ࡱ> rtqvM Objbj== WWIl ???@<:AD gB~G^fGfGfGIM,ENbedededeDe|fPg$h jtg NH"INNtg7RfGfGg7R7R7RN(8fG fGbe7RNbe7Rb 7R[:9]! n^fG~B x'5 >6?OZ^ n^g0gd^ 3kOV3kn^7R  EMBED Word.Picture.8  DATA REQUIREMENTS DOCUMENT Project or System Name U.S. Department of Housing and Urban Development Month, Year Revision Sheet Release No.DateRevision DescriptionRev. 05/30/00Data Requirements Document Template and ChecklistRev. 14/10/02Conversion to WORD 2000 format Data Requirements Document Authorization Memorandum I have carefully assessed the Data Requirements Document for the (System Name). This document has been completed in accordance with the requirements of the HUD System Development Methodology. MANAGEMENT CERTIFICATION - Please check the appropriate statement. ______ The document is accepted. ______ The document is accepted pending the changes noted. ______ The document is not accepted. We fully accept the changes as needed improvements and authorize initiation of work to proceed. Based on our authority and judgment, the continued operation of this system is authorized. _______________________________ _____________________ NAME DATE Project Leader _______________________________ _____________________ NAME DATE Operations Division Director _______________________________ _____________________ NAME DATE Program Area/Sponsor Representative _______________________________ _____________________ NAME DATE Program Area/Sponsor Director DATA REQUIREMENTS DOCUMENT TABLE OF CONTENTS Page #  TOC \o "1-3" 1.0 GENERAL INFORMATION  GOTOBUTTON _Toc483130544  PAGEREF _Toc483130544 1-1 1.1 Purpose  GOTOBUTTON _Toc483130545  PAGEREF _Toc483130545 1-1 1.2 Scope  GOTOBUTTON _Toc483130546  PAGEREF _Toc483130546 1-1 1.3 System Overview  GOTOBUTTON _Toc483130547  PAGEREF _Toc483130547 1-2 1.4 Project References  GOTOBUTTON _Toc483130548  PAGEREF _Toc483130548 1-2 1.5 Acronyms and Abbreviations  GOTOBUTTON _Toc483130549  PAGEREF _Toc483130549 1-2 1.6 Points of Contact  GOTOBUTTON _Toc483130550  PAGEREF _Toc483130550 1-3 1.6.1 Information  GOTOBUTTON _Toc483130551  PAGEREF _Toc483130551 1-3 1.6.2 Coordination  GOTOBUTTON _Toc483130552  PAGEREF _Toc483130552 1-3 2.0 DATA DESCRIPTION  GOTOBUTTON _Toc483130553  PAGEREF _Toc483130553 2-1 2.1 Logical Database Design  GOTOBUTTON _Toc483130554  PAGEREF _Toc483130554 2-1 2.2 Data Characteristics and Categorization  GOTOBUTTON _Toc483130555  PAGEREF _Toc483130555 2-1 2.2.1 Static Data  GOTOBUTTON _Toc483130556  PAGEREF _Toc483130556 2-1 2.2.2 Dynamic Input Data  GOTOBUTTON _Toc483130557  PAGEREF _Toc483130557 2-2 2.2.3 Dynamic Output Data  GOTOBUTTON _Toc483130558  PAGEREF _Toc483130558 2-3 2.2.4 Internally Generated Data  GOTOBUTTON _Toc483130559  PAGEREF _Toc483130559 2-4 2.3 Data Constraints  GOTOBUTTON _Toc483130560  PAGEREF _Toc483130560 2-4 2.4 Data Retention  GOTOBUTTON _Toc483130561  PAGEREF _Toc483130561 2-5 2.5 Impacts  GOTOBUTTON _Toc483130562  PAGEREF _Toc483130562 2-5 2.5.1 Equipment  GOTOBUTTON _Toc483130563  PAGEREF _Toc483130563 2-5 2.5.2 Software  GOTOBUTTON _Toc483130564  PAGEREF _Toc483130564 2-5 2.5.3 Organization  GOTOBUTTON _Toc483130565  PAGEREF _Toc483130565 2-5 2.6 Data Storage  GOTOBUTTON _Toc483130566  PAGEREF _Toc483130566 2-5 2.7 Scales of Measurement  GOTOBUTTON _Toc483130567  PAGEREF _Toc483130567 2-5 2.8 Measurement Conversion Factors  GOTOBUTTON _Toc483130568  PAGEREF _Toc483130568 2-6 2.9 Frequency of Update and Processing  GOTOBUTTON _Toc483130569  PAGEREF _Toc483130569 2-6 3.0 DATA HANDLING  GOTOBUTTON _Toc483130570  PAGEREF _Toc483130570 3-1 3.1 Source of Input  GOTOBUTTON _Toc483130571  PAGEREF _Toc483130571 3-1 3.2 Medium and Device  GOTOBUTTON _Toc483130572  PAGEREF _Toc483130572 3-1 3.2.1 Input Medium and Device  GOTOBUTTON _Toc483130573  PAGEREF _Toc483130573 3-1 3.2.2 Output Medium and Device  GOTOBUTTON _Toc483130574  PAGEREF _Toc483130574 3-2 3.3 Recipients  GOTOBUTTON _Toc483130575  PAGEREF _Toc483130575 3-2 3.4 Data Collection Procedures  GOTOBUTTON _Toc483130576  PAGEREF _Toc483130576 3-2 3.5 User Access  GOTOBUTTON _Toc483130577  PAGEREF _Toc483130577 3-2 3.6 Error Handling  GOTOBUTTON _Toc483130578  PAGEREF _Toc483130578 3-2 3.7 Data Responsibilities  GOTOBUTTON _Toc483130579  PAGEREF _Toc483130579 3-2 3.8 Security  GOTOBUTTON _Toc483130580  PAGEREF _Toc483130580 3-2  1.0 GENERAL INFORMATION NOTE TO AUTHOR: Highlighted, italicized text throughout this template is provided solely as background information to assist you in creating this document. Please delete all such text, as well as the instructions in each section, prior to submitting this document. ONLY YOUR PROJECT-SPECIFIC INFORMATION SHOULD APPEAR IN THE FINAL VERSION OF THIS DOCUMENT. Document the information gathered regarding the systems data requirements in accordance with HUD SDM documentation standards (Handbook 2400.15). The document will take the form of a Data Requirements Document. The Data Requirements Document is prepared when a data collection effort by the user group is required to generate and maintain system data or files. It is as detailed as possible concerning the definition of inputs, procedures, and outputs. The Data Requirements Document provides a detailed description of the data model that the system must use to fulfill its functional requirements. Users and developers work jointly to identify requirements and with HUD Data Administration for defining the domain data model. In situations where users and Data Administration determine the model independently of developers, hold walkthroughs during the identification so that users can describe the requirements and the model to developers and receive feedback about the clarity and completeness of requirements. Separate the data description into two categories: static and dynamic data. Arrange data elements in each category in logical groupings, such as functions, subjects, or other groupings most relevant to their use. Describe the type of information required to document the characteristics of each data element. Specify information, including that related to sensitivity and privacy issues, to be collected by the user and developer. GENERAL INFORMATION 1.1 Purpose Describe the purpose of the Data Requirements Document. 1.2 Scope Describe the scope of the Data Requirements Document as it relates to the project. 1.3 System Overview Provide a brief system overview description as a point of reference for the remainder of the document. In addition, include the following: Responsible organization System name or title System code System category Major application: performs clearly defined functions for which there is a readily identifiable security consideration and need General support system: provides general ADP or network support for a variety of users and applications Operational status Operational Under development Undergoing a major modification System environment and special conditions 1.4 Project References Provide a list of the references that were used in preparation of this document. Examples of references are: Previously developed documents relating to the project Documentation concerning related projects HUD standard procedures documents 1.5 Acronyms and Abbreviations Provide a list of the acronyms and abbreviations used in this document and the meaning of each. 1.6 Points of Contact 1.6.1 Information Provide a list of the points of organizational contact (POCs) that may be needed by the document user for informational and troubleshooting purposes. Include type of contact, contact name, department, telephone number, and e-mail address (if applicable). Points of contact may include, but are not limited to, helpdesk POC, development/maintenance POC, and operations POC. 1.6.2 Coordination Provide a list of organizations that require coordination between the project and its specific support function (e.g., installation coordination, security, etc.). Include a schedule for coordination activities. 2.0 DATA DESCRIPTION DATA DESCRIPTION 2.1 Logical Database Design Describe and depict in a graphic representation, the logical organization of the data and defined relationships. Include business rules relevant to the data model or to specific data items. 2.2 Data Characteristics and Categorization Discuss the data elements to be used by the system. When the information is published in a data dictionary, reference to an entry in the dictionary will be made rather than including an extract from that dictionary. 2.2.1 Static Data Static data is defined as data primarily used for reference during operation and usually generated or updated in widely separated time frames, independent of normal software execution. Arrange the data elements in each category below in logical groupings, such as functions, subjects or other groupings that are most relevant to their use. Organize the data in a way that facilitates processing of inputs to generate outputs and that satisfies other computational requirements. List the static data elements used for either control or reference purposes. Include the following for each data element, repeating the table for as many logical groups (e.g., entities or objects) and data elements as are needed: LOGICAL GROUP NAME:Data element nameSynonymous nameType (e.g., alpha, alphanumeric, or numeric)DefinitionFormatRange of values or discrete valuesUnit of measurementPrecision (e.g., number of decimal places)Data item names, abbreviations, and codesCharacteristics, such as accuracy, validity, timing, and capacity 2.2.2 Dynamic Input Data Dynamic data includes all data to be updated and either input during normal execution or output. Arrange the data elements in each category below in logical groupings, such as functions, subjects or other groupings that are most relevant to their use. Organize the data in a way that facilitates processing of inputs to generate outputs and that satisfies other computational requirements. Include the following for each data element, repeating the table for as many logical groups (e.g., entities or objects) and data elements as are needed: LOGICAL GROUP NAME:Data element nameSynonymous nameType (e.g., alpha, alphanumeric, or numeric)DefinitionFormatRange of values or discrete valuesUnit of measurementPrecision (e.g., number of decimal places)Data item names, abbreviations, and codesCharacteristics, such as accuracy, validity, timing, and capacity 2.2.3 Dynamic Output Data Dynamic output data elements constitute the data to be changed by normal system execution or online operation. Arrange the data elements in each category below in logical groupings, such as functions, subjects or other groupings that are most relevant to their use. Organize the data in a way that facilitates processing of inputs to generate outputs and that satisfies other computational requirements. Include the following for each data element, repeating the table for as many logical groups (e.g., entities or objects) and data elements as are needed: LOGICAL GROUP NAME:Data element nameSynonymous nameType (e.g., alpha, alphanumeric, or numeric)DefinitionFormatRange of values or discrete valuesCalculation or algorithm used to derive data valueUnit of measurementPrecision (e.g., number of decimal places)Data item names, abbreviations, and codesCharacteristics, such as accuracy, validity, timing, and capacity 2.2.4 Internally Generated Data Internally generated data is created as a result of program calculations or other program manipulations, such as algorithms. Arrange the data elements in each category below in logical groupings, such as functions, subjects or other groupings that are most relevant to their use. Organize the data in a way that facilitates processing of inputs to generate outputs and that satisfies other computational requirements. Include the following for each data element, repeating the table for as many logical groups (e.g., entities or objects) and data elements as are needed: LOGICAL GROUP NAME:Data element nameSynonymous nameType (e.g., alpha, alphanumeric, or numeric)DefinitionFormatRange of values or discrete valuesCalculation or algorithm used to derive data valueUnit of measurementPrecision (e.g., number of decimal places)Data item names, abbreviations, and codesCharacteristics, such as accuracy, validity, timing, and capacity 2.3 Data Constraints State the constraints on the data. Indicate the limits of the data requirements with regard to further expansion or use, such as the maximum size and number of files, records, and data elements. Emphasize the constraints that could prove critical during design and development. Identify any restrictions on each data element that must be considered during definition of the system. Limitations may be placed on the data because of such factors as: source of data input devices used for input and output of data recipients of the data conversion processes, the converted form the input and output data will take how often the data will be updated 2.4 Data Retention Describe the data retention requirements in terms of the following: historic retention to include the collection of data to be retained and its format, storage medium, and time parameters periodic report data (retention period after generation of reports and retention period of periodic reports after summary reports are generated) summary reports data (retention period after generation) Refer to HUD Handbook (2229.1); Records Disposition Scheduling for Automated Systems for further information on data retention. Additional key references include HUD Handbook (2200.1); Administrative Services Policy Handbook (Chapter 11), the General Records Schedules (2228.2), and HUD Records Disposition Schedules (2225.6). 2.5 Impacts Describe the impact, if applicable, of the data requirements on equipment, software, user and developer organizations. An estimate of the data storage requirements in terms of size and number of records will be provided. A description of the expected growth of the data and related components should also be provided. 2.5.1 Equipment Describe the impact of the data requirements on equipment. 2.5.2 Software Describe the impact of the data requirements on software. 2.5.3 Organization Describe the impact of the data requirements on the user and developer organization. 2.6 Data Storage Estimate the data storage and processing requirements in terms of size and number of records. 2.7 Scales of Measurement Specify for numeric scales, units of measurement, increments, scale, zero-point, and range of values. For non-numeric scales, any relationships indicated by the legal values should be stated. 2.8 Measurement Conversion Factors In some cases, stored data is measured in one unit of measure but processed by the system in another unit of measure. For example, a data element is a function of time, stored in hours; the new system requires that the data be stored in terms of minutes. In this example, the conversion factor is multiply by 60. Specify the conversion factors of measured quantities that must go through analog or digital conversion processes. 2.9 Frequency of Update and Processing State the expected frequency of data element change and the expected frequency of processing input data elements. If the input arrives in a random manner, specify both the average frequency and some measure of the variance. 3.0 DATA HANDLING Document the derived data requirements in a requirement matrix to show the breakdown of system objectives to data. Use a tool to manage the matrix. Insert the matrix into the Data Requirements Document. DATA HANDLING 3.1 Source of Input Create a table identifying the source from which data elements will be entered, such as an organizational unit or operator. Describe all sources from which data will be gathered, including organizations internal and external to HUD, automated systems that will directly interface with the application under development, and those systems that will transmit data to the new system. Identify the frequency with which data are input to the proposed system for each input data requirement. This frequency may be expressed using terms such as daily, weekly, monthly, yearly, each minute, hourly, or continuously. The following table is provided as an example only. Data Element NameSource of Input (organization, operator, or workstation)Frequency of input from sourceIs source internal to HUD or external?Does source interface directly with system?Description of interfacing or transmitting source 3.2 Medium and Device 3.2.1 Input Medium and Device Describe, in detail, the format of data to be input to the proposed system. Descriptions may be narrative or in the form of data record layouts and screen formats, as appropriate. This may include the identity of each device by name, including a brief description, and the process used to transmit the data. Identify the medium and hardware intended for entering each data element into the system. In situations in which only specific workstations are to be legitimate entry points, so specify. 3.2.2 Output Medium and Device Identify the medium and hardware device intended for presenting output data to the recipient. Specify in what medium the recipient is to receive the data. If the output is to be passed to some other automated system, the specifics of the medium should be described. 3.3 Recipients Name the organization or system that will be receiving output data. This may be shown in any form, such as data file or report. 3.4 Data Collection Procedures Describe procedures that will be used to collect data, including a detailed format for the input data. Describe how the data will be transmitted to the system. 3.5 User Access Describe or depict the user or user types and their associated create, read, update, and delete permissions. 3.6 Error Handling Identify the process for handling inaccurate or incomplete data. 3.7 Data Responsibilities Determine and describe the organization that will be responsible for managing the data. 3.8 Security Describe the security classification for the data and the degree of security of the algorithms. For all sensitive data, include a statement indicating whether the data are always sensitive, become sensitive upon the occurrence of specific events, or change their degree of sensitivity upon the occurrence of specific events. 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