5.2 DATA DICTIONARY

The data dictionary of any system is an integral component of structure

analysis, since data flow diagrams 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 created in a back-end tool like Microsoft Access, Oracle, FoxPro,

etc…. Here in the HOSTEL MANAGEMENT SYSTEM we are using tables created in

Oracle8.0, as it is the back-end tool used in the system.

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 reasons:

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 table 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 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.

5.3 DATA ELEMENTS

The different data elements used in the system irrespective of the tables used

in the system are as below:

Table: login1

Userid : User Name

Password : Password

Hint hint word

Table: Room_mst

RoomNo : Room NO

Description : Description of Room

Occupied : No. Of bed occupied

Free : No. Of bed free

Table: Emp_info

Empno : Employee No

Emp_nm : Employee Name

Sex : Employee sex

B_dt : Birth date

Quali : Qualification of employee

adds : Address

City : City

state : State

phone : Phone No

designation : Designation

joindate : Joining Date

salary : Salary

Table: Fees

ReceiptNo : Receipt No

StudentNo : Student No

Dt : Date

Casttype : cast of student

Deposit : deposit

Food bill : monthly pay or yearly

Tot_ded : deduction

Tot_fees : total fees

Paid_fees : amount paid

ReceivedBy : Received By (Person Name)

Table: Status1

Room_no : Room no

Dt : Date

S_nm ; Student name

Status : In/Out

Description : Reason of going out

T_in : IN time

T_out : Out time

Leave_type : Type of Leave

Dt_from : Leave start date

Dt_to : Leave end date

Stud_no : Student number

Table: Admis

RoomNo : Room No

StudentNo : Student No

studentNm : Student Name

Studyin : School/college

Floor : Floor Level

B_dt : Birth date

Disease : disease

B_grp : Blood Group

Inst_nm : Instution name

C_year : current year of college

Branch : Branch

Fathername : father name/Guardian name

Relation : Guardian’s relation

Occu : Occupation

Income : Income

Phoneno1 : Office phone number

Phoneno2 : Residence Phone number

Mobileno : Mobile number

Email_id : Email address

Gardian_nm : Guardian name

Grelation : Relation

Gaddress : Addresss

Gcity : City Name

Gphoneno : Phone number

Gmobileno : mobile number

Path : Photo Path

Table : Visitor_info

RoomNo : Room No

studentNm : Student Name

Dt : Date

Visname : Visitor name

Sex : sex

Relation : Relation

Timein : IN time

Timeout : OUTtime

Address : Address

City : City

State : State

Pincode : Pincode

Phoneno : Phone number

Mobileno : Mobile number

Table : Message

RoomNo : Room No

Name : Student Name

Dt : Date

Mesg : Message

Mesgby : Message given by

5.4 DATA STORE [ TABLE USED ]

Different tables used in the system along with their description are described

below in detail.

Table Name Description

Login1 The Login table contains the information about the

different users and their passwords

Status1 Status Table Contains the Information about Student’s

check In or Out.

Employee_info Employee Table contains the details of all Employee.

Visitor_info Visitor_info Table contains the details of all Visitor

Fees Fees Table contains the details about student Fees for

the hostel.

Message Message Table Contains the message information.

Admis Admis Table Contains the personal information about

students.

Room_mst Room_mst Table Contains Room information

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.

The description of tables is as follows:

Login1 : -

Objective: The Login table contains the information about the different users and

their passwords, which are used to access the system as there is more than one

owner in the factory and they can access data privately. The table stores the data as

username and password and thus provides security to the system. This table also

contains the administrator user and its password, so all the rights are provided to the

administrator and some rights are not provided by the system to some local users.

Tables Referred: Login1

Table Format:

field name field description type siz null

e

User_Id User Id Text 25 No

Password Password Text 25 No

Hint Hint Word Text 20 No

Validations:

The table does not allow to the user to enter blank record as All fields are not null

and it will show an error message if the any of the field i.e. userid or password or Hint is

kept null by the user while creating new user for the system.

Provides an error message on getting incorrect username or password with error

message and does not allow entering in the system without correct username or

password. The system owner or administrator through the system can create new user.

Primary Key: UserName

Reference Key: No reference key in this table.

Status1 : -

Objective: The Status table contains the information about the Student Whether the

student has checked in or out and other related detail.

Tables Referred: Status1

Table Format:

Field

name

field description type siz

e

Null?

RoomNo Room No Number 4 No

StudentNm Student Name Text 15 No

Status Status description Text 30 Yes

Description Reason Text 50 Yes

TimeIn IN Time Date 8 Yes

Timeout OUT Time Date 8 Yes

Leave_type Leave description Text 15 Yes

Dt_from Leave start From Date 8 Yes

Dt_to Leave end on Date 8 Yes

StudentNo Student Number Number 3 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 field which is

required is kept null by the user while doing any transaction using this table.

Primary Key: No Primary key is there in this Table

Reference Key: RoomNo From Admis

StudentNo From Admis

Room_mst: -

Objective: The Room_mst table contains the information about the Room whether

the there related detail.

Tables Referred: Room_mst

Table Format :

Field name field description type siz

e

Null?

RoomNo Room No Char 4 No

Description Room description Number 1 Yes

Occupied Occupied No Number 1 No

Free Free space Number 1 No

Primary Key: No Primary key is there in this Table

Fees :-

Objective: The Fees table contains the information about the Student Fees

description.

Tables Referred: Fees

Table Format :

field name field description Type size Null?

ReceiptNoReceipt No Numbe

r

7 No

Deposit Deposit Numbe

r

5 Yes

StudentNoStudent No Numbe

r

7 No

Dt Receipt Date Date 8 Yes

Cast_Type Cast description Text 50 Yes

Foodbill Mode of Food Bill Text 8 Yes

Tot_DedDeduction Numbe

r

6 Yes

Tot_FeesTotal Fees Numbe

r

6 Yes

Paid_FeesFees Paid Numbe

r

6 Yes

Received_by

Person Received fees Text 15 yes

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 field which is

required is kept null by the user while doing any transaction using this table.

Primary Key: ReceiptNo

Reference Key: StudentNo From Admis

Admis :-

Objective: The Admis table contains the Personal information about the Student.

Tables Referred: Admis

Table Format :

field name field description type size Null?

RoomNo Room No Numbe

r

4 No

StudentNo Student No Numbe

r

3 No

StudentNm Student Name Text 20 No

Dt Date Date 8 Yes

StudyIn School/College Text 7 Yes

Floor Room Description Text 6 Yes

B_dt Birth date Date 8 Yes

Diseases Diseases Text 10 Yes

B_grp Blood group Text 4 Yes

Inst_nm Instution name Text 20 Yes

C_year In which Year Of College Text 12 Yes

Adds Institution Address Text 50 Yes

Branch Branch of Student Text 15 Yes

FatherNm Father name/Guardian

name

Text 20 No

Relation Relation Text 10 Yes

Occu Occupation Text 10 Yes

Income Income Numbe

r

5 Yes

PhoneNo1 Phone Number Numbe

r

11 Yes

PhoneNo2 Phone Number Numbe 11 Yes

r

Mobileno Mobile Number Numbe

r

11 Yes

Email_id Email Address Text 30 Yes

Gardian_nm Guardian Name Text 20 Yes

Grelation Relation Text 10 Yes

Gaddress Address Text 30 Yes

Gcity City Text 15 Yes

GPhone Phone No Numbe

r

11 Yes

Gmobile Mobile No Numbe

r

11 Yes

Path Photo path Text 50 Yes

Validations:

The table does not allow to the user to enter blank field because all the fields are not

null and it will show an error message if the any of the field which is required is kept

null by the user while doing any transaction using this table.

Primary Key: StudentNo

Reference Key: No Reference key is there in this table.

Employee_info :-

Objective: The Employee_info table contains the Personal information about the

Employee.

Tables Referred: Employee_info

Table Format :

field name field description type size Null?

Empno Employee No Text 7 No

Empnm Employee Name Text 20 No

Sex Sex Text 6 Yes

B_dt Birth date Date 8 Yes

Quail Qualification Text 10 Yes

address Employee Address Text 50 Yes

City City Name Text 15 Yes

State State Text 20 Yes

Designation

Designation Text 30 No

Joindate Joining Date Date 8 No

Salary Salary Text 10 No

Phone Phone no Number 11 Yes

Mobile Mobile no Number 11 Yes

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 field which is

required is kept null by the user while doing any transaction using this table.

Primary Key: Empno

Reference Key: No Reference key is there in this Table

Visitor_info : -

Objective: The Visitor_info table contains the Personal information about the Visitor.

Tables Referred: Visitor_info

Table Format :

field name Field

description

type size Null?

RoomNo Room No Number 4 No

Dt Date Date 8 Yes

Studentnm Student name Text 20 No

Visname Visitor name Text 20 No

Sex Sex Text 6 Yes

Relation Relation Text 10 Yes

Timein IN time Date 8 Yes

Timeout OUT time Date 8 Yes

address Address Text 50 Yes

City City Name Text 15 Yes

State State Text 20 Yes

Phone Phone no Number 11 Yes

Mobile Mobile no Number 11 Yes

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 field which is

required is kept null by the user while doing any transaction using this table.

Primary Key: No primary key in this table

Reference Key: Room no from Admis

message :-

Objective: The Message table contains the information about the message for the

student.

Tables Referred: message

Table Format:

Field

name

Field description type size Null?

StudentNo Student number Char 4 No

Dt Date Date 8 Yes

Mesg Message Text 50 No

Mesgby Message given by Text 30 Yes

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 field which is

required is kept null by the user while doing any transaction using this table.

Primary Key: No primary key in this table

Reference Key: No reference key in this table