System Analysis & Design

Lab 04
Instructor: Dr.Nesreen El saber
TA : Eng.Saja Saadoun , Eng.Pansy Youssef
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What Is a Data Flow Diagram?

A graphical representation of how data moves through a system. It shows processes, data
stores, external entities, and data flows to illustrate how information is input, processed,
stored, and output in a system.

Purpose of a Data Flow Diagram (DFD)

A DFD is used to visualize how data flows through a system, making it easier to analyze, design
and improve processes. Its main purposes include:

1.​ Understanding System Workflows – Breaks down complex processes to show how data
moves and transforms.
2.​ Communication Tool – Helps stakeholders (technical & non-technical) understand
system functionality.
3.​ System Documentation – Acts as a reference for system development, maintenance, and
upgrades.
4.​ Identifying Issues & Improvements – Highlights inefficiencies, bottlenecks, and security
concerns.
5.​ Supporting System Design – Guides developers in structuring databases, processes, and
UI/UX.
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Elements of Data Flow Diagram:

1. Processes

●​ Represent activities or functions performed for a specific

business reason.

●​ Can be manual or computerized.

●​ Each process should have:
○​ A number​ ​
○​ A name (verb phrase)
○​ A description
○​ At least one input and one output data flow.

2. Data Flows

●​ Represent the movement of data between processes, data stores, and external entities.
●​ Data flow names describe the content, not how it is
implemented.
●​ Data flows:
○​ Can be a single piece of data or a collection of
related data.
○​ Must start or end a process.
○​ Are depicted as solid lines with arrows.

○​ Control flows (non-data flows) trigger processes and are shown with dashed lines.
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3. Data Stores

●​ Represent stored data that a process can retrieve or update.

●​ Include:
○​ A number
○​ A name (noun)
○​ Description
○​ Input and output data flows.
●​ Data stores hold information that businesses want to store permanently.

4. External Entities

●​ Represent persons, organizations, or systems

external to the system but interact with it.

●​ External entities:
○​ Add data to the system.
○​ Receive data from the system.
○​ Are depicted as rectangles.
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Data Flow Diagram:

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Reading a Data Flow Diagram :

●​ Most analysts design DFDs to be read from left to right, top to bottom.
●​ External entities provide inputs to processes.
●​ Processes retrieve or store data in data stores.
●​ Processes produce outputs sent back to external entities or stored in data stores.
●​ Use cases from system analysis help determine major processes in a DFD.
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DFD Hierarchy
1. Context Diagram (Level 0 DFD)

●​ Top-level diagram that represents the entire system as one single process (Process 0).
●​ Shows external entities that interact with the system.
●​ Displays major data flows between the system and external entities.
●​ Does not show internal processes, data stores, or detailed data flow.

Example 1: Context DFD

Example 2: Holiday Travel Vehicles Sales System Context DFD

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2. Level 0 Diagram (Decomposition of Context Diagram)

●​ Expands Process 0 from the context diagram into multiple major processes.
●​ Introduces data stores and shows how processes interact with them.
●​ Shows the flow of data between processes, data stores, and external entities.
●​ Still high-level but provides more detail than the context diagram.

Example 1: Level 0 DFD

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Example 2: Holiday Vehicle Sales System Level 0 DFD

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3. Level 1 Diagram (Decomposition of Level 0 Processes)

●​ Breaks down each major process from Level 0 into smaller sub-processes.
●​ Shows detailed data flows within each process.
●​ Helps identify dependencies, decisions, and interactions among sub-processes.

Example 1: Process 1 Level 1 Diagram

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Example 2: Process 3 Level 1 DFD (Holiday Travel Sales System)

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Example 3: Process 4 Level 1 DFD (Holiday Travel Sales System)

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Example 4: Process 5 Level 1 DFD (Holiday Travel Sales System)

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4. Level 2 Diagram (and Beyond)

●​ Further decomposes Level 1 processes into even more detailed processes.

●​ Used when Level 1 still does not fully describe a process.
●​ The decomposition continues until each process is a single-purpose, primitive process.

Example 1: Process 4.3 Level 2 DFD (Holiday Travel Sales System)

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Steps in Building a DFD

Step 1: Build the Context Diagram

●​ Identify:
○​ External Entities: Who interacts with the system?
○​ Major Inputs: What data flows into the system?
○​ Major Outputs: What data flows out?

Step 2: Identify Major Processes for Level 0

●​ Each major event/use case should correspond to a process.

●​ Consider user stories or system functionalities.

Step 3: Create DFD Fragments for Each Process

●​ A DFD fragment represents a single process interacting with relevant data stores and external entities.
●​ These fragments will later be combined into the full Level 0 DFD.

Step 4: Organize Fragments into a Level 0 Diagram

●​ Assemble the fragments into a cohesive Level 0 DFD.

●​ Ensure that all processes, data flows, and data stores are included.

Step 5: Decompose Processes into Lower-Level DFDs

●​ If a Level 0 process is complex, break it into a Level 1 DFD.

●​ Repeat the decomposition process as needed (Level 2, Level 3, etc.).
●​ Rule of Thumb: If a process requires too many details in text form, it should be decomposed further.

Step 6: Validate the DFD with Users

●​ Confirm that the diagram correctly represents the system.

●​ Make necessary revisions based on feedback.
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Decomposition in Data Flow Diagrams

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Multiple Choice Questions :

1.​ What is the main purpose of a DFD?​

A) To replace system documentation​
B) To illustrate hardware components​
C) To show the sequence of programming functions​
D) To visualize data flow for system analysis and design​

2.​ Which element of a DFD represents activities or functions performed for a business reason?​
A) External Entities​
B) Data Stores​
C) Processes​
D) Data Flows​

3.​ What symbol is used to represent an external entity in a DFD?​

A) A diamond​
B) A rectangle​
C) A circle​
D) A parallelogram​

4.​ Which level of DFD provides a high-level overview of the system as a single process?​
A) Level 3​
B) Context Diagram (Level 0)​
C) Level 2​
D) Level 1​
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Multiple Choice Questions Cont..:

5.​ In a DFD, what does a data store represent?​

A) A location where data is stored for future use​
B) An external entity​
C) A process execution sequence​
D) A decision point​

6.​ What is a characteristic of a data flow in a DFD?​

A) It must connect only external entities​
B) It is shown as a rectangle in a diagram​
C) It represents the movement of data between elements​
D) It does not need to start or end at a process​

7.​ What is the function of a context diagram in DFDs?​

A) To break down all processes in detail​
B) To provide a top-level overview of the system as a single process​
C) To show database structures​
D) To represent physical hardware components
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Create Level 0 and Level 1 Data Flow Diagram and implement it using the
following link:
draw.io link : https://app.diagrams.net/

1.​ Student Hostel Management System :

●​ Apply for Hostel Accommodation
●​ Pay Hostel Fees
●​ Request Maintenance Service
●​ Check Room Availability
●​ Report an Issue

2.​ University Event Management System

●​ Register for an Event
●​ Cancel Event Registration
●​ View Event Schedule
●​ Give Event Feedback
●​ Receive Event Notifications

3.​ University Transportation System

●​ Book Bus Seat
●​ Cancel Booking
●​ Track Bus Location
●​ View Bus Schedule
●​ Pay Transport Fees

4.​ Online Shopping System

●​ Browse Products
●​ Add to Cart
●​ Place Order
●​ Make Payment
●​ Manage Inventory