Data Dictionary

What does Backordered item mean?

What does New Customer info. contain?
How does the account receivable report look like?
Data Dictionary
A list of names used in the system models
arranged alphabetically and their meaning
and information about them
Types of information provided:
Description of data
If composite data, describe elements
Data representation or type
Creator, creation date, user contacts
Other names for the data (aliases)
Data Dictionary
Data dictionary is a metadata
Created in parallel with DFD
Created in top-down approach
Data dictionary should be kept up-to-date
with the DFD model
Data Dictionary
Advantages:
Documentation for the whole system
Eliminate redundancy in a system which has been
created by different people
Identify aliases
Provide a starting point to develop reports and
screens
Validates the data flow diagrams for completeness
and accuracy
Develop the logic for DFD processes
Data Dictionary Contents
Data dictionaries contain:
Data flow.
Data structures.
Elements.
Data stores.
Process
Data flow Description
ID number
Name (as it appears in DFD)
Description
Source
Destination
Type (file, screen, report, form, internal)
Data structure name
How frequently produced
Comments
Defining Data Flow (Continued)
The source of the data flow
This could be an external entity, a process, or a
data flow coming from a data store.
The destination of the data flow
Type of data flow, either:
A record entering or leaving a file.
Containing a report, form, or screen.
Internal - used between processes.
Defining Data Flow (Continued)
The name of the data structure or elements
The volume per unit time
This could be records per day or any other unit of
time.
An area for further comments and notations
about the data flow
Data Store
ID number
Name
Alias name
Description
Type (manual, computerized)
File format (database, sequential, Indexed)
Maximum/ average number of recording
This helps the analyst to predict the amount of disk
space required.
File name
Data structure
Data Structure
For compositional data flow and data store
elements
Describe the elements of the data structure
using algebraic notation
= Composed of
{ } Repetition
( ) Optional
+ and
[ / ] or
Data Structure
Example:
Student record= student ID +
Student name+
Address +
Date of birth +
Gender +
Nationality +
Telephone number +
(mobile telephone number)
+
{ course record}
Course record= course name +
Course number+
Grade
Data Elements
Each element in the data structure should be
described
ID number
Name
Alias
Description
Type (Base: entered from user, derived: computed)
Length (in characters) [max or fixed]
Data type (date, numeric, alphanumeric)
Input/Output format
Validation criteria
Default value
Comments
Defining Elements
Aliases, which are synonyms or other names
for the element
These are names used by different users within
different systems
Example, a Customer Number may be called a:
Receivable Account Number.
Client Number.
Defining Elements
A base element is one that has been
initially keyed into the system.
Input from an external entity in the DFD
A derived element is one that is created by
a process, usually as the result of a
calculation or some logic.
Output from a process in the DFD
Data Store Definition
If the file is computerized, the file format
designates whether the file is a database file
or the format of a traditional flat file.
The maximum and average number of
records on the file
The growth per year
This helps the analyst to predict the amount of
disk space required.
Data Store Definition
The data set name specifies the table or
file name, if known.
In the initial design stages, this may be left
blank.
The data structure should use a name
found in the data dictionary.
Logical and Physical data
Logical data structures is what the user
sees
Physical data structure is what the
software needs for processing
(e.g. flags, key fields for search, ..)

Using the Data Dictionary
Data dictionaries may be used to:
Create reports, screens, and forms.
Generate computer program source code.
Analyze the system design for completion and
to detect design flaws.
Creating Reports, Screens,
Forms
To create screens, reports, and forms:
Use the element definitions to create fields.
Arrange the fields in an aesthetically pleasing
screen, form, or report, using design
guidelines and common sense.
Repeating groups become columns.
Structural records are grouped together on
the screen, report, or form.
Data Dictionary Analysis
The data dictionary may be used in
conjunction with the data flow diagram to
analyze the design, detecting flaws and
areas that need clarification.
Data Dictionary Analysis
(Continued)
Some considerations for analysis are:
All base elements on an output data flow must
be present on an input data flow to the
process producing the output.
Base elements are keyed and should never
be created by a process.
Data Dictionary Analysis
(Continued)
A derived element should be output from at
least one process that it is not input into.
The elements that are present on a data flow
into or coming from a data store must be
contained within the data store.
Process Data
Process number
Process name
Description
Input
Output
Type (batch, online, manual)
Prewritten code: ready made functional libraries
Process logic (Business rules)
Reference to description tables or structures
Unresolved issues: (notes to check with users)
Process Specifications
Process specifications are created for primitive
processes on a data flow diagram.
They are also called minispecs.
Advantages
Understand how the process works and go back to
users if not clear
Describe what should happen for designer and
programmer
Validate the DFD
Structured English
based on structured logic and Simple English
statements
Appropriate technique for analyzing the system
when structured decisions are not complex.
Express all logic in terms of sequential structures,
decision structures, case structures, or iterations.
Use and capitalize accepted keywords such as IF,
THEN, ELSE, DO, and PERFORM.
Indent blocks of statements to show their hierarchy.
Underline words that have been described in the data
dictionary
Describing Processes
Example: Bonus monthly payment (Structured
English)
For each customer
Read Customer record
For each item rented between 1/10 to 1/11
add total
End for
If total is greater than or equal to 50$ then
send bonus and thank you letter
End if
End for
Automatic Data Dictionary
Using CASE tools:
Easy to change and add
Created and integrated with other models
Checks that the DFD is valid
e.g. all data needed for a process is input to it
Data store contains data input/ output to/from it
Derived data should be output from process
Checks data source and destination in DFD
Use data structures to create reports and
screens