How to Create a Context Diagram for Your Client's System

When businesses, hospitals and other organizations take the time to understand how information is shared and received within their infrastructures, they can identify ways to streamline the flow of data by way of process modeling. Creating a context diagram is one type of process modeling method, and is a visual representation of the inputs and outputs of data with a system. Companies analyze context diagrams to learn what circumstances, or context, impact the data flow. If you're creating a context diagram for a client, learn all about the company's inputs and outputs first.

Instructions

Things You'll Need

• Writing board or paper

1. • 1
     Identify the main or primary system that your client's organization uses for storing data. The system could be a database where electronic information is stored and shared, or an Intranet portal that serves the same function.
   • 2
     Make a list of the system's users. Start by creating user categories, such as Employees, Volunteers, Interns, Customers, Clients, Doctors or whatever pertains to the client's organization. These categories become the system's environmental entities. Underneath each category, write down a summary of how the users utilize the system. For instance, ask the client what type of data the users extract from the system and what type of data they input into the system.
   • 3
     Chart the information you have so far on a diagram. Sketch this diagram on a writing board, such as a whiteboard or chalkboard, or on a piece of paper. If you're using a laptop computer, build the context diagram in a spreadsheet or word processing software program.
   • 4
     Draw a bubble in the center of the diagram. Label the inside of the bubble the name of the client's main system. Write down each environmental entity in its own bubble around the central bubble. For instance, Employees and Volunteers would each get their own bubble. Scatter the environmental entities around the central bubble evenly, if you can, for organizational purposes. Leave room between the entity bubbles and the central bubble.
   • 5
     Write the transaction that takes place between each entity and the main system. Use the same information that you gathered in Step 2. For instance, if the Volunteers use the system for inputting financial data, write Input Financial Data next to the Volunteers entity bubble.
   • 6
     Use arrows to symbolize how the data flows to and from the central system in between each entity. For every process -- such as Input Financial Data -- draw an arrow that either points toward or away from the central system. If the entity is responsible for putting data into the system, draw the arrow pointing to the system. If the entity extracts data from the system, the arrow points to the entity bubble instead.
   • 7
     Review the finished context diagram with your client. Discuss whether you have accurately captured the process model with the information you were given.