← VCE Software Development U3O2

Depicting an existing process or system

Using analytical tools like context and data flow diagrams to show how the current system works, so bottlenecks and problems are exposed for the new solution to fix.

Part of: VCE Software Development - U3O2 - Analysis and Design — Module 51, QCE Digital Solutions Unit 3 — Interactions Between Users, Data and Digital Systems — Module 17

Understanding Depicting an existing process or system in VCE Software Development U3O2

What it does: A single manual process that every flow must pass through slows the whole system, and the diagram makes this visible as a bottleneck. Putting the current and proposed diagrams side by side shows how the new solution removes the problem found in the existing system. Repeated manual entry points to inefficiency and possible errors. Spotting these is a purpose of depicting the existing system. A Level 0 context diagram depicts the current system at the highest level, so students can see who it interacts with and what data crosses its boundary.

Common mistakes: A context diagram shows flows only between the one system and its external entities. A flow from one entity to another is not allowed. It should be FLOW: Member -> Library: Loan. Approve Order is named as the bottleneck, so it must be the slowest step. At 1 min it is faster than the others. The line should show the long delay of 45 min.

Class: _____________________  ·  Name: _____________________  ·  Date: _________

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This module's key terms are also in a printable crossword (Modules 42–51) and word search (Modules 26–51).

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Learning
Duo
Why do developers depict the existing system before designing a new solution?
To show how the current system works so its problems can be exposed and fixedTo copy the old system exactly without changing anything
Matches
Drawing the proposed solution's new features on the diagram of the existing system
↓
A diagram of the existing system must show how things work now, not the planned solution. Mixing in new features hides the real problems.
Applying
Meanings
Term
Depicting an existing system
Meaning
Using analytical tools like context and data flow diagrams to show how the current system works, so bottlenecks and problems are exposed for the new solution to fix.
Practice
CURRENT SYSTEM: Canteen paper orders
Testing
Gaps
Tool: diagram shows whole system
Check Answer
Spots
2ENTITY: Member
3FLOW: Member -> Staff: Loan

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Quick Questions

1. Why do developers depict the existing system before designing a new solution?
A. To show how the current system works so its problems can be exposed and fixed ✓
B. To copy the old system exactly without changing anything
Analytical tools model the current system so problems and bottlenecks are exposed and the new solution can address them.
2. Which analytical tool shows the existing system as one process with the external entities it exchanges data with?
A. Gantt chart
B. Context diagram (Level 0) ✓
A context diagram shows the whole system as a single process and the entities and data flows around it. A Gantt chart is a project management tool, not an analytical tool.
3. A school's paper-based excursion forms pile up on one teacher's desk waiting for sign-off, which delays every trip. What is this delay called?
A. A milestone
B. A bottleneck ✓
A bottleneck is a point in a process where work builds up and slows everything down. Depicting the current system helps reveal it.
4. Which diagram would best reveal where data is stored and how it is processed in step-by-step stages of the current system?
A. Level 1 data flow diagram ✓
B. Context diagram
A Level 1 DFD breaks the system into processes, data stores and data flows. A context diagram only shows the system as one process.
5. After depicting the current system, which statement describes how the results are used?
A. Compare the current system with the proposed one to show what improves ✓
B. Discard the diagrams once coding starts
Comparing current and proposed diagrams shows how the new solution fixes problems, and the diagrams can go into the SRS.

Match the Pairs

Context diagram (Level 0) of the current system → Shows the existing system as one process with the external entities and data flows that enter and leave it
Level 1 DFD of the current system → Breaks the existing system into processes, data stores and flows so slow steps and bottlenecks can be spotted
Finding a bottleneck: many data flows queue up at one manual process, such as paper forms waiting for one person to enter them → Paper forms -> 2.0 Enter data manually -> Student records
Comparing current and proposed: the new design replaces the manual step with an automated process → Current: Paper form -> Enter data | Proposed: Online form -> Validate
Drawing the proposed solution's new features on the diagram of the existing system → A diagram of the existing system must show how things work now, not the planned solution. Mixing in new features hides the real problems.
Skipping the current system diagram and starting to design the new solution straight away → Without a diagram of the current system, bottlenecks and problems are not identified, so the new solution may not fix them.

Key Term

Depicting an existing system
Using analytical tools like context and data flow diagrams to show how the current system works, so bottlenecks and problems are exposed for the new solution to fix.

Fill in the Blanks

1. Tool: context diagram shows whole system
Hint: Type the name of the diagram that shows the whole system as one process with external entities around it.
2. A bottleneck is a step that slows the flow
Hint: Type the term for a step in the current system that slows down the whole process.
3. Compare current vs proposed system diagrams
Hint: Type the word for the new solution that is being designed, as opposed to the current one.
4. Context diagram has 1 process: the system
Hint: Type the number of processes a Level 0 context diagram shows.
5. Diagrams of the current system expose problems that the new solution must fix
Hint: Type the verb for what the new solution must do to the problems that the diagrams reveal.

Spot the Error

Question 1
A CONTEXT: Existing Library
B ENTITY: Member
C FLOW: Member -> Staff: Loan
D FLOW: Library -> Member: Card
Line C — A context diagram shows flows only between the one system and its external entities. A flow from one entity to another is not allowed. It should be FLOW: Member -> Library: Loan.
Question 2
A TIMES: Take Order = 2 min
B TIMES: Approve Order = 1 min
C TIMES: Pack Order = 5 min
D BOTTLENECK: Approve Order
Line B — Approve Order is named as the bottleneck, so it must be the slowest step. At 1 min it is faster than the others. The line should show the long delay of 45 min.
Question 3
A CURRENT: Paper form, 1 day
B PROPOSED: Online form, 1 day
C GAIN: Saves 2 days
D FIX: Remove the postal delay
Line A — The current paper process takes 3 days. Saying 1 day contradicts the GAIN line, because 1 day minus 1 day saves nothing. The line should be CURRENT: Paper form, 3 days.
Question 4
A PROCESS: 1.0 Record Sale
B PROCESS: D1 Paper Sales Book
C FLOW: 1.0 -> D1: Sale details
Line B — The paper sales book holds data, so on the existing system's data flow diagram it is a data store, not a process. The line should start with STORE:.
Question 5
A DEPICT: Future system (to be)
B SHOW: Where data is delayed
C THEN: Design the new solution
Line A — Depicting an existing system means drawing how the current (as is) system works, so its problems can be seen. Drawing the future system belongs to the design stage that comes after.

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