.
©Describe the actions.
• Decision trees
• Consist of nodes and branches

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 Summary (Continued)

• Decision analysis advantages

• Structured English is useful when many actions
are repeated and when communicating with
others is important.
• Decision tables provide complete analysis of
complex situations while limiting the need for
change attributable to impossible situations,
redundancies, or contradictions.
• Decision trees are important when proper
sequencing of conditions and actions is critical and
when each condition is not relevant to each
action.

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