Data Flow

Diagram
Information
Systems Planning
 Information Systems Planning
(ISP)
• An orderly means of assessing the
information needs of an organization and
defining systems, databases, and
technologies that will best meet those
needs
• ISP must be done in accordance with the
organization's mission, objectives, and
competitive strategy.
Why is it hard to develop the right system?
Strategic alignment of business and IT
The four phases of an information system
Data Flow
Diagrams
 Data Flow Diagrams
• One of the main methods available for
analyzing data-oriented systems
• DFDs emphasize the logic underlying the
system
• The systems analysts can put together a
graphical representation of data
movement through the organization
Symbols used in data flow diagrams
 Context Level Data Flow
Diagram
• Contains only one process, representing
the entire system
• The process is given the number zero
• All external entities are shown on the
context diagram as well as major data flow
to and from them
• The diagram does not contain any data
stores
 Diagram 0
• Diagram 0 is the explosion of the context
level diagram
• Should include up to 7 or 9 processes
– Any more will result in a cluttered diagram
• Processes are numbered with an integer
• The major data stores and all external
entities are included on Diagram 0
 Child Diagrams
• A lower-level diagram may contain data
stores not shown on the parent process,
such as
– A file containing a table of information (such
as a tax table)
– A file linking two processes on the child
diagram
• Minor data flow, such as an error line, may
be included on a child diagram
 Context level is a top level data flow diagram.
Context-level data flow diagram showing project scope for Purchasing
Fulfillment System ( Pine Valley Furniture)
Context diagram for the Ford purchasing system
Data flow diagram showing the main processes in
Ford’s original purchasing system
Data flow
diagram
dividing
PCH 1 into
four sub-
processes
 External Entities
• Represent people or organizations outside
of the system being studied
• Shows the initial source and final recipient
of data and information
• Should be named with a noun, describing
that entity

C ustom e r
 Processes
1 2
C usto m er
• Represent either: A dd N ew
Custom er
Inqu iry
S ubsystem
– A whole system
– A subsystem
– Work being done, an activity
• Names should be in the form verb-
adjective-noun
– The exception is a process that represents an
entire system or subsystem
 Data Stores
• Name with a noun, describing the data
• Data stores are usually given a unique
reference number, such as D1, D2, D3
• Include any data stored, such as:
– A computer file or database
– A transaction file
– A set of tables Custom er
D1 M aster
– A manual file of records
 N ew C ustom er
Data Flow
Cu stom er Record
• Shows the data about a person, place, or
thing that moves through the system
• Names should be a noun that describes
the data moving through the system
• Arrowhead indicates the flow direction
• Use double headed-arrows only when a
process is reading data and updating the
data on the same table or file
 3 .2 5 .2 . 7

Child Diagrams E dit

Custom er
Ca lculate
Custom er
D isc ount

• Each process is numbered with the parent

diagram number, a period, and a unique
child diagram number
• Examples are:
– 3.2 on Diagram 3, the child of process 3
– 5.2.7 on Diagram 5.2, child of process 5.2
– On Diagram 3, the processes would be
numbered 3.1, 3.2, 3.3 and so on
 Data Flow Diagram Errors
• A process with only input data flow or only
output data flow from it

1 2
A dd A dd
New New
C ustom e r C ustom e r
Data Flow Diagram Errors
• Data stores or external entities are
connected directly to each other, in any
combination

C u sto m e r D1 C u sto m e r

V e n do r D2 V e n do r M a ste r
 Data Flow Diagram Errors
• Incorrectly labeling data flow or objects
– Examples are
• Labels omitted from data flow or objects
• Data flow labeled with a verb
• Processes labeled with a noun
• Too many processes on a data flow
diagram
– Nine is the suggested maximum
Other rules governing data flow diagramming

a.

b.
c.

d.

e.
f.

g.

A
A

h. B A
data flow and process combinations
you must avoid
1
Hours
worked Pay rate Black hole
Calculate
gross pay (no output)
2

Hours Spontaneous
worked Calculate Pay rate process
gross pay
(no output)
3

Date of Gray hole

birth Calculate Pay rate
gross pay (?)
Valid Examples:

Hours worked
Calculate Gross pay
Pay rate gross pay

Payment Record Payment data

payment
 DFD Exercise

1. Draw a data flow diagram that shows the

appropriate details for this point-of-sales system:

Grocery store checkers at Big Bob’s Supermarket

use a scanner that reads universal product bar
codes (UPC). The bar code for each purchase is
translated by the special-purpose computer (the
cash register), accessing a product file. This
translation triggers a voice output of the price.
The product type and the price of each purchase
are stored in a file to be used in printing the
receipt. After all purchases have been scanned,
a receipt is produced and given to the customer.
 DFD Exercise

2. A fifth-grade class uses a simple word processing

program to create the class newspaper. Every month
the teacher makes a list of different topics. Each student
writes an article on one of the topics and stores it on his
or her own floppy disk. Students read and edit one
another’s article files. A final version of each of the
articles is then created. These individual master copies
are cut and pasted by the newspaper editor to produce
the paper. Copies are then made and distributed to the
entire school.

Draw a data flow diagram for the production of the class

newspaper, showing all the appropriate details.
 DFD Exercise
3. Draw a data flow diagram for the check cashing process
for First National Bank, showing all the appropriate
details:

When a customer wishes to withdraw cash at a drive-in

window at First National Bank, he or she must write a
check made out to Cash. The check is sent to the teller
office via vacuum tube. One of the four tellers enters the
checking account number and the amount on one of the
terminals. The amount is subtracted from the proper
account balance in the account master file. A transaction
slip is the printed with the check amount, updated
account balance, and account number. The slip is
returned to the customer via vacuum tube.
 DFD Exercise
4. Draw a data flow diagram for Peter Sargent’s game
advertisements, showing all the appropriate details:

When Software House receives a new computer game

from vendor, manager Peter Sargent creates a one-page
word processing file that describes the new game
program. He prints a copy to put in his folder of software
descriptions. He also merges a copy of the description
with a skeleton letter to mail to game buyers. The
merged letter (description plus standard announcement
information) is edited. Then Peter creates personalized
versions of the letter in a merge-print process which
accesses his mailing list file of Software House clients.
The letters are then mailed to the clients.