Book: Systems Analysis and Design       

Author: Kendall and Kendall

Reference no.: QA 76.9 S88 K45 2002

Quotation (chapter 6)

            “The 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, one that is compiled by systems analysts to guide them through analysis and design. 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.”

Analyzing Systems using Data Dictionaries

A data dictionary is very important for system analysts to be aware of and catalog different terms that refer to the same item. The awareness in this may help avoid duplication of effort, better communication of sharing database between organizational departments and maintenance. It can also serve as a consistent standard for data elements.

Automated data dictionaries are valuable for their capacity to cross-reference data items, allowing program changes to all programs that shares common elements. Automated data dictionaries are also important to large systems that produce thousands of data elements requiring cataloging and cross-referencing.

When the programming is done, some computerized to cross-reference data dictionaries automatically catalog data items. Many management systems database is now equipped with an automated data dictionaries. These dictionaries can be either elaborate or simple.

As a system analyst they should understand what data composed data dictionary, the conventions used in data dictionaries and how a data dictionary is developed. The understanding in the process of compiling a data dictionary aids the system analyst in conceptualizing the system and how it works. It allows the system analyst to the rationale behind what exist in the automated as well as manual data dictionaries.

In addition, the data dictionaries can eliminate redundancy and the data may be used to:

• Validate the data flow diagram for completeness and accuracy.
• Provide a starting point for the developing screen and reports
• Determines the contents of data stored in files
• Develop the logic for data flow diagram process