CHAPTER 3

SYSTEM ANALYSIS
DFC3043 : SYSTEM ANALYSIS & DESIGN
 LEARNING OUTCOME
At the end of this lecture, student should be able
to :
3.2 Understand Data and process modelling
 Describe data and process modelling concepts and
tools
 Describe Symbols used in data flow diagrams
Data Flow Diagram (DFD)
A graphical representation of the "flow" of data through
an information system.
DFDs can also be used for the visualization of data
processing (structured design).
DFDs use four basic symbols that represent processes,
data flows, data stores, and entities.
The purpose of a DFD

To show the scope and boundaries of a system.

To show that the whole system has been considered.
may be used as a communications tool between a systems
analyst and any person who plays a part in the system.
To act as the starting point for redesigning a system.
 1. Process Symbol
A process receives input data and produces output that has a
different content, form, or both.
The symbol for a process is a rectangle with rounded corners.
The name of the process appears inside the rectangle.
The process name identifies a specific function and consists of
a verb (and an adjective, if necessary) followed by a singular
noun.
Examples of process names are:
APPLY RENT PAYMENT,
CALCULATE COMMISSION,
ASSIGN FINAL GRADE,
VERIFY ORDER, and FILL ORDER.
2. Data Flow Symbol
A data flow is a path for data to move from one part of
the information system to another.
A data flow in a DFD represents one or more data items.
The symbol for a data flow is a line with a single or
double arrowhead.
The data flow name appears above, below, or along side
the line.
A process symbol can have more than one outgoing data
flow, as shown in the GRADE STUDENT WORK
process, or more than one incoming data flow, as shown
in the CALCULATE GROSS PAY process.
A process also can connect to any other symbol,
including another process symbol, as shown by the
connection between VERIFY ORDER and ASSEMBLE
ORDER.
Three data flow and process combinations that you must
avoid:
1. Spontaneous generation
The APPLY INSURANCE PREMIUM process, for
instance, produces output, but has no input data flow.
Because it has no input, the process is called a
spontaneous generation process.
Three data flow and process combinations that you must
avoid:
2. Black hole
The CALCULATE GROSS PAY is called a black
hole process, which is a process that has input, but
produces no output.
Three data flow and process combinations that you must
avoid:
3. Gray hole
A gray hole is a process that has at least one input and
one output, but the input obviously is insufficient to
generate the output shown.
For example, a date of birth input is not sufficient to
produce a final grade output in the
CALCULATE GRADE process.
3. Data Store Symbol
A data store is used in a DFD to represent data that the
system stores because one or more processes need to use
the data at a later time.
A data store name is a plural name consisting of a noun
and adjectives, if needed. Examples of data store names
are STUDENTS, ACCOUNTS RECEIVABLE,
PRODUCTS, DAILY PAYMENTS, PURCHASE
ORDERS and EMPLOYEES.
A data store must be connected to a process with a data
flow.
3. Data Store Symbol
In a DFD, the Gane and Sarson symbol for a data store is
a flat rectangle that is open on the right side and closed on
the left side.
The name of the data store appears between the lines and
identifies the data it contains.
The data store has at least one incoming and one outgoing
data flow and is connected to a process symbol with a data
flow.
• Two data stores are
connected incorrectly
because no process is
between them.
• The data stores lack
• COURSES has no
either an outgoing or
incoming data flow and
incoming data flow.
STUDENTS has no
outgoing data flow.
4. External Entity Symbol
The symbol for an external entity is a rectangle.
Provide data to the system or receive output from the
system.
DFD entities also are called terminators, because they
are data origins or final destinations.
An entity name is the singular form of a department,
outside organization, other information system, or person.
Entity must be connected to a process by a data flow.
Rules for Using DFD Symbols
List the errors of this DFD
DF2
E1 1.0

DF5 P2

DF1 DS1
DF3

DF6

2.0
DF4

DF2 P1

E1
 DIAGRAM 0 DFD
Diagram 0 (the numeral zero, and not the letter O) zooms
in on the system and shows major internal processes, data
flows, and data stores.
Diagram 0 also repeats the entities and data flows that
appear in the context diagram.
When you expand the context diagram into DFD diagram
0, you must retain all the connections that flow into and
out of process 0.
DIAGRAM 0 DFD FOR A GRADING SYSTEM
• Diagram 0 is an expansion of
process 0.
• Also notice that the three same
entities (STUDENT RECORDS
SYSTEM, STUDENT, and
INSTRUCTOR) and the same six
data flows (FINAL GRADE,
CLASS ROSTER, SUBMITTED
WORK, GRADED WORK,
GRADING PARAMETERS, and
GRADE REPORT) appear in
both diagrams.
• In addition, diagram 0 expands
process 0 to reveal four internal
processes, one data store, and
five additional data flows.
Example:

Precision Tools sells a online of high-quality woodworking

tools. When customers place orders on the company’s Web site,
the system checks to see if the items are in stock, issues a status
message to the customer, and generates a shipping order to the
warehouse, which fills the order. When the order is shipped, the
customer is billed. The system also produces various reports.

 Draw a context diagram for the order system

 Draw DFD diagram 0 for the order system
 Identify Entities, Process, Data Stores & Data Flow
 Entities  Data Flows
 Customer  Order
 Warehouse  In-Stock Request 1.0
 Accounting  Order Data
 Processes  Status Data 2.0
 1.0 Check Status  Status Message
 2.0 Issue Status Messages  Shipping Order 3.0
 3.0 Generate Shipping Order  Order Data
 4.0 Manage Accounts Receivable  Invoice
 5.0 Produce Reports  Shipping Confirmation 4.0
 Data Stores  Payment
 D1 Pending Orders
 Accounting Data
 D2 Accounts Receivable
 Accounts Receivable Data
 Order Data 5.0
 Inventory Reports
 Order
CUSTOMER In-Stock WAREHOUSE
Payment Request

Status 0 Shipping
Message Order

Order
Invoice System Shipping Confirmation

Inventory
Reports

ACCOUNTING
Context
Diagram of
Order
System
 Order In-Stock Request
CUSTOMER WAREHOUSE

1.0
Status
Message
Check Shipping
Status Data Status Order

Order
2.0 Data
Shipping 3.0
Confirmation Pending
Issue D1 Orders
Status
Messages Generate
Shipping
Order Data Order

Payment 4.0
Order Data
Invoice
Manage
Accounts
Receivable
5.0
Accounting Data Accounts Receivable Data

Produce
Accounts Reports
D2 Receivable
Inventory
Reports

Level-0 of
Order System ACCOUNTING