1. Judi Prajetno Sugiono jpsugiono@gmail.com 031-60577500 0816 541 7665 ©2009 Management Information System Additional note for DFD

2. jpsugiono@gmail.com (C)2009 Data Flow Diagrams (DFDs)  DFDs model the system from a data processing perspective -- DFDs is a network representation of a system based on the flow of the data.  Tracking and documenting how the data associated with a process is helpful to develop an overall understanding of the system  DFDs may also be used in showing the data exchange between system and other systems in its environment

3. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS  A data flow diagram consists of four basic elements:  External entity (Data sources and destinations)  Data flows  Transformation processes  Data stores

4. jpsugiono@gmail.com (C)2009 DFD ELEMENTS 1. P 2. Q B 3. R * + F x y v u w Data source (external entity) Data Store (Files) Process label Logical Sign Data Sink (external entity) Data Flow A G Process Identification number Data Flow label Process

5. jpsugiono@gmail.com (C)2009 LEVELED DFD Update- Cards Formatted- Update Master- Area New Master Record Old Master- Record 1. Build Valid Update 3. Replace Record 2. Build Master Area 2.1 Validate Check Sum 2.2 Expand Old Master- Record Reject OK- Master Master- Area Level 0: Level 1: ABC System Manager Sales Bank Context Diagram

6. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS  RULE 1: Understand the system. Observe the flow of information and interview people involved to gain that understanding.  RULE 2: Ignore control processes and control actions (e.g., error corrections). Only very critical error paths should be included.  RULE 3: Determine the system boundaries— where it starts and stops. If you’re not sure about a process, include it for the time being.

7. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS  RULE 4: Draw the context diagram first, and then draw successively greater levels of detail.  RULE 5: Identify and label all data flows. The only ones that do not have to be labeled are those that go into or come out of data stores.  RULE 6: Data flows that always flow together should be grouped together. Those that do not flow together should be shown on separate lines.

8. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS  RULE 7: Show a process (circle) wherever a data flow is converted from one form to another. Likewise, every process should have at least one incoming data flow and at least one outgoing data flow.  RULE 8: Transformation processes that are logically related or occur simultaneously can be grouped in one bubble.  RULE 9: Number each process sequentially. A process labeled 5.0 would be exploded at the next level into processes numbered 5.1, 5.2, etc. A process labeled 5.2 would be exploded into 5.2.1, 5.2.2, etc.

9. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS  RULE 10: Process names should include action verbs, such as update, prepare, etc.  RULE 11: Identify and label all data stores, whether temporary or permanent.  RULE 12: Identify and label all sources and destinations. An entity can be both a source and destination. You may wish to include such items twice on the diagram, if needed, to avoid excessive or crossing lines.

10. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS  RULE 13: As much as possible, organize the flow from top to bottom and left to right.  RULE 14: You’re not likely to get it beautiful the first time, so plan to go through several iterations of refinements.  RULE 15: On the final copy, lines should not cross. On each page, include:  The name of the DFD  The date prepared  The preparer’s name

11. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS  Now that we’ve been through the guidelines for developing DFDs, let’s go back to the chapter example and see if we can re-create a part of it.  You may wish to create a table with the following headings to organize your information:  Data Inputs  Processes  Data Outputs

12. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS Data InputsProcessesData Outputs

13. jpsugiono@gmail.com (C)2009 S&S Company Payroll System

14. jpsugiono@gmail.com (C)2009 Context Diagram Payroll Processing System Depart- ments Human Resources Govt. Agencies Employees Bank Manage- ment Time cards New employee form Employee change form Tax report & payment Employee checks Payroll check Payroll report

15. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS  The first paragraph of the narrative for the payroll process reads as follows:  When employees are hired, they complete a new employee form. When a change to an employee’s payroll status occurs, such as a raise or a change in the number of exemptions, human resources completes an employee change form. A copy of these forms is sent to payroll. These forms are used to create or update the records in the employee/payroll file and are then stored in the file. Employee records are stored alphabetically.

16. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS  The first paragraph of the narrative for the payroll process reads as follows:  When employees are hired, they complete a new employee form. When a change to an employee’s payroll status occurs, such as a raise or a change in the number of exemptions, human resources completes an employee change form. A copy of these forms is sent to payroll. These forms are used to create or update the records in the employee/payroll file and are then stored in the file. Employee records are stored alphabetically. The portion marked in red relates to activities that go on outside the boundaries of the payroll system. Consequently, these activities will not be included on the DFD.

17. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS  The first paragraph of the narrative for the payroll process reads as follows:  When employees are hired, they complete a new employee form. When a change to an employee’s payroll status occurs, such as a raise or a change in the number of exemptions, human resources completes an employee change form. A copy of these forms is sent to payroll. These forms are used to create or update the records in the employee/payroll file and are then stored in the file. Employee records are stored alphabetically. The portion marked in red suggests two data flows coming into the payroll process (new employee forms and employee change forms). The source of the inflows is the human resources department.

18. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS Data InputsProcessesData Outputs New employee forms and employee change forms (from H.R. Dept.)

19. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS  The first paragraph of the narrative for the payroll process reads as follows:  When employees are hired, they complete a new employee form. When a change to an employee’s payroll status occurs, such as a raise or a change in the number of exemptions, human resources completes an employee change form. A copy of these forms is sent to payroll. These forms are used to create or update the records in the employee/payroll file and are then stored in the file. Employee records are stored alphabetically. The sentence marked in red suggests a process (update employee records) with the data outflow going to a data store (the employee/payroll file).

20. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS Data InputsProcessesData Outputs New employee forms and employee change forms (from H.R. Dept.) Update records (read from file and record) Updated employee/ payroll file

21. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS  The first paragraph of the narrative for the payroll process reads as follows:  When employees are hired, they complete a new employee form. When a change to an employee’s payroll status occurs, such as a raise or a change in the number of exemptions, human resources completes an employee change form. A copy of these forms is sent to payroll. These forms are used to create or update the records in the employee/payroll file and are then stored in the file. Employee records are stored alphabetically. The final sentence in this paragraph provides information about the physical storage of the data. Physical information is utilized in flowcharts but not in data flow diagrams.

22. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS Data InputsProcessesData Outputs New employee forms and employee change forms (from H.R. Dept.) Update records (read from file and record) Updated employee/ payroll file We will not do the entire DFD, however, you could finish this table by reading the remainder of the narrative in Table 3-1 in your textbook. The portion of the table completed so far allows us to draw the segment of the DFD that is highlighted on the following slide.

23. jpsugiono@gmail.com (C)2009 DATA FLOW DIAGRAMS 1.0 Update Empl. Payroll File 2.0 Pay Employ- ees 5.0 Update Gen. Ledger 4.0 Pay Taxes 3.0 Prepare Reports Employee/ Payroll File General Ledger Human Resources Depart- ments Employees Bank Govt. Agencies Manage- ment Employee change form New employee form Time cards Employee paychecks Payroll check Payroll disburse- ment data Payroll tax disb. voucher Tax report & payment Payroll report