System Analysis and Design

System Analysis

- Mr. Ahmad Al-Ghoul

 Learning Objectives

 Describe how a data dictionary is

used and what it contains
 Create a data dictionary entries for
data elements
 Create a data dictionary entries for
data structure or record

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 Data Dictionary
 A data dictionary, or data repository, is a central storehouse of
information about the system’s data
 A data dictionary is created when the system is developed, and is
updated constantly as the system is implemented, operated, and
maintained
 An analyst uses the data dictionary to collect, document, and
organize specific facts about the system
 In addition to describing each data element, data structure, data
flow, data store, entity, and process, the data dictionary documents
the relationships among these components
 Without a data dictionary the development of large systems
becomes difficult.
 The data dictionary is an effective solution to the problem of
complicated nature. The main purpose of a data dictionary is to
provide a source of reference in which the analyst , the user, the
designer can look up & find out it’s content and any other relevant
information.

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 Data Dictionary
 Data Elements
 A data element, also called a data item or field, is the smallest
piece of data that has meaning
 Data elements are pieces of data, which need not be broken
further.
 Data elements are combined into records, also called
data structures
 A record is a meaningful combination of related data elements
that is included in a data flow or retained in a data store
 Data elements can describe files, data flows, or processes.
 Often a data element is self defining such as Student name,
enrolment no.
 Each element should be defined once in the data dictionary

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 Data Dictionary
 Documenting the Data Elements
 You must document every data element in the
data dictionary
 The objective is to provide clear,
comprehensive information about the data
and processes that make up the system

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 Data Dictionary
 Documenting the Data Elements
 The following attributes usually are recorded and
described
 Data element name or label: the standard name for the
data element ; it should be meaningful to users.
 Type and length: type refers to whether the data element
contains numeric, char, date values. Length is the
maximum number of char data element or the maximum
number of digits and numbers of decimal positions for
numeric data elements.
 Output format: the arrangement of the data element
when users see it printed in reports or displayed on the
screen

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 Data Dictionary
 Documenting the Data Elements
 Default values: the value for the data element if a value
otherwise is not entered for it.
 Prompt, column header, field caption: the default display
screen prompt or report column heading when the
information system outputs the data elements.
 Source: the specification for the rogation point for the data
elements values, the source could be a specific form , a
department or outside organization, anther information
system or the result of a calculation
 Security: identification for the individual or department that has
access or update privileges for each data elements.
 Responsible users: identification of the users responsible for
entering and changing values for the data elements

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 Data Dictionary
 Documenting the Data Elements
 Acceptable values: specification of the data element
domain which, is the set of values permitted for the
data element; these values either can be specifically
listed or referenced in a table, or selected from a
specified range of values. You also would indicate if a
value for the data element is optional.
 Derivation formula: if the data element value is the
result of a calculation, then you show the formula for
the data element, including significant digits and
rounding operations; if any
 Description or comments: part of the data element
documentation that allows you to provide additional
definitions, descriptions or notes

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 Data Dictionary
 Data structure or record
 Data structures or records are a group of
smaller structures and elements
 An algebraic notation is used to represent the
data structure

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 Data Dictionary
 Data structure or record
 Algebraic Notation
 The symbols used are
 Equal sign, meaning “consists of”
 Plus sign, meaning "and”
 Braces {} meaning repetitive elements, a repeating
element or group of elements
 Brackets [] for an either/or situation. Either one element
may be present or anther, but not both
 The elements listed inside are mutually exclusive

 Parentheses () for an optional element

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 Data Dictionary
 Data structure or record
 Each structure or group of elements is analyzed
 Each element should be analyzed by asking the
following questions:
 A. Are there many of the field?
 If the answer is yes, indicate that the field is a repeating field
using the { } symbols
 B. Is the element mutually exclusive of another element?
 If the answer is yes, surround the two fields with the [ | ]
symbols
 C. Is the field an optional entry or optionally printed or
displayed?
 If so, surround the field with parenthesis ( )

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 Data Dictionary [2]
 Data Structure or record Example
Customer Order = Customer Number +
Customer Name +
Address +
Telephone +
Catalog Number +
Order Date +
{Available Order Items} +
Merchandise Total +
(Tax) +
Shipping and Handling +
Order Total +
Method of Payment +
(Credit Card Type) +
(Credit Card Number) +
(Expiration Date)

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 Data Dictionary
 Documenting the data structure or record
 Record or data structure name: the data
structure or record name as it appears in the
related data flows and data stores
 Definition or description: a brief definition
 Alternate name(s): aliases for the data
structure or record name
 Attributes: a list of all the data elements
included in the data structure or record

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 Sequence Summary
 The data dictionary is the central documentation tool for
structured analysis
 A data dictionary is created when the system is
developed, and is updated constantly as the system is
implemented, operated, and maintained
 An analyst uses the data dictionary to collect, document,
and organize specific facts about the system
 Data elements are pieces of data, which need not be
broken further.
 You must document every data element in the data dictionary
 Data elements are combined into records, also called
data structures
 An algebraic notation is used to represent the data structure

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 Sequence Summary
 In this Sequence we have
 Describe how a data dictionary is used and
what it contains
 Defined the term data element

 Create a data dictionary entries for data

elements
 Defined the term data structure or record

 Explained how to use algebraic notation in

documenting the data structure
 Create a data dictionary entries for data
structure or record

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 Reference

[1] System Analysis and Design, Sixth Edition

Authors: Gary B. Shelly, Thomas J. Cashman and Harry J. Rosenblatt ,
Publisher: SHELLY CASHMAN SEWIES.

[2] system analysis and design, sixth edition

Authors: Kenneth E. Kendall and Julie E. Kendall
Publisher: Prentice Hall

[3] Modern Systems Analysis and Design Third Edition

Authors: Jeffrey A. Hoffer , Joey F. George, Joseph S. Valacich
Publisher: prentice hall

[4] System Analysis and Design, 3rd Edition

Authors: Dennis, Wixom, & Roth
Publisher: John Wiley & sons

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