8

Kendall & Kendall

Systems Analysis and Design, 9e
Analyzing Systems
Using Data
Dictionaries

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 Learning Objectives

• Understand how analysts use data dictionaries

for analyzing data-oriented systems.
• Understand the concept of a repository for
analysts’ project information and the role of
CASE tools in creating them.
• Create data dictionary entries for data
processes, stores, flows, structures, and logical
and physical elements of the systems being
studied, based on DFDs.
• Recognize the functions of data dictionaries in
helping users update and maintain information
systems.

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 Cataloging

• Data flow diagrams can be used to

catalog:
• Data processes
• Flows
• Stores
• Structures
• Elements
• Cataloging takes place with the data
dictionary
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 The Data Dictionary

• A reference work of data about

data (metadata)
• Collects and coordinates data
terms, and confirms what each
term means to different people in
the organization

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 Need for Understanding the
Data Dictionary

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 The Data Repository

• A data repository is a large collection of

project information
• It includes:
• Information about the data maintained by the
system
• Procedural logic and use cases
• Screen and report design
• Data relationships
• Project requirements and final system
deliverables
• Project management information

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 How Data Dictionaries Relate
to Data Flow Diagrams
(Figure 8.1)

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 Data Dictionary Categories

• Data flows
• Data structures
• Elements
• Data stores

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 Defining the Data Flow

• ID—identification number
• Unique descriptive name
• A general description of the data flow
• The source of the data flow
• The destination of the data flow
• Type of data flow
• The name of the data structure describing the
elements
• The volume per unit time
• An area for further comments and notations

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 An Example of a Data Flow Description
from World’s Trend Catalog Division (Figure
8.3)

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 Describing Data Structures

• Data structures are made up of

smaller structures and elements
• An algebraic notation is used to
describe data structures

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 Algebraic Notation

• Equal sign means “is composed of”

• Plus sign means “and”
• Braces {} mean repetitive elements
• Brackets [] for an either/or situation
• Parentheses () for an optional
element

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Hall 8-12
Data Structure Example for Adding a Customer Order at
World’s Trend Catalog Division (Figure 8.4)

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 Structural Records

• A structure may consist of elements or

structural records
• These are a group of elements, such as:
• Customer name
• Address
• Telephone
• Each of these must be further defined
until they are broken down into their
component elements

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 Structural Records Used in
Different Systems
• Structural records and elements that
are used within many different systems
are given a non-system-specific name,
such as street, city, and zip
• The names do not reflect a functional
area
• This allows the analyst to define them
once and use in many different
applications

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 Structural Record Example

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 Logical and Physical Data
Structures
• Logical:
• Show what data the business needs
for its day-to-day operations
• Physical:
• Include additional elements necessary
for implementing the system

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 Physical Data Structures

• Key fields used to locate records

• Codes to identify record status
• Transaction codes to identify
different record types
• Repeating group entries
• Limits on items in a repeating group
• Password

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 An Element Description Form Example
from World’s Trend Catalog Division (Figure
8.6)

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 Data Element
Characteristics
• Element ID
• The name of the element
• Aliases
• A short description of the element
• Element is base or derived
• Element length
• Type of data
• Input and output formats
• Validation criteria
• Default value
• An additional comment or remark area
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 Element Length

What should the element length

be?
• Some elements have standard
lengths, state abbreviations, zip
codes, or telephone numbers.
• For other elements, the length may
vary and the analyst and user
community must decide the final
length.
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 Element Length
Considerations
• Numeric amount lengths
• Name and address fields
• Other fields

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 Data Truncation

• If the element is too small, the

data will be truncated
• The analyst must decide how this
will affect the system outputs
• If a last name is truncated, mail
would usually still be delivered
• A truncated email address or web
address is not usable
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 Type of Data

• Alphanumeric or text data

• Formats
• Mainframe: packed, binary, display
• Microcomputer (PC) formats
• PC formats, such as Currency,
Number, or Scientific, depend on how
the data will be used

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 Some Examples of Data
Formats Used in PC Systems
(Figure 8.7)

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 Validation Criteria

• Ensure that accurate data are

captured by the system
• Elements are either:
• Discrete, meaning they have fixed
values
• Continuous, with a smooth range of
values

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 Default Value

• Include any default value the element

may have
• The default value is displayed on
entry screens
• Reduces the amount of keying
• Default values on GUI screens
• Initially display in drop-down lists
• Are selected when a group of radio buttons
are used
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 Comment or Remarks Area

• This might be used to indicate the

format of the date, special
validation that is required, the
check-digit method used, and so
on

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 Data Stores

• Data stores are created for each different

data entity being stored
• When data flow base elements are
grouped together to form a structural
record, a data store is created for each
unique structural record
• Because a given data flow may only show
part of the collective data that a
structural record contains, many different
data flow structures may need to be
examined to arrive at a complete data
store description
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 Describing the Data Store

• The data store ID

• The data store name
• An alias for the table
• A short description of the data
store
• The file type
• File format
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 Describing the Data Store
(continued)
• The maximum and average number of
records on the file as well as the growth
per year
• The file or data set name specifies the
file name, if known
• The data structure should use a name
found in the data dictionary
• Primary and secondary keys
• Comments

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 Example of a Data Store Form for
World’s Trend Catalog Division
(Figure 8.9)

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 Creating the Data
Dictionary
• Data dictionary entries
• Created after the data flow diagram is
completed
or
• Created as the data flow diagram is
being developed
• Created using a top-down
approach
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Hall 8-33
 Two Data Flow Diagrams and Corresponding Data
Dictionary Entries for Producing an Employee
Paycheck (Figure 8.11)

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 Analyzing Input and
Output
• A descriptive name for the input or
output
• The user contact responsible
• Whether the data is input or output
• The format of the data flow
• Elements indicating the sequence
of the data on a report or screen
• A list of elements
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 An Example of an Input/Output Analysis
Form for World’s Trend Catalog Division
(Figure 8.12)

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 Developing Data Stores

• Represent data at rest

• Contain information of a
permanent or semipermanent
(temporary) nature
• When data stores are created for
only one report or screen, we refer
to them as “user views”

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 Using the Data Dictionary

• To have maximum power, the data

dictionary should be tied into a
number of systems programs
• May be used to
• Create screens, reports, and forms
• Generate computer language source
code
• Analyze the system design, detecting
flaws and areas that need clarification
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 Create Screens, Reports, and
Forms
• Use the element definition and their
lengths
• Arrange the elements in a pleasing
and functional way using design
guidelines and common sense
• Repeating groups become columns
• Structural records are grouped
together on the screen, report, or
form
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 Analyze the System Design,
Detecting Flaws and Areas that Need
Clarification
• All base elements on an output data flow
must be present on an input data flow to
the process producing the output
• A derived element should be created by a
process and should be output from at
least one process into which it is not input
• The elements that are present in a data
flow coming into or going out of a data
store must be contained in the data store

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Hall 8-40
 Using Data Dictionaries to
Create XML
• XML is used to exchange data between businesses
• XML addresses the problem of sharing data when
users have different computer systems and
software or different database management
systems
• XML documents may be transformed into different
output formats
• XML is a way to define, sort, filter, and translate
data into a universal data language that can be
used by anyone
• XML may be created from databases, a form,
software programs, or keyed directly into a
document, text editor, or XML entry program

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 Using Data Dictionaries to
Create XML (continued)
• The data dictionary is an ideal starting
point for developing XML content
• A standard definition of the data is created
using a set of tags that are included before
and after each data element or structure
• XML elements may also include attributes
• The XML document tends to mirror the
data dictionary structure

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 Using a Data Dictionary Entry to Develop XML
Content: The XML Document Mirrors the Data
Dictionary Structure (Figure 8.16)

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Copyright © 2014 Pearson Education, Inc.
Publishing as Prentice Hall

8-44