DATA FLOW

DIAGRAMS
(DFDS)
Done by: S. Foster
B.B. Coke High
Objectives
By the end of the lesson students
should be able to:
 Define a Data Flow Diagram
 Identify all symbols used with Data Flow
Diagrams
 Differentiate a Physical and a Logical
DFD
 Differentiate Context level & Level 1
What is a DFD?
A Data flow diagram is a graphical
representation of the flow of data in an
information system. It is capable of
depicting incoming data flow, outgoing
data flow and stored data. The DFD is one
of the methods that system analysts use to
collect information necessary to determine
information system requirements.
There are two types of DFDs; Logical and
Physical DFDs.
 DFD Symbols

DFDs use four basic symbols that

represent processes, data flows, data
stores, and entities. Several different
versions of DFD symbols exist, but they all
serve the same purpose. There are two
major representations of DFD symbols, the
Gane and Sarson symbol set and the
Yourdon symbol set. The next slide shows
examples of both versions. Symbols are
referenced by using all capital letters for
the symbol name.
Symbols used in a DFD
 Process
A process receives input data and produces output that
has different content, form, or both. For instance, the
process for calculating pay uses two inputs (pay rate
and hours worked) to produce one output (total pay).
Processes can be very simple or quite complex.

The name of the process appears inside the

rectangle/circle. 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.
 Data Flow
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. For example, a data flow could consist
of a single data item (such as a student ID number) or it could
include a set of data (such as a class roster with student ID
numbers, names, and registration dates for a specific class).

The symbol for a data flow is a line with a single or double

arrowhead. The data flow name appears above, below, or
alongside the line. A data flow name consists of a singular noun
and an adjective, if needed. Examples of data flow names are
DEPOSIT, INVOICE PAYMENT, STUDENT GRADE, ORDER, and
COMMISSION. Exceptions to the singular name rule are data
flow names, such as GRADING PARAMETERS, where a singular
name could mislead you into thinking a single parameter or
single item of data exists.
 Guidelines for use of Process and Data
Flows
 A process changes the data’s content or form,
therefore at least one data flow must enter
and one data flow must exit each process
symbol.
 A process symbol can have more than one
outgoing data flow, or more than one
incoming data flow.
 A process also can connect to any other
symbol, including another process symbol.
 A data flow must have a process symbol on at
least one end.
Some Mistakes when using Process and
Data Flows

 Spontaneous generation: A process

produces output, but has no input data
flow. Because it has no input, the process is
called a spontaneous generation process.
 Black hole: A process that has input, but
produces no output.
 Gray hole: A process that has at least one
input and one output, but the input
obviously is insufficient to generate the
output shown.
Data Store
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. For instance,
instructors need to store student scores on tests
and assignments during the semester so they can
assign final grades at the end of the term.
The physical characteristics of a data store are
unimportant when you are concerned only with a
logical model. Also, the length of time that the data
is stored is unimportant. Examples of data store
names are STUDENTS, ACCOUNTS RECEIVABLE,
PRODUCTS, DAILY PAYMENTS,
 Entities
A DFD shows only external entities that provide data
to the system or receive output from the system. A
DFD shows the boundaries of the system and how
the system interfaces with the outside world.
DFD entities also are called terminators, because
they are data origins or final destinations. Systems
analysts call an entity that supplies data to the
system a source, and an entity that receives data
from the system a sink.
An entity name is the singular form of a department,
outside organization, other information system, or
person.
 Note
The double
arrow data flow
is not
something that
is acceptable to
be used in
DFDs. In this
case its being
used to show
both directions
of data flow but
not at the same
time.
Advantages of the Data Flow Approach

The data flow approach has four chief advantages

over narrative explanations of the way data move
through the system:
 Freedom from committing to the technical

implementation of the system too early.

 Further understanding of the interrelatedness of

systems and subsystems.

 Communicating current system knowledge to

users through data flow diagrams.

 Analysis of a proposed system to determine if the

necessary data and processes have been defined.

DFD Levels
The highest level, called the context diagram, is
only an overview. More detail is typically needed
for system analysts. We add detail to a DFD by
creating “levels”. The first level added after the
context diagram is called level “1”. Each new level
breaks apart one process and “explodes” the single
process into a new, more detailed DFD. A complete
DFD can have many (up to 6 or 7) levels depending
on the complexity of system. Breaking the DFD into
levels is referred to as “Exploding the diagram”.
Each subsequent DFD level increases in number for
example, level 0, level 1 etc.
Context Level DFD
The first model is the context-level data
flow diagram (also called an
environmental model). The context-level
data flow diagram employs only three
symbols: (1) The process
(2) The Entity and
(3) Data flow
The context-level diagram doesn’t show
enough detail to indicate exactly what
happens (it isn’t supposed to).
Context Level DFD Example
Context Level DFD Example
 Conventions used in DFDs

 When naming a high-level process, assign

the process the name of the whole system.
An example is
INVENTORYCONTROLSYSTEM.
 When naming a major subsystem, use a
name such as INVENTORYREPORTING
SUBSYSTEM or INTERNET CUSTOMER
FULFILLMENT SYSTEM.
 Give each data store a unique reference
number, such as D1, D2, D3, and so on.
 Conventions used in DFDs
 When naming detailed processes, use a verb-
adjective-noun combination. The verb describes the
type of activity, such as COMPUTE, VERIFY, PREPARE,
PRINT, or ADD. The noun indicates what the major
outcome of the process is, such as REPORT or
RECORD. The adjective illustrates which specific
output, such as BACKORDERED or INVENTORY, is
produced.
Examples of complete process names are COMPUTE
SALES TAX, VERIFYCUSTOMER ACCOUNT STATUS,
PREPARE SHIPPING INVOICE, PRINT BACK-ORDERED
REPORT, SEND CUSTOMER EMAILCONFIRMATION,
VERIFYCREDIT CARD BALANCE, and ADD
INVENTORYRECORD.
 Rules for drawing DFDs
 A process must also be given a unique
identifying number indicating its level in the
diagram.
 Several data flows may go into and out of
each process. A minimum of one data flow in
and one data flow out of a process.
 A data store must be connected to a
process(either in, out, or both)
 An external entity must be connected to a
process(either in, out, or both)
 A single data flow must only flow one way.
 DFD common mistakes
 Process has no data flowing into it, but
has data flowing out.
 Data store is hooked to external entity.
This means external entity can read and
write to your data file without auditing!!
 The data flow goes in two directions at
once. Two or more arrows should be
used to show the flow to and from each
process.
Context Level DFD Example
Level 1 DFD Example
Steps to a solution
 Identify the External Entities (Internal Entities
are not represented on your DFDs)
 Identify the Processes.
 Identify the Data Flows to and from the
Processes
 Identify the Data stores
 Draw a Context Level diagram to represent the
flow of data described in the case.
 Draw a Level-1 diagram to represent the flow of
data described in the case.
 Ensure Processes and data stores are labelled
 Check solution for inaccuracies
Class Work Question 1
In a university registration system, a student sends
an application form containing his/her personal
details and the course he/she would like to register
for. The university checks a course file to find out if
the course is available. If the course is available,
the student is enrolled in the course by updating the
student file and course file. The university confirms
the enrolment by sending a confirmation letter to
the student. If the course is unavailable, the
student is sent a rejection letter
 Draw context and Level 1 Diagrams for the above

System
Class Work Question 2
A customer sends an order to the order
processing system. The system checks if the
items ordered are in the inventory. If the
items are available, a shipping notice is sent
to the warehouse which dispatches the items
to the customer and updates the number of
items in the inventory. If the items are not
available, the order is rejected and returned to
the customer.
 Draw context and Level 1 Diagrams for the

above System