Depicting an existing process or system
Name:
Date:
Class:
A
Quick Questions
Shade in the A or B circle for each question.
1. Why do developers depict the existing system before designing a new solution?
2. Which analytical tool shows the existing system as one process with the external entities it exchanges data with?
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?
4. Which diagram would best reveal where data is stored and how it is processed in step-by-step stages of the current system?
5. After depicting the current system, which statement describes how the results are used?
B
Match the Pairs
Draw a line connecting each item on the left to its match on the right.
| Left column | Right column | |
|---|---|---|
| 1Context diagram (Level 0) of the current system | ACurrent: Paper form -> Enter data | Proposed: Online form -> Validate | |
| 2Level 1 DFD of the current system | BPaper forms -> 2.0 Enter data manually -> Student records | |
| 3Finding a bottleneck: many data flows queue up at one manual process, such as paper forms waiting for one person to enter them | CA diagram of the existing system must show how things work now, not the planned solution. Mixing in new features hides the real problems. | |
| 4Comparing current and proposed: the new design replaces the manual step with an automated process | DBreaks the existing system into processes, data stores and flows so slow steps and bottlenecks can be spotted | |
| 5Drawing the proposed solution's new features on the diagram of the existing system | EWithout a diagram of the current system, bottlenecks and problems are not identified, so the new solution may not fix them. | |
| 6Skipping the current system diagram and starting to design the new solution straight away | FShows the existing system as one process with the external entities and data flows that enter and leave it |
C
Definitions
Depicting an existing system
D
Fill in the Blanks
Complete each line of code by filling in the missing parts.
1.
Tool: _______ diagram shows whole system
2.
A __________ is a step that slows the flow
3.
Compare current vs ________ system diagrams
4.
Context diagram has _ process: the system
5.
Diagrams of the current system expose
problems that the new solution must ___
E
Spot the Error
Shade in the letter of the line that contains an error.
Question 1
A
CONTEXT: Existing Library
B
ENTITY: Member
C
FLOW: Member -> Staff: Loan
D
FLOW: Library -> Member: Card
Question 2
A
TIMES: Take Order = 2 min
B
TIMES: Approve Order = 1 min
C
TIMES: Pack Order = 5 min
D
BOTTLENECK: Approve Order
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
Question 4
A
PROCESS: 1.0 Record Sale
B
PROCESS: D1 Paper Sales Book
C
FLOW: 1.0 -> D1: Sale details
Question 5
A
DEPICT: Future system (to be)
B
SHOW: Where data is delayed
C
THEN: Design the new solution
Answer Key
Depicting an existing process or system
Section A: Quick Questions
Q1
A — To show how the current system works so its problems can be exposed and fixed
Q2
B — Context diagram (Level 0)
Q3
B — A bottleneck
Q4
A — Level 1 data flow diagram
Q5
A — Compare the current system with the proposed one to show what improves
Section B: Match the Pairs
Q1
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
Q2
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
Q3
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
Q4
Comparing current and proposed: the new design replaces the manual step with an automated process → Current: Paper form -> Enter data | Proposed: Online form -> Validate
Q5
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.
Q6
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.
Section C: Definitions
Q1
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.Section D: Fill in the Blanks
Q1
Tool: context diagram shows whole systemQ2
A bottleneck is a step that slows the flowQ3
Compare current vs proposed system diagramsQ4
Context diagram has 1 process: the systemQ5
Diagrams of the current system expose
problems that the new solution must fixSection E: Spot the Error
Q1
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.
Q2
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.
Q3
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.
Q4
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:.
Q5
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.