Information Systems

Data Flow Diagrams

1
 Data Flow Diagrams
Objectives:
To define what is meant by structured analysis
To define the symbols used in a Data Flow
Diagram (DFD)
To draw a context diagram (Level 0 DFD) for a
given scenario
To refine a DFD to a more detailed (lower-
level) view
 Structured Analysis
A widely-used top-down method for defining system
inputs, processes and outputs.

It shows how information flows through a system, using

several diagrams showing progressively more and more
detail at each level.

The primary tool of structured analysis is the Data Flow

Diagram (DFD).
 Data Flow Diagrams
Data Flow Diagrams
Model how information flows around a system, how it
is processed and stored

Partition a system into independent units of more

manageable size that is verifiable, concise and easily
understood

Hierarchical
 Drawing Data Flow Diagrams

Cannot be achieved without

Paper or Computer
Cross-checking at every stage
Pain and Confusion!

Eventually
Allow understanding of New System
Produce Invaluable Document

Steps are for Guideline purposes only!

 DFD Symbols - External Entity
An external entity is often the source or destination of
information e.g.
Customer

Entity
Name
DFD Symbols - Data Flow

NOT A VERB !!!

Description of Data Flow

 DFD Symbols - Data Stores

File identifier (Data store)

D1 Data Store name

The system files

 DFD Symbols - Processes

No more than 7 per diagram

Sequence

1 Location

Process Name

Process Description (NOT WHERE or WHO)

 DFDs - Valid Connections

External
Process
Data Flow
Entity
(Data Source) (Event or activity)

A Process Another Process

Data Flow
(Event or activity)
(Event or activity)

A Process Data Flow

D1 Data store
(Event or activity)
DFDs - Invalid Connections

Invalid

D B Data Store D A Data Store

Outside
Also Invalid D A Data Store
System

Outside Also
Not only invalid
System Outside
but nothing to do
with system
 Levels of DFD
Validate Order

Level 0 Order Rejection

Customer Valid Order Check Stock Level
Check Form Completion Correct Form

Customer Order Order

Incorrect Form

Check Parts Validity

Invalid Order Parts Details

OOS Letter Order Processing Return Order

Order Rejection

M Parts

GDN Level 2
Level 1
Order Processing
M Parts
Order Validate Order

Customer Parts Details

Order Rejection
Valid Order

Check Stock Level Stock Level

Produce OOS letter
OOS Letter OOS Orders

M Stock
In Stock Orders

Stock Detail

Make up Order Update file

Orderb Details
GDN
 Context Diagrams

Order

Invoice

Out-of-stock Process Picking List

Customer Warehouse
notice order

Order rejection
notice

This is a Level 0 DFD or Context Diagram

It shows the least amount of detail
 Creating a Context Diagram step 1
Producing Context Diagram ( Level 0)

Identify External Entities

Identify Inputs
Data Flows
Identify Outputs
Data Flow
Draw Context Diagram
Possibly combine data flows at this stage
e.g. Orders = Phone Orders and Mail Orders
 Context Diagram

Order Rejection

Customer Order

OOS Letter Order Processing

GDN
 Step 2
Producing Level 1 Diagram
Identify up to seven major processes
Draw a Level 1 DFD
Associate data flows and external entities from Context
Diagram
Update Level 1 DFD
Identify the data flows that link the identified processes
Update Level 1 DFD
Identify files associated with identified processes
Update Level 1 DFD
Check Level 1 DFD
You will have made a mistake !!
Possibly correct Level 1 DFD and Context Diagram
 DFD Example Functionality

Companies send in requests for references

Requests are checked and either returned

(if invalid) or retained for processing

Request Processing involves reading data

from the Assessment file and forwarding the
Collated Reference Information for
Reference writing
 Level 1 DFD Example

1
Reference Request Check
Request Valid
Request

Company Invalid Request D2 Assessment File

2 Assessment
Process records
Request

Collated D1 Address
Assessment
Address

3
Reference
Write Reference
Reference (copy)

D3 Reference File
 DFD Level 1 Example 2

Vacancy
Vacancy Details
Standardise
Agency Vacancy D1 Vacancy File

2 Vacancy
Vacancy details
Enquiry Process
Enquiry 3
Matched
Vacancies Convert File

Client Suitable Vacancies

D1 Client Vacancies

Converted Vacancy details

 Step 3
Producing Level 2 Diagrams
For each Level 1 process
Identify up to seven major processes (Draw a Level 2 DFD)
Associate data flows, processes, files and external entities from
Level 1 DFD (Update Level 2 DFD)
Identify the data flows that link the identified processes (Update
Level 2 DFD)
Identify files associated with identified processes
(Update Level 2 DFD)
Check Level 2 DFD (You will have made a mistake !!)
Possibly correct Context Diagram, Level 1 & Level 2 DFD.
 DFD Exercise

Draw a Level 1 DFD for the following scenario

Customers send in orders. The orders are validated by
the Sales Department using information from the Parts
file. Invalid orders are returned to customers. Valid
orders are passed to Despatch Dept, where the orders
are made up and forwarded to the customer

Now have a go at the DFD scenarios worksheet

 DFD Levels - Summary
Level 0 or context diagram shows a system as a
single process with inputs and outputs flowing to
or from external entities.

Level 1 DFD will split up that single process into

subsystems and show more detail about the data
flows and data stores.

Level 2 DFD may decompose a single subsystem

even further.