DATA FLOW DIAGRAMS

Key Definitions
Process model
A formal way of representing how a business
operates
Illustrates the activities that are performed
and how data moves among them
Data flow diagramming
A popular technique for creating process
models
 DFD Elements
Process
An activity or function performed for a specific
business reason
Manual or computerized
Data flow
A single piece of data or a logical collection of
data
Always starts or ends at a process
 DFD Elements
Data Store
A collection of data that is stored in some way
Data flowing out is retrieved from the data store
Data flowing in updates or is added to the data store
External entity
A person, organization, or system that is external to
the system but interacts with it.
 Naming and Drawing DFD Elements

Process

Data flow

Data store

External
entity
 Depicting Business Processes
with DFDs
Business processes are too complex to be
shown on a single DFD
Decomposition is the process of
representing the system in a hierarchy of
DFD diagrams
Child diagrams show a portion of the parent
diagram in greater detail
 Key Definition
Balancing involves insuring that
information presented at one level of a
DFD is accurately represented in the next
level DFD.
 Context Diagram(Level 0)
First DFD in every business process
Shows the context into which the business
process fits
Shows the overall business process as just one
process (process 0)
Shows all the external entities that receive
information from or contribute information to the
system
 Level 1 Diagram
Shows all the major processes that comprise the
overall system the internal components of
Level 0
Shows how the major processes are interrelated
by data flows
Shows external entities and the major processes
with which they interact
Adds data stores
 Level 2 Diagrams
Generally, one level 2 diagram is created for every major
process on the level 1 diagram
Shows all the internal processes that comprise a single
process on the level 1 diagram
Shows how information moves from and to each of these
processes
If a parent process is decomposed into, for example,
three child processes, these three child processes wholly
and completely make up the parent process
 Data Flow Splits and Joins
A data flow split shows where a flow is broken into its
component parts for use in separate processes
Data flow splits need not be mutually exclusive nor use
all the data from the parent flow
As we move to lower levels we become more precise
about the data flows
A data flow join shows where components are merged to
describe a more comprehensive flow
 Alternative Data Flows
Where a process can produce different data flows given
different conditions
We show both data flows and use the process
description to explain why they are alternatives
Tip -- alternative data flows often accompany processes
with IF statements
 Data Flow Diagrams
DFDs are one of the main methods
available for analyzing data-oriented
systems.
DFDs emphasize the logic underlying the
system.
The systems analysts can put together a
graphical representation of data
movement through the organization.
 Advantages of the Data Flow
Diagram Approach
Four advantages over narrative
explanations of data movement:
Freedom from committing to the technical
implementation too early.
Understanding of the interrelationships of
systems and subsystems.
Communicating current system knowledge to
users.
Analysis of the proposed system.
 Basic Symbols
Four basic symbols are:
A double square for an external entity--a
source or destination of data.
An arrow for movement of data from one point
to another.
A rectangle with rounded corners for the
occurrence of transforming process.
An open-ended rectangle for a data store.
Basic Symbols
 External Entities
Represent people or organizations outside
of the system being studied
Shows the initial source and final recipient
of data and information
Should be named with a noun, describing
that entity

Customer
 External Entities (Continued)
External entities may be:
A person, such as CUSTOMER or STUDENT.
A company or organization, such as BANK or
SUPPLIER.
Another department within the company, such
as ORDER FULFILLMENT.
Another system or subsystem, such as the
INVENTORY CONTROL SYSTEM.
 Processes
Represent either: 1 2
Customer
Add New
A whole system Customer
Inquiry
Subsystem
A subsystem
Work being done, an activity
Names should be in the form verb-
adjective-noun
The exception is a process that represents an
entire system or subsystem.
 Data Stores
Name with a noun, describing the data
Data stores are usually given a unique
reference number, such as D1, D2, D3.
Include any data stored, such as:
A computer file or database.
A transaction file .
A set of tables .
Customer
A manual file of records. D 1 Master
 New Customer
Data Flow
Customer Record
Data flow shows the data about a person, place,
or thing that moves through the system.
Names should be a noun that describes the data
moving through the system.
Arrowhead indicates the flow direction.
Use double headed-arrows only when a process
is reading data and updating the data on the
same table or file.
Developing Data Flow Diagrams
Use the following guidelines:
Create the context level diagram, including all
external entities and the major data flow to or from
them.
Create Diagram 1 by analyzing the major activities
within the context process.
Include the external entities and major data stores.
Create a child diagram for each complex process on
Diagram 1.
Creating Data Flow Diagrams
Detailed data flow diagrams may be
developed by:
Making a list of business activities.
Analyzing what happens to an input data flow
from an external entity.
Analyzing what is necessary to create an
output data flow to an external entity.
Creating Data Flow Diagrams

Detailed data flow diagrams may be

developed by (continue):
Examining the data flow to or from a data
store.
Analyzing a well-defined process for data
requirements and the nature of the
information produced.
Noting and investigating unclear areas.
 Data Flow Diagram Levels
Data flow diagrams are built in layers.
The top level is the Context level.
Each process may explode to a lower
level.
The lower level diagram number is the
same as the parent process number.
Processes that do not create a child
diagram are called primitive.
 Context-Level Data Flow
Diagram
It contains only one process, representing
the entire system.
The process is given the number zero.
All external entities are shown on the
context diagram as well as major data flow
to and from them.
The diagram does not contain any data
stores.
 Diagram 1
Diagram 1 is the explosion of the context
level diagram.
It should include up to 7 or 8 processes.
Any more will result in a cluttered diagram.
Processes are numbered with an integer.
The major data stores and all external
entities are included on Diagram 1.
 Child Diagrams

Each process on diagram zero may be

exploded to create a child diagram.
Each process on a lower-level diagram may
be exploded to create another child diagram.
These diagrams found below Diagram 1 are
given the same number as the parent
process.
 3.2 5.2.7
Edit Calculate
Customer Customer
Discount

Child Diagrams (Continued)

Each process is numbered with the parent
diagram number, a period, and a unique
child diagram number.
Examples are:
3.2 on Diagram 3, the child of process 3.
5.2.7 on Diagram 5.2, child of process 5.2.
On Diagram 3, the processes would be
numbered 3.1, 3.2, 3.3 and so on.
 Child Diagrams (Continued)
External entities are usually not shown on
the child diagrams below Diagram 1.
If the parent process has data flow
connecting to a data store, the child
diagram may include the data store as
well.
 Child Diagrams (Continued)
A lower-level diagram may contain data
stores not shown on the parent process,
such as:
A file containing a table of information (such
as a tax table).
A file linking two processes on the child
diagram.
Minor data flow, such as an error line, may
be included on a child diagram.
 DFD: Course Registration System

Consider a course registration system. When a student provides

a prioritized list of courses and other information to the system, this
information is transformed into a list of preferences. The list of
preferences is used to verify the eligibility of the students
using the student records and the course prerequisites. If the
student is eligible to register for the courses he/she desires, then
the student is enrolled in those courses, and the class schedule
is communicated back to the student. In addition, the system
also compiles the list of students enrolled in each class using the
registration information for each student. This list is then given to
the faculty. The list is also forwarded to the registrar so that a classroom
of an appropriate capacity can be allocated depending on the number of
students enrolled.

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 DFD: Course Registration System
Context Diagram for Course Registration System

Courses & other info.

Faculty Students

Registration
Process
Class schedule
Class list

Registrar

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 DFD: Course Registration System

Level 1 DFD
Students

Courses & Individual Course

Other info. Registration
Information

1. Enroll 2. Compile &

Students Distribute
Information

Schedules Registrar
Class Lists

Students Faculty

Note: External entity Students is replicated to avoid crossing lines

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DFD: Course Registration System

Level 2 DFD
Courses &
Other info. Student Records Course Prereqs

1.1 Obtain
List of 1.2 Check
Student
Preferences Eligibility
Preferences

Eligible Students

1.3 Enroll Students

in Classes

Individual course registration

information

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An Example -
A Context Diagram for a Fast-Food IS