PROJECT / DATA

DICTIONARY

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 Introduction : Data Dictionary
• Data Flow diagram give a diagrammatic representation of
the process view of the system.
• However, we often ask ourselves
• what exactly is meant by a particular process?
• What are the contents of a data flow or data store?
• We really need the answers to these questions when
developing DFDs;
• How do we know that the name given to one of the DFD
elements is unique?

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 Introduction : Data Dictionary
• Documentation primarily keeps records of all project
information. This includes models of the system
components, Detailed description of these components etc.
• Documentation contains many indexes and cross-references
between documents to make it easy for any user to find out
needed information about the system.

The repository where all this information is kept is

known as a Data Dictionary

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 Data Dictionary

Martin defined a Data Dictionary as ‘ a repository of

data about data’
We can define the DD/Project Dictionary as a catalog of
requirements and specifications for a new information
system.

Project/Data Dictionary expands on the pictorial models.

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 Introduction : Data Dictionary
DATA DICTIONARY contains a list of all the elements
composing the data flowing through a system. The major
elements are Data Flows, Data Stores and Processes. The data
dictionary stores details and descriptions of these elements.

For example : If analysts want to know

✓ how many characters are in a data item,
✓ by what other names it is referenced in the system, or
✓ where it is used in the system,
• Should be able to find the answers in a properly developed data
dictionary

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Introduction : Data Dictionary
1. Project Overview
2. Initiation Plan and SSR
3. Project Scope and risks
4. Management Procedures
5. Data Descriptions
6. Process Descriptions
7. Team Correspondence
8. Project Charter
9. Project Schedule

Online copies of Data

Dictionary, Diagrams,
Schedules, Reports etc.
Why is a Data Dictionary Important
Analysts use Data Dictionaries for five important reasons :
• To manage the detail in large systems
•To communicate a common meaning for all system elements
•To document the features of the system
•To facilitate analysis of the details in order to evaluate
characteristics and determine where system changes should be
made
•To locate errors and omissions in the system

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Why is a Data Dictionary Important
Manage Detail
• Large systems have huge volumes of data flowing through
them in the form of documents, reports and even
conversations.

• Similarly, many different activities take place that use

existing data or create new details.

The best-organized and most effective analysts use

automated data dictionaries designed specifically for
systems analysis and design

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Why is a Data Dictionary Important
Communicate Meaning
• Data Dictionaries assist in ensuring common meaning for
system elements and activities.
• Data dictionary helps in understanding the meaning of various
terminology or assumptions made about.
• Data Dictionaries record additional details about the data flow
in a system so that all persons involved can quickly look up the
description of data flows, data stores or processes

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Why is a Data Dictionary Important
Document System Features
• We also need to know under what circumstances each process
is performed and how often the circumstances occur.
• Having to formally describe system features will produce a
more complete understanding.
• Once the features have been articulated and recorded, all
participants in the project will have a common source for
information about the system

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Why is a Data Dictionary Important
Facilitate Analysis
• The another reason for using DD is to determine
whether new features are needed in a system or whether
changes of any type are in order.
• For example : If you are working with University that is
considering allowing its students to register for courses
by dialing into an online registration system over touch-
tone telephones.
• What questions would you ask and what information
would you want to have available for examination ?

563
Why is a Data Dictionary Important
Locate Errors and Omissions
• Conflicting data flow descriptions, processes that neither
receive input nor generate output, data stores that are never
updated etc.
• Indicate incomplete or incorrect analysis that we want to
correct before determining that changes are needed.

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 Organization of a Data Dictionary
• PROJECT DESCRIPTION
• DATA MODEL
• PROCESS MODEL
• ENTITY TYPE DESCRIPTIONS
• DATA FLOW DESCRIPTIONS
• DATA STORE DESCRIPTIONS
• RECORD DESCRIPTIONS
• ELEMENT DESCRIPTIONS

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 Describing Data Dictionary
• All parts of an information system - transactions, inquiries,
reports and output, files and databases - depend on data.
• The dictionary contains two types of descriptions for the
data flowing through the system : data elements and data
structures.

• Data Elements are grouped together to make up Data

Structure

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 Describing Data Dictionary
• Data Elements
– Data elements are building blocks for all other data in the
system. By themselves they do not convey enough meaning
to any user.
• Data Structures
– A data structures is a set of data items that are related to
one another and that collectively describe a component in
the system
– Both Data Flows and Data Stores are Data Structures. They
consists of relevant elements that describe the activity or
entity being studied.

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 Describing Data Elements
Each entry in the data dictionary consists of a set of details
describing the data used or produced in the system. Each item is
identified by a Data Name, Description, Alias, and Length and
has Specific Values that are permissible for it in the system being
studied.
Data Names : To distinguish items of data from one another,
analysts assign meaningful names. The names are used to refer to
each element throughout the entire systems development process.
For example - Date of Invoice instead of ABCXXX

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 Describing Data Elements
Data Description : Data Description briefly states what the data
item represents in the system. For example : Date of Invoice
indicates that it is the date on which the statement was prepared.
Data Description should be written with the assumption that the
person who will be reading the description does not know
anything about the system.
Aliases : The additional names for the same data are called aliases.
A meaningful dictionary will include all aliases.

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 Describing Data Elements
Length : Length identifies the number of spaces required to store
a data item. Analysts can capture these details when developing
DFDs.
Data Values : In some processes, only specific data values are
permissible. For example Definition THE MEDIA OR FORMAT
FOR AN AUDIO OR VIDEO TITLE
Code Meaning
•R LONG PLAY RECORD
•C CASSETTE
•D COMPACT DIGITAL DISC
•V VIDEO TAPE
•The system may later be designed so that the above codes are the
only ones that are acceptable input

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 Describing Data Structures
Data Structures are built on four relationships of components
that may be either data items or other data structures. These
relationships are
Sequence Relationship : Defines the components that are always
included in a particular data structure. For example, the data
elements needed to describe each Course
COURSE
COURSE NUMBER
COURSE NAME
CREDITS
SECTION NUMBER
INSTRUCTOR

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 Describing Data Structures
Selection Relationship : in some cases data structure consists of
alternatives. The selection relationship represents such
alternatives and indicates either / or. For example
ORDER

{ SUPPLIER-NO
SUPPLIER NAME }
DATE ORDERED
DATE REQUIRED
ORDER NO
[ORDER STATUS]
ITEMS ORDERED
ITEM NO
QTY-ORDERED

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 Describing Data Structures
CURLY BARACKET INDICATE ALTERNATIVE
STRUCTURES. Thus an order may contain SUPPLIER NO or
SUPPLIER NAME but not both
The square brackets indicate an optional component. Thus an
order may or may not contain the data element order -status

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 Describing Data Structures
Iteration Relationship : Defines the repetition of a component zero
or more times. For example, during a specific quarter, students
will register for courses, but the specific number of courses will
vary from person to person, since some take more courses than
others. The Data Structure Term Registration consists of the
following
TERM REGISTRATION
TERM, YEAR, ADIVSOR and one to six iteration of
COURSE, which consists of : COURSE NUMBER, COURSE
NAME, CREDITS, SECTION NUMBER, INSTURCTOR

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 Describing Data Structures
Optional Relationship : Some Data Elements may be optional. For
example, during Registration, a number of special fees occur as
options :
FEE
TUTION FEE
LIBRARY FEE
[LATE FEE
LABORATORY FEE
PARKING FEE]

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 ENTITY TYPE DESCRIPTIONS
- Name of entity
- brief definition of entity
- entity’s unique identifier elements (including concatenated
identifiers, candidate identifiers)
For Example
• Data Entity : MEMBER
• Description : An active member of one or more
clubs
• Unique Index : MEMBER NUMBER

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 Data Flow Entries in Project Dictionary
- The project dictionary contains an entry for each DFD
developed during analysis. Thus, it contains
- Context Diagram,Top level DFD
- Detailed diagrams for all Top level Functions
DATA FLOW DESCRIPTIONS:-
• Data Flow Name
- Brief Description of Data Flow
- The Event/Time that Triggers a Single occurrence of the data
flow should be described.
- The Average, Peak, and Valley volumes of the data flow
should be recorded

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 Process Description in Project Dictionary
Process description includes an entry for each process in DFD. Each
process entry includes the DFD number for the process together with
the process description
example
DFD NUMBR 3
PROCESS NAME
input data flow
output data flow
data stores used in a process
description of process

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 Example: Data Structure for Student Data
STUDENT DATA = NAME + STREET ADDRESS +
CITY + STATE + POSTAL CODE +
TELEPHONE NUMBER
+[STUDENT NUMBER | SOCIAL SECURITY NUMBER]
+{COURSE NUMBER + COURSE NAME + CREDITS +
SECTION NUMBER + TIME + DAY + INSTRUCTOR}
+ TERM
+ YEAR
+ ADVISOR
NAME = FIRST NAME + (MIDDLE INITIAL) +
LAST NAME

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Example: Sample Data Flow Dictionary Entry
Data Flow Invoice package
Name Description: Signed billing details from vendor
and internal purchasing
authorization - unaudited for
correct total and tax.
From Processes 1.3 verify merchandise ordered
1.4 receive purchasing
authorization
To Processes: 1.5 price invoice (batched through
approved invoices delay)
Data Structures: Invoice Package
- invoice details
- receiving acknowledgment
- purchasing authorization 580
Example: Sample Data Store Dictionary Entry
Data Store: Approved invoice
Description: Vendor requests for payments
submitted for processing. Itemizes
merchandise received, cost of
each and contains signature of
employee receiving merchandise
Inbound Data 1.1 Signed invoice
Flows: 1.2 Signed invoice-when signature
needed
Outbound Data Item details-batched invoice
Flows: details
Data Description: Vendor details Item Details
Invoice Number Amount Due
Invoice Date
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Purchase order reference
 Example: Sample Data Store Dictionary Entry
Volume: 200 daily; growing 10% annually;
heaviest at beginning of month

Access: Delay for batching, then accessed

together; sequentially processed
r
from within batch

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Example: Sample Data Structure Dictionary Entry
Data Structure: Payment Voucher
Description: Invoice and internal approvales and
audits of invoice and purchasing
authorization; indicates payment
can be made for merchandise or
services
Contents Invoice package
Invoice details
Vendor name
(invoice number)
invoice date
(Purchase order reference)
{item details}
Amount Due 583
Example: Sample Data Structure Dictionary Entry
Receiving acknowledgment
Purchase authorization
Payment Approval
Audit Approval
Vendor Details
Volume: 200 daily

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Example: Sample Form for Describing Data Elements

Data Element: Purchase order number

Description: Identification and authorization for
each order given to an outside
supplier
Type: © AN N
Length: 7
Aliases: PO, Requisition
Range of ________ TO _________
Values: TYPICAL Value increasing fro
10000
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Example: Sample Form for Describing Data Elements
List of Specific Values (If Any)
Valid Prefixed Meaning
AC Accounting
AD Advertising
EX Executive Office
PE Personnel
PU Purchasing
RD Research and Development
SA Sales
Other Editing Purchase order number
Details: includes 5 digit number and
department prefix 586