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DATA DICTIONARY
DATA DICTIONARY The data dictionary of any system is an integral component of structure analysis, since data flow diagram by themselves do not fully describe the subject under investigation about the system. A data dictionary is a catalog – a repository – of the elements in the system. These elements center on data and the way they are structured to meet user requirements and organization needs. This step of creating a data dictionary is simultaneous with the process of making data flow diagram(s). Here all the data fields in their respective tables are allotted so as to access these data in the system. The data tables are create in a back- end tool like Microsoft, Access, Oracle, FoxPro, etc… Here in the Billing system for Bata store we are using tables created in Microsoft Access 2000 as it is the back-end tool used in the system.
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The data dictionary consists of different major elements like Data Elements, Data Store [Tables Used], Data flow, Processes and other External entities used in the system. The data dictionary stores details and description of these elements. It is developed during data flow analysis and assists the analysts involved in determining the system requirements Analysts use data dictionary for the following important reason: To manage the details in large system. To communicate a common meaning for all system elements. To document the features of the system. To facilitate analysis of the details in order to evaluate the characteristics and determine where system changes should be made. To locate errors and omissions in the system. The data dictionary contains different types of descriptions for the data flowing through the system:
Data Elements is the most fundamental level which is also considered as the building block for all other data in the system. It refers to all the different data used like fields, data item, etc. to make the system fully functional irrespective to the table used in the system. Here all the different type of fields used to make table are written sequentially without referring to the tables. This process helps in the process of Normalization of tables. Next to Data Elements comes the Data Storage which provides the information of where and how each data element is stored in which tables and it also give information of any constraints if there. This step also gives knowledge of different data types used for different field and their size. All the normalized tables are showed in the data storage. Data Flow stage shows the flow of data in the system. This step is can be already seen in the data flow diagrams above in this document. This step refers to all the data flow paths were transactions are done in the computerized system. The data flow step also includes different processes used in the system and it is followed by External Entities used in the system.
DATA ELEMENTS The different data elements used in the system irrespective of the tables used in the system are as below.
BILLNO1
:
Bill Number
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PARTI1 QTY1 Rate1 AMT1 BILLNOdb DATE1DB MSDB MSDB1 TOTAL CLIENT_ID NAME1 ADDRESS CITY STATE RPHONENO OPHONENO FAX EMAIL MOBILE COMMENT1 BILLNO1 PARTI1 QTY1 RATE1 AMT1 BILLNODB DATE1DB MSDB MSDB1 TOTAL PARTY_ID NAME1 ADDRESS CITY STATE RPHONENO OPHONENO FAX EMAIL MOBILE COMMENT1
: : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : : :
Party Name Quantity Rate Amount Bill Number Date of payment MSDB(Address) MSDB1(Address 1) Total Client Id Name of the Client Address of the Client City of the client State Phone No of Residence Phone No of office Fax Email Address Mobile Number Comments of client Bill Number Party Name Quantity Rate Amount Bill Number Date of payment MSDB (Address) MSDB1 (Address) Total Party Id Name of the party Address of the party City of the party State Phone No of Residence Phone No of Office Fax Email Address Mobile Number Comment of party
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DATA STORE [ TABLE USED ]
Different tables used in the system along with their description is described below in detail. Table Name
Description
Cash_memo
Cash Memo
Cash_memo_single
Cash Memo Single
Client_master
Client Master
Party_cash_memo
Party Cash Memo
Party_cash_memo_single
Party Cash Memo Single
Party_master
Party master
The above tables are described briefly and can be understand clearly from below. Each table is described along with different fields used, their data types, their size and constraints if any.
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The description of tables is as follows:
Cash_memo
Objective: The cash_memo table contains the information about the different transaction which are done cash.ty
Tables referred:
cash_memo
Table Format : Field name
Field description
Type
BILLNO1
Bill Number
Number 7
No
PARTI1
Party Name
Text
No
QTY1
Quantity of items
Number 4
No
RATE1
Rate of the particular Number 4 item Amount of the item Number 5
No
AMT1
Size
15
Null
No
Validations: The table does not allow to the user to enter blank field those are required as those fields are not null and it will show an error message if the any of the fields which is required is kept null by the user while doing any transaction using this table.
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Cash_memo_single
Objectives: The cash_memo_single table contains the information about the different transactions which are done cash.
Tables referred:
cash_memo_single
Table Format: Field name Field description
Type
Size
Null
BILLNOdb
Bill Number
Number
7
No
DATA1DB
Date
Data/Time 8
No
MSDB
MSDB
Text
25
No
MSDB1
MSDB
Text
25
No
TOTAL
Total
Number
7
No
Validations:
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The table does not allow to the user to enter blank field those are required as those fields are not null and it will show an error message if the any of the fields which is required is kept null by the user while doing any transaction using this table.
Client_master
Objectives: The client_master table contains the information about the client, information such as name, address, city, state, pincode, phone no, mobile, fax, Email address, etc.
Tables referred:
client_master
Table Format:
Field name
Field description
Type
Size
CLIENT_ID
Client Id
Number 7
No
NAME1
Name of the Client
Text
15
No
ADDRESS
Address of the Client
Text
50
No
CITY
City
Text
20
No
STATE
State
Text
15
No
RPHONENO
Residence Phone No
Number 15
No
OPHONENO Office Phone No
Number 15
No
FAX
Fax
Number 15
No
EMAIL
Email Address
Text
No
50
null
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MOBILE
Mobile No
Number 15
No
COMMENT1
Comment of the Client
Text
No
50
Validations: The table does not allow to the user to enter blank field those are required as those fields are not null and it will show an error message if the any of the fields which is required is kept null by the user while doing any transaction using this table.
Party_cash_memo
Objectives: The party_cash_memo table contains the information about the cash transaction done with the party. Tables referred: party_cash_memo Table Format:
Field name
Field description
type
Size null
BILLNO1
Bill Number
Number
7
No
PARTY1
Party Name
Text
15
No
QTY1
Quantity of items
Number
4
No
RATE1
Rate of the particular Number item Amount of the item Number
4
No
5
No
AMT1
Validations:
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The table does not allow to the user to enter blank field those are required as those fields are not null and it will show an error message if the any of the fields which is required is kept null by the user while doing any transaction using this table.
Party_cash_memo_single
Objectives: The party_cash_memo_single table contains the information about the cash transaction done with the particular party. Tables referred: party_cash_memo_single Table Format:
Field name
Field description
type
Size null
BILLNODB
Bill Number
Number
7
No
DATE1DB
Date
Date/Time
8
No
MSDB
MSDB
Text
25
No
MSDB1
MSDB
Text
25
No
TOTAL
Total
Number
7
No
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Validations: The table does not allow to the user to enter blank field those are required as those fields are not null and it will show an error message if the any of the fields which is required is kept null by the user while doing any transaction using this table.
party_master
Objectives: The party_master table contains the information about the parties, information such as name, address, city, state, pincode, phone no, mobile, fax, Email address, etc.
Tables referred:
party_master
Table Format:
Field name
Field description
Type
Size
PARTY_ID
Party Id
Number 7
No
NAME1
Name of the Party
Text
No
15
null
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ADDRESS
Address of the Party
Text
50
No
CITY
City
Text
20
No
STATE
State
Text
15
No
RPHONENO
Residence Phone No
Number 15
No
OPHONENO Office Phone No
Number 15
No
FAX
Fax
Number 15
No
EMAIL
Email Address
Text
50
No
MOBILE
Mobile No
Number 15
No
COMMENT1
Comment of the Party
Text
No
50
Validations: The table does not allow to the user to enter blank field those are required as those fields are not null and it will show an error message if the any of the fields which is required is kept null by the user while doing any transaction using this table.
