DFD for School Management System | Data Flow Diagram

The School Management System DFD diagram describes the overall “flow” of data on the project. This diagram is used to document the transformation of data (input-output) for project development.

The school management system data flow diagram is composed of DFD levels 0, 1, and 2. It also uses entities, processes, and data that define the whole system.

DFD for School Management System: Details

The table shows the overview and details of the school management system DFD (Data Flow Diagram). It has complete information about the project.

Name:School Management System (DFD) Data Flow Diagram
Abstract:The School Management System Data Flow Diagram (DFD) shows the structure of the project in terms of its data management. It contains the important details on the flow of data and alternatives done in the project.
Diagram:Data Flow Diagram also known as DFD
Users:School Admin, Registrar’s Offices, and Students.
Tools Used:You may use any Diagram tools that provide data flow diagram symbols.
Data Flow Diagram (DFD) for School Management System – Details

Definition of School Management System

school management system is a platform for software that helps the school management personnel. It automates and digitalizes many academic and administrative tasks. This platform also secures thousands of sensitive and vital data. 

Moreover, school management system facilitates the flow of school information. It also allows their students to simply update and retrieve their information online with adequate database management.

What is School Management System DFD?

One of the methods used for school 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 categorized to show the School Management System structure. Take note that DFD is not part of the School Management System UML Diagrams, but 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) for School Management System is to show the developers the actual happenings in the system. This is done by visualizing the system’s data management at various levels.

Furthermore, the involved DFD levels for school management system were used to elaborate the flow of data within the project. These levels have their part in expounding the system’s data flow structure details. This structure will also be the guide for developers in creating the School Management System ER Diagram.

Data flow diagrams not only describe the flow of data but 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 School 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.

School Management System Data Flow Diagram (DFD)

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

School Management System DFD Level 0

The context diagram is an alternative name for the Level 0 DFD Diagram for School Management System. Users, the main process, and data flow make up its parts. Also, the project concept is demonstrated using the single process visualization.

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

School Management System DFD Level 0

The illustration presents the main process in a single node to introduce the project context. 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 and include other matters regarding school management.

School Management System DFD Level 1

The “detonated view” of the context diagram is School 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 School Management System DFD Level 0. This is to clarify the paths (flow) of data and its transformation from input to output.

School Management System DFD Level 1

The designed diagram portrays four different scenarios: student information management, enrollment transaction monitoring, instructor’s information management, and checking student year and status.

Firstly, the flow of data starts from the students and the registrar’s personnel. Then the system caters to the transaction. This idea was based on school management processes or transactions.

You can also see the data store used or the database. The user’s data inputs are also stored in a database. Then it serves as the source of outputs.

School Management System Level 2

Level 2 DFD for School 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.

School Management System Level 2

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.

School Management System (DFD) Data Flow Diagram Pdf

You may download the Data Flow Diagram for School 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:

Data Flow Diagram Symbols
Data Flow Diagram Symbols (Notation)
  • 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.
  • 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.
  • Data Store: A database table or a membership form are examples of files or repositories that store information for later use. Also, this part requires proper labeling.
  • Data Flow: is the path taken by data between external entities, processes, and data repositories. It depicts the interface between the other components. It 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 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.

Keep us updated and Good day!

Leave a Comment