data flow diagram case study examples pdf

Context and Level 1 Data Flow Diagram Examples With Explanation and Tutorial

The best way to explain things is with examples. We will show you context (also called simple or level 0) and level 1 data flow diagram examples to understand better the meaning behind it.

On this page:

• What is data flow diagram? Definition, advantages, and disadvantages – a tutorial for beginner.
• Rules and symbols for creating DFD.
• Context data flow diagram example (in PDF) with an explanation step by step.
• Level 1 data flow model diagram example (in PDF) with an explanation.
• How to draw DFD online? Best software tools and solutions.

Let’s define and explain it:

A data flow diagram (DFD) represents graphically a flow of data within a system. It illustrates how data is input and output from the system.

So, we can say a data flow diagram has 4 major elements:

• Processes – the main activities that are happening within the system boundary. The process can be as simple as collecting customer data and storing it in the company database. Also, it can be a very complicated process such as creating a report containing bank contracts with customers of all bank clones in a region.
• External entities – the sources of information coming to or leaving the system. External entities are outside systems such as people (customers, stakeholders, managers), organizations, computers and other systems that send or receive data from our system.
• Data stores – places where data is held such as files or repositories. Data stores show information that is not moving.
• Data flows – illustrate the movements that data have between the external entities, data stores, and the processes.

Symbols used in data flow diagrams

Each of the above elements has a symbol that represents it. Typically, data flow diagram uses the following symbols:

The above ones are so-called symbols of Yourdon and Coad.

There is also the symbol system of Gane and Sarson, but in our data flow diagram examples, we will use Yourdon and Coad symbols as they are easier for drawing and remembering.

DFD rules, guidelines, and tips:

Creating data flow diagrams requires some guidelines and rules that should be followed. These guidelines make DFD easily understandable and lucid.

Here are some of the key rules and tips.

1. Each process has at least one outgoing data flow and at least one ingoing data flow.

2. Each process can go to any other symbol (other processes, data store, and entities).

3. Each data store should have at least one incoming and at least one outgoing data flow.

4. Entities must be connected to a process by a data flow.

5. Data flows cannot cross with each other.

6. Data stores cannot be connected to external entities. Otherwise, it means you’re allowing an external entity access to your data files and stores.

7. The labels of processes can be verb phrases. Data stores are displayed by nouns.

8. Data flows cannot run between two external entities without going through a process (as you will see in the data flow diagram examples below).

Advantages and disadvantages of data flow diagrams:

Before going further to data flow diagram examples, let’s see what are some key benefits and cons of DFD.

Advantages:

• A graphical technique that is relatively easy to understand for stakeholders and other users.
• Provides a detailed view of the system components and boundaries.
• Provide clear and detailed information about the processes within a system.
• Shows the logic of the data flow.
• Presents a functional breakdown of the system.
• Used as a part of the system documentation.

Disadvantages:

• Takes a long time to create.
• Does not give any information about the timing, sequence, and synchronization of processes i.e. data flow diagrams do not specify when the processes are performed. Therefore it should not be confused with a process or flowchart diagram which can illustrate these things.
• Sometimes might be difficult for non-technical users to understand the diagram.

Data Flow Diagram Examples

1. Context data flow diagram: definition and example with explanation

When it comes to simple data flow diagram examples, context one has the top place.

Context data flow diagram (also called Level 0 diagram) uses only one process to represent the functions of the entire system.

It does not go into details as marking all the processes.

The purpose is to express the system scope at a high level as well as to prevent users from deep down into complex details.

The major advantage of context DFD is simplicity.

Key context DFD characteristics:

• Simple to draw.
• No need of technical knowledge to understand it.
• Shows the system boundaries.

Steps for creating a context DFD:

• Step1: Define the process.
• Step2: Create a list of all external entities (all people and systems).
• Step3: Create a list of the data flows.
• Step4: Draw the diagram.

Let’s illustrate the things with a context data flow diagram example.

Below is shown a simple context DFD drawn for a Clothes Ordering System and explanation.

Download the above diagram in PDF

Now, let’s explain how we create the diagram.

Srep1: Define the process.

As it is a context data flow diagram, the process is only one. In our case, it is Clothes Ordering System . Draw a rectangle for the process.

Step 2: Create the list of all external entities.

In our example, the external entities are:  C ustomer, Clothes Store, Clothes Supplier, and the Sales Manager .  These are all entities who are involved with our system. Also, now you can draw a rectangle for each of the entities.

Step 3:  Create a list of the data flows.

In between our process and the external entities, there are data flows that show a brief description of the type of information exchanged between the entities and the system.

In our example, the list of data flows includes: Customer Order, Receipt, Clothes Order, Receipt, Clothes Order, and Management Report.

Now, connect the rectangles with arrows signifying the data flows.

If data flows both ways between any two rectangles, create two individual arrows.

Step4: It is our diagram.

2. Level 1 data flow diagram: definition and example with explanation

As you saw above context DFD contains only one process and does not illustrate any data store.

This is the main difference with level 1 DFD.

Level 1 DFD breaks down the main process into subprocesses that can then be seen on a more deep level. Also, level 1 DFD contains data stores that are used by the main process.

• Step1: Define the processes (the main process and the subprocesses).
• Step3:  Create a list of the data stores.
• Step4: Create a list of the data flows.
• Step5: Draw the diagram.

Here is our level 1 data flow example – a decomposition of the Clothes Ordering System illustrated in the context DFD.

As you see, the above Clothes Order System Data Flow Diagram Example shows three processes, four external entities, and also two data stores.

Here are the steps for creating the level 1 DFD:

Step 1:  Define the processes.

The three processes are: Order Clothes, Generate Reports, and Order Inventory.

Step 2:  Create the list of all external entities.

The external entities are:  Customer, Clothes Store, Sales Manager, and Supplier

Step 3:  Create the list of the data stores.

These are: Order and Inventory

Step 4:  Create the list of the data flows

Data flows are:  Order, Bill, Order, Order, Inventory details, Inventory details, Orders, Reports, Inventory Order, Inventory Order, Inventory details.

Step5: Create the diagram.

How to Create Data Flow Diagrams?

It might seem a little bit difficult to create data flow diagram examples. But in our IT world, it can be very easy and even fun to make them using the appropriate software tools.

You can use paid or free graphing software , free mind mapping software  or diagramming solutions such as:

• VisualParadigm
• Realtime Board  – this is my favorite one.

The diagramming software tools like the above ones provide pre-ready templates that save your time and efforts.

They also make creating multi-level DFD (such as level 2 DFD) easier and at the same time deeper enough to represent clearly how the data is handled.

These tools also allow building very visually appealing DFDs with the use of a variety of shapes, colors, symbols, and arrows.

In addition to the context and level 1 data flow diagram, there are also level 2 and level 3 DFD.

Level 2+ DFD just breaks processes down into more subprocesses. Teoritucaly, DFD could go even beyond level 3, but they rarely do this on practice.

Hopefully, the above tutorial and context and level data flow diagram examples help you understand better the meaning and steps for creating DFDs.

Data flow diagrams are very useful types of graphs in the business that can support your data-driven decision-making , simply because the businesses are based on systems and processes.

From customer ordering methods to banking processes and operations, nearly everything an organization makes involves a system and processes of some sort.

About The Author

Silvia Valcheva

Silvia Valcheva is a digital marketer with over a decade of experience creating content for the tech industry. She has a strong passion for writing about emerging software and technologies such as big data, AI (Artificial Intelligence), IoT (Internet of Things), process automation, etc.

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It was a nice experience and it provides detailed information that is easier to understand in all ways.

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Home » DFD » Understanding Data Flow Diagrams (DFD): A Comprehensive Guide

Understanding Data Flow Diagrams (DFD): A Comprehensive Guide

• Posted on October 10, 2023
• / Under DFD

Introduction

Data Flow Diagrams (DFDs) serve as a time-tested and traditional visual representation, offering a comprehensive insight into the intricate web of information flows within a system. This graphical tool is instrumental in illustrating how data navigates through the various facets of an information system, encompassing processes, data storage, and the generation of reports.

Hierarchy and Decomposition

One of the key strengths of DFDs lies in their ability to decompose a system into manageable subsystems. These subsystems can then be further broken down into lower-level components, creating a hierarchical structure. This hierarchical approach enables a systematic exploration of the system, with each layer dedicated to a specific process or data function. The foundational level, known as Level 0 or the context level, provides an overarching view of the entire system, while subsequent levels, such as Level 1 diagrams, delve into the specifics of individual processes.

Visualization and Documentation

Utilizing data flow diagrams facilitates a visual understanding of how data moves between different processes within a system. Information technology professionals and systems analysts leverage DFDs as a documentation tool to elucidate the intricacies of data flow to end-users. The process often begins with an overarching view, allowing analysts to gradually zoom into the finer details of each process.

Systematic Exploration

DFDs offer a systematic approach to exploring and understanding complex systems. Analysts can initiate the exploration at a higher level, capturing the essence of the entire system, before progressively zooming into the nuances of individual processes. This methodical progression ensures that the system is comprehensively documented while allowing for detailed elaboration where necessary.

Flexibility in Representation

Whether the system is manual, automated, or a combination of both, a well-constructed DFD can adapt to various scenarios. This flexibility makes DFDs a versatile tool suitable for a wide range of systems, accommodating different levels of complexity.

Preliminary Overview

DFDs are often employed as a preliminary step in system analysis. By providing an initial overview of the system without delving into excessive detail, DFDs lay the groundwork for subsequent elaboration. This strategic approach ensures that the essential components and interactions are captured efficiently before diving into the granular aspects of system requirements.

Data Flow Diagrams stand as an invaluable asset in the arsenal of information technology professionals and systems analysts. Their ability to visually represent complex data flows, facilitate systematic exploration, and adapt to various system architectures makes them a cornerstone in the process of understanding and documenting information systems. Whether used as a preliminary step or a detailed exploration tool, DFDs play a crucial role in unraveling the intricacies of modern-day systems.

Learn by Examples

Logical Data Flow Diagram Example: Grocery Store

Bank Account Data Flow Diagram

Physical Data Flow Diagram Example: Grocery Store

Data Flow Diagram: Purchase Management System

Data Flow Diagram: ECommerce System

Data Flow Diagram: Student Registration System

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Data flow diagram examples, symbols, types, and tips

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Data Flow Diagram Overview Physical vs Logical DFDs DFD Levels DFD Symbols & Notation How to Create a DFD

Businesses are built on systems and processes—a company couldn’t operate without them. From lead nurturing methods to the way a team interacts with customers, nearly everything a business does involves a system of some sort. And, when it comes to systems and processes, efficiency is everything. In some cases, shaving even a minute or two off can lead to substantial savings over time. There are countless ways to analyze and improve efficiency, but one that stands out is through data flow diagrams. 

Data flow diagrams (DFDs) visually map your process or system, so you can uncover opportunities to improve efficiency and performance. Whether you are improving an existing process or implementing a new one, a data flow diagram will make the task easier. However, if you’ve never created a DFD before, getting started can be intimidating. There is a lot to take in: different levels of diagrams, symbols and notation, not to mention actually creating the diagram—navigating it all will take more than looking at a few examples. If you’re new to data flow diagrams, this guide will help get you started.

What is a data flow diagram?

A data flow diagram shows the way information flows through a process or system. It includes data inputs and outputs, data stores, and the various subprocesses the data moves through. DFDs are built using standardized symbols and notation to describe various entities and their relationships. 

Data flow diagrams visually represent systems and processes that would be hard to describe in just words. You can use these diagrams to map out an existing system and make it better or to plan out a new system for implementation. Visualizing each element makes it easy to identify inefficiencies and produce the best possible system. 

Physical and logical data flow diagrams

Before actually creating your data flow diagram, you’ll need to determine whether a physical or logical DFD best suits your needs. If you’re new to data flow diagrams, don’t worry—the distinction is pretty straightforward.

Logical data flow diagrams focus on what happens in a particular information flow: what information is being transmitted, what entities are receiving that info, what general processes occur, etc. The processes described in a logical DFD are business activities—a logical DFD doesn’t delve into the technical aspects of a process or system, such as how the process is constructed and implemented. So you don’t need to include details like configuration or data storage technology. Non-technical employees should be able to understand these diagrams, making logical DFDs an excellent tool for communicating with project stakeholders.

Physical data flow diagrams focus on how things happen in an information flow. These diagrams specify the software, hardware, files, and people involved in an information flow. A detailed physical data flow diagram can facilitate the development of the code needed to implement a data system. 

Both physical and logical data flow diagrams can describe the same information flow. In coordination they provide more detail than either diagram would independently. As you decide which to use, keep in mind that you may need both. 

Check out this guide to physical and logical DFDs for more information.

Data flow diagram levels

Data flow diagrams are also categorized by level. Starting with the most basic, level 0, DFDs get increasingly complex as the level increases. As you build your own data flow diagram, you will need to decide which level your diagram will be. 

Level 0 DFDs , also known as context diagrams, are the most basic data flow diagrams . They provide a broad view that is easily digestible but offers little detail. Level 0 data flow diagrams show a single process node and its connections to external entities. For instance, the example shown below illustrates the hotel reservation process with the flow of information between admin and guests.  

Level 1 DFDs are still a general overview, but they go into more detail than a context diagram. In level 1 DFD, the single process node from the context diagram is broken down into sub-processes. As these processes are added, the diagram will need additional data flows and data stores to link them together. In the hotel reservation example, this can include adding the room selection and inquiry processes to the reservation system, as well as data stores. 

Level 2+ DFDs simply break processes down into more detailed sub-processes. In theory, DFDs could go beyond level 3, but they rarely do. Level 3 data flow diagrams are detailed enough that it doesn’t usually make sense to break them down further. 

The level 2 diagram below expands on the hotel reservation process to include more granular processes involved, such as the cancellation and confirmation processes and subsequent connected data flows.

Data flow diagram symbols and notation

Depending on the methodology (Gane and Sarson vs. Yourdon and Coad), DFD symbols vary slightly. However, the basic ideas remain the same. There are four basic elements of a data flow diagram: processes, data stores, external entities, and data flows. The picture below shows the standard shapes for both methodologies.

If you’re unsure how to use each symbol, read our DFD symbols guide .

How to create a data flow diagram

Now that you have some background knowledge on data flow diagrams and how they are categorized, you’re ready to build your own DFD. The process can be broken down into 5 steps:

1. Identify major inputs and outputs in your system 

Nearly every process or system begins with input from an external entity and ends with the output of data to another entity or database. Identifying such inputs and outputs gives a macro view of your system—it shows the broadest tasks the system should achieve. The rest of your DFD will be built on these elements, so it is crucial to know them early on.

2. Build a context diagram

Once you’ve identified the major inputs and outputs, building a context diagram is simple. Draw a single process node and connect it to related external entities. This node represents the most general process that information follows to go from input to output. 

The data diagram flow example below shows how information flows between various entities via an online community. Data flows to and from the external entities, representing both input and output. The center node, “online community,” is the general process. 

3. Expand the context diagram into a level 1 DFD

The single process node of your context diagram doesn’t provide much information—you need to break it down into sub-processes. In your level 1 data flow diagram, you should include several process nodes, major databases, and all external entities. Walk through the flow of information: where does the information start and what needs to happen to it before each data store?

4. Expand to a level 2+ DFD

To enhance the detail of your data flow diagram, follow the same process as in step 3. The processes in your level 1 DFD can be broken down into more specific sub-processes. Once again, ensure you add any necessary data stores and flows—at this point, you should have a fairly detailed breakdown of your system. To progress beyond a level 2 data flow diagram, simply repeat this process. Stop once you’ve reached a satisfactory level of detail.

5. Confirm the accuracy of your final diagram

When your diagram is completely drawn, walk through it. Pay close attention to the flow of information: does it make sense? Are all necessary data stores included? By looking at your final diagram, other parties should be able to understand the way your system functions. Before presenting your final diagram, check with co-workers to ensure your diagram is comprehensible.

Sharing your data flow diagram

After completing your DFD, the next step is sharing it. You didn’t create it just to keep to yourself—whether it’s team members, your boss, or stakeholders, chances are somebody else needs to see it. If you use Lucidchart to create a data flow diagram, you’ll have a variety of sharing options at your disposal. Diagrams can be sent directly within Lucidchart, giving the recipient access to the Lucidchart document. Depending on the recipient’s role, you can give them permission to edit or send the diagram as view only. Lucidchart’s extensive integrations allow for diagram sharing across several other platforms including Google Workspace and Slack. 

Get started with our data flow diagram software.

Lucidchart, a cloud-based intelligent diagramming application, is a core component of Lucid Software's Visual Collaboration Suite. This intuitive, cloud-based solution empowers teams to collaborate in real-time to build flowcharts, mockups, UML diagrams, customer journey maps, and more. Lucidchart propels teams forward to build the future faster. Lucid is proud to serve top businesses around the world, including customers such as Google, GE, and NBC Universal, and 99% of the Fortune 500. Lucid partners with industry leaders, including Google, Atlassian, and Microsoft. Since its founding, Lucid has received numerous awards for its products, business, and workplace culture. For more information, visit lucidchart.com.

Related articles

Data flow diagrams are useful for modeling and analyzing systems in various fields. Read more to learn how data flow diagrams fit with your role.

Find out how to make a data flow diagram in Microsoft Word. This step-by-step guide outlines how to manually create a DFD in Word using the shape library and with Lucidchart add-in. Templates included!

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Data Flow Diagram: Examples - Food Ordering System

Data Flow Diagram (DFD) provides a visual representation of the flow of information (i.e. data) within a system. By drawing a Data Flow Diagram, you can tell the information provided by and delivered to someone who takes part in system processes, the information needed to complete the processes and the information needed to be stored and accessed. This article describes and explains the Data Flow Diagram (DFD) by using a food ordering system as an example.

Compatible edition(s): Enterprise , Professional , Standard , Modeler

• February 16, 2015
• Views: 943,861

The Food Ordering System Example

Context dfd.

A context diagram is a data flow diagram that only shows the top level, otherwise known as Level 0. At this level, there is only one visible process node that represents the functions of a complete system in regards to how it interacts with external entities. Some of the benefits of a Context Diagram are:

• Shows the overview of the boundaries of a system
• No technical knowledge is required to understand with the simple notation
• Simple to draw, amend and elaborate as its limited notation

The figure below shows a context Data Flow Diagram that is drawn for a Food Ordering System. It contains a process (shape) that represents the system to model, in this case, the " Food Ordering System ". It also shows the participants who will interact with the system, called the external entities. In this example, the Supplier , Kitchen , Manager , and Customer are the entities who will interact with the system. In between the process and the external entities, there is data flow (connectors) that indicate the existence of information exchange between the entities and the system.

Context DFD is the entrance of a data flow model. It contains one and only one process and does not show any data store.

Level 1 DFD

The figure below shows the level 1 DFD, which is the decomposition (i.e. break down) of the Food Ordering System process shown in the context DFD. Read through the diagram and then we will introduce some of the key concepts based on this diagram.

The Food Order System Data Flow Diagram example contains three processes, four external entities, and two data stores.

Based on the diagram, we know that a Customer can place an Order . The Order Food process receives the Order , forwards it to the Kitchen , store it in the Order data store, and store the updated Inventory details in the Inventory data store. The process also delivers a Bill to the Customer .

The Manager can receive Reports through the Generate Reports process, which takes Inventory details and Orders as input from the Inventory and Order data store respectively.

The Manager can also initiate the Order Inventory process by providing Inventory order . The process forwards the Inventory order to the Supplier and stores the updated Inventory details in the Inventory data store.

Data Flow Diagram Tips and Cautions

• Process labels should be verb phrases; data stores are represented by nouns
• A data store must be associated with at least a process
• An external entity must be associated with at least a process
• Don't let it get too complex; normally 5 - 7 average people can manage processes
• DFD is non-deterministic - The numbering does not necessarily indicate sequence, it's useful in identifying the processes when discussing with users
• Datastores should not be connected to an external entity, otherwise, it would mean that you're giving an external entity direct access to your data files
• Data flows should not exist between 2 external entities without going through a process
• A process that has inputs but without outputs is considered to be a black-hole process

Don't mix up data flow and process flow

Some designers may feel uncomfortable when seeing a connector connecting from a data store to a process, without seeing the step of data request being shown on the diagram somehow. Some of them will try to represent a request by adding a connector between a process and a data store, labeling it "a request" or "request for something", which is wrong.

Keep in mind that Data Flow Diagram was designed for representing the exchange of information. Connectors in a Data Flow Diagram are for representing data, not for representing process flow, step or anything else. When we label a data flow that ends at a data store "a request", this means we are passing a request as data into a data store. Although this may be the case in implementation level as some of the DBMS do support the use of functions, which intake some values as parameters and return a result, in Data Flow Diagram, we tend to treat data store as a sole data holder that does not possess any processing capability. If you want to model the system flow or process flow, use UML Activity Diagram or BPMN Business Process Diagram instead. If you want to model the internal structure of a datastore, use an Entity Relationship Diagram .

• Food-Ordering-System.vpp

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Temple University, Philadelphia

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Comparative Study between Data Flow Diagram and Use Case Diagram

Most of information systems use nowadays were modeled and documented using structured approach. Expansion of these systems in terms of functionality and maintainability requires shift towards object-oriented documentation and design, which has been widely accepted by the business. In this paper, we compared between Data flow diagram and Use case diagram to find out the strengths and weakness over each of them. As a result, the author concluded that DFD still powerful tool through system analysis and design process, and can be included in object-oriented approach. Index Terms-System analysis and design, traditional approach, object-oriented approach, data flow diagram, use case diagram.

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The application is a medium which currently widely used by the public. Many people are using app because it is easy when doing some activities, without meeting up. When making an application, developer should consider the cheerfulness for its consumer or commonly referred to User Experience. Because nowadays, people looking for the application not only see the advancement of technology it, but also comfort, convenience, and excitement that can be earned. To develop an application, developer has to go through several stages. One of them is describing the process of the application, from the beginning until the end of the application is used, or commonly referred to DFD (Data Flow diagram). By displaying details of every element of the application, it would be easier for users when using the app which will indirectly affect the convenience of using the app.

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During the requirements analysis phase of information systems development, the user and analyst attempt to come to an agreement on the purpose of the system and the needs of the future users. When completed effectively, this process leads to the cre-ation of an information system that fulfills the intended purpose and meets the needs of users and their organization, on time and within budget [3]. This, of course, is dependent on the successful completion of the rest of the development process including the designing, coding, and testing of the system. Problems unsolved in the requirements elicitation phase may worsen during the remainder of the systems development project. As over 50 % of the errors in systems design and development are a result of inaccurate requirements, it is imperative this phase be completed accu-rately [6]. Often, information systems are designed and created that do not meet the needs of the users or fulfill their intended purpose [3, 6]. The deficiencies of t...

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Most of legacy systems use nowadays were modeled and documented using structured approach. Expansion of these systems in terms of functionality and maintainability requires shift towards object-oriented documentation and design, which has been widely accepted by the industry. In this paper, we present a survey of the existing Data Flow Diagram (DFD) to Unified Modeling language (UML) transformation techniques. We

Sustainable English Language Teacher Development at Scale : Lessons from Bangladesh

Jane Messer

The cause for this decline in urgency of values, he said in an interview with French paper La Croix, lies with writers being institutionalised and university-based. Patrick Modiano has won the Nobel Prize for Literature – with what must be the right kind of transgression. EPA/IAN LANGSDON Shocking ideas and safe jobs: what makes a Nobel author? https://theconversation.com/shocking-ideas-and-safe-jobs-what-makes...

Endang Fauziati

This research aims to find out the type of politeness strategy used to send commands by characters in Midway movie, to find the most dominant type of politeness strategy used to send commands by characters in Midway movie, and to find factors that influence the choice of politeness strategies in conveying commands by characters in Midway movie. Researchers used the documentation technique method. The data in this research are excerpt containing speech acts of command by characters in Midway Movie. From the data above shows that of the 60 data findings, there are 8 (13%) data are Positive Politeness, 20 (34%) data are Negative Politeness, 30 (51%) data are Bald on Record, and 2 (2%) Off Record. From the above data the researcher concludes that the most dominant command is Bald on Record based on politeness strategies. Factors that influence the choice of politeness strategies in conveying commands by characters in Midway movie is (P) or the power of the speaker and hearer. Social Dis...

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The paper shows how the standard two-period CAPM with exogenous wealth and exogenous returns can be extended inter-temporally by including the evolution of wealth from the Evolutionary Finance model of Evstigneev et al., J Math Finance 12:329–339, (2011). The missing link between the two models is the CAPM with heterogeneous behavior derived by Hens and Naebi, J Appl Econ Lett 28:501–507, (2020). The paper delivers theoretical and empirical results for behavioral heterogeneity in the CAPM with evolutionary dynamics. The market selection process results in a beta based on fundamentals to which the standard beta tends to converge asymptotically. The results of our model are confirmed by data from the DJIA.

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