Week 09 SYAD-Analysis - Logical Modelling (DFD)

AAPP007-4-2
Systems Analysis and Design
Logical Modelling – Data Flow

Diagram
Announcement
• Assignment Updated in intake folder.

• Update to Individual Component
requirements.
– ELH not required
AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 2 (of

Topic & Structure of the lesson
• Data Flow Diagrams

– Introduction
• Purpose
• Steps in developing Data Flow Diagrams
– Symbols
– Context Diagram
AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 2 (of 21)
Learning Outcomes
• By the end of this lecture, YOU

should be able to :
– Explain the purpose of Data Flow
Diagrams
– Draw a context diagram
Key Terms you must be able to use
• If you have mastered this topic, you should

be able to use the following terms correctly
in your assignments and exams:
– Context Diagram
– External Entities
– Processes
– Data Flows
Purpose of Data Flow Diagram
• To show the processes that data
undergo in a system.
• To show how data moves and
changes through an information
system in a graphical, top-down
fashion.
• To produce a logical model of an
information system in a simple,
direct way.
Levels of Data Flow Diagram
• Context Diagram: High-level

view of the system.
• DFD Level 0: Low-level view
of the system.
• DFD Level 1: More detail low-
level view of the system.
Quick Review Question
• What is the purpose of the data flow

diagram?
Components of DFD
• External Entities / Source & Sink

• Process
• Data Flow
• Data Store
Notations for DFD
AAPP007-4-2 Systems Analysis and Design Logical Modelling

Notations for DFD

Data Flow
• Represents the transfer of data
Weight
among data stores, sources or
sinks, and processes Example 1
• Can represent a specific piece of
To calculate Gross Pay Process
data – employee names or a set of
Input data: worked hours, pay rate,
data – class list – student numbers employee no., etc.
Output data: gross pay
& student names
• Detailed contents of a data flow are Example 2
not shown in a DFD. To calculate BMI
• Line can be curved or straight. Input data: weight and height

Output data: BMI
• The name should be in noun.
Process
• Also called a bubble or transform.
• Transforms inputs into outputs.
• Modifies or changes data from one form to another form.
• The named of a process should identify the process
it accomplishes.
• A diagram should have no more than nine process
symbols.
• The name should be in an active verb followed by a
noun.
Data Store
• It is a data repository.
• It is used when the system must store data because one
or more processes need to use the stored data a later
time
• Only processes may connect to data stores.
• Name is a noun.
External Entities / Source &
Sink
• Also known as terminators
• It is a person, department or other information
system that provides data to the system or receives
data from the system
• May be a source, a sink or both.
Weight BMI
Calculate BMI BMI
User Height
External Entities / Source &
Sink
• Source
– an external entity that supplies data
– Also known as origin
• Sink
– an external entity that receives data
– Also known as destination
Quick Review Question
• What are the notations for:

– external entities?
– data store?
– data flow diagrams?
– processes?
DFD Rules and Tips
• Each process should have at least one

input and an output.
• Each data store should have at least one
data flow in and one data flow out.
• Data stored in a system must go through a
process.
• All processes in a DFD go to another
process or a data store.

Common Mistakes in DFD


 Keep in mind:
◦ All flow lines must be
labeled
◦ Large processes can
be broken down into
smaller components
FIGURE 5-11 Examples of correct

and incorrect uses of data flows

Diagramming Mistakes in DFD
• A second class of DFD mistakes arise when the outputs

from one processing step do not match its inputs.
• It is not hard to list situations in which this might occur:
– A processing step may have input flows but no output flows.
This situation is sometimes called a black hole.
– A processing step may have output flows but no input flows.
This situation is sometimes called a miracle.
– A processing step may have outputs that are greater than the
sum of its inputs - e.g., its inputs could not produce the
output shown. This situation is sometimes referred to as a grey
hole.

Diagramming Mistakes in DFD

Let’s find the mistakes!

Let’s find the mistakes!
1. Process 1.0 (P2) has only inputs, making it a “black hole”.

2. Data flow DF5 should not move directly from source E1 to data store DS1
without first going through a process.
3. Data flow DF1 should not move directly from source E1 to sink E2 without first
going through a process.
4. DF6 is an inappropriate line crossing; it makes for a more confusing diagram and
does not have to be drawn in this way.

Creating a Set of DFDs
• Guidelines for Drawing DFDs
– Draw the context diagram so that it fits on one page.

– Use the name of the information system as the process
name in the context diagram.
– For DFD Level 0 or 1 identify processes as a name to a
particular process.
– Provide a unique name and reference number for each
process.
– Use unique names within each set of symbols.
– Do not cross lines.
– Ensure that the model is accurate, easy to understand, and
meets the needs of its users.
2
6
Context Diagram
• A data flow diagram (DFD) of the scope of

an organizational system that shows the
system boundaries, external entities that
interact with the system and the major
information flows between the entities
and the system.
Context Diagram
• Is a top-level view of the information system

• Has one process symbol representing the
entire information system
• Has the external entities around the perimeter
of the page
• Use data flow to connect the external entities
with the process.
• Do not show data store.
Context Diagram
• Process
– What is the name of the system?
• External Entities
– Who are stakeholders?
– Drawn around the perimeter of the page
• Data Flows
– Rules :
• Naming Conventions
• Do not represent data flows from entity to entity.
Steps in drawing a Context
Diagram
1. Identify the process (system’s name).
2. Identify the external entities.
3. Identify the data flows. This based on
processes mentioned, identify related
data flows to a particular process.
Case Study: Context Diagram
Case Study (Super Big Burger)
Super Big Burger is a fictional restaurant in Blipin,

Sydney, owned by Bob and Thema Millen. Most locals
are convinced that its hamburgers are the best in
Super Blipin, maybe even in Northern Sydney. Many people,
especially Sydney University students and faculty,
BIG frequently eat at Super Big Burger. The restaurant uses
Burger
an Information System that takes customer orders,
sends the orders to the kitchen, generate invoice,
monitors goods sold and inventory, and generates
reports for the management.
Based on the case study mentioned above. Draw a

Context Diagram.
3
1
Steps to create a Context Diagram.
1. Identify the system’s name. 3. Identify processes.

• Food Ordering System. 1. Manage Order
2. Identify the entities. 2. Update Goods Sold File.
• Customer 3. Update Inventory File
• Kitchen 4. Produce Report
• Restaurant Management 4. Identify data flows.
1.1 Order Details
1.2 Order info.
1.3 Receipt
4.1 Report
For process 2 & 3, the data will be

generated from process 1.
3
2
Order Details
CUSTOMER
KITCHEN
0
Order Info.
Receipt.
Food Ordering
System
Management
Report
RESTAURANT
MANAGER
3
3
DFD (Lower-Level)
• Also called child diagram

• Is exploded from parent diagram
• When drawn, should be
– leveled
• also called exploded, partitioned and decomposed
• drawn in a series of increasingly detailed
diagrams until desired degree of detail is reached
– balanced
• maintain consistency among the entire series of
diagrams.
DFD Level 0
• DFD Level 0 provides a more detailed

breakout of pieces of the Context Level
Diagram.
• It highlight the main functions carried out
by the system, by break down the high-
level process of the Context Diagram into
its processes.
3
5
Steps to draw a DFD Level 0
1. Identify the external entities.

2. Identify the general processes of the
system.
3. Identify the data flows relate to a process.
4. Identify data stores to hold the data flows.
3
6
Case Study (Super Big Burger)
Super Big Burger is a fictional restaurant in Blipin,

Sydney, owned by Bob and Emma Millen. Most locals
are convinced that its hamburgers are the best in
Super Blipin, maybe even in Northern Sydney. Many people,
especially Sydney University students and faculty,
BIG frequently eat at Super Big Burger. The restaurant uses
Burger
an Information System that takes customer orders,
sends the orders to the kitchen, generate invoice,
monitors goods sold and inventory, and generates
reports for the management.
Based on the case study mentioned above. Draw a DFD

Level 0.
3
7
Order Details
CUSTOMER
KITCHEN
0
Order Info.
Receipt.
Food Ordering
System
Management
Report
RESTAURANT
MANAGER
3
8
Case Study: DFD Level 0
KITCHEN
CUSTOMER
Order details 1.0 Order info.
Manage
Order
Good Sold
Inventory
Details
2.0 Details 3.0
Update Update
Goods Sold Inventory
File File
Inventory
Good Sold
Info
Info
D2 Good Sold D1 Inventory
Inventory Info
4.0
Good Sold Produce Management RESTAURANT
Info Report Report
MANAGER
3
9
DFD Level 1
• DFD Level 1 then goes one step deeper

into parts of Level 0.
• It may require more text to reach the
necessary level of detail about the
system’s functioning.
• To make the diagram less clutter, don’t
include the entities and data stores.
4
0
1.1 1.2
Order details Order Details Order Info
Receive Send the
Customer order to
Order kitchen
Order Info.
Order Info.
1.5 Inventory
Generate Info
Order Info. Inventory

1.3 Decrements
Generate
Receipt
1.4 Goods Sold
Generate Info
Receipt
Goods Sold
DFD Level 1 for Decrements
1.0 Manage Order
4
1
4.1 Inventory Data 4.2 Management

Order details Report
Access Goods Prepare
& Inventory Goods Data Management
Data Report
DFD Level 1 for 4.0

Produce Report
4
2
Quick Review
Identify FOUR (4) components in Data Flow Diagram

and its notation:
Summary of Main Teaching Points
• Data Flow Diagrams

– Levels
• Level 0
• Level 1
– Rules governing the creation of DFDs
Question and Answer Session
Q&A
Next Session
• Data Dictionary
– What is a Data Dictionary?
– Use of a Data Dictionary
– Contents of a Data Dictionary
• Data Description
• Data Structure
• Data Element

Week 09 SYAD-Analysis - Logical Modelling (DFD)

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AAPP007-4-2

Systems Analysis and Design

Logical Modelling – Data Flow

• Assignment Updated in intake folder.

AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 2 (of

• Data Flow Diagrams

• By the end of this lecture, YOU

• If you have mastered this topic, you should

• Context Diagram: High-level

• What is the purpose of the data flow

• External Entities / Source & Sink

AAPP007-4-2 Systems Analysis and Design Logical Modelling

AAPP007-4-2 Systems Analysis and Design Logical Modelling

not shown in a DFD. To calculate BMI

• Line can be curved or straight. Input data: weight and height

• What are the notations for:

• Each process should have at least one

AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 18 (of

AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 19 (of

AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 20 (of

FIGURE 5-11 Examples of correct

AAPP007-4-2 Systems Analysis and Design Logical Modelling

• A second class of DFD mistakes arise when the outputs

AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 22 (of

AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 23 (of

AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 24 (of

1. Process 1.0 (P2) has only inputs, making it a “black hole”.

AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 25 (of

– Draw the context diagram so that it fits on one page.

• A data flow diagram (DFD) of the scope of

• Is a top-level view of the information system

Super Big Burger is a fictional restaurant in Blipin,

Based on the case study mentioned above. Draw a

1. Identify the system’s name. 3. Identify processes.

For process 2 & 3, the data will be

• Also called child diagram

• DFD Level 0 provides a more detailed

1. Identify the external entities.

Super Big Burger is a fictional restaurant in Blipin,

Based on the case study mentioned above. Draw a DFD

Order details 1.0 Order info.

D2 Good Sold D1 Inventory

• DFD Level 1 then goes one step deeper

Order Info. Inventory

4.1 Inventory Data 4.2 Management

DFD Level 1 for 4.0

Identify FOUR (4) components in Data Flow Diagram

• Data Flow Diagrams

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