Data Flow Diagrams

A data flow diagram (DFD) graphically describes the flow of data within an organization. It uses the data
flow diagram symbols. For example, the Basic Data Flow Diagram Symbols shows that the input to process
C is data flow B, which comes from data source A. The outputs of process C are data flows D and E. Data
flow E is sent to data destination J. Process F uses data flows D and G as input and produces data flows I
and G as output. Data flow G comes from and returns to data store H. Data flow I is sent to data destination
K.

Data Flow Diagram (DFD) – A graphical description of the flow of data within an organization, including
data sources/destinations, data flows, transformation processes, and data storage.

Data Flow Diagram Symbols

Basic Data Flow Diagram Elements

A data source and a data destination are entities that send or receive data that the system uses or
produces. An entity can be both a source and a destination. They are represented by squares, as illustrated
by items A (customer), J (bank), and K (credit manager) in the Data Flow Diagram of Customer Payment
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Data Source - The entity that produces or sends the data that is entered into a system.
Data Destination - The entity that receives data produced by a system.
Data Flow - The movement of data among processes, stores, sources, and destinations.

Data Flow Diagram of Customer Payment Process

A data flow is the movement of data among processes, stores, sources, and destinations. Data that pass
between data stores and a source or destination must go through a data transformation process. Data
flows are labeled to show what data is flowing. The only exception is data flow between a process and a
data store, such as data flow G in the Data Flow Diagram of Customer Payment Process, because the data
flow is usually obvious. In data flow G, data from the accounts receivable file is retrieved, updated, and
stored back in the file. Other data flows in the Data Flow Diagram of Customer Payment Process are B
(customer payment), D (remittance data), E (deposit), and I (receivables data).

If two or more data flows move together, a single line is used. For example, data flow B (customer
payment) consists of a payment and remittance data. Process 1.0 (process payment) splits them and sends
them in different directions. The remittance data (D) is used to update accounts receivable records, and
the payment (E) is deposited in the bank. If the data flow separately, two lines are used. For example,
Splitting Customer Payments and Inquiries shows two lines because customer inquiries (L) do not always
accompany a payment (B). If represented by the same data flow, the separate elements and their different
purposes are obscured, and the DFD is more difficult to interpret.

Splitting Customer Payments and Inquiries

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Processes represent the transformation of data. Data Flow Diagram of Customer Payment Process shows
that process payment (C) splits the customer payment into the remittance data and the check, which is
deposited in the bank. The update receivables process (F) uses remittance (D) and accounts receivable (H)
data to update receivable records and send receivables data to the credit manager. A data store is a
repository of data. DFDs do not show the physical storage medium (such as a server or paper) used to
store the data. As shown in the Data Flow Diagram of Customer Payment Process, data stores (H) are
represented by horizontal lines, with the name of the file written inside the lines.

Process - The action that transforms data into other data or information.

Data Store - The place or medium where system data is stored.

Subdividing the DFD

DFDs are subdivided into successively lower levels to provide ever-increasing amounts of detail, because
few systems can be fully diagrammed on one sheet of paper. Also, users have differing needs, and a variety
of levels can better satisfy differing requirements.

The highest-level DFD is referred to as a context diagram because it provides the reader with a summary-
level view of a system. It depicts a data processing system and the entities that are the sources and
destinations of system inputs and outputs. For example, Context Diagram for S&S Payroll Processing
documents payroll processing procedures at S&S. The payroll processing system receives time card data
from different departments and employee data from human resources. The system processes these data
and produces (1) tax reports and payments for governmental agencies, (2) employee paychecks, (3) a
payroll check deposited in the payroll account at the bank, and (4) payroll information for management.

Context Diagram - Highest-level DFD; a summary-level view of a system, showing the data processing
system, its input(s) and output(s), and their sources and destinations.

Context Diagram for S&S Payroll Processing

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The narrative in Narrative Description of Payroll Processing at S&S describes five data processing activities:

1. Updating the employee/payroll master file (first paragraph).

2. Handling employee compensation (second, fifth, and sixth paragraphs). Later in this chapter, you
will see a breakdown of this activity into smaller parts in a lower-level DFD.
3. Generating management reports (third paragraph).
4. Paying taxes (fourth paragraph).
5. Posting entries to the general ledger (last paragraph).

Narrative Description of Payroll Processing at S&S

The five activities and all data inflows and outflows are shown in the table below.

Activities and Data Flows in Payroll Processing at S&S

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This exploded context diagram and the Level 0 DFD (called Level 0 because there are zero meaningful
decimal points—1.0, 2.0, etc.) shown below. Notice that some data inputs and outputs have been
excluded from this DFD. For example, in process 2.0, the data inflows and outflows that are not related to
an external entity or to another process are not depicted (tax tables and payroll register). These data flows
are internal to the “pay employees” activity and are shown on the next DFD level.

Level 0 DFD for S&S Payroll Processing

Exploding process 2.0 (pay employees) to create a Level 1 DFD (it has one meaningful decimal place—2.1,
2.2, etc.). Level 1 DFD for Process 2.0 in S&S Payroll Processing provides more detail about the data
processes involved in paying employees, and it includes the tax rates table and the payroll register data
flow omitted from Level 0 DFD for S&S Payroll Processing. In a similar fashion, each of the Level 1 DFD for
Process 2.0 in S&S Payroll Processing processes could be exploded, using a Level 1 DFD, to show a greater
level of detail.

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Level 1 DFD for Process 2.0 in S&S Payroll Processing

Flowcharts

A flowchart is a pictorial, analytical technique used to describe some aspect of an information system in
a clear, concise, and logical manner. Flowcharts record how business processes are performed and how
documents flow through the organization. They are also used to analyze how to improve business
processes and document flows. Most flowcharts are drawn using a software program such as Visio, Word,
Excel, or PowerPoint. Flowcharts use a standard set of symbols to describe pictorially the transaction
processing procedures a company uses and the flow of data through a system. Flowcharting symbols are
divided into four categories, as shown in the Common Flowcharting Symbols:

Flowchart - An analytical technique that uses a standard set of symbols to describe pictorially some aspect
of an IS in a clear, concise, and logical manner.

1. Input/output symbols show input to or output from a system.

2. Processing symbols show data processing, either electronically or by hand.
3. Storage symbols show where data is stored.
4. Flow and miscellaneous symbols indicate the flow of data, where flowcharts begin or end, where
decisions are made, and how to add explanatory notes to flowcharts.

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Common Flowcharting Symbols

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Common Flowcharting Symbols

Types of Flowcharts

Document flowcharts were developed to illustrate the flow of documents and data among areas of
responsibility within an organization. They trace a document from its cradle to its grave, showing where
each document originates, its distribution, its purpose, its disposition, and everything that happens as it
flows through the system. A special type of flowchart, called an internal control flowchart is used to
describe, analyze, and evaluate internal controls. They are used to identify system weaknesses or
inefficiencies, such as inadequate communication flows, insufficient segregation of duties, unnecessary
complexity in document flows, or procedures responsible for causing wasteful delays.

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Document Flowchart – Illustrates the flow of documents and data among areas of responsibility within
an organization.

Internal Control Flowchart – Used to describe, analyze, and evaluate internal controls, including
identifying system strengths, weaknesses, and inefficiencies.

Based on the Narrative Description of Payroll Processing at S&S and Activities and Data Flows in Payroll
Processing at S&S a document flowchart can now be made.

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Document Flowchart of Payroll Processing at S&S

Guidelines in Preparing Flowcharts

A system flowchart depicts the relationships among system input, processing, storage, and output. The
sales processing flowchart in the System Flowchart of Sales Processing at S&S represents the proposal to
capture sales data using state-of-the-art sales terminals. The terminals will capture and edit (are all

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necessary date entered, etc.) the sales data and print a customer receipt. The terminals periodically send
all sales data to corporate headquarters so that the accounts receivable, inventory, and sales/marketing
databases and the general ledger can be updated. Management and other users can access the files at
any time by using an inquiry processing system.

System Flowchart - Depicts the relationships among system input, processing, storage, and output.

System Flowchart of Sales Processing at S&S

Program Flowcharts

A program flowchart illustrates the sequence of logical operations performed by a computer in executing
a program. The relationship between system and program flowcharts is shown in the Relationship
Between System and Program Flowcharts. A program flowchart describes the specific logic used to
perform a process shown on a system flowchart.

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Relationship Between System and Program Flowcharts

Program Flowchart – Illustrates the sequence of logical operations performed by a computer in executing
a program.

Business Process Diagrams

A Business Process Diagram (BPDs) is a visual way to describe the different steps or activities in a business
process. For example, there are many activities in the revenue cycle. Among them are receiving an order,
checking customer credit, verifying inventory availability, and confirming customer order acceptance.
Likewise, there are multiple activities involved in the expenditure cycle. Among them are shipping the
goods ordered, billing the customer, and collecting customer payments. All of these activities can be
shown on a BPD to give the reader an easily understood pictorial view of what takes place in a business
process.

Business Process Diagram – A visual way to describe the different steps or activities in a business process.

While BPDs can describe interactions within an entity as well as interactions between entities but do not
document the activities performed by external parties. Thus, a BPD for the revenue cycle will only describe
the functions performed by the selling company and a BPD for the expenditure cycle only depicts the
activities performed by the purchasing company.

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Business Process Diagram Symbols

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Business Process Diagram of Payroll Processing at S&S

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