Systems Analysis and Design

Lecture 3: Data Flow Diagram

Context Diagram
DFD level 1

Alan Dennis, Barbara Haley , John Wiley & Sons, Inc. University of Northern Iowa
Slides: Hussein Omran, akhbar Elyom Academy, Egypt
 1-Business requirement

1-Identify the problem 2-Operation requirement

2-Confirm 3-constraints to
feasibility development
A- 3-Select 4-Document project need
Planning methodology IPO

4-produce project schedule pert

1-Interview
Structure Analysis
and Design 1-Requirement determination 2-Collect data samples

3-Identify
B- 2-Data modeling deficiency
Analysis 1-DFD
3-Proposed chart
2-Decision table
Screen
C-DESGN 3-ERD Design
Tables
D-
Implementation Data dictionary
 Step 2- system Analysis phase
Analysis: refer to break whole into parts to understand
function, and inter relationships to define requirement.
System analysis phase: determine function, existing
weakness, and requirements to choose best solution
and methodology for new system by representing it
logically.
Analysis methodology approach should be applied
1) Agile and SDLC logically moves through system.
2) Agile and object-oriented allow subsystems to be
built one at a time until entire system is complete.
 What should do analyst in structure analysis?
1.Requirements Determination: find out existing weakness
1)To interview organizational members to gather data.
2)Collect sample data from existing reports and how it
transacted.
3)Identify the deficiencies of current system and set goals.
2.Process Data modeling: describes processing of data DFD
3.To Define the requirements for solving the problem
4.To develop proposed system flowcharts to meet the goal.
 1.1- Techniques for requirements determination
steps to make sure current and needs defined well
1. Interviews by Conduct: users, technical staff, clients
2. Document Review: report, form, procedure description
3. JAD (joint application design) meeting with 8-10 users
4. Research by Questionnaires : what opinion in current state,
process of system, and its function
Questions to ask:
1)What are the objectives of your department?
2)how are they processed data?
3)What’s your opinion of the current state?
4)What are common data entry errors?
5)Describe available online monitoring process .
6)What are the biggest frustrations during the transition?
7) Do you use the Web to provide information to vendors?
8)give an illustration of the security problems you are experiencing
 2-Process Data modeling in Structured Analysis?
The systematic approach uses graphical tools to refine
objectives of existing system and develop new system.
1.Tools and techniques used for system development are:
1) Data Flow Diagrams
2) Data Dictionary
3) Decision Trees
4) Decision Tables
5) Structured English
6) Pseudocode.
2-1:Modeling Data process Data Flow Diagram:
DFD describes how data flows through system to perform
functions, It describes internal flow of data to show how data
processed by logical flow representing activity of people in
system by symbols. It uses following symbols|:

Entity Symbol name inside symbol to supply Entity symbol

and receives data to system
Process Symbol : to process received data
Process
and output required data. process name symbol
identifies specific function verb (PAYRATE)
Data Flow Symbol path for data move from
one part to other
Data Store Symbol for data stores in processes Storage symbol
Legal and illegal graphical representation
Guidelines for Drawing DFDs:
Step 1: Draw a Context Diagram
First, place single process represents entire informationsystem,process 0.
Then place system entities and data flows to connect entities to process.
Data stores not shown in context diagram and remain hidden till detail
diagrams are created.
Step 2: Draw Diagram level 0 DFD (1.0, 2.0, 3.0..)
To show detail inside black box, zooms into system and shows major
internal processes, data flows, and data stores. repeats entities and data
flows that appeared in context diagram. retain all connections flow into
and out of process 0.
Step 3: Draw the Lower-Level Diagrams and leveling
To create lower-level diagrams, use leveling and balancing techniques.
Leveling is the process of drawing series of increasingly detailed
diagrams, till all functional primitive are identified. Balancing maintains
consistency among set of DFDs by ensuring input and output data flows
align properly.
 Relationship Among DFD levels
Context diagram

Level 0 diagram

Level 1 diagram

Level 2 diagram
 Example 1: fast food restaurant Information System
A customer wants to order some lunch. They walk to
the counter and ask for the menu. They make their
choice and ask the Restaurant waitress for a tuna roll.
The waitresses write this down and passes the order to
the chef. The kitchen chef gets the order and makes
the roll. The roll is then passed back to the waitress.
Whilst the chef makes the roll, the waitress gives the
customer a paper bill produced from the till. This
shows how much the customer owes. The customer
pays their bill. When the food arrives from the chef,
the waitress gives it to the customer. Finally report
producedEachto manager
noun use square, for each process use under line
fast food restaurant Order Processing System
context diagram

– System
• Order processing system
– External entities
• Customer
• Kitchen 0

• manager CUSTOMER Food KITCHEN

– Processes ordering
system
• Customer order
• Receipt
• Food order RESTAURANT
MANAGER
• Management report
 Context diagram
CUSTOMER KITCHEN

0
Customer Order
Food
ordering
Food Order
system
Receipt
– System
Management
Reports
• Order processing system
Does this show – External entities
enough detail? RESTAURANT • Customer
MANAGER • Kitchen
• manager
– Processes
• Customer order
• Payment Receipt
• Inventory Food order
• report Management
 Constructing a Level 0 diagram
5-Producing and distributing data to different sinks

1.0
CUSTOMER
KITCHEN
Receive and
transform
Customer Food
3.0 Order

2.0
Update
Goods Update
Sold file 4.0 Inventory
file
Produce
Management
Reports

RESTAURANT
MANAGER
6-Lay out the sources/sinks and data flows from the Level 0 diagram

CUSTOMER KITCHEN

1.0

Customer Order Receive and

transform
Customer Food Food Order
Order
Receipt

3.0 2.0

Update Update
Goods Inventory
Sold file file

4.0

Produce
Managemen
t Reports

RESTAURANT
Managemen MANAGER
t Reports
 7-Draw in any data stores used in the process

CUSTOMER KITCHEN

1.0

Customer Order Receive and

transform Food Order
Receipt Customer Food
Order

3.0
2.0
Update
Goods Update
Sold file Inventory
file

D1 Goods Sold File

4.0
D2 Inventory File

Produce
Managemen
t Reports

RESTAURANT
Managemen MANAGER
t Reports
8-Link the new processes and data stores with named data links

CUSTOMER KITCHEN

1.0
Customer Order
Receive and
transform Food Order
Customer Food
Receipt
Order

3.0 Goods Inventory 2.0

Sold Data
Update Update Inventory Data
Goods Inventory
Goods Sold file file
Sold Data

Goods Sold File D2 Inventory File

D1 4.0

Produce
Daily Goods Sold Amount Managemen Daily Inventory Depletion Amounts
t Reports

RESTAURANT
Management MANAGER
Reports
Example 2: Airline reservation context diagram
If we would like to build an information system for a travel
reservation, the passenger request for a ticket to travel from
Cairo to Italy, the system look for all available airlines and
select a travel agent then find ticket information of time and
price, if the passenger accepts an reservation will be booked
at the airline company
Available flights
Travel
Passenger 0.0
Agents
Air line
Travel request System Ticketing information

Passenger
reservation
Airlines
company
 Example3 : Bus Garage Repairs
Buses come to garage for repairs. A mechanic and helper
perform repair, record reason for repair and record total cost of
all parts used on Shop Repair Order. Information on labor,
parts and repair outcome is used for billing by the Accountant
Department, parts monitoring by inventory management
computer system and performance review by the supervisor.
External Entity: Bus, Mechanic, helper, supervisor, Inventory, Accountant
• system: performing repairs, storing repairs information
• Processes: • Data flows:
– Record Bus ID and reason for repair 1. Repair order
– Determine parts needed 2. Bus record
– Perform repaired report 3. Parts record
– Calculate parts used 4. Employee timecard
– Record labor hours, cost, and total cost 5. Invoices
• Data stores: Personnel file, Repairs file, Bus master list, Parts list
 Bus Garage Context Diagram

order to repaired context

Bus Labor
Bus Repair Mechanic
Fixed problems Process parts used Helper
System

List of parts
Labor, parts used
cost details Inventory
Accounting manager
Repair summary

Supervisor
Example 4: builders’ suppliers
Joe’s builders’ suppliers have a shop and store. His system is entirely
manual. He has a stock list on the wall of his shop with prices. When a
builder wants to buy supplies, he picks the stock items from the list then
writes his order on duplicate bills and pays to Joe, who stamps the bill as
paid. The builder takes the duplicate bills and goes to the store and
hands it to foreman. The store foreman gets the ordered items from the
shelves and gives them to the builder. The builder signs the duplicate
bills and leaves one copy and takes one as a receipt. Every week, Joe
looks around the store to see if any of stock is running low. He brings up
the relevant suppliers and reorders stock and records the order in his
order book. The store foreman takes delivery of the new stock and
checks it against what has been ordered. He pays for it on delivery and
staples the receipt into the order book. At the end of every month, Joe
goes through all the dockets and the order book and produces a
financial report for the shareholders .Solve each of the following with
drawing?
Example: builders’ suppliers context diagram

Set Order shop

stamped order

Builder Get receipt •check the order store

ship supplies
“customer” •Collect payment
sign receipt •Send receipt
•report

Report Joe
“manager”
Example: builders’ suppliers DFD diagram

•Builder
•“customer” store
1.0
Customer Order
Receive order
Receipt builders’
transfer order
Order
collect payment
3.0 2.0
Goods Inventory
Update Inventory Data
Update Sold Data Inventor
Goods
Goods Sold file y file
Sold Data

D1 Goods Sold File 4.0 D2 Inventory File

Produce
Monthly Goods Sold management weekly Inventory
Reports
joe MANAGER
 Example 5: for shop of Precision Tools
Precision Tools sells a line of high-quality woodworking tools.
When customers place orders on the company’s Web site, the
system checks to see if the items are in stock, issues a status
message to the customer, and generates a shipping order to
the warehouse, which fills the order. When the order is
shipped, the customer is billed. The system also produces
various reports. accounting
1. Draw a context diagram for the order system
2. Draw DFD diagram 0 for the order system
 context diagram for the order system

Context
diagram
CUSTOMER
system WAREHOUSE

ACCOUNTING
 Stock Request
Order In-
CUSTOMER WAREHOUSE

Status 1.0
Message
Check Shipping
Status Data Status Order

2.0 Order Data

Shipping
Issue Pending 3.0
Confirmation D1 Orders
Status Generate
Messages Shipping
Order Data Order
Payment 4.0
Invoice Manage Order Data
Accounts
Receivable
5.0
Accounting Data Accounts Receivable Data
Produce
Accounts Reports
D2 Receivable
Inventory
Reports

ACCOUNTING
 Example 6: shop system
Create information system for shop in which a sales sells
your products to customers, customer comes into shop,
approaches the vendor to ask about shipping of order and
gets answer if not available on store ask manufacture
,manager get reports?

1- determine: External entities, Data flows, Process, Data

stores
2- List all activates provided by entire system and process
given to external entities by system to create context diagram
3- decompose to sublevels
1. Service customer
2. customer Order
3. Serve Product
4. Collect Payment
5. ship Product
6. Store Product
7. Order manufacture
8. Pay for manufacture
9. Pay for Labor

shipping product
Order 0
Store product sales
customer Product served
•system
Collect Pay
•shop

Pay labor
Pay raw material
Sold goods
manager
 Level 0

1
New
info D Customer
1 Master
new
Customer
Packing slip Sales store
3
2
Cust Info Process Order
Order Process
Customer Product
Customer Pending Picked
status
Order Order
4
Proc
payment Info
D vendor Update Shipping
1 master inventory process
D product
3 stock Shipping B/O info
D sales pay
2 data 5
Invoice/ Cust Bill

Pay status Process

payment manager
Bill
Example 6: Student registration
student (EE) sends application form (DF) contains personal details, and
desired course, The university checks (P) that course is available If
available student enrolled (P) in course, and university confirms (P)
enrolment by confirmation letter (DF) that registered for course to
student. Or if unavailable sent rejection letter (DF).
External entity: Student,
Processes - Check available, Enroll student, Confirm Registration

Student Application Details

Student
Administration
System

Confirmation/Rejection Details
 1.0
Check
Application
Student Course Course Details
Details
Available

Accepted/ Courses
Rejected
Confirmation/Rejection Details

Selections
2.0
Course Details
Enrol
Student
Course Enrolment Details

Registration Students
Details
Student Details
3.0
Confirm
Registered
 Example 7: Accounts Payable Problem
Each month you receive bills from various vendors (e.g., phone, auto
insurance, credit cards, utilities) and periodically other billings (e.g.,
magazine subscriptions, university tuition and fees). Consider all of
these billings as being examples of invoices from vendors. You don't pay
your bills on same day that they are received but review each invoice and
prioritize them in terms of which you will pay first. These prioritized
invoices are then placed in a box until you decide you start paying some.
You remove an invoice from the box and prepare a check to be mailed to
the vendor. You check old balance and update register with the check
information and compute new balance. You may do several times month
At end of the month you receive statement from your bank that lists the
checks that have cleared your account. You (should) take your check
register and compare your list of checks and their amounts with the
statement that you received from the bank. If everything is in balance
then you place an appropriate mark in your check book else you enter a
correcting entry (the bank never makes a mistake).
 Accounts Payable Context Diagram
Statement

Start 0

Remove next bill Invoice Accounts Bank

Vendor Payable
System
Get balance
Check
Balance No
GT Bill ?
Yes
Write Check Return bill to box

Update Register

Yes More
Bills?
No
Stop
 Accounts Payable Context Diagram

1.0
Approve &
Invoice Prioritize Shoe Box 2.0
Vendor Bills Prioritized
Bills Selected Bill Prepare
Check
Check

Bank 3.0 Check Info and

Register Info New Balance
Statement
Compare
Check Register
Balanced Checkbook Old Balance
Example 8: Order Entry Problem
SAM's is a mail order catalogue store. A customer fills out the sales
order form that is enclosed in the catalogue and mails it to their
headquarters in the Bahamas (postage prepaid). Upon receipt, a clerk
opens the envelopes and removes the sales order forms. The clerk gives
the forms to a data entry operator, who keys the data onto a diskette
using a microcomputer. After data entry, the sales orders are filed in a
Sales Order History file. The diskette containing all of the sales order
data is then read by a minicomputer. For each ordered item, the
Inventory Master Record is retrieved from the Inventory master files and
the balance on-hand is reduced by the ordered amount. The updated
Inventory Master Record is written back to the file. The same program
prints picking tickets and writes a Daily Sales Report file onto the system
disk. The picking tickets are input to the order filling system where they
are used by warehouse personnel in picking the merchandise from the
shelves for shipment to the customers. Another minicomputer program
reads the Daily Sales Report file and prepares a daily sales report that
goes to the sales manager.
Sales Order (SO) DFD
Context Diagram

Customer

Sales
Order

Process
Sales
Order
Daily
Picking
Sales
Tickets
Report
Order
Sales
Filling
Manager
Station
 Open Mail Flowchart for SO 1.0
Start
Start

Open Mail
Open Mail

Remove Sales Order

Remove Sales Order

Place in Pile
Take
S.O. to
Operator
Yes More
Mail?
Yes More
Mail? Take
pile to
No
Operator
Stop
Stop
Sales Order (SO) DFD
Sales 1.0
Customer
Order Open Mail

Sales Order Form

2.0
Enter Order Entered Sales Order
Sales Orders History File
Entered
Sales Inventory Master Records
3.0
to be updated
Update Inventory
Inventory Master File
Master File Updated
Daily Inventory Master Records
Sales Order
4.0 Picking Filling
Print Daily Tickets Station
Sales Report Sales
Manager
Daily Sales Report