Purpose of analytical tools for users, data and systems

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Quick Questions

Shade in the A or B circle for each question.

1. Why do analysts draw analytical diagrams before designing a solution?

A To write the final program code for the solution

B To understand how users, data and the existing system relate

2. Which diagram shows the whole system as one process, with the external entities around it?

A Context diagram

B Use case diagram

3. Which analytical tool shows how data moves between processes, data stores and entities?

A Data flow diagram

B Context diagram

4. Which diagram shows what actors can do with a system?

A Data flow diagram

B Use case diagram

5. True or false: an analytical diagram shows the existing system, so analysts can spot problems before designing.

A True

B False

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)		AA use case diagram shows actors and their goals, not data stores and data movement. Data movement is shown in a data flow diagram.
2Use case diagram		BShows the actors who use a system and the goals (use cases) they want to achieve with it
3An analytical tool that shows how data moves between processes, data stores and entities inside an existing system		CAnalytical diagrams are drawn before design to understand the existing system, not after the solution is built.
4Analytical diagrams are drawn during analysis so the existing system is understood before a solution is designed		DData flow diagram (Level 1)
5Draw a use case diagram to show how data is stored and moves between processes		EAnalysis stage: depict the existing system, then design
6Draw analytical diagrams after the new solution is built to decide what it should do		FShows the whole system as one process, with the external entities and the data flowing in and out of it

Definitions

analytical tools

Fill in the Blanks

Complete each line of code by filling in the missing parts.

Context diagram: Level _ view of a system

Data flow diagram: Level _ shows processes

Use case diagram shows ______ and use cases

Analytical tools depict an ________ system

Data flow diagram: data _____ holds data

Spot the Error

Shade in the letter of the line that contains an error.

Question 1

A Tool: Context diagram

B System: Canteen Orders

C Entity: Student

D Flow: Student -> Staff: order

Question 2

A Tool: Use case diagram

B Shows: system and entities

C Shows: data in and out

Question 3

A Tool: Use case diagram

B System: Marks Portal

C Actor: Enter marks

D Use case: Enter marks

Question 4

A Purpose: test the final code

B Step 1: draw the diagrams

C Step 2: design the solution

Question 5

A Tool: Context diagram

B Scope: all internal processes

C Shows: external entities

Answer Key

Purpose of analytical tools for users, data and systems

Section A: Quick Questions

B — To understand how users, data and the existing system relate

A — Context diagram

A — Data flow diagram

B — Use case diagram

A — True

Section B: Match the Pairs

Context diagram (Level 0) → Shows the whole system as one process, with the external entities and the data flowing in and out of it

Use case diagram → Shows the actors who use a system and the goals (use cases) they want to achieve with it

An analytical tool that shows how data moves between processes, data stores and entities inside an existing system → Data flow diagram (Level 1)

Analytical diagrams are drawn during analysis so the existing system is understood before a solution is designed → Analysis stage: depict the existing system, then design

Draw a use case diagram to show how data is stored and moves between processes → A use case diagram shows actors and their goals, not data stores and data movement. Data movement is shown in a data flow diagram.

Draw analytical diagrams after the new solution is built to decide what it should do → Analytical diagrams are drawn before design to understand the existing system, not after the solution is built.

Section C: Definitions

analytical tools — Diagrams like context, data flow and use case diagrams that show how users, data and systems relate, so the existing system is understood before a solution is designed.

Section D: Fill in the Blanks

Context diagram: Level 0 view of a system

Data flow diagram: Level 1 shows processes

Use case diagram shows actors and use cases

Analytical tools depict an existing system

Data flow diagram: data store holds data

Section E: Spot the Error

D — In a context diagram, data flows connect an external entity to the system, not one entity to another. It should be 'Flow: Student -> System: order'.

A — A diagram showing one system, its external entities and the data going in and out is a context diagram, not a use case diagram. Line 1 should be 'Tool: Context diagram'.

C — An actor is a user or role that interacts with the system, such as Teacher. 'Enter marks' is a use case (a goal). It should be 'Actor: Teacher'.

A — Analytical tools are used before design to understand the existing system. They are not used to test finished code. It should be 'Purpose: understand old system'.

B — A context diagram (Level 0) shows the whole system as a single box. Internal processes appear in a Level 1 data flow diagram. It should be 'Scope: whole system as 1 box'.