SYSTEM ANALYSIS AND

DESIGN – LECTURE 9
•Data Flow Diagram
LEARNING OBJECTIVES
 Understand the logical modeling of processes by
studying examples of data flow diagrams (DFDs).
 Draw data flow diagrams following specific rules and
guidelines that lead to accurate and well-structured
process models.
RECAP
 Understand the use of UML in analysis and design
approach
 Components of a use case diagram
 Draw Use cases from scenarios
 Use extends and include when applicable

 Explain how use case descriptions and UML diagrams

work together to define functional requirements
STRUCTURED ANALYSIS (1)
 Because the structured design technique requires the
designer to know what the system should do, techniques
for defining system requirements were developed.
 System requirements define in great detail what the
system must do but without committing to a specific
technology.
 By deferring decisions about technology, the developers
can focus their efforts on what is needed, not on how to
do it.
 If these requirements aren’t fully and clearly worked out
in advance, the designers cannot possibly know what to
design.
STRUCTURED ANALYSIS (2)
 The structured analysis technique helps the developer
define
 What the system needs to do (the processing requirements),
 What data the system needs to store and use (data
requirements),
 What inputs and outputs are needed, and
 How the functions work together to accomplish tasks.

 The key graphical model of the system requirements that

are used with structured analysis is called the Data flow
diagram (DFD);
 It
shows inputs, processes, storage, and outputs as well as the
way these function together
MODELLING (1)
 Modeling is an important part of analysis and design.
 Analysts build models to describe system requirements
and use those models to communicate with users and
designers.
 By developing a model and reviewing it with a user, an
analyst demonstrates an understanding of the user’s
requirements.
 If the user spots errors or omissions, they are incorporated
into the model before it becomes the basis for subsequent
design and implementation activities
MODELLING (2)
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Why modelling ?

 To focus on important system features while downplaying less

important features (manage complexity)
 To discuss changes & corrections to the user’s requirements at
a low cost and with minimal risk.
 To verify what we understand in the user’s environment
 Easier to build a new model and change it compared to a
system.
WHAT MAKES UP A GOOD MODEL (1)
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 Be graphical with appropriate supporting textual details

 Most popular models rely on graphics. A well chosen picture can

convey an enormous amount of information concisely and
compactly – a picture is worth a thousand words.
 Use graphics to identify components of a system and interfaces
between these components.
 However, using only graphics may not be sufficient – we may need
to have some textual details to answer questions like “how many …
in what sequence …”
WHAT MAKES UP A GOOD MODEL (2)
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 Allow the system to be viewed in a top down,

partitioned fashion
In most large projects, it is impossible to focus
on an entire system at once.
 Portray individual parts in stand alone fashion

 Example: Considering an atlas – the first map

is about the entire country and subsequent
pages will contain more refined details.  
WHAT MAKES UP A GOOD MODEL (3)
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 Have minimal redundancy

 Models can represent dynamic systems.

 When a change occurs in this type of system, we need to show it in
our model.
 Have minimum redundancy between our models such that when a change
occurs, these changes need to be carried out to a minimum in our models.

 Be transparent to the reader

 Model should be easy to read and understand without requiring too

much training.
 Reader must see the real system when looking at the model
DFD
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 When systems analyst attempt to understand the information

requirements of users, they must be able to conceptualize how
data move through the organization, the processes or
transformation that the data undergo, and what the outputs are.
 A data flow represents an input of data to a process, or the
output of data (or information) from a process. A data flow is
also used to represent the creation, deletion, or update of data
in a file or database (called a data store on the DFD).
Advantages
 Structure the mass of information analyst discovers
 Provides excellent means to communicate with users
 Further understanding of interactions between systems & subsystems
DFD NOTATIONS

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DFD SYMBOLS
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 Entity: external entities with which system interacts (individuals, groups of

people, dept, external organization like a bank etc) .A source or destination
of data, outside the boundaries of the system. Should be named with a noun

 DataStore: Shows the collections of data the system needs to remember.

Named with a noun, describing the data

 Process:Represents the various individual functions the system carries out.

These functions transform input into output. Represents work being
performed in the system

 Data Flow: connections between processes (system functions) and represent

the information processes required as input and/or the information generated
as output. Described with a noun
CONTEXT DIAGRAM (1)
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 Indicate the people, organisations and systems which

communicate with our system
 Show the data which our system receives from the outside
world
 Show the data produced by the system and sent to the outside
world
 Show the data which is shared by the system with the outside
world
 Show the boundary between the system and the rest of the
world
CONTEXT DIAGRAM (2)
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 The highest level in a data flow diagram

 The context diagram is an overview of the whole system
showing basic inputs and outputs and is the highest level in a
data flow diagram and has only one process representing the
entire system.
 Only external entities with their data flows .

 No data stores are shown on context diagram Contains only

one process, representing the entire system
 The process is given the number 0
CONTEXT DIAGRAM

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CONTEXT GUIDELINE
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 Use appropriate names- Don’t be too specific with

name(don’t use the owner name like mr John)
 Can have Dialogue Flows representing two-way data flow

 Duplicate terminators if necessary to simplify the diagram

DFD
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 May include up to nine processes, each process is numbered
 Major data stores and all external entities are included
DFD RULES
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 Each External Entity should be labeled

 For clarity purposes, the same entity can be repeated more than
once on the same DFD.

 Each Process should be labeled as follows:

 Each process should have a number
 It consists of some action taking place, defined as an active verb
in the imperative plus an object
 Print sales report
 Check credit worthiness
 These statements don’t have a subject. (We do not indicate who
and where)
INPUT & OUTPUT
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 All processes must have input and output flows

 There is no point in showing a process that has only input
data flows
 We cannot have a process that produces output without any
input.
DFD RULES
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 Each Data Flow should be named (usually in singular) and

directed.
 All data flows must involve a process at one or both ends.
 Processes are the dynamic parts of the system and drive data (push or pull
data)
Invoice

 Each Data Store should be labeled and named. Usually should

be named in plural.For clarity, the same data store can be
repeated more than once on a DFD.
 Data stores with only input data flows imply that we have some kind of
write-only file (data stored for nothing)
   Data stores with only output data flows imply that we have some kind of
read-only file (no visible means for creating or maintaining these data)
 Both are allowed if another system maintains these data stores
WRONG LINK
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 Connecting data stores and external entities directly to each

other
TYPICAL ERRORS THAT CAN OCCUR IN
A DFD

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CASE STUDY
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A college processes applications for its postgraduate

courses from home graduates and those from other
institutions. The admissions section records the date of
receipt of all applications in the applications book. Home
graduates are accepted if they meet the entry requirements
(this is also checked against lists of previous examination
results by the records section). Other graduates are rejected
if they don't meet the entry requirements, and even if they
do, a reference is sought. If this is satisfactory, the graduate
is accepted. All applicants receive a letter from the college
advising them if they've been accepted or rejected, and the
date that this is sent is recorded in the applications book.
CASE SOLUTION (1)
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 A collegeprocesses applications for its

postgraduate courses from home graduates and
those from other institutions

Home other
othergraduates
Homegraduates
graduates graduates
Application Application

Applicant
Applicant
Application
CASE SOLUTION (2)
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 The admissions section records the date of

receipt of all applications in the applications
book D1
Applications Book

Date

1
Applicant
Applicant Record
Record
Application Applications
Applications
CASE SOLUTION (3)
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 Home graduates are accepted if they meet
the entry requirements (this is also checked
against lists of previous examination results by
the records section).
Exam Results
D3
Applications Book Entry Requirements
D1 D2

Entry Exam
Date Requirement Result

1 2
Applicant
Applicant Record
Record Check
Check
Applications Application
Application Applications Entry
Entry
CASE SOLUTION (4)
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 Other graduates are rejected if they don't
meet the entry requirements, and even if they
do, a reference is sought. If this is satisfactory,
the graduate is accepted

Applications Entry Exam

D1 Book D2 Requirements D3Results

Entry Exam
Date Requirement Result
3
Home Check
1 2 Check
Applicant Record
Record Check
Check Application Results
Results
Applicant Application
Applications
Applications Entry
Entry Other
Application Application
4
Request Check
Referee
Check
Referee Reference
Reference
Reference
CASE SOLUTION (5)
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 All applicants receive a letter from the college advising them
if they've been accepted or rejected, and the date that this is
sent is recorded in the applications book

Exam
D3Results
Applications Entry
D1 Book D2 Requirements
Exam
Result
Date Entry
Date Requirement 3
Home Check
Check
Letter
1 2 Application Results
Results
Record
Record Application Check
Check
Applications
Applications Entry Date
Applicant Entry Applicant
Applicant
ApplicantApplication Other Applications
D1
Application Book
Rejection
Letter Date Letter

Request 4
Referee Check
Check
Referee
Reference
Reference
Reference