In this unit, we begin looking at formal modeling diagram syntax for information systems. However, you may find that many organizations do not use these formal modeling techniques, and instead use rough drawing techniques (what I call “boxes and arrows”). Why are these formal techniques important, and if you are working with an IT organization that has not adopted a formal standard for process modeling, what might be your advice to entice them to do so?
As an IT auditor, what is the benefit to you if organizations use standard techniques to model their processes and systems, and what challenges might you have in organizations where no such standards exist?
Data modeling is intended to ease the lives of stakeholders (users, developers, business analysts, auditors, etc.). In general, it helps with the business process. It helps with expression, analysis, design, structuring, relationship, and communication. Now, the techniques used is important.
Formal modeling are important because they save time, they have unique symbols or features that represent the physical and logical information system. They help with the understandability of the functional requirement of the system. They can easily be changed(corrected or updated), In short, formal modeling techniques can easily facilitate the purpose (communication, design, structure, analysis, etc.) of data modeling.
Working with an organization where the formal modeling techniques are not used, I will present the risks and the potential cost. associated with using the informal model techniques. Then talk about the benefits of the formal modeling techniques.
If an organization is using the standard technique to model their process and system, it will help my understandability, analysis, and communication, There will be lot of challenges it is been used – data definition, the structure of the system, actors, analysis, communication, etc.
Pascal you bring up an important point with the mention of stakeholders. Formal model techniques help ensure understanding of the models among stakeholders and less time can be spent clarifying the models presented. What do you personally believe to be some of the potential cost associated with using informal model techniques?
I think you bring up some important points on the benefits of implementing a uniform, formal modeling tool within an organization. It would definitely save time and increase level of understanding. Furthermore, as you mentioned, using formal methods would help with moving along the business process.
Hi Pascal
You make a good point regarding the informal model saving time and easing understanding, especially that about stakeholders. And as Iyana Lester pointed out, how do you think a firm using the informal data modeling technique would lose money compared to using the formal data modeling technique?
Iyana and Mahugnon,
I think when the the benefits (ease of communication, data analysis, saving time, etc ) of a formal model are taken away, that would affect productivity, One thing is communication, informal model could delayed communication or cause misinterpretation which could affect a process immensely.
When productivity is affected, the cause of low production or inefficient production has to be addressed.
That come with cost.
So it is either a gain is not realized or resources are spent unnecessarily.
I like your opinion on the benefit of using modeling technique. like you mentioned “it helps with the business process. It helps with expression, analysis, design, structuring, relationship, and communication. Formal modeling are important because they save time, they have unique symbols or features that represent the physical and logical information system. They help with the understandability of the functional requirement of the system.”
Hi Pascal,
Thank you for sharing your opinion on the view of shareholders. I agree with you that formal modeling diagram helps shareholders to understand the situation in the organization. Nowadays, organizations need more professional analysis in IT environment, it helps employees easy to communicate and analyze tasks.
Thank you for your sharing. It is true that the rough diagram contains potential cost. It shows in two ways:
1. cost for the employees training classes;
2. time costs for person to understand the diagram and communicate with others.
Hello Pascal,
Good job, you state the importance of formal modeling function in details and provide necessary reactions when people face that situation. Very practical and thinkable. Thank you.
I agree with you, Pascal.
Data modeling present a relational schema used in software engineering which helps define the problem quicker, reduce cost, and gain insight into the level of development effort and project risk. If without it, may result in hither costs and risks.
Pascal mentioned that formal modeling is very important because it allows us to follow the process at the first sight of the modeling process, and its process and purpose are clear at a glance. It not only saves time, but also helps the user to understand clearly the system in which modeling is performed.
Pascal,
You raise a great point!! Data modeling is important to save an organization time as well as reduce cost. Data modeling asset with provide the organization with a better understanding of the functional system requirements. Organizations that don’t use data modeling risk miscommunication with regards to designing, and structing the systems correctly. Thereby, potentially costing the organization more due needed to correction or re-dos.
I like the comment about formality saving time period often we think of formality we assume the process will take longer then if it was wax and more casual. But into matter of doing it right the 1st time means you’re not back to do it again.
Formal modeling techniques are important for an organization to use and recognize because using them would ease communication within a firm. If a firm is using informal methods, there is an increased chance of miscommunication between team members. Having a formal technique is like having a designated language to complete the tasks.
If I was working with an organization that did not use formal modeling techniques, I would use downtime and lack of productivity to justify why a formal technique needs to be implemented. Breaking these down further into costs would also help with justification.
If an organization uses standard modeling techniques it will help with understanding and communication to/with others. Some challenges would be teaching and implementing the system as well as making sure that there is uniformity within the organization.
Ami I agree that having a formal technique is like having a designated language to complete the task. We have to assume that no technical knowledge is required to understand the diagram as these documents are presented to stakeholders as well. Formal techniques give guidelines as there a lot of room for misinterpretation otherwise. Having this “designated language” can benefit a wide audience including stakeholders, business analyst, data analysts and developers.
Hi Ami
You made a good point about risk of miscommunication between team members, and I like what I think it’s an interesting remark you made about using formal data modelling being like a designated language to complete the tasks. Good approach for justifying why a formal approach needs to be implemented.
Hi Ami,
Thank you for sharing your opinion on formal modeling diagram. It seems like everybody thinks it helps communicate in the organizations. Nowadays, organizations need more professional analysis in IT environment, it helps employees easy to communicate and analyze tasks.
Thank you for your sharing. I agree with what you said about the “making sure that there is uniformity within the organization.” It really important for organization to keep not only the concept and goal on the same page, but also the technique and same idea about understanding one thing.
Hello Ami, I really like your post each week since you are making every point clear and easy to understand. I agree with you that formal modeling techniques are good for communication within an organization. It is good for reducing mistakes so that save time and costs for the organization, meanwhile, it improves efficiency for organization.
Good answer, Ami. Downtime and lack of productivity are actually two justified reasons to persuade companies to turn to a formal modeling diagram. For instance, without a standard technique, employees in one department would not be able to understand the diagram which is created by employees in another department. Also, the communication is quite important while two companies are working together. However, without a formal modeling diagram, different companies are difficult to understand each other’s workflow and precedures so it might decrease efficiency greatly and cause even economic loss in future.
Formal modeling techniques used to model data in a standard, consistent, predictable manner in order to manage it as a resource.
Formal data modeling techniques are important because they make ease communication and the work of business analysts and auditors. Using an informal method increases the risks of miscommunication due to a misunderstanding of the data.
If I was working with an organization that did not use the formal modeling technique, I would present a cost analysis to compare the risks of not using the formal modeling technique and the monetary losses that could result from it, to the benefits of the formal modeling techniques.
If an organization uses the standard modeling technique it will help with data analysis and communication with others. Some challenges to overcome would be the lack of uniformity of the data. Which could lead to misinterpretation and misunderstanding of the data.
I agree with you. Formal techniques can make communication significantly easier and more effective. I like how you mentioned that uniform modeling techniques may also help with data analysis. I did not think about this before, but it does seem plausible.
Mahugnon, good point – the challenge of data uniformity.
Mahugnon you are right formal data modeling techniques make the work of auditors more efficient and effective. Rather than just boxes and lines they show which processes are performed and what information is relevant to them, who performs those processes and the origin of information that is produced or analyzed They help in the risk management process. The model can be used to identify process flaws. Once the flaws are identified the auditor can make recommendations and the organization can use this feedback to optimize their processes.
Mahugnon you are right, formal data modeling techniques make the work of auditors more efficient and effective. Rather than just boxes and lines they show which processes are performed and what information is relevant to them, who performs those processes and the origin of information that is produced or analyzed They help in the risk management process. The model can be used to identify process flaws. Once the flaws are identified the auditor can make recommendations and the organization can use this feedback to optimize their processes.
I agree, as presenting the monetary losses to an organization is always an effective way of getting everyone’s attention. Uniformity in data can also prove to be invaluable to not only an organization but the auditor. It allows auditors to benefit from the insights uniform data provides in order to focus the audit objectives. Uniform data also allows the auditor to make recommendations with greater assurance and confidence. As an internal auditor this presents an opportunity for someone to provide greater value and business insight to their organization.
I agree with you, Using rough drawing techniques may increase the rate of miscommunication, if the inside communication is not good which may due to the whole project or system or some else failed.
Thank you for your sharing. You can also analyze the time costs will happen if the organization use the informal diagram. First, it will take time for people to understand and communicate; Second, it will take time for employees to receive training classes; Finally, if one person misunderstand it, may be the issues will happen and make the whole project delay.
I agree with your point. The uniformity of communication is important for an organization. And I like your point to make cost analysis in monetary basis to compare informal techniques and formal modeling techniques.
I agree with your point of view that data modeling technology can save time, costs, and enable technicians to communicate and run programs more easily and efficiently.
The goal of conceptual data flow modeling is to capture as much of the meaning of data as possible. The more effectively we can model, the better the system we can design and build. The use of formal techniques in modeling are a way to ensure the development of a high-quality information system. Using rough drawing techniques, there is great flexibility in how someone interprets the model presented. Using formal syntax makes the decomposition modeling techniques (i.e. level-0, level 1,etc.) straightforward, as you will be working from a clear and unambiguous context level model. It also cuts down on any chance of process documentation getting lost between model levels.
An organization would benefit from the use of formal standards, as it is much easier to train new team members when there are standards in place. This would also allow for easier assignment of employees among different information system projects. Without standards in place, an organization would have a difficult time during audits when it comes time to check models for completeness and consistency. In addition, the information system may not be modeled in a “timeless” fashion so it would be difficult for the organization to interpret moving forward. This may particularly become a challenge when trying to redesign a process or system from beginning to end. Following standards allows for models that can be used to analyze gaps between existing and desired processes as well as current and new information systems.
I think what you mention in your post is very true–the more effective a model, the more effective solution can be delivered. I also feel that training new members with the new formal modeling techniques is a great idea. If new employees are taught these practices right off the bat, they will be able to implement them into their work more effectively than teaching them later.
Well said Iyana, standard models provide clear, regularly used conventions, such as elements, naming, methodology in the organization so that there is additional consistency for stakeholders. They do ensure consistent processes, eliminate guesswork with business rules making it easier to check compliance to regulations. You mentioned an important point about training new users, as you rightfully said, standard process models can help clarify who does what, how processes are performed, and by what standard they are judged.
Iyana, I agree with you that “The more effectively we can model, the better the system we can design and build.” the efficiency modeling technique can help company save time and cost.
Hi Iyana,
Thank you for sharing your understanding between formal modeling techniques and rough drawing techniques. The analysis of the benefits of formal modeling diagram is also very clear.
Thank you for your sharing. I really like what you mentioned about the modeling validity. Like what your said, a good diagram needs a clear structure to show the relationship with each actor, use, use case and so on.
Hello Iyana,
Nice explanation, you hit the points of the importance of the effective modeling the systems. I like your definition to the goal of conceptual data flow modeling. Thank you.
I love the idea of easy training. It is essential to get new comers understand the standard of communication, so that they can get into the work efficiently.
And definitely, it is essential for the communication with different organizations, both side can understated and exchange their ideas effectively, makes the corporation easier to process.
Iyana,
Thanks for sharing your ideas about the timeliness of things. I also think this will be great in enticing an organization to adopt a standard modeling technique. This is because if an organization understands that their lack-of is inhibiting them from making the necessary forward steps towards their said strategic mission, vision, and goals – I am almost convinced they will make a change. Great note!
Data Models are used as a communication tool and just like everyday communication the only way people can communicate with each other is use a language they can all understand. Formal models ensure consistency of the structure of the business processes. They help improve understanding of the business process.
An organization that uses a formal standard for process modelling makes the work of the auditor more efficient and effective as the auditor can understand the organization processes and easily identify errors and make recommendations. People understand data differently. If there is no formal model it is difficult to expect people in the organization to conform and follow the laid-out process as everyone has their own interpretation.
I think your point regarding how different people interpret data is an important one. Having uniformity for this reason alone should be enough to make any organization want to use formal modeling processes. Furthermore, your reasoning explaining how formal processes can make the job of an auditor easier and more effective is a good one.
You mention a key point that the use of a formal standard for process modelling makes the work of the auditor more efficient and effective. Audits need to look at the bigger picture and focus on higher business objectives. This cannot be efficiently done if the auditor must spend a lot of time simply trying to understand the organization’s documents. Formal standards help ensure timely investigation of issues by the auditor.
Hi Karabo
You’re right on. I think your point summarizes pretty much everything said so far, from how the Formal data modeling technique helps improve understanding of the business processes to how an organization makes the work of its auditors more effective and efficient.
You are absolutely spot-on by saying that people understand data differently. The purpose of language is to communicate ideas in our own heads. Of course, people cannot perfectly understand my thoughts any more than I can understand theirs, and so language bridges this seemingly impossible gap. The same is true for process modeling techniques such as ERD or DFD. Standardization enables different people, business units or entire industries to understand each other and plan in a coordinated manner.
Hello Karabo, I agree with you using modeling technique can improve the work effective and decrease the rate of miscommunication.
Hi Karabo,
You made a good point, I like you said that “People understand data differently”. The formal standard for process modeling is very helpful for people to transfer their understanding to the same way in communicating the data.
Thank your for your sharing. As you said, everyone has their own understanding of the chart, an informal diagram will extend the gap of the different understanding, which will let more issues happen.
Well said, Karabo.
Formal models will indeed help to maintain consistency of transferred information, and help to better communicate with team members using unified language, improving the understanding and increase work efficiency.
Hi Karabo, I agree with your point especially about everyone has their own understanding of data, so informal modeling techniques may result discrepancy within a team. However, formal modeling techniques are good for uniformity of communication, so it will reduce mistakes and improve efficiency.
Also, a data model provides a focus for determining scope. It provides something tangible to help business sponsors and developers agree over precisely what is included with the software and what is omitted.
Hello Karabo,
Nice explanation, I can’t agree with you more on the ideas that data models are “a communication tool” and “the only way people can communicate with each other is use a language they can all understand”. Basically, the formal modeling is a critical part of efficient communications. Thank you.
Well said. Effective and efficient information sharing and exchange among computer systems have been critical issues.
Formal techniques are important because In today’s information rich world, the data component of projects is increasing in importance. As a result, more and more business analyst job descriptions are including data modeling skills as requirements. This is mainly because Data Models are easier to review.
Data analysis is evaluating the data itself. It’s doing things like running reports, customizing reports, creating reports for business users, using queries to look at the data, merging data from multiple different sources to be able to tell a better and more informed story than when you look at each source independently. You have to understand what the data means to the business
My advice to entice an IT organization that has not adopted a formal standard for process modeling would be that:
Data modeling evaluates how an organization manages data. On a typical software project, techniques in data modeling like an DFD or an ERD could be used to explore the high-level concepts and how those concepts relate together across the organization’s information systems.
It could also create a data dictionary that details field by field, what are the pieces of information we need to store in this database to meet the software requirement features or to implement this business process change.
A data map could also be created that shows how to move data from one system to another, or how to integrate and make systems talk to each other on an ongoing basis to make a feature or business process available.
http://www.bridging-the-gap.com/getting-started-with-data-modeling/
The concept of a data dictionary is a great one. It would provide the business a clear language to communicate the needs for the process or the underlying data, thus saving everyone the trouble of miscommunication and miscategorization. It would act as a foundational tool to avoid unnecessary pitfalls as the process planning begins.
Hi Folake
I read your article “Getting started with data modeling. It is quite interesting. Also you made an interesting point about the data modeling acting like a data dictionary. The idea of data map to show how to move data between systems is also a great concept. Well thought
Good resources provided, Folake.
According to the articles you provided, I found some content that may useful here, the three reasons to data model:
1. Data models are easier to change than databases.
2. Data models are easier to review than database designs.
3. Data models will help you succeed on more projects.
Hello Folake,
You made real good explanations on the importance of formal modeling and provide practical advices for establish formal modeling systems in company. I agree with you on the method of data dictionary. A establishment of muti-platforms encyclopedia can really help.
Your idea for organization that does not have standard is really good. Using existing industry standard is much easier than develop their own, also i like the idea of data dictionary, good way to store and retrieve information needed efficiently. The recourse you mentioned also inspired me。
The standardization and universality of the process modeling techniques we’ve seen makes them more useful for organizations in several ways. First, it allows inter- and intra-unit communication on processes without added translation trouble. Second, it allows for much simpler accountability and compliance reporting, for much the same reason. Third, it makes hiring new personnel much easier, as techniques and standards are already known – there is no need to train personnel on the modeling techniques used exclusively by your firm, because you use the same techniques as the industry standards.
If a firm chooses not to adopt standardized methods, they might save money on training. They will not pay the opportunity cost of staff being pulled aside to learn the new methods. However, the firm would then be disavantaged, because prospective recruits would not come in knowing how the firm handles data or process modeling. Most importantly, the lack of standardization practically guarantees a miscommunication or translation error somewhere in the planning or implementation of the process. Simply put, one company or employee might have a different understanding of modeling nomenclature than other people. An arrow might not adequately represent a one-to-many relationship, and a programmer interpreting the diagram may incorrectly design the process as a result. This is unnecessary trouble for a firm, since issues could arise in the planning itself. There should be no shortcomings in the execution.
I agree with you, Michelangelo. If an organization choose not to adopt standard techniques, they might save money on training currently. However, based on a long-term strategic perspective, the company may lost some potential cooperation opportunities with other companies who have already adopted these formal modeling diagrams for a long period of time. Second, it would decrease the work efficiency and effectiveness of their own employees, especially for internal auditors, because these employees are not able to understand each other since no standard methods exists.
I agree with you both. Not adopting the standardized method will reduce the training fee, but the employee needs to spend more time and money in the data relationship than the company with the modeling technology. This is counterproductive.
In my experience and opinion, the organizations that do not use formal modeling techniques have two situations. One of the situations is the organizations are fine with those rough drawing techniques or the other situation is that they do not have any technique at all. For both situations, the senior management in the organizations may do not have a professional vision in this area, or they think they are totally fine to handle all the branches without formal modeling techniques. However, I think IT organizations indeed need formal modeling techniques to support them. These formal techniques are important because it is more logical and intuitive than an oral statement; it is easy to modify and update at any time; it reduces the training period, and it also provides a clear understanding to the shareholders.
If I am working with an IT organization that has not adopted a formal standard for process modeling, I might present the benefits and advantages based on the situation in my organization and present the risks and disadvantages without the formal modeling techniques.
As an IT auditor, my benefit could be: I could spend less time to figure out the process and the system with less confusion; it would help me to analyze the process and the system in this organization more clearly; I can easy to communicate with my colleagues. If the organization does not have standard techniques, the challenge for me might be communication difficulties and hard to implement the missions and tasks.
Hello Mengqiao, Thank your for sharing your opinion on the benefit or challenge when the company used modeling technique. I also agree with you that using modeling technique can help IT auditors save time and better communicate with each other. It also improve the work efficiency.
Good point, Mengqiao.
By adding your point, the organizations that do not use formal modeling techniques may because they do not realize the importance and values of the formal modeling techniques. To apply a new method in working would be difficult because people need to change their routine work behaviors and adapt the new ones. It will need time, but all the time spent would be deserved with lower costs and higher productivity.
I agree with you, because if the IT organization does not use the technology, it is hard for people to understand the flow. As a result, it may impact to risk evaluation for business. It is important for us to conduct risk-based auditing for the organization, so risk evaluation is important.
Hello Menqiao,
Nice directions. Finding out why the company not adopt formal modeling is critical for solving the problems or providing practical advices. The statement of importance of adopting any project should base on its unique situations. Thank you.
Nice point. Emphasis is placed on the need for the implementation of “quality” information models to facilitate an integrated manufacturing environment. How information models are used to define data requirements and how, in a practical application, information models enable information sharing and exchange are described.
Formal modeling diagram syntax is important for organization because it can help stakeholder better understand and analyze data. also it is easier for them to communicate. in IT environment. Formal modeling diagram is like a language to talk with each other.
If I work for a company who did not use formal modeling diagram syntax or did not pay attention on it. I will do a analysis report to compare them. try to list the benefit when we use this diagram and the risk when we use rough drawing techniques. The important one I will figure out we must spent more cost on rough drawing techniques. Maybe this way can persuade stakeholder try to use modeling technique.
As the IT auditor, if the company already used the modeling technique, I think it is a good news for us because in other ways, it can improve work efficiency. The challenge maybe IT auditor should be training the modeling technique in advance.
Hi Linlan
You make a good point. Formal data modeling is like a language in the IT environment. And you’re also right about the challenge. It auditors will have to be training for the Formal modeling technique in advance.
Hi Linlan,
Thank you for sharing your opinion on formal modeling diagram. I totally agree with you that formal modeling diagram just like a language to talk with each other in IT environment. Nowadays, organizations need more professional analysis in IT environment, that is why formal modeling diagram is important for us to learn.
I agree with you, because it is a kind of language to talk to stakeholders to make them understand the business process or the data flow. If the clients do not use it. It is important to emphasize the importance to them, because as an IT auditor, we should provide good suggestions to clients.
I agree with you. Formal modeling techniques will help stakeholders to better understand and better analyze data. It is also good for employees to communicate with each other with less mistakes and misunderstanding. An organization adopts formal modeling techniques will save time and costs then stimulate efficiency.
It is interesting to hear from someone who has actually be in this situation before. Providing risks of using informal diagrams and benefits of switching is definitely key in inciting change.
As an IT auditor, a company that uses standard modeling techniques would help me better understand the processes and system interactions especially to manage complexity. When looking at the company models, I would have the advantage of being able to look at causes and effects through traceability. I would be able to identify potential consequences of a change and estimate impacts to the system as a whole if a change were to be made. Modeling is a visual representation and is designed to break down complex entities and logical flows so having a standardized process ensures the business is in fact relaying their systems and processes in a manner where the someone like an IT auditor can make proper recommendations based on the understanding from viewing models.
If standardized processes are not used, it would become a challenge for the IT auditor to decipher models because they would be based inefficient drawings from people of various business/technical backgrounds. An IT auditor’s understanding of the systems and processes might be different than their colleagues simply because of misinterpretation. Systems and processes may be not accurately represented and portray as a result, portray inaccurate information. This will lead the IT auditor to give recommendations which do not provide any value to the business.
I definitely agree with you in regards to managing complexity. As auditors documentation of these sort of consequences of chances becomes a vital part of our job. The inability to do so effectively, due to inefficient drawings, presents a challenge in our audit. DFDs should be complete and consistent across all levels. If we misinterpret a system or process it becomes impossible to be able to support business process re-engineering for an organization or make viable recommendations.
Hi Sarush,
You point out an important point that standard modeling techniques would help to manage complexity. It enables people to understand the system and process through a visual way. If not using the standardized process would result in misunderstanding and miscommunication issues.
Misinterpretation and miscommunication are both accurate words for what is going on with a formal process. When these things are present it is difficult for an auditor to provide value. That is something that stuck out to me.
Formal modeling diagram function for explaining the processes and systems structure. On my opinions, it can be regarded as a kind of symbolic language for transmitting information. Can you imagine a person can only speak English can make complex conversation with a person can only speak Chinese or Germany? Even for English speakers, the Australian English and British English can still have difference, which can lead to misunderstand. Without a uniform language, the misunderstanding is hard to be avoided. For an IT organization, the misunderstanding of communication can leader to serious problem. So, to make sure everyone in the same page and understand contents in the same ways. One formal modeling techniques should be conducted, the relative training should be provided.
I like your point and example of language, which is clear and easy to understand. Formal modeling technique is a kind of uniform language so that it will reduce the misunderstanding of communication. Using formal modeling technique is more efficient for a firm to complete tasks. As you said, “to make sure everyone in the same page and understand contents in the same way”.
Thank you for your replying.
Rouying,
Great analogy relating the use of formal modeling techniques to the use of languages. I think this hits the nail right on the head in much simpler terms. Thanks!
Thank you for your replying.
It seems like it is easy for people to draw the diagram without the syntax and structure, which can help them save much time, but it contains many risks.
First, for the person who knows it and has knowledge about it, he can read the rough diagram and understand it. However, for the for those who do not familiar with the diagram, it hard for them to understand it clearly.
Second, the unclear diagram will affect organization’s communication and efficiency.
If I will work with an IT organization that has not adopted a formal standard for process modeling, I will tell them the risks they will face to and the benefit they will get if they change the diagram to the formal one.
The benefit the organization will get if it use the formal diagram,: 1) save money and time to train the employees; 2) during the work, a clear diagram will make the project/work efficiently.
Thank you for pointing out saving money and time training employees. Much of my contribution to the discussion happened to center around communication. While I certainly stand by that point, I hadn’t considered your point of training employees in a systematic fashion and the savings that could entail. No doubt, many organizations who have not adopted formal methods are missing out on these benefits.
Diagrams can be confusing for people other than those who created it. I definitely agree that having a rough diagram can prove to be detrimental and should call for a formal process.
Thank you for sharing. I agree with you. Unclear charts can affect the communication and efficiency of the organization.
I believe formal techniques are important for organization to enhance communication. Data modeling helps in comprehending the complex data by organizing and managing in a simpler way. If I am working with an IT organization that has not adopted a formal standard for process modeling, I would emphasize the importance of structured business process that is achieved through formal techniques.
As an IT auditor, I think the main benefits to organizations that use standard techniques to model their processes and systems is that they will be able to conduct effective trainings, increase accuracy as standard techniques will likely prevent errors. The biggest challenge for organizations that do not use standard techniques is that there will be a lack of uniformity in representation of data.
I agree with you, because it is important to have format modeling diagram in an organization. It describes the business process to auditors and staff. It is also important to have a training program to educate staff to use the diagram. They can learn about how to design and understand the diagram.
One of your points refers to enhancing communication. I think that is a primary benefit that many are recognizing here on the board. I, myself, have recognized it as well. Simply put – if there is a standardized “language” for communicating data flows and processes, those things are going to be communicated in a more thorough and easily understood manner to the stakeholders involved.
The benefits of using standard techniques to model processes and systems include:
1. Improving the understanding of systems or processes.
2. Helping the communication of main systems and processes with team members.
3. Improving the work efficiency.
4. Helping to discover potential errors and defects more quickly.
5. Facilitating the analysis process.
Challenges I might have in the organization where no such standards exist:
1. May without positive involvement and support from top executives and employees (they may think the process modeling is complex or with little value).
2. Potential higher cost and time-consuming in the work.
3. Miscommunication the process and system information.
4. Lack of measurements on the effectiveness of the processes.
If I am working with an IT organization that has not adopted a formal standard for process modeling, I will entice them to do so by telling the key values or benefits, including the cost and work efficiency elements. Persuading and involving the board or top management to enforce the standard setting and monitor the implementation.
I notice that you have listed communication and work efficiency as numbers 2 and 3, respectively, on your list. I think it is worth noting that by enhancing communication with team members and stakeholders, work efficiency is improved almost by default. When communication improves, so do understanding, analytics, speed of work, speed of implementation, etc.
I agree with all the benefits you have mentioned, Jing. Standard techniques assist in several ways to facilitate business processes. Organizations that do not use formal techniques can experience increasing difficulties in efficiency, accuracy and communication.
It is important to have formal modeling diagram, because it describes the data and flows for business process. It makes others easy to understand the flow no matter insiders or outsiders. Different activities or entities should use different figure to present. That makes people easily understand which role does what.
If I am an IT auditor, when the clients do not use format modeling diagram. I will let the managers know the importance of the diagram. In addition I will suggest them to have training programs to educate people for this, make sure they follow the suggestion.
As an IT auditor, I can get benefits from the diagram, because I can understand the business process to evaluate the risks of each phase. Based on the risks I can decide the important area for auditing. If there is no format modeling diagram. IT auditors could not fully understand the flow of the business, so they cannot conduct risk-based auditing.
I appreciate your point “…easy to understand the flow, no matter insiders or outsiders.”
As I’ve commented, I believe there is great value in having a universal data flow language to document processes and flows, compared to each IT staff member / individual having their own.
To your point of performing in an IT audit role, I agree that Management of any organization needs to be made aware of the benefit of formal data modeling if not currently implemented. I feel that this would be a recommendation that could benefit any organization in many ways.
And the formal modeling helps define the problem, enabling you to consider different approaches and choose the best one.
I agree with you. If I am working with an IT organization that has not adopted a formal standard for process modeling, the following might be my advice to entice them to do so.
I agree with you. Having a formal model diagram is important because it describes the data and processes of the business process. Whether insiders or outsiders, this makes it easy for others to understand this process. Different activities or entities should use different graphics.
The formal techniques of data modeling are important for a variety of reasons. The primary reason of importance that I see when referring to organizational processes is streamlined communication. Imagine an organization with an IT staff of 5. Now imagine if each of those staff members had their own individual system of communicating to others within the organization. The result would be a greatly diminished communication process internally and could affect many stakeholders.
Instead, by use of formal data modeling, communication across all channels is streamlined. I can attest to this, because until recently, my organization did not necessarily subscribe to formal methods. However, at an examiner’s request, a formal method of diagram in some areas of IT/IS was implemented and has benefitted me as an IT Auditor, but also others within the organization who are now able to understand some parts of internal processes that they were not able to before implementation. Also, as IT Auditor, using a formal method enables me to continue to work thoroughly, but at a faster pace, since it saves me major portions of audit work (interviews, etc.) since documentation exists and is board approved regularly and in most cases, able to be depended upon.
Aaron,
Great idea in discussing the streamlining of communication within organizations by employing standard modeling techniques. However, this also leaves me to think, what if as an IT auditor, each organization we audited had its own internal standard modeling technique?
Hi Derek,
I agree with your comment about streamlining communication within the organization by instituting standard molding techniques. As an IT auditor I would rather that an organization have a modeling standard opposed to not having one at all. Reviewing different standards throughout different organizations would be much more appreciated than them having no standard at all which would possibly increasing the time spent on the audit review.
Formal modeling techniques are good for an organization’s communication and cooperation within the firm. Employees are easier to communicate with each other regarding specific task so that will be minimize mistakes, save time, and improve efficiency. Therefore, other informal methods may result miscommunication within the firm and may increase mistake and misunderstanding when completing tasks inside or outside the organization.
If I was working with an IT organization that has not adopted a formal standard for process modeling, I would conclude the mistake or inefficiency happened within the process of completing tasks, and then suggest them there are better formal modeling techniques can be used.
If an organization uses standard modeling technique to model their process and system, the challenges are mainly about training employees, ensuring uniformity of communication, and protecting the structure of current system and so on.
Yes. if the organization doesn’t have the standard techniques, it may fail to define the significance of business, relational tables, primary and foreign keys.
I do think that pointing out the inefficiencies in the company is key. People usually think that their way is the best, but if you show the facts that there are improvements that can be made it could actually causes a change.
Yingyan, I agree with your point. I believe the data modeling techniques could help organizations to improve efficiency and reduce cost.
yes, Formal modeling techniques are good for internal communication and cooperation within the organization. Employees communicate more easily on specific tasks, which reduces errors, saves time, and increases efficiency.
Using a formal modeling diagram would improve both work efficiency and effectiveness for an organization. As universal techniques, these formal modeling diagrams must be used widely in most companies and industries, therefore, applying these techniques will help an enterprise to communicate with other companies better, such as suppliers, vendors, and contractors. Within the company, utilizing a formal modeling diagram will help different departments to coordinate in a more efficient way.
For these corporations that have not adopted a formal standard for process modeling, we strongly recommend them to take action immediately to upgrade their system (e.g. software, platforms) and provide professional training to their employees. As IT auditors, we will be beneficial from these standard techniques while we perform an audit to the information system, because we will be easier to define any potential weakness and vulnerabilities in the company’s workflow and data transition through these formal modeling diagrams. Without such standards exist, IT auditors would spend much more time to locate the issue inside the system so it could decrease the audit efficiency greatly.
Yijiang,
I think it is great that you identified the ease of identifying vulnerabilities in the organization’s systems during IT audits. I think this can also be used as a method to entice an organization to adopt these techniques. Thanks for sharing.
Yes, I agree with you. Applying these technologies will help companies better communicate with other companies, such as suppliers, suppliers, and contractors. Within the company, using formal modelling diagrams will help different departments coordinate in a more efficient manner.
Data modeling techniques and methodologies are used to model data in a standard, consistent, predictable manner in order to manage it as a resource. It assists business analysts, programmers, testers, manual writers, IT package selectors, engineers, managers. Also, it use for the integration of information systems.
Benefit:
1. High quality. A data model helps define the problem, enabling you to consider different approaches and choose the best one.
2. Clearer scope. A data model provides a focus for determining scope. It provides something tangible to help business sponsors and developers agree over precisely what is included with the software and what is omitted.
3. A data model also promotes agreement on vocabulary and jargon. The model highlights the chosen terms so that they can be driven forward into software artifacts.
If the organization doesn’t have the standard techniques, it may fail to define the significance of business, relational tables, primary and foreign keys.
Zhixin,
Thanks for sharing. I agree with your benefit of formal modeling techniques allowing for high-quality modeling of processes and systems. It is always important to have something standard and formal rather than rough drawings of techniques.
I agree with you, Zhixin! Several complexities can be solved with the help of data modeling. Formal techniques when compared to random drawing techniques will lead to accuracy and effective relay of information among applicable parties.
Using standard techniques makes the communication easier. Communication is an important way to improve your ideas.
When you communicate your idea of diagram with others, formal techniques will be clear and straightforward. The other person can understand your idea clearly and provide suggestion effectively.
Not only within the origination, you may need to exchange your ideas with the third party. If there is no such standard, everyone just use their preferred way of expression, when you show your diagram to others they may misunderstand unless you explained in detail, this definitely decrease the efficiency and accuracy of communication, when the listener want to add their point to help you they have to understand how you create the diagram and using the same way.
I definitely agree that communication is key when is comes to diagrams, People need to understand what is being conveyed, and creating some sort of consistency will be beneficial.
besides this, I think data modeling techniques are important when project team communicates with a party that does hot have a strong background. The clear data modeling can help the party to better understand their requirements and the deliverables.
Well said, Xiaozhou! Standard techniques make communication easy as everyone will be able to comprehend the information in the same way. Having a set of standards to deliver a diagram or any outcome certainly helps in efficiency as well.
Formal modeling techniques are important in various ways including:
1. Uniformity:
2. Ease of Communication
3. More Informative Models
If I was working with an IT organization that has not adopted a formal standard for process modeling, I will explain the importance and monetary benefits to them to entice them to adopt one.
As an IT auditor, it is extremely beneficial if organization¬¬ use standard techniques to model their processes and systems. This is because it makes it easier to understand the organization’s systems and allows for easier and time-saving audits. On the other hand, when an organization does not employ standard techniques in modeling its processes and systems, it makes auditing very challenging and time-consuming. This is because a lot of time and focus is placed on trying to understand the organization’s rough drawing “techniques”.
I like your reply, Derrick!
I think the data modeling techniques can help the organizations to better secure their information assets as well. Data modeling can give the stakeholder an easier understanding way to know how the date will be transported and stored. The organizations can apply stronger controls in the processes that contain sensitive information to avoid the data breach.
Formal data modeling techniques can be crucial for an organization. When you are unorganized and are throwing out ideas without a set way of conveying these ideas you risk losing important information. Using a consistent system throughout a company can be beneficial because everyone who is employed there will be able to interpret the data. Having everyone taught in this system is key. I would recommend this to the company be creating some sort of mock-up of the technique so there would be some visual representation. I would also research and convey the benefits to the higher-ups of the company.
Using standard techniques to convey processes is essential for an IT auditor. People want solutions and to know how these solutions are being made. Having formality to reports will make it easier for all parties involved. Without this, there can be confusion. You do not want your systems and processes to be accurately represented, so using standards is the best option.
Formal data modeling techniques are critical for organizations in software development. Some benefits include better understand business, improve communication, better understand the requirements of clients, reduce misunderstanding and costs, and improve work efficiency. Using data modeling technique can organize the requirements and ideas into a visual form, which allow the project team members, management, and clients find the problems and issues easily. In addition, data modeling technique provides a clear data flow process of the system, which better describes how data was processed and what is the output data in each step.
Dongjie, I agree with your explanation. Formal data modeling not only helps in the business processes within the organization, but also helps in facilitating the interaction with parties outside the organization such as clients. The standard technique lays out a clear foundation to understand, analyze and comprehend data.
IT organization should adopt a standard for process modeling because the standards support achieving clarity. If everyone is following the same standard then the output will look relatively similar. This helps in several instances including employee turnover and documentation updates. The files will be less subject to modifications based on personal style when there is a clear guideline to follow.
As an IT auditor, if an organization uses standard techniques then you only need to understand the technique being utilized to create the documentation. If standards techniques are not used, then the auditor must be familiar with variety of techniques. In addition, the more variation that exists will require to ask more questions where things are not clear. In the reverse scenario, if standards are adopted, then it will be easier for the auditor to understand the material and could potentially reduce inefficiency by trying to address a learning curve.
Hi Tamika,
I agree. Modeling standards will allow an organization to remain consistent as it relates to documentation updates, and keeping them relatively similar.
As you pointed out data modeling standards assist uses, Developer data analyst as well as you pointed out auditer. Data modeling will assist in the audit review by reducing the time spent needing to audit non-uniformed models.
Formal Methods can define as follow;
Formal methods used in developing computer systems are mathematically based techniques for describing system properties. Formal methods provide frameworks within which people can specify, develop, and verify systems in a systematic, rather than try and error method.
Some of the key advantages of enhancing formal methods for software development are as follows.
– Adopting and development of a formal specification provide a better understanding of the software requirements and software design, this will rapidly reduce requirements errors an omissions. On the other hand, it is useful to develop a formal specification of an existing system if that system is complex.
– By adopting formal methods it’s possible to prove specification consistency and completeness or even to prove that the implementation conforms to its specification.
– Formal Specifications may be used as a guide to test software complement in recognizing the appropriate test case.
If I was working on a system without a formal method, I will collect and advantages and disadvantages of adopting formal methods and will prioritize implementing them base on organization’s need and requirements.
Today’s manufacturing industry greatly relies on computer technology to support activities throughout a product’s life cycle. Effective and efficient information sharing and exchange among computer systems have been critical issues. Formal information modeling languages that describe information requirements unambiguously is an enabling technology that facilitates the development of a large scale, networked, computer environment that behaves consistently and correctly.
If I am working with an IT organization that has not adopted a formal standard for process modeling, the following might be my advice to entice them to do so. Emphasis is placed on the need for the implementation of “quality” information models to facilitate an integrated manufacturing environment. How information models are used to define data requirements and how, in a practical application, information models enable information sharing and exchange are described. Several information modeling methodologies, modeling languages, and implementation methods are reviewed. In addition, recommendations on building practical information models are presented.
Yes, good point. The formal information modeling language that describes information requirements is a supporting technology that can promote the development of large-scale, networked, and computer environments. The behavior of such environments is consistent and correct.
A formal technique for modeling is critical for an organization because it helps with communication among team members. If there is not a formal model, there is a higher chance for miscommunication to occur or communication could lack efficiency.
If I was working in an origination that did not have a formal modeling technique, I would prepare a cost analysis to compare the risks of not using the formal modeling technique and the losses that could result from it, to the possible benefits of having a formal model. Challenges that would have to be overcome could be a lack in uniformity of data and human error of training on this formal method were to occur.
Hi Vittorio,
I agree with your statement about uniformity and possible human error. Data modeling will assist with keeping data systems uniform and ensure that the lines of communication are clear.
Formal frameworks and diagram techniques are needed for the same reason that understanding one language amongst a team is h helpful. It creates an common understanding that can be used around the organization, not just one team. As with language, it is not necessary that 1 specific language be used. The lack of a unifying language creates one more layer of obstacles to completing the project.
I of course would recommend that any organization that is not using former diagram rules implement them immediately. I would imagine with most that not deviating from what is believed to have used to work will be an issue to come up against. To that I would simply try to educate the senior management on the amount of money that can be saved if allowing the stop was completed. I would also try to tie in regulatory requirements in order to help motivate people.
Having a formal model diagram is important because it describes the data and processes of the business process. Whether insiders or outsiders, this makes it easy for others to understand this process. Different activities or entities should use different graphics. This makes it easy for people to understand what the character did. If I am an IT auditor, when the client does not use the format modeling diagram. I will let managers know the importance of the chart. In addition, I also recommend that they conduct training to educate them and ensure that they follow this recommendation. As an IT auditor, I can benefit from the chart because I can understand the business process to assess the risk at each stage. Based on the risks, I can decide the important areas of audit. If there is no format modeling diagram. IT auditors cannot fully understand business processes, so they cannot conduct risk-based audits.