DAT A F LO W

D I AG R A M
DEFINITION

• A DATA FLOW DIAGRAM (DFD) IS A GRAPHICAL REPRESENTATION

OF THE FLOW OF DATA IN A SYSTEM. IT SHOWS HOW DATA
ENTERS AND LEAVES THE SYSTEM, HOW IT IS PROCESSED, AND
WHERE IT IS STORED.
DATA FLOW DIAGRAM ARE
USED TO:
• SHOW WHERE DATA COMES FROM AND GOES
• SHOW WHICH ACTIVITIES TRANSFORM DATA
• SHOW WHICH OUTPUT ARE STORED IN THE SYSTEM
• SHOW WHICH OUTPUT ARE UTILIZED BY OTHER ACTIVITIES OR
ENTITIES
IMPORTANCE OF DFDS:

• HELPS IN UNDERSTANDING THE SYSTEM'S FUNCTIONALITY.

• AIDS IN IDENTIFYING INPUTS AND OUTPUTS.
• FACILITATES COMMUNICATION AMONG STAKEHOLDERS.
•DFD includes a set of symbols , naming convention,
and syntax rules. There are two styles of symbol
commonly used. One was developed by Chris Gane
and Trish Sarson and the other by Tom Demarco and
Ed Yourdon
COMMON NOTATION/SYMBOL
OF DFD
 ELEMENTS OF DFD
• Processes: They indicate the actions taken on data. Processes transform incoming data into outputs. Then all
output must a least one data input and output. Labels must be an verb,adjective and noun (e.G., Borrow
book).(Take note: In Context Diagram you label your process by your system name)

• Data flows: is the representation of data or information moving between external entities, processes and data
stores. Data flows will either be an input, output or both. Data flows are always labelled as a singular noun.
(E.G.. Book details)

• Data stores: They indicate where data is stored. Data store labels must be a noun phrase. (E.G., Books
database).

• External entities: Referred to as a data source or endpoint, or terminators because they are data origin or
end. Entity are also users interacting with the system .External entities labels must be a noun. (E.G.,
Librarian, borrower). External entities can be a person, organization or other system.
•
 Take note: Labelled by singular noun
Take note: Labelled by verb, adjective and a noun
Book details
ID

DATA FLOW
Borrow Book

PROCESSES
Take note: Labelled by a noun
Take note: Labelled by a noun phrase

ID Borrower tbl Librarian

DATA STORE EXTERNAL ENTITY

RULES IN CREATING DATA FLOW
DIAGRAM
• All data flows must flow to or from a process. All data must flow
either coming from or going to a process. External entities , as well as
data stores, cannot flow directly to each other. Remember that data
cannot move between external entities or data stores without being
processed first. All processes must be connected to either another
process or a data store.
Don’t include more than nine
processes on a DFD. If more than
nine processes are involved in the
system, group some of the
processes that work together into
the subsystem and place them in a
level 0 diagram.
Don’ts Do
 DFD LEVELS:
• CONTEXT DIAGRAM : SHOWS THE ENTIRE SYSTEM AS A SINGLE PROCESS WITH ITS
RELATIONSHIP TO EXTERNAL ENTITIES

• LEVEL 0: IS A DETAILED VERSION OF THE CONTEXT DIAGRAM, SHOWING MAJOR HIGH-

LEVEL PROCESSES, DATA FLOWS, AND DATA STORAGE

• LEVEL 1: PROVIDES A MORE DETAILED VIEW OF THE SYSTEM BY BREAKING DOWN THE
MAJOR PROCESSES IDENTIFIED IN THE LEVEL 0 (DFD) INTO SUB-PROCESSES.

• LEVEL 2 AND BEYOND: FURTHER DECOMPOSES LEVEL 1 PROCESSES FOR MORE DETAILED
SYSTEM MODELING.
 STEPS ON CREATING A DFD:
1. IDENTIFY THE SYSTEM:
• FOCUS ON THE LIBRARY BORROWING AND INVENTORY SYSTEM.
2. DETERMINE PROCESSES:
• EXAMPLES: SEARCH BOOK, BORROW BOOK, RETURN BOOK, UPDATE
INVENTORY.
3. IDENTIFY DATA FLOWS:
• DETERMINE WHAT INFORMATION IS NEEDED FOR EACH PROCESS.
4. IDENTIFY DATA STORES:

• EXAMPLE: BOOKS DATABASE, BORROWER DATABASE.

5. IDENTIFY EXTERNAL ENTITIES:

• EXAMPLES: LIBRARIAN, BORROWER.

6. SKETCH THE DFD:

• DRAW THE PROCESSES, DATA STORES, DATA FLOWS, AND

EXTERNAL ENTITIES BASED ON THE IDENTIFIED COMPONENTS.
 CONTEXT DIAGRAM
Borrower Confirm Request
Information
Book Request Library Staff
Borrower/Student
Book Return
Payment

Receipt
0
Fine
LIBRARY
BORROWING &
Book slip Book Information
INVENTORY SYSTEM
Monthly Report Librarian/Admin

Borrower History Report

Context Diagram- Shows the entire system as a single process with

its relationship to external entities.
 LEVEL 0 DATA FLOW DIAGRAM
1 2
Book Record Book information Libraria
Borrowe Borrower Borrower recordD1 Borrower tbl
Record Borrower Record Book n/Admin
r Information
Information Information

Borrower ID

Book ID
Book Request 4
Borrower record D2 Book tbl
3
Book Record Fine ID Fine information
Slip

Borrower history
Process Book
Record Fine
requests Fine Record

Monthly Report
D3 Fine Tbl Information
Library

report
Confirmation Request Staff

Return Book 5 Book borrowed record

D4 Book Requests Tbl 6
Book borrowed record
Payment Return Books Generate
Book Record Monthly Reports
Book tbl Book Record
receipt D2

Payment Book Record 7

Borrower record D1 BorrowerTbl
Record receiptNo Borrower Information Borrower Return Book
Book request History Reports D5 BookReturnsPaymentst
record Book borrowed record bl
D5 BookReturnsPaymentst
D4 Book Requests Tbl
bl