DFD for Employee Management System | Data Flow Diagram

DFD for Employee Management System

The Employee Management System DFD represents the “flow” of data in all the system’s processes. This data flow diagram (DFD) for employee management system has three main levels (levels 0, 1, and 2).

Additionally, the three main levels define the system’s data flow. The employee management system’s DFD also includes entities (users), processes, and data (input and output).

Employee Management System DFD: Project Details

The table shows the project name and details of Employee Management System DFD. It has a quick view of the project’s information.

Name:Employee Management System Data Flow Diagram (DFD)
Abstract:The Employee Management System Data Flow Diagram (DFD) shows the methodology of the project in terms of information (data) management. It contains important details on the flow of data and the alternatives present in the project.
Diagram:DFD (Data Flow Diagram)
Users:Company Admin and Employees
Tools Used:Diagraming tools that provide data flow diagram symbols.
Employee Management System DFD – Project Details

Definition of Employee Management System

Employee management software is described as a set of tools that a company needs. This addresses the need for employee data management, engagement, and performance. It also delivers additional value across the firm.

The developed software allows employees to use effective employee management. It also lets them to request time off, provide timesheets or documents, and decision-making.

What is Employee Management System DFD?

One of the methods used for employee management system development is the DFD (data flow diagram). It represents the system’s major processes and alternatives that generate the internal flow of data.

Additionally, the data was properly categorized to define the Employee Management System structure. Take note that DFD is not part of the Employee Management System UML Diagrams. However, they complement each other in explaining the project activities, behaviors, interactions, and structure.

Importance of Data Flow Diagram (DFD)

The importance of the Data Flow Diagram (DFD) is to show the developers the actual happenings in the system. The system’s data management was also visualized at various levels.

Furthermore, the involved DFD levels for employee management system were used to elaborate more on its flow of data. These levels have their part in expounding the system’s data flow structure. It will also guide for developers in creating the Employee Management System ER Diagram.

Data flow diagrams not only describe the flow of data. It also denote the steps involved in transferring data from one process to another. As a result, the data was transformed from input to output.

Advantages of Data Flow Diagram:

The Advantages of the Employee Management System Data Flow Diagram are as follows:

  • It is a representation that aids in the visualization of system contents.
  • Included in the system documentation file.
  • Simple to grasp and understood by both programmers and users.
  • DFDs are detailed and well-explained diagrams of system components.
  • It also aids in comprehending a system’s operation and limitations.

DFD for Employee Management System

A thorough explanation is provided for the example DFD of employee management system. This example emphasizes the three DFD levels (DFD Levels 0, 1, and 2).

Level 0 DFD for Employee Management System

DFD Level 0 (context diagram) for Employee Management System is made up of users, the main process, and data flow. The single process visualization is also used to illustrate its project concept.

This Level 0 DFD shows the entities that interact with a system and defines the border between the system and its environment. It also depicts employee management system at a high level.

Level 0 DFD for Employee Management System

The illustration introduce the project contextusing a single node. This context explains how the project works in just one look. The user feeds data into the system and then receives the output from it.

In addition to this, you will perceive through the diagram that there is already the presence of data flow. Though the process is very general, the flow of data is clear. Nevertheless, just modify this diagram to meet the other requirements. You can also include other matters regarding employee management.

Level 1 DFD for Employee Management System

The “detonated view” of the context diagram is Employee Management System DFD Level 1. Its function is to deepen the concept derive from the context diagram.

Specifically, level 1 shows the broader details of Employee Management System DFD Level 0. This is to clarify the paths (flow) of data and its transformation from input to output.

Level 1 DFD for Employee Management System

The designed diagram portrays four different scenarios: customer information management, check time in and out, employee leave management, and monitoring labor costs.

First, the flow of data starts from the employee and the admin. Then the system caters to the transaction. This idea was based on employee management processes or transactions.

You can also see the data store used or the database. It is then used as storage for the user’s data inputs and served as the source of outputs.

DFD Level 2 for Employee Management System

Level 2 DFD for Employee Management System is also the highest abstraction of the data flow diagram. This level also broadens the idea from the DFD level 1. It includes the sub-processes from level 1 as well as the data that flows.

DFD Level 2 for Employee Management System

However, not all of the processes in the project must have sub-processes. Only provide this diagram if needed. As long as your previous diagrams were clear and precise, this level is not required.

You can add more to this and it is up to you how will you create your data flow diagram. Also, consider the data flow included and be precise with your information.

Employee Management System DFD (PDF)

You may download the Data Flow Diagram for Employee Management System PDF by clicking the button below. It has the full details and discussion of the System’s Data Flow Diagram. You can also modify its content to complete your project requirements and needs.

Data Flow Diagram Notations:

To define the data flow diagram, we used DFD notations. They were presented in symbols to be easily understood. The symbols present the following:

  1. External Entity: provides or receives information and communicates with the system. They are the origins and destinations of data entering and exiting the system. Entities could also be a third-party company or individual, a computer system, or a business system. The terms used for entities are terminators, sources, sinks, and actors.
  2. Process: is the part of DFD that modifies data and generates an output. It also executes calculations, sorts data according to logic, or directs data flow according to business standards.
  3. Data Store: A database table or a membership form are examples of files or repositories that store information for later use. Hence, it should be labeled according to the data stored in it.
  4. Data Flow: is the path taken by data between external entities, processes, and data repositories. It depicts the interface between the other components. Additionally, data flow is represented by arrows and labeled with a data name.

These data flow diagram notations represent the total data handling. Using these Data Flow Diagram symbols would also help to draw attention to the system’s architecture in a simpler way.

How to Create Data Flow Diagram

Time needed: 5 minutes

Here’s the simplest way to create your DFD diagram for Employee Management System.

  • Step 1: Familiarize Data Flow Diagram (DFD) Symbols

    Data flow diagrams show how information moves through a system or process. Along with data repositories and users, it also includes data inputs and outputs. Before you construct the actual diagram, you must be familiar with its symbols and applications.

  • Step 2: Analyze the processes and data included

    Analyzation is very important in creating a data flow diagram. It also helps in understanding the meaning of the diagram and avoiding unwanted errors.

    The gathered information from the users is very useful in creating the diagram. You also need to evaluate the data and choose the general processes. 

    From the general processes, you will see the possible data that will enter and exit the system. However, only user data and processes related to the employee management process are included. Then you’re ready for the next step.

  • Step 3: Plot the Data Flow Diagram

    To plot the data flow diagram, you will need the users, processes, databases, and data flows. Then you’ll base the data flow on the evaluated information to have a detailed data flow diagram.

    First, you need to identify the users involved and the main processes they will perform. This will first generate the DFD Level 0, or the context Diagram.

    Then you will deepen the idea in DFD Level 0. To perform this, you will need to figure out the sub-processes that complete the main process. You will also add a data store that will serve as storage for the processed data.

    After that, you will trace the flow or path of data to know the transformations of data inputs into outputs. This will create the DFD Level 1.
    Lastly, DFD is done by adding the supporting processes in DFD Level 1. You will connect them to the existing level to give more elaboration to the data flow diagram.


In conclusion, we have discussed the things that we need to know to create a data flow diagram. Its main purpose is to emphasize the transformation of data from input to output. Indeed, DFD levels were very useful in elaborating the system.

Further, the DFD information was appropriately categorized. This highlights the organizational structure of employee management. This documentation will not only help with the project foundation but also with its behavior. Check out these recommended and related articles for more!


If you have inquiries or suggestions about DFD (Data Flow Diagram) for Employee Management System, just leave us your comments below. We would be glad to know to concerns and suggestions and be part of your learning.

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