DFD (Data Flow Diagram) for Employee Management System

DFD (Data Flow Diagram) for Employee Management System

The data flow diagram or (DFD) for Employee Management System is one of diagrams used to trace down the flow of information within the system. It carries out one of the preparatory steps when developing the employee management system in form of DFD level 0, 1 and 2. Each of these levels elaborates the flow of data that enters and exits the project.

The Data Flow Diagram (DFD) represents the flow of data and its transformation within employee system. The input, processing, and output are used to represent and define the overall flow of the system. You will find out how the system react with the user and handles data that the system receives using DFD diagram.

Employee Management System DFD: Project Details

The table shows the project name and details of Employee Management System DFD. It has the 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 the important details on the flow of data and the alternatives present in the project.
Diagram:DFD also known as Data Flow Diagram
Users:Company Admin and Employees
Tools Used:Diagraming tools that provides data flow diagram symbols.
Employee Management System DFD – Project Details

Data Flow Diagram (DFD) for Employee Management System

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Assigned Work Tab in Salesforce Omni-Supervisor

Here’s the DFD for Employee Management System which elaborates the flow of data through data flow diagram level 0, 1 and 2. It has the complete explanation of data flow diagram details.

Level 0 DFD for Employee Management System

The Level 0 DFD for Employee Management System (known as context diagram) represents the abstract view of the project. It posses the single process and external parties that depicts the overall structure as a whole. This level shows the main process with incoming/outgoing indicators showing input and output data.

Level 0 DFD for Employee Management System

The level 0 DFD reveals the system’s general process and exact destination of inputs and outputs. This diagram assigns employee management system as the main processes. It serves as a guide as you go through the deeper with the Employee Management System data flow diagram levels.

Level 1 DFD for Employee Management System

The Level 1 DFD for Employee Management System provides a broader overview of the context diagram. It widens the processes from the context diagram and determines the sub processes that complete the employee management system. A level 1 DFD can be thought of as a “detonated view” of the context diagram.

Level 1 DFD for Employee Management System

The Employee Management System DFD Level 1 requires information such as record of employees, time-in and out, leave and performance reports. These information serves as the basis for the company admin to manage their employees. These records are used in processes and were stored in the data store that you will see in the next level.

The DFD level 1 gives knowledge about the broaden context terms (DFD level 0) of the system. Additionally, this level shows how the inputs or data are fed on the system and the information about the outputs that the system gives. The processes shown in this level were all based on the concept of the said project.

DFD Level 2 for Employee Management System

The DFD level 2 for Employee Management System tells the ideas on where does the data inputs goes and inputs comes within the project. It shows not only the detailed processes of system, but also gives you precise destination of the data that flows in it. This suppose that DFD Level 2 is the highest abstraction of employee system data flow diagram.

DFD Level 2 for Employee Management System

Considered as the highest abstraction, DFD level 2 gives the wider knowledge of Employee System data flow. It reveals the sub-task and databases involved in the project. This level is more informative than the other levels.

Employee Management System DFD (PDF)

To have your own reference about this discussion, you can download the Employee Management System DFD PDF File. You can click through the button below to have this PDF file.

Employee Management System DFD Definition

The employee management system DFD is one of the methods used for employee system development. It represents the system’s major processes and alternatives that generate the flow of data within the system. The data included in the Data Flow Diagram was labeled properly to guide the developers on the structure of the Employee Management System. 

The employee management system data flow diagram involves major levels to elaborate the flow of data within the project. These levels has their part in expounding the details of the system’s data flow structure. This structure will be the guide of developers in designing the system’s data handling.

Importance of DFD for Employee Management System

The importance of DFD for Employee Management System is that it aids the audience in understanding what is happening in the system. This is done by helping them visualize the system’s data management at various levels of elaboration.

The data flow diagram describes the flow of data in Employee Management System. It denotes the steps involved in transferring data from the input to file storage and report output in employee system.

Advantages of DFD for Employee Management System

  • Helps in defining the data flow information that is included in the system documentation file.
  • Simple to grasp and easily understood by both technical and nontechnical people.
  • Gives a high-level perspective of how data moves through a system, what transformations are applied to it, what files are used, and where the results are sent.
  • Employed as a communication tool between a system analyst and everyone involved in the order that serves as a beginning point for system change.
  • Aids in comprehending a system’s operation and limitations.
  • Helps in understanding graphical representation that facilitates in the visualization of contents.
  • The information flow of any process or system is mapped out.
  • Show a system’s entire scope and limitations.

How to build Data Flow Diagram for Employee Management System

Time needed: 5 minutes.

Steps in building a Data Flow Diagram for Employee Management System.

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

    Data Flow Diagram – describes the movement of data through a system or process. It contains data inputs and outputs, as well as data repositories and users. Their symbols and applications must be familiarized before you build the Data Flow Diagram.

    External Entity : is an external system (users) that provides or receives information and communicates with the system. They are the origins and destinations of data entering and exiting the system. They could be a third-party company or individual, a computer system, or a business system. Terminators, sources, sinks, and actors are all terms used to describe them.
    Process : is any procedure that transforms data and generates an output. It might execute calculations, sort data according to logic, or direct data flow according to business standards.
    Data Store : are database tables serves as examples of files or repositories that store information for later use. Each data storage is given a basic label, such as “Items” or “Location”.
    Data Flow : is the path taken by data between external entities, processes, and data repositories. It depicts the interface between the other components. It’s represented by arrows and labeled with a data name.

    Each of these data flow diagram symbols shows the overall data handling. Emphasizing the System’s structure would be much easier by using these Data Flow Diagram symbols.

  • Step 2: Determine the targeted users

    After the symbol familiarization, you’ll need to determine your targeted users. Your targeted users will be the ones to use your project.

    Your project is Employee Management System then your users would be the company admin and the employees. You may ask the users of the common activities that they do when doing task in employee management. These information will help you in proceeding with the next step.

  • Step 3: Analyze the processes and data included

    Analyzation is very important in creating data flow diagram. It will help you understand the work of the diagram and avoid the unwanted errors.

    The gathered information from the users are very useful in creating the diagram. You will evaluate the data and pick the general processes.

    From the general processes, you will see the possible data that will enter and exit the system. But only include the useful data and processes related to employee management. Then you’re ready for the next step.

  • Step 4: Plot the Data Flow Diagram

    To plot the data flow diagram you will need the users, processes, databases, and data flows. You will base the flow of data from the evaluated information to have the exact Data Flow Diagram.

    To do this, you’ll need to place first the users involved, main process and the data flow 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 figure the sub-processes that completes the main process. You will also add the data store that will serve as storage of 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.

    The highest abstraction of data flow diagram is the DFD Level 2. It will only be performed when DFD level 1 needs to be elaborated. This 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.


All in all, the ideas explained in this article provides the exact details on how to build the DFD for Employee Management System. This makes sure that the data inputs and outputs are in the right place while building the said project.

The data flow diagram discussions secures the details that serves as the blueprint of how would you secure the flow of data in the project. Through this, you will be able to build your project right and meet the given requirements.

That completes our discussion about data flow diagram! I hope that this discussion about Employee Management System Data Flow Diagram (DFD) and Its levels 0,1 and 2 will help you a lot.


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