Developing Data Flow Diagram
(DFD) Model of System
Introduction
This article provides a comprehensive guide to Data Flow
Diagrams (DFDs), focusing on the development process, types,
benefits, and challenges involved. It covers practical techniques,
tools, and best practices that aid in creating efficient DFDs. This
guide is designed for system analysts, project managers, and
students.
Data Flow Diagrams (DFDs) are a popular method in system
analysis and design, helping visualize how data flows within a
system, its processing points, and storage locations. By defining
and representing the data flow from sources to destinations,
DFDs help in understanding the functionality of complex systems.
Importance of DFD’s
Simplifies complex systems into manageable parts.
Improves system requirements understanding.
Helps identify potential system inefficiencies or bottlenecks.
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Benefits of Using Data Flow Diagrams
:
DFDs offer several benefits for both technical and non-technical
stakeholders−
Enhanced Communication− Provides a common visual
language across teams.
Clarity on System Requirements− Identifies inputs,
processes, and outputs.
Efficient System Analysis− Facilitates the identification of
redundancies or bottlenecks.
Improved Design Quality− Lays the foundation for
optimized database and system design.
The Development Process of Data Flow
Diagrams
Step 1: Define System Boundaries and Scope
Identify all external entities interacting with the system.
Define what lies within and outside the scope of the DFD.
Step 2: Identify Core Processes
Pinpoint the main processes that handle data.
Consider breaking down complex processes to increase
clarity.
Step 3: Identify Data Stores
Determine where the data will be stored within the system.
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Classify these stores based on how data is managed.
Step 4: Identify Data Flows
Establish the data flows between entities, processes, and
stores.
Verify that all necessary inputs and outputs are represented.
Step 5: Construct Context Diagram (Level 0 DFD)
Create the highest-level DFD showing a single process and
external entities.
Connect entities with the main process through data flows.
Step 6: Develop Detailed Levels (Level 1, Level 2)
Break down the main process in the context diagram into
sub-processes.
Add detail with each level, ensuring accuracy in data flows
and connections.
Step 7: Validation and Review
Validate the DFD with stakeholders to ensure completeness.
Adjust the diagram based on feedback to address any gaps.
Tools for Creating Data Flow Diagrams
Lucidchart− Offers a range of DFD symbols and
collaboration features.
:
Microsoft Visio− Commonly used for DFD creation in
organizations.
Draw.io− Free tool for creating DFDs and other types of
diagrams.
SmartDraw− Provides templates and easy-to-use DFD
tools.
Visual Paradigm− Supports all levels of DFDs and advanced
features.
Each tool provides unique features that support specific needs,
such as collaboration, template availability, and export options.
Example: E-commerce Order Processing
System DFD
Context Diagram
The E-commerce system includes external entities like Customers
and Payment Gateway, represented in a single high-level process
labeled “Order Processing.”
Level 0 DFD
Order Management− Receives and processes orders.
Inventory System− Manages product availability.
Payment Processing− Processes payments from the payment
gateway.
Customer Database− Stores customer information and order
history.
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Challenges in Developing DFDs
Ambiguous Requirements− Incomplete or unclear
requirements can result in an inaccurate DFD.
Complex Systems− Large systems can become overly
complex, leading to difficult-to-interpret DFDs.
Changing Requirements− DFDs require updates with
evolving requirements.
Stakeholder Misalignment− Lack of consensus on DFD
accuracy or level of detail can delay approval.
Best Practices for DFD Development
Keep It Simple− Avoid unnecessary complexity at higher
DFD levels.
Involve Stakeholders− Collaborate with all relevant parties
early on.
Use Consistent Naming− Clearly label entities, processes,
and data stores.
Regularly Review and Refine− Ensure DFD accuracy
through iterative reviews.
Limit Diagram Levels− Restrict the depth of detail to avoid
excessive complexity.
Conclusion
Data Flow Diagrams are invaluable tools for system analysis,
design, and communication. They enable a better understanding
:
of system functions and data movement, providing clarity to both
technical and non-technical stakeholders. With proper
development and best practices, DFDs facilitate effective design,
analysis, and ongoing system improvement.
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