1 Chapter 7 DOCUMENTING USE CASES There is a lot of documentation associated with Use Cases that needs to be organized somehow. You want the documentation to be understandable, but you need other things as well. For example, you may want to be able to trace from System level to subordinate Use Cases, or from Use Cases to Scenarios to Test Plans. You may want to be able to set priority levels on a Use Case or any part of a Use Case, then run a report later listing all Use Cases of a certain priority. Or you may want to be able to set and check status on a Use Case, such as has it been coded or tested. In this Chapter, we ll look at a sample Use Case template, and consider different methods for implementing that template. Documentation Templates Below are some sample documentation templates. We start with an overall system description. You will have just one of these documents. It will probably be in a file or document by itself. We follow that with a document template for a Use Case. 111
2 112 CHAPTER 7 System Name <Brief description. In a large system, this could be several pages. Note this is not meant to be detailed requirements, but a basic overview of the system.> Risk Factors <list risk factors here in priority order> System Level Use Case Diagram <Or you could just list the Actors and Use Cases in text.> Architecture Diagram <Include a description of the interfaces as well. These could be on the diagram, or listed in text.> Subsystem Descriptions <Include a brief description of each subsystem.> Figure 89: System Description Document Template Next, we need descriptions for the Use Cases. Each Use Case will likely be in a document or file by itself. If a Use Case has a lot of detailed Scenario descriptions, they might also be in separate files. First is a very detailed Use Case document template. You will have one for each system level Use Case. You will also have one for each subordinate Use Case. You will need a similar
3 DOCUMENTING USE CASES 113 document for the detailed Scenarios. Just leave out the parts that are unnecessary or redundant. Use Case Name <Brief description. Usually a paragraph or less.> Actors <A list of the Actors who communicate with this Use Case> Priority <How important is this Use Case to the project?> Status <What point are we in developing this Use Case?> Pre-Conditions <A list of conditions that must be true before the Use Case starts> Post-Conditions <A list of conditions that must be true when the Use Case ends, no matter which Scenario is executed.> Extension Points <If the Use Case has extension points, list them here.> Used Use Cases <If the Use Case uses other Use Cases, list them here.> Figure 90: Detailed Use Case Description Document Template
4 114 CHAPTER 7.
5 DOCUMENTING USE CASES 115 Flow of Events <This could be in text, in an Activity diagram, in a Sequence diagram, or any or all of them.> Activity Diagram <An activity diagram of the flow of events, or some significant or complex part of the flow of events.> User Interface <For systems which interface with people, include a description of the user interface, possibly using storyboards.> Scenarios <They should at least be listed here, but may also include a brief description.> Sequence Diagrams <If you don t have separate documents for Scenarios, you might include sequence diagrams for them here.> Subordinate Use Cases <If the Use Case has subordinate Use Cases, show them here. Or you could include a Use Case diagram for the subordinate Use Cases. Or both. Also tell what subsystem is responsible for this subordinate Use Case.> Diagram of Participating Objects <A class diagram showing all the classes whose objects interact to implement this use case. You can also show interfaces to the Use Case here, and which of the classes implement the interfaces.> Other Artifacts <This can include references to the subsystem the Use Case belongs to, an analysis model, a design model, code, or test plans.> Figure 91: Detailed Use Case Description Document Template (cont.)
6 116 CHAPTER 7 You don t have to include all these sections. If your Use Cases are not this complex, then you don t need all these sections. You may find you want additional sections. That s fine. This is just a sample given as a starting point. If it works as is, use it. Otherwise, modify as needed. Tool Support for Use Case Documents Unless you are writing Use Cases on paper with pen, pencil, crayon, or whatever, you will be looking for some kind of tool support for your Use Case documents. Consider your needs before buying tools. Use Cases documents could be done in desktop publishing tools such as FrameMaker, word processing tools such as Microsoft Word, spreadsheets such as Microsoft Excel, HTML pages or other web based formats, requirements management tools such as Requisite Pro, groupware such as Lotus Notes, programs, or stored in a relational database. Almost any tool can be used to generate and store Use Case documents, so you have to consider the needs of your team, project, and company. Answer these questions before going tool shopping: Are you just looking for a way to record text? Do you need search capabilities? Do you need to share the documents with a small team, a large team, or a geographically distributed team? What about report generation? What kinds of reports would you like to get about your Use Cases? Do you want to be able to hyperlink from one part of a document to another part or another document? Do the documents have to be sharable across multiple platforms? Do you need the ability to compose documents into books to get the right page numbering or chapter numbering across documents? What other tools might need to use what is in the Use Case documents? How do you integrate to those tools? After answering these questions you will be prepared to evaluate the tools you already have, as well as tools you are considering buying. One last thing to consider is ease of use. Hard to use tools tend to sit on a shelf, unless there are no other options. In this case you have many options, so look for something your team will use.
7 DOCUMENTING USE CASES 117 Order Processing System Use Cases In real life, the Use Cases for a small system will be fairly well worked out before work begins on building the system. Large system tend to work more in parallel than linearly. So some people will work on Use Cases, while others start building code for the Use Cases already completed. Since our Order Processing system is relatively small, we have completed all the Use Cases for it before building the system. But we have not detailed the Scenarios. They seem pretty simple. If we find out later they are relatively complex, then we can write out detailed descriptions. The rest of this chapter is the Use Case documentation for the order processing system. Don t feel you have to read all of it. Just browse a bit to get a feel for the documentation. Here are a few things to look for in the Use Cases following. You ll see a lot of uses relationships between Use Cases, but no extends. Uses are found early in the process, and allow you to show commonality between parts of the system. Extends tends to be added later, when you find some new requirement or functionality that extends the current system. Since we haven t built the first system yet, we don t have anything to extend. We noticed that all of the Use Cases involving the Customer actor required gaining access to the system. So we added a new Use Case called Login. But now we had to figure out it s relationship to the other Use Cases. Our first thought was to have each of the other Use Cases start out by using Login. That feels comfortable if the system is a bunch of independent applications, each with their own interface. So we start the Place Order application, and it calls Login as its first activity. But we don t see this system that way. Instead, there is a common front end for logging into the application. Based on user selection, we branch to one of the other operations. So we have a branch in Login with uses relationships to the other Use Cases. Look at the activity diagram for Login to see branching shown as a decision point. The activity diagram for Place Order shows a way to diagram an alternative flow of events. This diagram also shows looping. We re not entirely happy with the process for handling backordered items, but since it seems to work, we ll go with it for now. This is an area we ll plan to revisit later to make the process more efficient. Right now our focus is on getting a working system completed. Look at what happened to some of the uses relationships. A Use Case must be completely contained within a system, or subsystem, except for communicates
8 118 CHAPTER 7 relationships with actors. This means that we cannot have a uses relationship from a Use Case in one subsystem to a Use Case in another subsystem. The Place Order use case in the system diagram uses the Give Product Information use case. But these Use Cases ended up in different subsystems, Place Order in the Manage Orders subsystem, and Give Product Information in the Product Info subsystem. So our uses relationship at the system level became a communicates relationship in the subsystems. You will see this in a number of places in the following pages. Order Processing System We are developing order processing software for a mail order company called National Widgets, which is a reseller of products purchased from various suppliers. Twice a year the company publishes a catalog of products, which is mailed to customers and other interested people. Customers purchase products by submitting a list of products with payment to National Widgets. National Widgets fills the order and ships the products to the customer s address. The order processing software will track the order from the time it is received until product is shipped. National Widgets will provide quick service. They should be able to ship a customer s order by the fastest, most efficient means possible. Customers may return items for restocking, but will sometimes pay a fee. Risk Factors Some of the people designing the software are inexperienced How can we prevent lost orders on system failure? The system has to be easy for non-technical people to use. Can we be successful if we don t support a web interface? What if the system is flooded with orders immediately? How do we handle many simultaneous users in different parts of the company? How do we handle the database crashing?
9 DOCUMENTING USE CASES 119 System Level Use Cases <<uses>> Give product information Place order<<uses>> Customer Customer Rep <<uses>> <<uses>> Return product Login <<uses>> <<uses>> <<uses>> <<uses>> <<uses>> Update account Update product quantities <<uses>> Update account Cancel order Inventory System Accounting System <<uses>> <<uses>> Get status on order Customer Support Manager Run Sales Report Register complaint Send Catalog Figure 92: Order Processing Use Cases (1)
10 120 CHAPTER 7 Backordered items received Inventory System <<uses>> Give Product Information <<uses>> Clerk Update ProductQuantities Fill & Ship Order Shipping Co Architecture Figure 93: Order Processing Use Cases (2) System Access Product Info Manage Orders Ship Orders Money Handling Database global Figure 94: Order Processing Architecture
11 DOCUMENTING USE CASES 121 System Access Subsystem This subsystem handles log in and log out, and checks for access permissions. Product Info Subsystem This subsystem provides all kinds of information about products. It interfaces with the Inventory System. Manage Orders Subsystem This subsystem handles order taking, returning of products, status of orders, and canceling orders. Ship Orders Subsystem This subsystem prints pick lists for orders, generates mailing labels, and calculates shipping and handling for orders. Money Handling Subsystem This subsystem interfaces to the Accounting System, updates accounts, charges and credits customers, and handles checks, credit cards, or money orders. Database Subsystem This subsystem contains the data we need to store for the application. It provides standard store, retrieve, update, and delete functions for the data that is stored.
12 122 CHAPTER 7 Login This Use Case describes the process by which users log into the order processing system. It also sets up access permissions for various categories of users. Actors Customer Customer Rep Used Use Cases Place Order Return Product Cancel Order Get Status on Order Send Catalog Register Complaint Run Sales Report Flow of Events 1. The Use Case starts when the user starts the application. 2. The system will display the login screen 3. The user enters a username and password. 4. The system will verify the information. 5. The system will set access permissions. 6. The system will display the main screen. 7. The user will select a function 8. While the user does not select Exit loop 9. If the user selects Place Order then 8.1 Use Place Order 10.else If the user selects Return Product then 9.1 Use Return Product 11.else if the user selects Cancel Order then 10.1 Use Cancel Order 12.else if the user selects Review Order then 11.1 Use Get Status on Order 13.else if the user selects Send Catalog then 12.1 Use Send Catalog 14.else if the user selects Contact Customer Service then 13.1 Use Register Complaint
13 DOCUMENTING USE CASES else if the user selects Run Sales Report and user is a Customer Rep then 14.1 Use Run Sales Report end if 16.The user will select a function end loop 17.The Use Case ends
14 124 CHAPTER 7 Activity Diagram Run Sales Report [run sales report] Return Product [return product] Get Status on Order [review order] Cancel Order [cancel order] [send catalog] Send Catalog [place order] Place Order [contact customer service] Register Complaint Verify Information [not exit] Select Function Set Access Rights [exit] Enter Name and Password Login Screen Displayed Figure 95: Place Order Primary Scenario
15 DOCUMENTING USE CASES 125 User Interface Welcome to National Widgets On-Line Catalog UserName: Password: Please enter your User Name and Password to access our electronic Catalog Figure 96: Login Screen What would you like to do? Place Order Review Order Contact Customer Service Return Product Cancel Order Send Catalog Exit Run Sales Report Figure 97: Main Screen Scenarios Bad username Bad password User does not have a username and password for our system User selects a function for which they are not allowed access User makes no selection of function Subordinate Use Cases System Access - Login Manage Orders - Display Main Screen
16 126 CHAPTER 7 Place Order This Use Case describes the process by which orders are entered into the order processing system. Actors Customer Customer Rep Used Use Cases Give Product Information Update Account Flow of Events 1. The Use Case starts when the customer selects Place Order. 2. The system displays the Place Order Screen 3. The customer enters their name and address. 4. The customer will enter product codes for products they wish to order 5. For each product code entered 4.1 Use Give Product Information 4.2 The system will add the price of the item to the total. end 6. The customer will enter credit card payment information. 7. The customer will select submit. 8. The system will verify the information and save the order as pending 9. Use Update Account 10.The order is marked confirmed, an order id is returned to the customer, and the use case ends. Alternative Flow of Events At any time before selecting submit, the customer can select cancel. The order is not saved and the use case ends.
17 DOCUMENTING USE CASES 127 Activity Diagram Order form Displayed [place order selected] Cancelable Actions Submit Order marked Pending [Info complete] Enter Name and Address [product code entered] Give Product Information [product code entered] New Total Calculated [no more product codes] Charge Account [payment good] Order marked Confirmed Order Id Displayed Enter Credit Card Info [submit] [cancel] Figure 98: Place Order Primary Scenario
18 128 CHAPTER 7 User Interface Shipping Name Shipping Address City, State, Zip Product Code Description Quantity Price Total Each Price Credit Card Number Subtotal Tax Total Expiration Date Order Id Cancel Submit Scenarios Payment not there Shipping address is incomplete Product code doesn t match actual products Product no longer carried Payment bad Customer pays by check Customer sends order by mail Customer phones in order Subordinate Use Cases Manage Orders - Place Order Database - Save Order Database - Update Order Figure 99: Place Order Screen
19 DOCUMENTING USE CASES 129 Give Product Information This Use Case retrieves product information from the Inventory System. Actors Inventory System Used Use Cases None Flow of Events 1. This Use Case begins when a product code is entered. 2. The system sends a request to the Inventory System for product information based on that product code. 3. The Inventory System returns the product information, what must include at least a product description, price, and stock on hand. 4. The Use Case ends. Activity Diagram None. User Interface None. Scenarios No such product Product no longer carried Inventory System unavailable Subordinate Use Cases Product Info - Get Product Info
20 130 CHAPTER 7 Update Account This Use Case interacts with the Accounting System to apply charges or credits to an account. Actors Accounting System Used Use Cases None Flow of Events 1. The Use Case begins when a request to update an account is received. 2. The system will send credit card info and amount of credit or debit to the Accounting System. 3. The Accounting System will send a status of OK. 4. The Use Case ends. Activity Diagram None. User Interface None. Scenarios Account overdrawn Account doesn t exist Accounting System not available Subordinate Use Cases Money Handling - Update User Account
21 DOCUMENTING USE CASES 131 Return Product This Use Case describes the process by which unwanted products are returned to the company by the customer. Actors Customer Rep Used Use Cases Search For Order Update Product Quantities Update Account Flow of Events 1. The Use Case starts when the customer rep selects return product. 2. Use Search for Order. 3. The system will display the selected order in the Return Products Screen. 4. The customer rep will select the products to return. 5. The customer rep will select submit. 6. Use Update Account. 7. Use Update Product Quantities. 8. The system will display an acknowledgment and the Use Case ends. Activity Diagram None.
22 132 CHAPTER 7 User Interface Shipping Name Shipping Address City, State, Zip Product Code AAA AAAA BBB BBBB CCC CCCC Description Quantity to Return XX XX XXX XXX Submit Scenarios No orders for this customer Order id not found in system Customer not found in system Account no longer valid Accounting System not available Inventory System not available Subordinate Use Cases Manage Orders - Return Product Database - Update Order Figure 100: Return Products Screen
23 DOCUMENTING USE CASES 133 Search for Order This Use Case describes the process for finding a particular order in the system. Actors Customer Customer Rep Used Use Cases None. Flow of Events 1. The Use Case starts when the Find Order Screen is displayed. 2. The user enters an order id or name and address. 3. The user selects search. 4. If the user entered a name and address 4.1 The system will display a list of orders for that customer, including at least an order id and date of order 4.2 The user will select one order end if 5. The system returns an order id and the Use Case ends. Activity Diagram None. User Interface Name Address Find Order City, State, Zip Order Id Or Search Figure 101: Find Order Screen
24 134 CHAPTER 7 Select An Order Order Id Date Select XX XX XXX XXX Scenarios No such customer No orders for customer No such order Figure 102: Order Selection Screen Subordinate Use Cases Manage Orders - Search for Orders Database - Get Order List Database - Get Order
25 DOCUMENTING USE CASES 135 Update Product Quantities This Use Case interfaces with the Inventory System to update product quantities in the inventory. Actors Inventory System Used Use Cases None Flow of Events 1. The Use Case starts when a request to Update Product Quantities is received. 2. If the quantity is positive then 2.1 the system will send a request to the Inventory System to add that amount to the stock on hand for a product. else 2.2 the system will send a request to the Inventory System to subtract that amount from the stock on hand for a product. end if 3. The Inventory System will send an acknowledgment and the Use Case ends. Activity Diagram None. User Interface None. Scenarios Inventory System not available Product is no longer stocked Subordinate Use Cases Product Info - Update Product Quantities
26 136 CHAPTER 7 Cancel Order This Use Case describes the process by which a customer can cancel an order. Actors Customer Customer Rep Used Use Cases Search for Order Update Account Flow of Events 1. The Use Case starts when the customer selects Cancel Order. 2. Use Search for Order. 3. The system will display the cancel order screen for that order. 4. The customer will select Cancel. 5. If the order has not been shipped 5.1 Use Update Account else 5.2 Display Return Policies Screen end if 6. The Use Case ends. Activity Diagram None. User Interface Unopened products may be shipped back in their original containers within 30 days of purchase for a full refund. OK Figure 103: Return Policies Screen
27 DOCUMENTING USE CASES 137 Shipping Name Shipping Address City, State, Zip Product Code Description Quantity Price Total Each Price Are you sure you want to cancel this order? Cancel Order Scenarios No orders for this customer Order id not found in system Customer not found in system Account no longer valid Accounting System not available Subordinate Use Cases Manage Orders - Cancel Order Database - Update Order Keep Order Figure 104: Cancel Order Screen
28 138 CHAPTER 7 Get Status on Order This Use Case describes the process by which a customer can get the current status on any of their orders. Actors Customer Customer Rep Used Use Cases Search for Order Flow of Events 1. The Use Case starts when the user selects review order. 2. Use Search for Order. 3. The system will display the order status screen and the Use Case ends. Activity Diagram None. User Interface Shipping Name Order Id Status OK Product Description Quantity Item Status Scenarios Order not found Figure 105: Get Status on Order Screen Subordinate Use Cases Manage Orders - Get Status on Order
29 DOCUMENTING USE CASES 139 Send Catalog This Use Case describes how a customer can request a catalog. Actors Customer Customer Rep Used Use Cases None Flow of Events 1. The Use Case starts when the customer selects send catalog. 2. The catalog order screen is displayed. 3. The user enters a name and address 4. The user selects submit 5. The request is submitted as a regular order with no charges to the system. 6. The Use Case ends. Activity Diagram None. User Interface Scenarios None. Name Address City, State, Zip Order Catalog Subordinate Use Cases Manage Orders - Send Catalog Database - Save Order Submit Figure 106: Order Catalog Screen
30 140 CHAPTER 7 Register Complaint This Use Case describes how a customer can give feedback to the company. Actors Customer Customer Rep Customer Support Manager Used Use Cases None Flow of Events 1. The Use Case starts when the user selects contact customer service. 2. The message screen is displayed. 3. The user enters text. 4. The user selects submit. 5. The system sends the text entered in an message to the customer support manager and the Use Case ends. Activity Diagram None. User Interface Enter Text of message Submit Scenarios None. Your address Figure 107: Message Screen Subordinate Use Cases Manage Orders - Register Complaint
31 DOCUMENTING USE CASES 141 Run Sales Report This Use Case describes how a customer rep can get reports on sales. Actors Customer Rep Used Use Cases None Flow of Events 1. The Use Case starts when the user selects run sales report. 2. The choose report screen is displayed. 3. The user selects a report. 4. The user selects submit. 5. The system displays the report and the Use Case ends. Activity Diagram None. The flow is very simple and doesn t need it. User Interface Pick A Report Total sales this month Total sales this quarter Submit Figure 108: Report Selection Screen Scenarios None. Subordinate Use Cases Manage Orders - Run Sales Report Database - Get Sales Data
32 142 CHAPTER 7 Fill and Ship Order This Use Case describes how a warehouse clerk gets information on what orders to fill, their products, and the addresses for shipping. Actors Clerk Used Use Cases Give Product Info Update Product Quantities Flow of Events 1. The Use Case starts when the clerk starts the fill and ship order application. 2. The system displays the fill order screen with a list of all confirmed orders. 3. While the clerk selects an order 3.1 The system displays the order 3.2 for all the items in the order User Give Product Info The system displays stock on hand information for the item if the item is out of stock The system marks the item backordered The system sends a backorder request to the inventory system The order is marked backorders end if end loop 3.3 If there are items which are not backordered and not shipped then for each such item Use Update Product Quantities Print item and quantity on packing slip mark item shipped end loop If all items are marked shipped mark the order shipped end if The system calculates postage due The system prints a mailing label with the shipping address and postage due The system sends a notice to the shipping co that packages are ready to be picked up end if end loop
33 DOCUMENTING USE CASES The Use Case ends Activity Diagram None. The flow is very simple and doesn t need it. User Interface Order Id Date of Order Figure 109: Orders to Fill Screen Order Id Product Requested Available Scenarios Inventory System not available Printer not available Shipping company not available Figure 110: Order with Stock on Hand Subordinate Use Cases Ship Orders - Ship and Fill Order Database - Get Order List Database - Get Order Database - Update Order Product Info - Backorder Item
34 144 CHAPTER 7 Backordered Items Received This Use Case describes what happens when a shipment of items is received for which the company has back orders. Actors Inventory System Used Use Cases None Flow of Events 1. The use case starts when the Inventory system notifies the system that backordered items have been received. 2. The system finds all orders marked backorders, and changes their status to confirmed. 3. For each item marked backordered, clear its state. 4. The Use Case ends. Activity Diagram None. The flow is very simple and doesn t need it. User Interface None. Scenarios None. Subordinate Use Cases Product Info - Backordered Items Received Database - Get Order List Database - Update Order
35 DOCUMENTING USE CASES 145 System Access Subsystem This subsystem handles log in and log out, and checks for access permissions. System Access Use Cases Login Database User Manage Orders Figure 111: System Access Use Cases System Access Architecture System Access Facade Login () Figure 112: System Access Facade 1. The use case starts when the user starts the application. 2. The system displays the login screen. 3. The user enters a user name and password 4. The system asks the database for a user record for the user name. 5. The system validates the login based on information from the user record. 6. The system sets access levels for the user 7. The system asks Manage Orders to display the main screen. 8. The use case ends Figure 113: Login Subordinate Use Case
36 146 CHAPTER 7 Product Info Subsystem This subsystem provides all kinds of information about products. It interfaces with the Inventory System. Product Info Use Cases BackOrder Item Manage Orders Database Get Product Info Update Product Quantities Backordered Items Received Figure 114: Product Info Use Cases Ship Orders Inventory System Product Info Architecture Product Info Facade Get Product Info (Product code) Update Product Quantities (Product, Quantity) Mark Product Backordered (Product, Quantity) Backordered Items Arrived () Figure 115: Product Info Facade
37 DOCUMENTING USE CASES This Use Case begins when an actor requests product information. 2. The system sends a request to the Inventory System for product information based on that product code. 3. The Inventory System returns the product information, what must include at least a product description, price, and stock on hand. 4. The Use Case ends. Figure 116: Get Product Info Subordinate Use Case 1. The Use Case starts when a request to Update Product Quantities is received. 2. If the quantity is positive then 2.1 the system will send a request to the Inventory System to add that amount to the stock on hand for a product. else 2.2 the system will send a request to the Inventory System to subtract that amount from the stock on hand for a product. end if 3. The Inventory System will send an acknowledgment and the Use Case ends. Figure 117: Update Product Quantities Subordinate Use Case 1. The Use Case starts when a request to backorder items is received 2. The system sends a request to the Inventory System to place an order for out of stock items 3. The Inventory System will send an acknowledgment and the use case ends Figure 118: BackOrder Item Subordinate Use Case
38 148 CHAPTER 7 1. The use case starts when the Inventory system notifies the system that backordered items have been received. 2. The system requests the Database to find all orders marked backorders 3. For each order returned 3.1 The system changes its status to confirmed. 3.2 For each item marked backordered, The system will clear its state. end loop 3.3 The system requests the Database to update the order. end loop 4. The Use Case ends. Figure 119: Backordered Items Received Subordinate Use Case Manage Orders Subsystem This subsystem handles order taking, returning of products, status of orders, and canceling orders. Manage Orders Architecture Manage Orders Facade Display Main Screen() Figure 120: Manage Orders Facade
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Microsoft Dynamics GP Release Workflow Administrator s Guide December 10, 2012 Copyright Copyright 2012 Microsoft. All rights reserved. Limitation of liability This document is provided as-is. Information
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