Designing a Relational Database: Overview

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Table of Contents
Objectives ........................................................................................................2 Database Definition and Terminology ..............................................................3 Relational Database Definition.........................................................................4 Database Management Systems .....................................................................5 Steps for Database Design ..............................................................................5 1) Formulate a Solution .........................................................................5 2) Gather Information ............................................................................6 3) Develop Fields ..................................................................................6 4) Organize Tables................................................................................7 5) Define Table Relationships ............................................................. 10 6) Test and Improve ............................................................................ 12 7) Develop Queries, Forms, and Reports............................................ 12 Signs of Good Database Design .................................................................... 13 Multi-User Considerations.............................................................................. 13 Resources...................................................................................................... 14

Objectives
Define basic database terminology Describe a database management system (DBMS) Consider possible database use Describe basic database normalization Recognize the types of table relationships Explain the steps involved in relational database design

Designing a Relational Database: Overview

Getting Started with Designing a Relational Database

What is a Database?
A database is a collection of data that is stored for a specific purpose. This collection is arranged in a fixed structure. Everyday Examples of Simple (Non-Electronic) Databases Address book Telephone book Encyclopedia

Basic Database Terminology

Table: contains data about a specific topic or subject; holds records Ex. students, courses, supplies Record: contains data about one specific entity within a table; holds fields Ex. one student, one course, one supply resource Field: contains data about a specific object or thing described in a record Ex. id of student, number of course, cost of supply resource Data Value: specific instance of data kept in a field Ex. 5 4327 2910, ENG101, $6.25

Overview of Database Structure Database Tables Records Fields Data Values

Designing a Relational Database: Overview

Comparing a Database to a File Cabinet

A Database is like a file cabinet because it holds the data in an organized way. Tables are like the drawers of the cabinet because they hold related pieces of data or lists of records. Records are like the file folders because they hold sets of related data. Fields are like the sheets of paper in the file folders because they contain specific pieces of categorized data that make up the related sets. Data values are like the words on the paper because they are the specific pieces of data.

What is a Relational Database?

A relational database contains tables that are related. Related tables contain fields that match. Example: A Course Enrollment table is related to a Student table because they both contain a field for Student ID.

Why use a Relational Database?

The purpose of a database is to organize data so it can be easily selected, sorted, managed, and updated. By using a relational database, each piece of information only needs to be stored once. The benefit is that if a piece of data is updated it needs to be updated in only one place and the update will then be recognized throughout the database. Otherwise, several updates would need to be made in several different places, which can be cumbersome and lead to a messy situation if not done accurately. Example: An update for a students address is made in the Student table and is now recognized by all related tables.

Designing a Relational Database: Overview

Database Management Systems (DBMS)

A Database Management System is an extra layer of software, or a collection of programs, that enables a user to store, modify, and extract data kept in a database. A DBMS allows users to have different access rights in entering, manipulating, and retrieving data from different views. It allows for multiple user access and concurrent usage. Record locking can be incorporated using a DBMS to ensure data integrity when multiple users are entering data. A DBMS can also be used to apply customization and simple security features. The DBMS provides a useful user interface. There are many different types of DBMS applications, ranging from small systems that run on personal computers to large systems that run on mainframe computers. One DBMS can differ widely from another, based on the way it organizes information internally. Examples of Database Management Systems Small
Microsoft Access FileMaker Pro Lotus Approach

Large
SQL Server Oracle DB2

The Database Design Process

1) Formulate an idea for a solution Identify an existing problem that could be improved with a database. Have a clear purpose in mind. Identify the problem: The Imaginary Department of the Fictional College currently has a spreadsheet to store student data. Every school year a new spreadsheet is created. Data has to be copied and pasted for existing students that are still enrolled in the new year. Various reports have to be created each semester as well as any time data is requested for analysis. Additional spreadsheets exist for course enrollment, faculty teaching schedules, and room assignments. Describe existing difficulties: _______________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________
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Propose a solution: Describe what can be done to make this data easier to utilize. Should anything else be a focus here? _________________________________________________________________ _________________________________________________________________ _________________________________________________________________

2) Gather information and clarify needs. Talk to people currently involved with the data and anyone else who may have the potential to be a user of the application. *WHY: Users will know what they need/want to be able to do. Knowing requirements ahead of time will help ensure that the database design meets the needs of users. Ask questions such as: What information is available? Is it adequate to meet needs? How is the available information being used? Who maintains current data? Sketch out formatting of possible forms and/or reports (mailing labels, rosters, course offerings list, etc.) to make sure they are useful to users List some people to speak to and possible points to clarify: ______________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________

3) Develop a list of all useful fields. List all of the possible attributes that will be available within the database Break down information into the smallest meaningful units possible (Ex. use First Name and Last Name fields instead just one Name field) Eliminate redundancy (Ex. dont need both age and birth date) *REMINDER: Redundancy may be necessary in certain (yet infrequent) cases. For instance, if a course title changes it does not mean that all records with the previous title and the same course number need to be changed to eliminate redundancy. Determine if all proposed fields will be needed (used to calculate, show up on a report later), but also be as thorough as possible in field creation *NOTE: It is easier to create a field now and remove it if it is unused later than it is to create an additional field in an already existing and utilized table.
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List fields: Create a list of possible fields needed in the database. No grouping is necessary at this point. _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________

4) Organize the fields into logical tables. Divide fields into categories or subjects. Each of these categories will represent a table. *NOTE: Be sure that each table has only one focus. If fields do not directly belong with that focus, consider moving them to a different table. (Ex. The Courses table is not necessarily the best place to keep detailed faculty information.) Assign key fields. A key field or primary key is a unique identifier for a record/entity (Ex. ID numbers, Course codes). These identifiers help to associate tables. They are not necessary, but highly recommended. *HINT: A primary key can also be made of multiple fields if needed. Example of a table with primary key field: In this case, StudentID is the primary key field. This means that each student record in the database has a unique identifier that both sets it apart and may help it to relate to records in other tables.
Students Table StudentID FirstName LastName Address City State PhoneNumber

Designing a Relational Database: Overview

 Consider normalization rules. Normalization Rules: There are 5+ normalization rules (5 Normal Forms and Boyce-Codd), but most day-to-day database creation focuses on the first three. These rules are used to help create flexible, adaptable tables that have no redundancy and are easy to query. In other words, they ensure that there is a place for everything and everything in its place. 1) First Normal Form: -Each field contains the smallest meaningful data value possible (no fields with multiple values listed). Ex. First Name and Last Name as separate fields -There are NO repeating groups of fields. Ex. One field called Month instead of 12 fields called Jan, Feb, etc. 2) Second Normal Form -Each non-key field in the table must relate to the entire Primary Key value. Ex. In this table, StudentID & CourseID make up the Compound Primary Key This table does not satisfy the Second Normal Form because not all fields are related directly to entire the primary key. StudentID 12345 12345 CourseID 310.001 360.007 FirstName Mary Mary Grade A B

The table now satisfies the Second Normal Form because al fields relate directly to entire the primary key. StudentID 12345 12345 CourseID 310.001 360.007 Grade A B

Designing a Relational Database: Overview

3) Third Normal Form -Each non-key field in the table must relate directly to the single-field Primary Key value. Ex. In this table, Course ID is the single-field Primary Key This table does not satisfy the Third Normal Form because not all fields are related directly to the primary key. CourseID 310.001 110.003 Section 1 1 FacultyID 001 001 FacultyOffice 356 Smith 356 Smith

The table now satisfies the Third Normal Form because all fields relate directly to the primary key. CourseID 310.001 110.003 Section 1 1 FacultyID 001 001

Organize fields into tables: Create table names and list fields for each table.

Designing a Relational Database: Overview

*Reminder: Before moving to step 5, it is a good idea to check back on the information previously gathered to ensure that all requirements are included in the tables.

5) Determine and define table relationships. Identify fields that match among tables Decide how data is related based on these matching fields (Ex. Student table is a primary table with related records in Course Enrollment table, which is called the related table) Define relationships between the primary key of one table and the related or foreign key of another. These matching fields can have the exact same name or slightly different names, yet hold the same data.
Students Table StudentID FirstName LastName Address City State PhoneNumber Course Enrollment Table CourseID Student ID Grade Semester Year foreign key field

primary key field

Add new fields and/or tables as needed to clarify relationships. Consider how relationships may be used to make queries and reports more efficient. Focus on the three types of table relationships. Three Types of Table Relationships: There are three types of table relationships. Each has its own unique purpose in helping to organize the data within the database. These relationships can be used to determine joins in queries as well. 1) One-to-One Relationships: one record in a table is related to one record in a related table; creates equally dependent tables Ex. one student has only one PSU ID *NOTE: This type of relationship is rarely used.

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2) One-to-Many Relationships: one record in a primary table is related to many records in a related table; however, a record in the related table has only one related record in the primary table Ex. a student can live in one residence hall at a given time, but many students can live in a residence hall at a given time *NOTE: This is the most common type of relationship. 3) Many-to-Many Relationships: several records in the primary table are related to several records in a related table Ex. one student can be enrolled in many courses and each course can have many students enrolled Define relationships among tables: Draw lines to connect primary and foreign key fields on related tables.This diagramming is referred to as Entity Relationship diagramming because it connects entities based on similarities.

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6) Test, refine and improve. Analyze the overall database design to check for errors as well as to see that needs are being met. Review table structure to make sure all needed fields are present and existing relationships are valid and useful. Test table design by adding records and observing functionality. List points to consider when testing, refining, and improving design: Describe possible issues and resolutions. _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________

7) Develop queries, forms, and reports. Look back at information gathered to get ideas for what type of queries, forms, and reports are needed. Consider table relationships and how they can be utilized. Try drafts of queries, forms, and reports to see if they show the expected data results. Modify as needed to meet needs. Consider this development process as on going throughout the use of the database. Describe possible queries, forms, and reports that may be needed: _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________ _________________________________________________________________

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Signs of Good Database Design

-thoughtfully planned -works for the intended situation and purpose -streamlines a process -shows consistency among data (Fall 05 vs. fall 2005) -eliminates redundancy as much as possible, i.e. tables are normalized -provides users with an easy way to enter, store, and retrieve data -does NOT promote deleting data, but rather making designations or archiving it -provides unique identifiers (primary keys) for records -grows, changes, and improves as needed

Considerations for Implementation in a Multi-User Environment

-Who will administer the database? An individual? A group or committee? -Are shared folders being used? -Is server space needed? If so, is it available and where? -Are web capabilities required (intranet and/or internet)? If so, is Web space available? -Is security an issue? If so, how will that be handled? *Caution: Various DBMSs have a variety of features concerning these issues and all of them may operate differently depending on the environment.

Reference Books
Relational Database Design Clearly Explained, Second Edition by Jan L. Harrington Database Design Using Entity-Relationship Diagrams by Sikha Bagui and Richard Earp Handbook of Relational Database Design by Candace C. Fleming and Barbara von Halle Database Design for Mere Mortals: A Hands-On Guide to Relational Database Design by Michael J. Hernandez Information Modeling and Relational Databases: From Conceptual Analysis to Logical Design by Terry Halpin

Websites
http://db.ittoolbox.com/ http://databases.about.com/

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