AAPP007-4-2

Systems Analysis and Design

Logical Data Modelling – Data

Dictionary
 Topic & Structure of the lesson

• Data Dictionary
– What is a Data Dictionary?
– Use of a Data Dictionary
– Contents of a Data Dictionary
• Data Description
• Data Structure
• Data Element

AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 2 (of 25)
 Learning Outcomes

• By the end of this lecture, YOU

should be able to :
– Explain Data Dictionary
– Create a Data Dictionary using an
appropriate format / content

AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 3 (of 25)
 Key Terms you must be able to use

• If you have mastered this topic, you should

be able to use the following terms correctly
in your assignments and exams:

– Data Dictionary
– ERD

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 WHAT IS A DATA DICTIONARY ?

• Also known as data repository.

• A reference work of data about data (metadata) which is

compiled by systems analysts to guide them through
analysis and design.

• A central storehouse of information about the system’s

data.

• A document which is used to collect and coordinate

specific data terms, as well as confirms what each term
mean to different people in the organization.

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 A DATA DICTIONARY IS USED TO :

• Provide documentation.
• Eliminate redundancy.
• Validate the data flow diagram for completeness
& accuracy.
• Provide a starting point for developing screens
and reports.
• Determine the contents of data stored in files.
• Develop the logic for data flow diagram
processes.

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 Contents of a data dictionary

Figure 11-1 :Contents of the Data Dictionary

Systems Analysis & Design (4th Edition) – Shelly Cashman Series
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 Data Dictionary for External
Entity
Name The external entity name as it appears
on the DFDs.
Description Description of the external entity and its
purpose.
Input data The standard DFD names for the input
flows data flows into the external entity.
Output data The standard DFD names for the output
flows data flows.

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 Data Dictionary for External
Entity
External Entity: Customer
Name Customer
Description Customer register details to create a user account
that enable the customer to login into the system.
Input Data Flows Customer Info.
Output Data Flows Customer Details

Customer details 1.0 Customer details

CUSTOMER Customer Info. Register Customer Info. D1 Customer

Customer

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 Data Dictionary for Process

Name Process name and # as it appears on the

DFDs.
Description Brief statement of the process’s general
purpose.
Input data The standard DFD names for the data
flows flows entering the process.
Output data The standard DFD names for the data
flows flows leaving the process.
Process Document the detailed steps for the
process using Pseudo Code.

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 Data Dictionary for Process

Process: 1.0 Register Customer

Name 1.0 Register Customer
Description The system will process the customer registration to
create an account for the customer. This will allow the
customer to login into the system.
Input Data Flows Customer Details
Output Data Flows Customer Info

Customer details 1.0 Customer details

CUSTOMER Customer Info. Register Customer Info. D1 Customer

Customer

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 Data Dictionary for Data Flow
Name The data flow name as it appears on the
DFDs
Description Describes the data flow and its purpose
Origin/Source The DFD beginning or source of the data
flow. Can be a process, a data store or
an external entity.
Destination/ The DFD ending points for the data flow.
Sink Can be a process, a data store or an
external entity.
Data Data record.
Structure
Data Element Details description of each data relate to
the data flow.

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 Data Dictionary for Data Flow
Data Flow: Customer Details

Name Customer Details.

Description The customer need to insert his/her details to create
an account so that the customer enable to login into
the system.
Origin/Source Customer (External Entity)
Destination/Sink 1.0 Register Customer (Process)

Customer details 1.0 Customer details

CUSTOMER Customer Info. Register Customer Info. D1 Customer

Customer

AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 9 (of 25)
 Data Dictionary for Data Flow
Data Flow: Customer Details
Name Customer Details.
Description The customer need to insert his/her details to create
an account so that the customer enable to login into
the system.
Origin/Source Customer (External Entity)
Destination/Sink 1.0 Register Customer (Process)
Data Structure Customer Details = Username +
Password +
First Name +
Last Name +
[Office No.] +
[H/P No] +
Email +
Address

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 Data Dictionary for Data Flow
Data Flow: Customer Details
Data Element Name: Username
Description: Unique username to identify the customer.
Element Characteristics
Type: Alphanumeric
Length: 10
Output Format: xxxxx99999 or 99999xxxxx
Data Element Name: Password
Description: Password that match with the username that will verify
the customer’s login.
Element Characteristics
Type: Alphanumeric
Length: 8
Output Format: xxxx9999 or 9999xxxx

All the data relate to the customer details should be include in the
Data Element description.
AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 9 (of 25)
 Data Structure

• described using algebraic notation

• The symbols used are :
= means “is composed of”
+ means “and”
{ } indicate repetitive elements,
repeating groups or tables
[ ] represent an either / or situation
( ) represent an optional element

AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 18 (of 25)
 Data Dictionary for Data Store

Name The data store name as it appears on the

DFDs
Description Describes the data store and its purpose
Origin/Source The standard DFD names for the data
flows entering the data store .
Destination/ The standard DFD names for the data
Sink flows leaving the data store.
Data Data record.
Structure

AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 8 (of 25)
 Data Dictionary for Data Store
Data Flow: Customer Details
Name Customer
Description To store data relate to customers
Input Data Flow Customer Details
Output Data Flow Customer Info.
Data Structure Customer Details = Username +
Password +
First Name +
Last Name +
[Office No.] +
[H/P No] +
Email +
Address

Customer details 1.0 Customer details

CUSTOMER Customer Info. Register Customer Info. D1 Customer

Customer

AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 9 (of 25)
 Quick Review Question

• What is the data dictionary format for

– entity?
– process?
– data flow?
– data store?

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 Question and Answer Session

Q&A

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 Next Session

• Conceptual Modelling – Entity

Relationship Diagram (ERD)

AAPP007-4-2 Systems Analysis and Design Logical Modelling Slide 18 (of 18)