National University

Faculty Of Computer Science and

Information Technology
Information System –Department

System analysis and Design

(INT214)
CL 8
Data Flow Diagrams (DFD) –
Concepts, Notations, and
Practice
Musab Mohamed alfatih
 Learning Objectives
 Understand what a DFD is
 Differentiate between logical and physical
DFDs
 Learn DFD symbols and notations
 Understand DFD levels (context, level 1,
level 2)
 Learn rules and guidelines for
constructing DFDs
 Work through real-world examples
 What is a DFD?
 A graphical representation of the flow of
data in an information system.
 Shows how input is transformed into
output.
 Focuses on processes, data stores, and
data flow.
 Importance of DFDs
 Helps analysts understand current
system processes
 Facilitates communication between
stakeholders
 Used in system analysis and design
phase
 Helps identify inefficiencies and
redundancies
 DFD Components
 Process
 Data Flow
 Data Store
 External Entity
 Symbols and Notations
 Process: Circle or Rounded Rectangle.
e.g., 1.0 Process Name
 Data Flow: Arrow showing direction.
Labeled with the data name.
 Data Store: Open-ended rectangle or
two parallel lines
 External Entity: Square or rectangle
 DFD Levels
 Context Diagram (Level 0)
 Level 1 Diagram
 Level 2 Diagram (optional, detailed view)
Context Diagram (Level 0)
 High-level view of the system
 Single process node
 Shows interaction with external entities
DFD of a University Course
Registration System
Level 0
 Level 1 DFD
 Breaks the context process into
subprocesses
 Shows internal data flow
 Introduces data stores
Level 1
 Level 2 and Beyond
 Further decomposition of Level 1
processes
 Optional – only if more detail is needed
Validate inputted details
Process Application
 DFD Rules and Guidelines
 Each process must have input and output
 Data stores must be connected to a
process
 Entities cannot exchange data directly
 Data flows must be labeled
 Steps to Build a DFD
 Identify external entities
 Identify data flows
 Identify processes
 Identify data stores
 Create context diagram
 Create lower-level DFDs
 Identify external entities
 Who or what interacts with the system
from outside?
These can be users, other systems,
organizations, or departments.
 External entities are sources or destinations
of data that flow into or out of the system.
 Examples:
 Customer
 Supplier
 Bank
 Another software system
 Identify Major Processes
 These are the main functions or activities
that transform inputs into outputs.
 Each process should have a clear purpose
and be named with a verb + noun phrase
(e.g., "Process Order," "Validate
Payment").
 Processes represent work done inside the
system.
 Number processes logically (e.g., 1, 2, 3
or 1.0, 2.0).
 Identify Data Flows
 Data flows show the movement of data
between entities, processes, and data stores.
 Represent data flow with arrows showing
direction.
 Label each data flow with the type of data
being transmitted (e.g., "Order Details,"
"Invoice," "Payment Info").
 Remember, data flows cannot flow directly
between external entities or data
stores — they must pass through processes.
 Identify Data Stores
 Data stores represent places where data
is held/stored within the system.
 Examples include databases, files, or
physical storage.
 Data stores act as inputs and outputs for
processes.
 Label data stores clearly (e.g., "Customer
Database," "Order File").
Draw the Context Diagram (Level
0)
 Create a high-level overview of the
system.
 Show the system as a single process
node.
 Connect external entities to the system
with labeled data flows.
 This diagram answers: What interacts
with the system? What data enters
and leaves?
 Decompose into Level 1
Diagram
 Break down the single process of the
context diagram into multiple
subprocesses.
 Show internal data flows between
subprocesses.
 Add data stores where data is
saved/used.
 Connect external entities to subprocesses
as needed.
 This step adds detail but still maintains
clarity.
Decompose Further into Level 2
and Beyond (Optional)
 For complex systems, break down Level 1
processes further into detailed
subprocesses.
 Show detailed data flows, storage, and
entities at this level.
 Continue decomposition until processes
are manageable and understandable.
 Check and Balance
 Ensure data flow consistency between
diagrams at different levels.
 Inputs and outputs in higher-level
diagrams must appear in the
corresponding lower-level diagrams.
 Verify no data flows are missing or
incorrectly connected.
 Review and Validate
 Validate the DFD with stakeholders.
 Check if it accurately reflects business
processes.
 Make corrections based on feedback.
 Ensure diagrams are clear, correctly
labeled, and unambiguous.
 Refine and Document
 Refine diagrams for clarity and
readability.
 Use consistent symbols and notation.
 Document assumptions and decisions
made during modeling.
 Store diagrams and documentation in
project files for future reference.
Tips for Effective DFD Creation
 Start with a rough sketch on paper.
 Use simple, descriptive names.
 Avoid overcomplicating diagrams — keep
each process focused.
 Always label data flows clearly.
 Use numbering to keep track of process
hierarchies.