System Context Diagram Guidelines
The Context Diagram represents a high-level view of the business processes of a system, and can serve to clarify the
system boundary and scope of analysis. It identifies any internal or external entities (other systems, business units, or
organizations) with which the system interacts and identifies, at a high level, the business process inputs and outputs
from and to these entities.
AS-IS System Context Diagram
This context diagram is created at the start of a project and used to understand and communicate among the project
stakeholders and participants what entities the system currently interacts and the relevant information flows (inputs
and outputs) that exist between these entities and the system.
Conceptual (TO-BE) and Finalized System Context Diagram
During system design and development, the conceptual (TO-BE) or finalized system context diagram is developed and
represents any changes to the “AS-IS” Context Diagram entities, and information flows to/from these entities.
Components of a Context Diagram
Symbol
System under investigation:
Description
Represented by a circle and labeled with the name of the
system being documented in the center of the circle. The
system will be connected to entities with which it
communicates by data and resource flows.
Project
Management
System
Entities:
Organizations/business units:
Internal to
NYSDOT
External to
NYSDOT
Systems:
Internal to
NYSDOT
Data flows:
Dashed line – Manual data flow
Solid line – Electronic data flow
Functional Narrative
External to
NYSDOT
The entities represent internal and/or external business
units, organizations, or other systems that provide data
to or receive data from the system being documented.
Entities should be represented by one of the designated
icons pictured. Each entity should be displayed only once
and can have multiple data flows to and from it.
Informational or resource data flows between the entities
and the system being documented. These information
flows should be represented by directional arrows into or
out of the system.
A solid line arrow is used to represent an electronic flow
of data and a dotted line arrow is used to represent a
manual flow of data. An information data flow may
involve both manual and electronic data flow
components and may be represented with a dotted and
solid line arrow together. Data flows should be
descriptively named to identify the piece or type of
information exchanged between the entity and the
system being documented.
The Functional Narrative is added to further clarify or add
detail to each entity - information flow relationship.
Acronyms included in the diagram and narrative should
be fully described in the narrative. The following format
should be used: acronym followed by full name, (i.e.,
Symbol
Document Formatting
Description
WLDB – Workforce Learning and Development Bureau).
The narrative should specify frequency, data types, type
of interaction and enough detail to be clear to a non
system user. See sample below and attached.
Note:
GIS is not a system – be descriptive
FOIL requests from the Public go to the Records Access
Office then to the System.
The MS Visio Context Diagram should be embedded in a
MS Word document as shown in Attachment A. The
Document should include a cover page, a version page,
the Context Diagram and the Functional Narrative.
The latest version of the Context Diagram Template
should be used which includes the DOT VSS (template
tools). Make sure that all line weights are 5. To edit the
weights of line, select all objects, select line properties
then select pattern 01, color 00 and weight 5.
To insert the Visio Context Diagram, Select Insert Object
from Insert Tab on menu, Select Create from file, Browse
to desired vsd, check box “link to file” and click OK.
By linking to file, a shortcut to the source file is created
and any changes to the source file will be reflected in
your document.
To best display your Context Diagram, you may need to
change the orientation of the page format or change the
margins of the page to narrow (.5”) for all sides. When
making changes to the object format make sure that the
following size properties of the object stay intact, the
check boxes “Lock aspect ratio” and “Relative to original
picture size” need to be checked.
XYZ Time and Attendance System Context Diagram
Personnel
Employee
Supervisor
Time Sheet
Correction
Labor
Memo
Approves employee
Distribution
Time &
Leave and
Attendance
Attendance
Time &
Rules
Attendance
Personnel/
Accounting
Miscellaneous
Payments
Miscellaneous Codes &
IAS Object Code roll-up
employee
timesheet
corrections
XYZ
Project master
Function Codes
Employee/
Supervisor
information
General Ledger
Orgs
IAS
Time
Distribution
Employee/
Supervisor
information
ITD
Account
Management
LEGEND
Business Unit
System
Internal to
NYSDOT
Internal to
NYSDOT
External to
NYSDOT
External to
NYSDOT
Dashed line – Manual data flow
Solid line – Electronic data flow
WLDB
Accounting
(Payroll)
Context Diagram Functional Narrative
Systems
IAS (Internal Accounting System)
 may receive labor distribution information
 may update PIN codes (through IAS screens to the Project Master file) and send Project Master file
 may update Function Codes (through IAS screens) and send Function Code file

may update the General Ledger Organization Codes (through IAS screens) and send GL Org file
Business Units
Employee
 may enter time and attendance for the bi-weekly payroll period
 may enter Labor/Time Distribution for the bi-weekly payroll period
 may receive a correction memo from XYZ identifying a payroll correction to their bi-weekly timesheet
Supervisor
 may approve employee time and attendance at the end of a pay period
Accounting (Payroll)
 may correct an employee’s bi-weekly timesheet (a correction memo is generated)
 may receive Miscellaneous Payments information (for upload to XYZ)
WLDB
 may receive updated employee-supervisor information
ITD Account Management
 may receive updated employee-supervisor information
Personnel / Accounting
 may request Miscellaneous Code and IAS Object Code updates (ITD makes the program changes)
Personnel
 may update NYSDOT Time and Attendance Rules