How To Write Data and Process Specifications

Summary

In this video, Tom Hathaway, symbolizing the role of a business analyst (BA), discusses key aspects of business analysis, focusing on process specifications and data management within data flow diagrams (DFD). He explains the importance of documenting process details beyond the symbols in DFDs, using tools like plain language, pseudocode, decision tables, and flowcharts. The video also emphasizes capturing metadata for data elements, ensuring clarity for developers. Hathaway stresses the need for detailed documentation to achieve a fully fleshed-out DFD, providing a solid foundation for solution development.

Takeaways

• 😀 Business analysis can be performed by anyone in an organization, not just those with the title of 'Business Analyst'.
• 😀 Functional primitives in a data flow diagram need additional tools to capture and communicate their details to solution providers.
• 😀 A process specification or mini-spec can be used to describe what happens inside a functional primitive.
• 😀 Different methods can be used to document a process specification, such as plain English, pseudocode, or decision tables.
• 😀 Decision tables (truth tables) are useful for documenting conditions and actions in a process, especially for decision-making processes.
• 😀 Other tools like activity diagrams, event response diagrams, and system flowcharts can be used to represent conditional sequences of actions.
• 😀 If a process is automated, referencing existing documentation from that application may be more efficient than creating new specifications.
• 😀 Business rules can often serve as process specifications, providing clear guidelines for actions in a process.
• 😀 For data flows in a data flow diagram, understanding the data elements within each flow and data store is essential for troubleshooting and defining requirements.
• 😀 Metadata for data elements should be captured and communicated, including details such as its content, source, authority, type, and validation rules.
• 😀 A well-documented data flow diagram should include process specifications for each functional primitive, lists of data elements for every data flow, and relevant metadata for each data element.

Q & A

What is the significance of process specifications in business analysis?

Process specifications help define the details of a process that cannot be conveyed through data flow diagrams. They provide clarity on how a functional primitive works and help inform developers about process details that are not captured by other diagrams.

What is a functional primitive in the context of a data flow diagram?

A functional primitive is a process in a data flow diagram that has not been broken down into more detailed steps. It represents a higher-level process that requires further specification to understand its operations more thoroughly.

How can you document a functional primitive?

A functional primitive can be documented using plain language descriptions, pseudocode, decision tables, flowcharts, or even video recordings of the process being performed. The choice of method depends on the audience's familiarity and the complexity of the process.

What are decision tables and how are they used in documenting processes?

Decision tables (or truth tables) are used to document decision-making processes by outlining possible conditions and the corresponding actions that need to be taken. They provide a clear, structured way to express multiple rules and outcomes in a concise manner.

What is the role of metadata in business analysis?

Metadata describes the properties of data elements, including what they contain, their source, authority for changes, type, and validation rules. This information is crucial for developers and solution providers to understand the data that will be processed by the system.

How can a data flow diagram (DFD) be expanded to capture detailed data information?

To capture detailed data information, a data flow or data store can be 'exploded' to reveal the specific data elements it contains. This helps identify missing, incomplete, or inaccurate data, and ensures that data requirements are clearly defined for the solution.

What is the purpose of using a spreadsheet to manage metadata?

A spreadsheet can be used to systematically document metadata for each data element, making it easier to communicate essential details such as data type, source, validation rules, and authority to change. This tool ensures that all stakeholders have access to the necessary information for system development.

Why might you choose structured English or pseudocode for documenting process specifications?

Structured English or pseudocode can be useful when the target audience is familiar with these methods. They provide a clear and structured way to document processes, particularly when the logic involves conditions and decisions that need to be expressed in a precise manner.

What is an example of how to document a process using a decision table?

In a decision table, you would list conditions such as 'order without payment' or 'order with more than 50% payment' as rows, and actions such as 'add order to verify credit stack' or 'remove check, add copy to accounting stack' as columns. The table helps in systematically defining the process logic.

How does technology impact the documentation of business processes?

Technology, such as smartphones, can be used to create video documentation of people performing processes, offering a more dynamic way to capture and communicate process specifications. This can enhance clarity and provide real-world examples for solution developers.