Creating a DFD for Book Shop Management System
1.Objective
By offering an integrated solution for managing book inventories, customer orders, sales
transactions, and supplier information, the Book Shop Management System seeks to
automate and optimize a bookstore's everyday operations. The goal of this system is to
provide precise and current inventory control while making the purchasing process easier for
customers. In order to facilitate company analysis and decision-making, it provides a
dependable structure for documenting sales activity and producing frequent reports, including
daily and monthly summaries. The system also aids in keeping thorough records of suppliers
and customers, which enhances data accessibility and organization. The solution seeks to
minimize human error and greatly improve overall operational efficiency in the bookshop
environment by eliminating dependency on manual operations.
2.Procedure
a. Identify the scope
The Book Shop Management System will:
• Manage book inventory (add, update, delete books)
• Handle customer registrations and transactions
• Process book sales (billing, order confirmation)
• Track orders and maintain purchase history
• Keep records of suppliers and supplied books
• Generate reports on sales, stock, and customer data
b. List the components
External Entities:
Customer - Places orders for books
Admin – Manages inventory, books and sales
Supplier – Supplies books to the shop
c. Data stores:
To support its functions, the system keeps a number of important data stores. Complete
information about every book that is offered in the store, including titles, authors, pricing,
and stock levels, is stored in the Book Inventory data store. In order to manage orders and
offer individualized services, the Customer Information Data Store maintains records of
customer information, such as personal data and past purchases. To ensure precise tracking of
sales operations for reporting and auditing reasons, all sales transactions are documented and
kept up to date in the Sales Records data store. Last but not least, the Supplier Records data
store helps with effective inventory replenishment and supplier management by providing
information on the book suppliers, including their contact information and the books they
provide.
d. Data flow:
Source Destination Data Flow Description
Customer Sends purchase request,
Handle Sales payment info
Admin Sends update or delete
Manage Books book requests
Manage Book Supplies book information
Supplier
Handle Sales Sales Records Stores transaction details
Manage Orders Book Inventory Updates stock after
sales/orders
Generate Reports Admin Sends inventory and sales
reports
3.Draw the Level 0 DFD
4. Expand the Level 01 DFD
5.Verify the diagram
a. Implementation and output
Implementation
Level 0:
The Level 0 DFD of the Book Management System shows a single central process that
interacts with Customers, Suppliers, and the Admin. Customers place book orders and
provide personal details, while suppliers send book delivery information. The Admin
manages book records, supplier details, and customer information. The system processes all
inputs and updates four data stores: Book Inventory, Customer Information, Sales Records,
and Supplier Records. It ensures efficient handling of book sales, inventory updates, and user
management.
Level 1:
The DFD Level 1 of the Book Management System breaks down the main process into four
sub-processes: managing book inventory, processing sales, managing customer information,
and handling supplier records. Customers place orders and provide information, which
updates customer data and sales records. Admin manages inventory and supplier details.
Suppliers provide book delivery info to update inventory. These processes interact with data
stores: Book Inventory, Customer Information, Sales Records, and Supplier Records,
ensuring organized and efficient system operations.
Output
Level 0:
Order Confirmation is sent to the Customer after a successful purchase.
Inventory Update Report is generated for the Admin to review current stock.
Book Request Notification is sent to the Supplier when stock is low.
Sales Record Entry is created and stored after every transaction.
Customer Profile Update is stored after order or registration.
Book Inventory Update after sale or new stock from suppliers.
Level 1:
(Manage Book Inventory):
Updated Book Inventory data.
Low-stock alert to Admin/Supplier.
(Manage Customer Information):
Updated Customer Information.
Confirmation message to Customer after registration/update.
(Process Sales):
Sales Record is updated/stored.
Order Receipt sent to Customer.
Inventory is reduced based on the purchase.
(Manage Suppliers):
Supplier Records are updated.
New book info added to Book Inventory.
b. Analysis & discussion
System Workflow:
1. Divides the system into clear processes: inventory, sales, customer, and supplier
management.
2. Shows structured data flow between users, processes, and data stores.
3. Ensures smooth coordination among customers, suppliers, and admin.
Efficiency:
1. Automates tasks like sales entry, stock updates, and customer data handling.
2. Reduces manual errors and saves time in daily operations.
3. Enables real-time processing and faster transaction handling.
Scalability:
1. Easily supports the addition of new books, customers, and suppliers.
2. Can be expanded to include features like online payment or delivery tracking.
Suitable for small to large-scale bookshops or online systems.
Security:
1. Role-based access control ensures only admins can manage sensitive data.
2. Customer and sales data are stored securely in structured data stores.
3. Reduces data loss and unauthorized access risks through controlled workflows.
Use Case :
ER Diagram :
