Data Dictionary

A data dictionary is a collection of descriptions of the data objects or

items in a data model for the benefit of programmers and others who need
to refer to them. A first step in analyzing a system of objects with which
users interact is to identify each object and its relationship to other objects.
This process is called data modeling and results in a picture of object
relationships. After each data object or item is given a descriptive name, its
relationship is described (or it becomes part of some structure that implicitly
describes relationship), the type of data (such as text or image or binary
value) is described, possible predefined values are listed, and a brief textual
description is provided. This collection can be organized for reference into a
book called a data dictionary.

A data dictionary, or metadata repository, as defined in the IBM Dictionary

of Computing, is a "centralized repository of information about data such as
meaning, relationships to other data, origin, usage, and format." The term
can have one of several closely related meanings pertaining to databases
and database management systems (DBMS):
A Data Dictionary, also called a Data Definition Matrix, provides detailed
information about the business data, such as standard definitions of data
elements, their meanings, and allowable values. While a conceptual or
logical Entity Relationship Diagram will focus on the high-level business
concepts, a Data Dictionary will provide more detail about each attribute of a
business concept.

The table below is an example of a typical data dictionary entry. The IT staff
uses this to develop and maintain the database.

Field Name Data Type Other information

CustomerID Autonumber Primary key field

Lookup: Mr, Mrs, Miss, Ms

Title Text
Field size 4

Surname Text Field size 15

 Indexed

FirstName Text Field size 15

Format: Medium Date

DateOfBirth Date/Time
Range check: >=01/01/1930

Field size: 12
HomeTelephone Text
Presence check

The Key Elements of a Data Dictionary

A Data Dictionary provides information about each attribute, also referred to

as fields, of a data model. An attribute is a place in the database that holds
information. For example, if we were to create a Data Dictionary representing
the articles here on Bridging the Gap, wed potentially have attributes for
article title, article author, article category, and the article content itself.

A Data Dictionary is typically organized in a spreadsheet format. Each

attribute is listed as a row in the spreadsheet and each column labels an
element of information that is useful to know about the attribute.

Lets look at the most common elements included in a data dictionary.

Attribute Name A unique identifier, typically expressed in business

language, that labels each attribute.

Optional/Required Indicates whether information is required in an

attribute before a record can be saved.

Attribute Type Defines what type of data is allowable in a field.

Common types include text, numeric, date/time, enumerated list, look-
ups, booleans, and unique identifiers.

While these are the core elements of a data dictionary, its not uncommon to
document additional information about each element, which may include the
source of the information, the table or concept in which the attribute is
contained, the physical database field name, the field length, and any
default values.

Data Flow Diagram

A data flow diagram (DFD) is a graphical representation of the "flow" of

data through an information system, modelling its process aspects. A DFD is
often used as a preliminary step to create an overview of the system, which
can later be elaborated. DFDs can also be used for the visualization of data
processing (structured design).

A DFD shows what kind of information will be input to and output from the
system, where the data will come from and go to, and where the data will be
stored. It does not show information about the timing of process or
information about whether processes will operate in sequence or in parallel
(which is shown on a flowchart).

A data flow diagram (DFD) illustrates how data is processed by a system in

terms of inputs and outputs. As its name indicates its focus is on the flow of
information, where data comes from, where it goes and how it gets stored.
Data Flow Diagrams Notations

There are essentially two different types of notations for data flow diagrams
(Yourdon & Coad or Gane & Sarson) defining different visual representations
for processes, data stores, data flow and external entities.

Yourdon and Coad type data flow diagrams are usually used for system
analysis and design, while Gane and Sarson type DFDs are more common for
visualizing information systems.

Visually, the biggest difference between the two ways of drawing data flow
diagrams is how processes look. In the Yourdon and Coad way, processes are
depicted as circles, while in the Gane and Sarson diagram the processes are
squares with rounded corners.

Process Notations. A process transforms incoming data flow into outgoing

data flow.

Datastore Notations. Datastores are repositories of data in the system.

They are sometimes also referred to as files.

Dataflow Notations. Data flows are pipelines through which packets of

information flow. Label the arrows with the name of the data that moves
through it.

External Entity Notations. External entities are objects outside the

system, with which the system communicates. External entities are sources
and destinations of the system's inputs and outputs.
Using any conventions DFD rules or guidelines, the symbols depict the four
components of data flow diagrams.

1. External entity: an outside system that sends or receives data,

communicating with the system being diagrammed. They are the
sources and destinations of information entering or leaving the system.
They might be an outside organization or person, a computer system
or a business system. They are also known as terminators, sources and
sinks or actors. They are typically drawn on the edges of the diagram.

2. Process: any process that changes the data, producing an output. It

might perform computations, or sort data based on logic, or direct the
data flow based on business rules. A short label is used to describe the
process, such as Submit payment.

3. Data store: files or repositories that hold information for later use,
such as a database table or a membership form. Each data
store receives a simple label, such as Orders.

4. Data flow: the route that data takes between the external entities,
processes and data stores. It portrays the interface between the other
components and is shown with arrows, typically labeled with a short
data name, like Billing details.

Relation of Data Dictionary and DFD

ANS:-

DFD:- Data flow diagrams represent the logical flow of data within the
system. DFD do not explain how the processes convert the input data into
output. They do not explain how the processing takes place.
DFD uses few symbols like circles and rectangles connected by arrows to
represent data flows. DFD can easily illustrate relationships among data,
flows, external entities stores.

DFD can also be drawn in increasing levels of detail, starting with a summary
high level view and proceeding o more detailed lower level views. Rounded
rectangles represent processes that transform flow of data or work to be
done. Rectangle represents external agents- the boundary of the system. It is
source or destination of data.

The open-ended boxes represent data stores, sometimes called files or

databases. These data stores correspond to all instances of a single entity in
a data model. Arrow represents data flows, inputs and outputs to end from
the processes. A number of guideline should be used in DFD

Choose meaningful names for the symbols on the diagram.

Number the processes consistently. The numbers do not imply the

sequence.

Avoid over complex DFD.

Make sure the diagrams are balanced

Data Dictionary

The data dictionary is used to create and store definitions of data, location,
format for storage and other characteristics. The data dictionary can be used
to retrieve the definition of data that has already been used in an
application. The data dictionary also stores some of the description of data
structures, such as entities, attributes and relationships. It can also have
software to update itself and to produce reports on its contents and to
answer some of the queries. Determining the Information Requirement The
sole purpose of the MIS is to produce such information which will reduce
uncertainty risk in a given situation.