System Analysis
and Design
MARIA CECILIA P. SAN JOSE
PROFESSOR
DATA DICTIONARY
A data dictionary is a specialized application of the
kinds of dictionaries used as references in everyday
life. The data dictionary is a reference work of data
about data (that is, metadata), one that is compiled
by systems analysts to guide them through analysis
and design.
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".
DATA DICTIONARY
As a document, the data dictionary collects
and coordinates specific data terms, and it
confirms what each term means to different
people in the organization. The use of data
flow diagrams are an excellent starting point
for collecting data dictionary entries since
data and information and its flows are shown
in the DFD.
DATA DICTIONARY
One important reason for maintaining a data
dictionary is to keep clean data. This means that
data must be consistent. If you store data about a
man’s sex as “M” in one record, “Male” in a
second record, and as the number “1” in a third
record, the data are not clean. Keeping a data
dictionary will help in this regard.
In addition to providing documentation
and eliminating redundancy, the data
dictionary may be used to:
1. Validate the data flow diagram for
completeness and accuracy.
2. Provide a starting point for developing screens
and reports.
3. Determine the contents of data stored in files.
4. Develop the logic for data flow diagram
processes.
Note:
Every Data Dictionary of a certain Form should
be named as: DD[n]
For Example if there are 4 Forms that are used in a
System, then for every form, name the data
dictionary as : DD1, DD2, DD3, DD4,……
(Refer to my examples in the next slides)
Sample Data Dictionary
DD1
CUSTOMER FORM =
Name + Address +E-mail
+ Date Ordered + Date
Due + Order Total +
Products + Quantity +
Order Information
Customer FORM
FIELD NAME DATA TYPE DATA FORMAT FIELD SIZE DESCRIPTION EXAMPLE
Name Text 40 Name of Customer Juan Dy
Address Text 50 Residential 123 Samplaoc St.,
Address of the San Pedro,
customer Morong, Rizal
E-mail Text 20 Personal or
[email protected] business e-mail m
address of the
customer
Date Order Date/Time DD/MM/YYYY 10 Date when the 14/03/2020
customer order
took placed
Date Due Date/Time DD/MM/YYYY 10 Expected date of 17/03/2020
delivery
Order Total Numeric NNNNNNNN 8 Total amount of 15800.00
the ordered product
Products Text 20 The name of the Diining Table
ordered
Product/item
Quantity Numeric NNNNNNNN 8 Number of items 1
ordered
Order Text 40 Description of the Sanyang Dining
Information product Table 6 seaters
Sample Data Dictionary
DD2
DELIVERY NOTE= To
+ Your Order Number
+Address + Date Sent +
Attention + Per Invoice
Number + Our Contact
Person + Quantity
Delivered + Description
+ Name + Signature +
Date
DELIVERY NOTE
FIELD NAME DATA TYPE DATA FORMAT FIELD SIZE DESCRIPTION EXAMPLE
To Text 40 Name of Customer Juan Dy
Your Order Number Numeric NNNNNNNN 8 Purchase Order 10394342
Number
Address Text 50 Personal or business 123 Samplaoc St., San
address of the customer Pedro, Morong, Rizal
Date Sent Date/Time DD/MM/YYYY 10 Date when the customer 17/03/2020
order was delivered
Attention Text 40 Name of the Customer Jenny Dy
Per Invoice Number Numeric NNNNNNNN 8 Sales Invoice Number 1532312
Our Contact Person Text 40 Name of theperson who Sheryl dela Cuz
received the ordered
Product/item
Quantity Delivered Numeric NNNNNNNN 8 Number of items 1
delivered
Description Text 40 Description of the Sanyang Dining Table 6
product seaters
Name Text 40 Name of the person Sheryl dela Cruz
who received the
delivered product
Signature E-signature Electronic signature
Date Date/Time DD/MM/YYYY 10 Date Received 20/03/2020
