Data Flow Diagram: Dr. Engr. Sami Ur Rahman

Data Flow Diagram
Dr. Engr. Sami ur Rahman

What is a Data Flow Diagram?
 Known as DFDs
 A way to model a real world situation
 They are the interface between the real world activities and an
understanding of how this can be converted into a computer system.
Stratford University | School of Computer Science & Information Technology | Dr. Engr. Sami ur Rahman 2
Why do we use DFDs?
 It is a way of taking the physical view and converting it into a logical view.
 The physical view - all documents involved
 The logical view - the data they contain
 Their main purpose is to communicate with the user, the analyst’s
understanding of the scope of the required system
Decomposition and Abstraction
 Decomposition - Divide and subdivide into manageable size problems

 Abstraction - Concentrate on the important issues and ignore the
irrelevant
The Elements
The four main elements of DFDs notation

· Data Flows, with a label to indicate what data is flowing
· Processes, that handle the data
· Data stores, within the system (diary, filing cabinet or computer file)
· Outside entities, outside sources of data
DFD Naming Guidelines
 External Entity  Noun

 Data Flow  Names of data
 Process  verb phrase
 a system name
 a subsystem name
 Data Store  Noun
Levelling
 DFDs are expanded or decomposed into levels.

 Separating each process into sub processes
 Uncovers more and more detail
The Levels
 Context - Overview - contains only one process

 Level 1 - Utilises all four elements
 Level 2 - A breakdown of a level 1 process
 Level 3 - A breakdown of a level 2 process
 There is no rule as to how many levels of DFD that can be used.
Data Flow Diagrams Symbols
System – a group of interrelated procedures

Source/ used for a business function, with an
Sink identifiable boundary, working together for
some purpose.
Analysis – separation of a whole into its
component parts
0.0
Process Design – to create or construct according to
plan
Physical Data Flow Diagrams – show how

DATA STORE the current system flows
Data Flow Lines Logical Data Flow Diagrams – show the data
flow, structure, and requirements of a new
system
Source/Sink – help to establish the

Source/ boundaries of the system. A source identifies
Sink the origin of data inflow to the system. A sink
identifies the outflow of a system, many times
as information.
Sometimes referred to an entity, a source
0.0 may be a customer, vendor, employee, or
Process
even another system. A single entity can be
both a source and a sink.
DATA STORE
Data Flow Lines
Processes – are the activities (manual and

Source/ automated) that transform the inputs,
Sink transport data from process to process,
stores the data, and produce the outputs of a
system.
Processes are used on every DFD starting
0.0 with an over all process on the context level
Process
diagram, the system. The system is then
decomposed until a primitive level is
obtained. The primitive level is the point in
DATA STORE which the relevant activities of a process are
identified.
Data Flow Lines
Data Store – is the resting place of the data

Source/ in a system. A data store can be in the form
Sink of paper, a disk file or any other media.
Normally the word ‘data’ does not appear in
the title of a data store. Some examples of
data stores are Customer Order, Payment,
0.0 Invoice, Time Card……
Process
DATA STORE
Data Flow Lines
Data Flow – is the data in motion. Data can

Source/ move from the outside (source) into a
Sink process. Once the inside of a system data
must flow from place to place through a
process, the flow lines show this movement.
The lines are labeled to provide clarity and
0.0 meaning to the data moving through the
Process
system.
DATA STORE
Data Flow Lines
Creating Data Flow Diagrams
Steps:
1. Create a list of activities

2. Construct Context Level DFD
(identifies external entities and processes)
3. Construct Level 0 DFD
(identifies manageable sub process )
4. Construct Level 1- n DFD
(identifies actual data flows and data stores )
5. Check against rules of DFD
Data Flow Diagrams Levels
Context Level DFD
Source/ Source/ Sink

Data Flow 0.0
Source/ Sink
Process
Sink Data Flow
Data Flow
Level 0 DFD
0.0
1.0
Process Process
Data Flow Data Flow
Data Flow
DATA STORE 2.0

Source/ Sink Source/ Sink
Process
Data Flow Data Flow
Data Flow
Data Flow Lines
3.0
Process Data Flow
Data Flow Diagrams Levels
Source
Level 1 DFD (and on)
Data Flow
Source/
Sink
1.1
DATA STORE
Process
0.0
Process Source
1.2
Data Flow Process
DATA STORE
Data Flow
Data Flow Lines
Sink
Examples
Creating Data Flow Diagrams Lemonade Stand Example
Example Steps:

The operations of a
2. Construct Context Level DFD
simple Juice stand will be
(identifies sources and sink)
used to demonstrate the
creation of dataflow 3. Construct Level 0 DFD
diagrams. (identifies manageable sub processes )
(identifies actual data flows and data stores )
Example
Think through the
activities that take place
at a juice stand.
Customer Order
Serve Product
Collect Payment
Produce Product
Store Product
Example
Also think of the
additional activities
needed to support the
basic activities. Customer Order
Serve Product
Collect Payment
Produce Product
Store Product
Order Raw Materials
Pay for Raw Materials
Pay for Labor
Example
Group these activities in
some logical fashion,
possibly functional areas. Customer Order
Serve Product
Collect Payment
Produce Product
Store Product
Order Raw Materials

Pay for Labor
Example
Create a context level 2. Construct Context Level DFD
diagram identifying the (identifies sources and sink)
sources and sinks
(users). Context Level DFD
Customer Order
Sales Forecast
Serve Product Order 0.0
Collect Payment CUSTOMER Lemonade Production Schedule EMPLOYEE
Product Served System Pay
Payment Time Worked
Produce Product Received Goods
Store Product Payment
Purchase Order
Order Raw Materials

VENDOR
Pay for Labor

Example
3. Construct Level 0 DFD
Create a level 0 diagram (identifies manageable sub processes )
identifying the logical Level 0 DFD
subsystems that may
exist. 1.0
Sale
Customer Order Sales Forecast
Customer Order
Product Ordered
Serve Product
Payment
Collect Payment 2.0 Production
CUSTOMER EMPLOYEE
Production Schedule
Product Served
Produce Product
Inventory
Store Product Received Goods
3.0
VENDOR Procure- Order
Purchase Order
Order Raw Materials ment Decisions
Pay for Raw Materials Payment
Pay Time Worked
Pay for Labor 4.0

Payroll
Example
Create a level 1 (identifies actual data flows and data stores )
decomposing the Level 1 DFD
processes in level 0 and
CUSTOMER
identifying data stores.
Customer Order
Request for Forecast
Customer Order ORDER
1.1
Serve Product Record
Collect Payment Order
1.3
Produce
Severed Order Sales
Produce Product Payment Forecast
Sales Forecast
Store Product
1.2
Receive PAYMENT
Payment
Order Raw Materials
Pay for Labor

Example
4. Construct Level 1 (continued)
Create a level 1
processes in level 0 and
Product Order
identifying data stores.
ORDER
Customer Order 2.1
Serve Quantity Severed
Serve Product Product
Collect Payment RAW
Production
MATERIALS
Schedule
Produce Product 2.2
Store Product Produce Quantity Used
Product
INVENTORTY
Order Raw Materials Production Data
2.3 Quantity Produced &
Store Location Stored
Pay for Labor Product
Example
Create a level 1
processes in level 0 and Order Decision
PURCHASE
identifying data stores. 3.1 ORDER
Produce
Purchase
Customer Order Order Quantity On-Hand
Serve Product Quantity
RAW
MATERIALS
Collect Payment Received Received
Goods
3.2
Produce Product Receive
Items
Store Product RECEIVED
ITEMS
Payment Approval
Order Raw Materials
VENDOR
Pay for Raw Materials 3.3
Pay
Vendor
Pay for Labor
Payment
Example
Create a level 1
processes in level 0 and Time Worked
identifying data stores. 4.1 TIME CARDS

Record
Time
Customer Order Worked Employee ID
Serve Product EMPLOYEE
Collect Payment
Payroll Request
4.2
Unpaid time cards
Produce Product Calculate
Payroll
Store Product PAYROLL
Payment Approval
Order Raw Materials
4.3
Pay for Raw Materials Pay
Employe
e PAYMENTS
Pay for Labor
Payment
Process Decomposition
1.1 1.2
1.0
Record Receive
Sale
Order Payment
2.1 2.2 2.3

2.0
Serve Produce Store
Production
Product Product Product
0.0
Lemonade
System
3.1
3.0 3.2 3.3
Produce
Procure- Receive Pay
Purchase
ment Items Vendor
Order
4.1 4.3
4.2
4.0 Record Pay
Calculate
Payroll Time Employe
Payroll
Worked e
Context Level Level 0 Level 1

DFD Example: Bus Garage Repairs
 Buses come to a garage for repairs.

 A mechanic and helper perform the repair, record the
reason for the repair and record the total cost of all parts
used on a Shop Repair Order.
 Information on labor, parts and repair outcome is used for
billing by the Accounting Department, parts monitoring by
the inventory management computer system and a
performance review by the supervisor.
DFD Example: Bus Garage Repairs (cont’d)
 External Entities: Bus, Mechanic, Helper, Supervisor, Inventory

Management System, Accounting Department, etc.
 Key process (“the system”): performing repairs and storing
information related to repairs
 Processes:
 Record Bus ID and reason for repair
 Determine parts needed
 Perform repair
 Calculate parts extended and total cost
 Record labor hours, cost
(cont’d)
 Data stores:
 Personnel file
 Repairs file
 Bus master list
 Parts list
 Data flows:
 Repair order
 Bus record
 Parts record
 Employee timecard
 Invoices
Hairdressing Salon Level 1
Physical DFD
1 Receptionist
New client
Register details
Appointment
Existing client
Appointment details
details M1 Client card index
Confirmation
Request Appointment
details
Confirmation
Details
M2 Appointment diary
Confirmation of
a
arrival
Client Appointment
details 2 Receptionist
(Lejk & Deeks) Confirm Appointment Change of

arrival details
hairstyle etc.
Change of
hairstyle etc.
3 Hairdresser/Rcptnst
(Lejk & Deeks)
Conduct
appointment
Thank You !!!

Data Flow Diagram: Dr. Engr. Sami Ur Rahman

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Data Flow Diagram

Dr. Engr. Sami ur Rahman

 Decomposition - Divide and subdivide into manageable size problems

The four main elements of DFDs notation

 External Entity  Noun

 DFDs are expanded or decomposed into levels.

 Context - Overview - contains only one process

System – a group of interrelated procedures

Physical Data Flow Diagrams – show how

Source/Sink – help to establish the

Data Flow Lines

Processes – are the activities (manual and

Data Flow Lines

Data Store – is the resting place of the data

Data Flow Lines

Data Flow – is the data in motion. Data can

Data Flow Lines

1. Create a list of activities

Source/ Source/ Sink

DATA STORE 2.0

1. Create a list of activities

Order Raw Materials

Pay for Labor

Order Raw Materials

Pay for Labor

Pay for Labor 4.0

Pay for Labor

identifying data stores. 4.1 TIME CARDS

2.1 2.2 2.3

Context Level Level 0 Level 1

 Buses come to a garage for repairs.

 External Entities: Bus, Mechanic, Helper, Supervisor, Inventory

(Lejk & Deeks) Confirm Appointment Change of

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