Slide 1

What a Data Flow

Diagram
• A data flow diagram (DFD) is a graphical
representation of the movement of data between
external entities, processes and data stores within a
system.
• Simply put, DFD’s shows the way of data flow
through system or process.
• DFDs are built using standardized symbols
and notation to describe different entities
and their relationships.

Slide 2
Why Draw Data Flow
Diagrams ?
Clear Communication: DFDs provide a clear, visual
representation of how data flows through a system,
making complex systems easier to understand.
Text vs. DFDs:
• Relying solely on text can be inefficient and
overwhelming. Describing a system with an
exhaustive narrative can take up too much space,
making it difficult for the reader to see how parts fit
together.
• Imagine spending a significant amount of money on
a custom house based only on a written description
—this is the challenge with text-based system
descriptions.
Easier to Understand: DFDs are simpler and more
effective than lengthy narratives for representing
complex processes, ensuring clarity and easier
understanding
Slide 3
Types of Data Flow
Diagram
Data flow diagrams are categorized as either logical or physical.

A logical data flow diagram focuses on the business and

how the business operates. It is not concerned with how the system
will be constructed. We can ignore implementation specifics such as,
computer configuration, data storage technology, communication or
message passing methods by focusing on the functions performed by
the system, such as, data collection, data to information
transformation and information reporting.

A physical data flow diagram shows how the system

will be implemented, including the hardware, software, files, and
people in the system. It is developed such that the processes described
in the logical data flow diagrams are implemented correctly to
achieve the goal of the business.
Slide 4
 Logical DFD Example -
Grocery Store
The logical DFD illustrates the processes involved without going into detail
about the physical implementation of activities.

Slide 5
Physical DFD Example -
Grocery Store
 The physical DFD shows that a bar code-the UPC PRICE code found
on most grocery store items is used
 In addition, the physical DFD mentions manual processes such as
scanning, explains that a temporary file is used to keep a subtotal of
items
 The PAYMENT could be made by CASH, CHECK, or DEBIT CARD
 Finally, it refers to the receipt by its name, CASH REGISTER
RECEIPT

Slide 6
Data Flow Diagram
Symbols
• Data flow diagram symbols are
standardized notations, like rectangles, circles,
arrows, and short-text labels. These symbols
represent a system’s data flow direction, inputs,
outputs, storage points, and sub-processes.
• common methods of notation are used in DFDs:
Yourdon & De Marco, Gene & Sarson

Slide 7
Data Flow Diagram
Symbols

Slide 8
 Process
1.0
Grade Detail Grade Report
Produce
Grade
Report

A process receives input data and produces output with a different

content or form. Processes can be as simple as collecting input data and
saving in the database, or it can be complex as producing a report
containing monthly sales of all retail stores in the northwest region.

Every process has a Label (Name) that identifies the function it

performs.

Process labels should be verb phrases!

Slide 9
 Data Flow

2.1 Payment Detail

D1 Accounts
Post Invoice Detail Receivable
Payment

A path for data to move from one part of the system to another.

Because every process changes data from one form into another, at
least one data-flow must enter and one data-flow must exit each
process symbol.

Slide 10
 Data Store

D1 Students

Used in a DFD to represent data that the system stores

A data store must be connected to a process with a data-

flow.

Each data store must have at least one input data-flow

and at least one output data-flow (even if the output data-
flow is a control or confirmation message).

Labels should be noun phrases

(NO VERBS)
Slide 11
 External Entity aka
Source/Sink
D1 Students

 An external entity is a person, department, outside organization, or other

information system that provides data to the system or receives outputs
from the system. External entities are components outside of the
boundaries of the information systems. They represent how the
information system interacts with the outside world.

Source – Entity that supplies data to the system.

Sink – Entity that receives data from the system.

The labels should be noun phrases!

Slide 12
DFD Elements

Slide 13
Rules of Drawing DFD

Slide 14
Illegal Data Flows

Slide 15
 Frequently-Made Mistakes
In DFD
A second class of DFD mistakes arise when the outputs from one
processing step do not match its inputs and they can be classified as:

Black holes - A processing step may have input flows but no

output flows.
Miracles - A processing step may have output flows but no input
flows.
Grey holes - A processing step may have outputs that are greater
than the sum of its inputs

Slide 16
Context Diagram & DFD
Levels

Slide 17
 Key Definition
• Numbering Levels in DFD
• In a DFD with many levels, it’s easy to lose track of which level
you are on.
• To address this, processes are numbered based on their level in
the hierarchy.
• The ‘level’ corresponds to the number of decimal places used to
define a process.
• How It Works
• Context Diagram: Process labeled “0”.
• Level 0: Processes labeled 1.0, 2.0, 3.0, etc.
• Level 1: Processes labeled 1.1, 1.2, 1.3, etc.
• Level 2: Processes labeled 1.11, 1.12, 1.13, etc

Slide 18
 Key Definition

• Decomposition is the process of modeling the

system and its components in increasing levels of detail.

• Balancing involves insuring that information

presented at one level of a DFD is accurately represented
in the next level DFD.

Slide 19
Decomposition Diagram

Slide 20
Balancing Diagram

Slide 21
Context Diagram

• Shows the context into which the business

process fits
• Shows the overall business process as just
one process
• Shows all the outside entities that receive
information from or contribute information
to the system

Slide 22
Level 0 Diagram

• Shows all the processes that comprise the

overall system
• Shows how information moves from and to
each process
• Adds data stores

Slide 23
Level 1 Diagrams

• Shows all the processes that comprise a

single process on the level 0 diagram
• Shows how information moves from and to
each of these processes
• Shows in more detail the content of higher
level process
• Level 1 diagrams may not be needed for all
level 0 processes

Slide 24
 Level 2 Diagrams

• Shows all processes that comprise a single

process on the level 1 diagram
• Shows how information moves from and to each
of these processes
• Level 2 diagrams may not be needed for all
level 1 processes
• Correctly numbering each process helps the
user understand where the process fits into the
overall system

Slide 25
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

Slide 26
Creating Data Flow
Diagrams

Slide 27
Steps in Building DFDs
• Build the context diagram
• Create DFD fragments for each scenario
• Organize DFD fragments into level 0
• Decompose level 0 DFDs as needed
• Validate DFDs with user

Slide 28
DFD Fragment Tips
• All process names must be verb
phrases
• Maintain organization’s viewpoint in
naming processes
• Layouts often place
• processes in the center
• inputs from the left
• outputs to the right
• stores beneath the processes

Slide 29
A DFD Fragment
Example

Slide 30
A Second DFD Fragment
Example

Slide 31
Level 0 Tips
• Generally move from top to bottom,
left to right
• Minimize crossed lines
• Iterate as needed
• The DFD is often drawn many times
before it is finished, even with very
experienced systems analysts

Slide 32
Tips for Level 1 and Below
• Sources for inputs and outputs listed
at higher level
• List source and destination of data
flows to processes and stores within
each DFD
• Depth of DFD depends on overall
system complexity
• Two processes generally don’t need lower
level
• More than seven processes become overly
complex and difficult to read

Slide 33
Validating the DFD
• Syntax errors
• Assure correct DFD structure
• Semantics errors
• Assure accuracy of DFD relative to actual/desired
business processes
• User walkthroughs
• Role-play processes
• Examine lowest level DFDs
• Examine names carefully

Slide 34
Slide 35