1010 Chapter5

Chapter 5
Organizing Data and Information

ITEC 1010 Information and Organizations
Data
Data A necessity for almost any enterprise to carry out its
business. Consists of raw facts, and when organized may be transformed into information
Database A collection of data organized to meet users needs Database management system (DBMS) A group of programs that manipulate the database and
provide an interface between the database and the user of the database or other application programs
Information and Organizations
ITEC 1010
DBMS Discussion (1)

A collection of programs that enables you to store, modify, and extract information from a database. There are many different types of DBMSs, ranging from small systems that run on personal computers to huge systems that run on mainframes. The following are examples of database applications: computerized library systems automated teller machines flight reservation systems computerized parts inventory systems From a technical standpoint, DBMSs can differ widely. The terms
DBMS Discussion (2)

relational, network, flat, and hierarchical all refer to the way a DBMS organizes information internally. The internal organization can affect how quickly and flexibly you can extract information. Requests for information from a database are made in the form of a query, which is a stylized question. For example, the query SELECT ALL WHERE NAME = "SMITH" AND AGE > 35 requests all records in which the NAME field is SMITH and the AGE
DBMS Discussion (3)

field is greater than 35. The set of rules for constructing queries is known as a query language. Different DBMSs support different query languages, although there is a semi-standardized query language called SQL (structured query language). Sophisticated languages for managing database systems are called fourth-generation languages, or 4GLs for short. The information from a database can be presented in a variety of formats. Most DBMSs include a report writer program that enables you to output data in the form of a report. Many DBMSs also include
DBMS Discussion (4)

a graphics component that enables you to output information in the form of graphs and charts.
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Hierarchy of Data
Schematic
Hierarchy of data
Example
Personel file
Database Database
Department file Payroll file 005-10-6321 Johns Francine 10-7-65 549-77-1001 Buckley Bill 2-17-79 098-40-1370 Fiske Steven 1-5-85 098-40-1370 Fiske Steven 1-5-85 598
(Project database)
Files Files Records Records Fields Fields Characters Characters (bytes) (bytes)
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(Personnel file)
Fiske
(Last name field)
(Record containing SSN, last name, first name, date of hire)
1000100
(Letter F in ASCII)
Terminology
Database
A collection of integrated and related files
File
A collection of related records
Record
A collection of related fields
Field
A group of characters
Character
Basic building block of information, represented by a byte
Data Entities, Attributes, and Keys

Entity
A generalized class of people, places, or things (objects) for
which data are collected, stored, and maintained E.g., Customer, Employee
Attribute
A characteristic of an entity; something the entity is identified by E.g., Customer name, Employee name
Keys
A field or set of fields in a record that is used to identify the
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record E.g, A field or set of fields that uniquely identifies the record
Keys and Attributes

Employee # 005-10-6321 549-77-1001 098-40-1370 Last name Johns Buckley Fiske First name Francine Bill Steven Hire date 10-7-65 2-17-79 1-5-85 Dept. # 257 650 598
Key field
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Attributes (fields)
Entities (records)
The Traditional Approach

The traditional approach Separate files are created and stored for each
application program
Schematic
Data
Files Payroll
Application programs Payroll programs
Users Reports
Invoicing
Invoicing programs
Reports
Inventory control
Inventory control programs Management inquiries programs
Reports
Management inquiries
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Reports
Drawbacks
Data redundancy Duplication of data in separate files Lack of data integrity The degree to which the data in any one file is accurate Program-data dependence A situation in which program and data organized for
one application are incompatible with programs and data organized differently for another application
Database Approach
The database approach
A pool of related data is shared by multiple

application programs Rather than having separate data files, each application uses a collection of data that is either joined or related in the database
Schematic
Payroll program Payroll data Inventory data Invoicing Data Other data Inventory program
Reports
Database management system
Reports
Invoicing program
Reports
Other programs Database

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Reports
Interface
Applications programs
Users
Advantages

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Improved strategic use of corporate data Reduced data redundancy Improved data integrity Easier modification and updating Data and program independence Better access to data and information Standardization of data access A framework for program development Better overall protection of the data Shared data and information resources
Disadvantages
Relatively high cost of purchasing and
operating a DBMS in a mainframe operating environment Increased cost of specialized staff Increased vulnerability
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Data Modeling and Database Models (1)

Planned data redundancy
A way of organizing data in which the logical
database design is altered so that certain data entities are combined Summary totals are carried in the data records rather than calculated from elemental data Some data attributes are repeated in more than one data entity to improve database performance
Data Modeling and Database Models (2)

Data model A map or diagram of entities and their relationships Enterprise data modeling Data modeling done at the level of the entire
organization
Entity-relationship (ER) diagrams A data model that uses basic graphical symbols to show
the organization of and relationships between data
Example: Entity Relationship (ER) Diagram for a Customer Ordering Database
Schematic
Last name
Attributes
Colour
Entities
First name
Customer
Order
Product
Name
1:N one-to-many relationship Identification number ITEC 1010 Information and Organizations Identification number
Hierarchical Database Model

Hierarchical database model
A data model in which data are organized in a

top-down, or inverted tree structure
Schematic
Project 1
Department A
Department B
Department C
Employee 1
Employee 2
Employee 3
Employee 4
Employee 5
Employee 6
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Network Data Model

Network data model
An expansion of the hierarchical database model
with an owner-member relationship in which a member may have many owners
Project 1 Project 2
Department A
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Department B
Department C
Relational Data Model

Relational data model
All data elements are placed in two-dimensional

tables, called relations, that are the logical equivalent of files
Schematic
Data Table 1: Project Table

Project Number 155 498 226 Description Payroll Widgets Sales manager Dept. Number 257 632 598
Data Table 2: Department Table

Dept. Number 257 632 598 Dept. Name Accounting Manufacturing Marketing Manager SSN 421-55-99993 765-00-3192 098-40-1370
Data Table 3: Manager Table

SSN 005-10-6321 549-77-1001 098-40-1370 Last Name Johns Buckley Fiske First Name Francine Bill Steven Hire Date 10-7-65 2-17-79 1-5-85 Dept. Number 257 650 598
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Relational Database Terminology

Selecting Data manipulation that eliminates rows according to
certain criteria
Projecting Data manipulation that eliminates columns in a table Joining Data manipulation that combines two or more tables Linked Relating tables in a relational database together
Linking Data Tables to Answer an Inquiry
Schematic
Project Number 155 498 226
Description Payroll Widgets Sales manager
Dept. Number 257 632 598
Dept. Name Accounting Manufacturing Marketing
Manager SSN 421-55-99993 765-00-3192 098-40-1370
SSN 005-10-6321 549-77-1001 098-40-1370
Last Name Johns Buckley Fiske
First Name Francine Bill Steven
Hire Date 10-7-65 2-17-79 1-5-85
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Building and Modifying a Relational Database

Using Microsoft Access
Screen snap
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Schemas and Subschemas

Schema
A description of the entire database Subschema A file that contains a description of a subset of
the database and identifies which users can perform modifications on the data items in that subset
Schematic
DBMS
Schema
Subschema A
Subschema B
Subschema C
User 1
User 2
User 3
User 4
User 5
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Schema Discussion
Pronounced skee-ma, the structure of a database system, described in a formal language supported by the database management system (DBMS). In a relational database, the schema defines the tables, the fields in each table, and the relationships between fields and tables. Schemas are generally stored in a data dictionary. Although a schema is defined in text database language, the term is often used to refer to a graphical depiction of the database structure.
Data Definition Language

Data Definition Language (DDL)
A collection of instructions and commands used

to define and describe data and data relationships in a specific database
Schematic
SCHEMA DESCRIPTION SCHEMA NAME IS XXXX AUTHOR XXXX DATE XXXX FILE DESCRIPTION FILE NAME IS XXXX ASSIGN XXXX FILE NAME IS XXXX ASSIGN XXXX AREA DESCRIPTION AREA NAME IS XXXX RECORD DESCRIPTION RECORD NAME ISXXXX RECORD ID IS XXXX LOCATION MODE ISXXXX WITHIN XXX AREA FROM XXXX THRU XXXX SET DESCRIPTION SET NAME IS XXXX ORDER IS XXXX MODE IS XXXX MEMBER IS XXXX . . .
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Data Dictionary
Data Dictionary
A detailed description of all data used in the

database
Schematic
NORTHWESTERN MANUFACTURING PREPARED BY: DATE: APPROVED BY: VERSION: PAGE: DATA ELEMENT NAME: DESCRIPTION: OTHER NAMES: VALUE RANGE: DATA TYPE: POSITIONS: D. BORDWELL 04 AUGUST J. EDWARDS 3.1 1 OF 1
DATE:
13 OCTOBER
PARTNO INVENTORY PART NUMER PTNO 100 TO 5000 NUMERIC 4 POSITIONS OR COLUMNS
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Data Dictionary Features

Provide a standard definition of terms and data
elements Assist programmers in designing and writing programs Simplify database modification Reduce data redundancy Increase data reliability Faster program development Easier modification of data and information
Logical and Physical Access Paths

Logical access path (LAP)
Application requires information from the

DBMS
Physical access path (PAP)
DBMS accesses a storage device to retrieve

data
Schematic
Data on storage devices
Physical access path (PAP)
DBMS
Logical access path (LAP)
Management inquiries
Other software
Application programs
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Manipulating Data
Concurrency control A method of dealing with a situation in which two or
more people need to access the same record in a database at the same time
Data manipulation language (DML) The commands that are used to manipulate the data in a
database
Structured query language (SQL) A standardized data manipulation language

Structured Query Language (SQL)

Invented at IBMs Almaden Research Centre (San Jose, CA) in the 1970s E.g.,
SELECT * FROM EMPLOYEE WHERE JOB_CLASSIFICATION = C2 Select all (*) columns from the EMPLOYEE table in which the JOB_CLASSIFICATION field is equal to C2
SQL Discussion (1)

Abbreviation of structured query language, and pronounced either see-kwell or as separate letters. SQL is a standardized query language for requesting information from a database. The original version called SEQUEL (structured English query language) was designed by an IBM research center in 1974 and 1975. SQL was first introduced as a commercial database system in 1979 by Oracle Corporation. Historically, SQL has been the favorite query language for database management systems running on minicomputers and mainframes.
SQL Discussion (2)

Increasingly, however, SQL is being supported by PC database systems because it supports distributed databases (databases that are spread out over several computer systems). This enables several users on a local-area network to access the same database simultaneously. Although there are different dialects of SQL, it is nevertheless the closest thing to a standard query language that currently exists. In 1986, ANSI approved a rudimentary version of SQL as the official standard, but most versions of SQL since then have included many
SQL Discussion (3)

extensions to the ANSI standard. In 1991, ANSI updated the standard. The new standard is known as SAG SQL.
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Database Output
Screen snap
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Popular Database Management Systems for End Users

Microsoft Access 98 Lotus Approach 98 Inprise (formerly Borland) dBASE DBMS Selection Criteria

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Database size Number of concurrent users Performance Integration Features The vendor Cost
Distributed Databases
Distributed database
A database in which the actual data may be

spread across several smaller databases connected via telecommunications devices
Pretty picture
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Data Warehouse
Data warehouse A relational database management system designed
Data mart A subset of a data warehouse for small and medium-
specifically to support management decision making Current evolution of Decision Support Systems (DSSs)
size businesses or departments within larger companies

Schematic
Relational databases Data extraction process
Hierarchical databases
Network databases
Data cleanup process
Flat files
Spreadsheets End user access
Data wharehouse
Query and analysis tools
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Designing a Customer Data Warehouse

Sharply define your goals and objectives before
you build the warehouse Choose the software that best fits your goals Determine who/what should be in the database Develop a plan Measure results
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Data Mining Applications

Data mining The automated discovery of patterns and relationships
in a data warehouse
Data mining applications

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Market segmentation Customer queries Fraud detection Direct marketing Market basket analysis Trend analysis
On-Line Analytical Processing (OLAP)

On-line analytic processing (OLAP)
Access to multidimensional databases providing
managerially useful display techniques Now used to store and deliver data warehouse information
Data warehouse and OLAP

Provides top-down, query-driven analysis
Data mining
Provides bottom-up, discovery-driven analysis
Open Database Connectivity (ODBC)

Open database connectivity (ODBC)
A set of standards that ensures software written to
comply with these standards can be used with any ODBC-compliant database
Schematic
dBASE
ODBC Import
ACCESS database
ODBC Export
Paradox database
ODBC Link
Lotus 1-2-3 spreadsheet
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Object-Relational Database Management Systems (ORDBMS)

Object-relational database management system (ORDBMS)
A DBMS capable of manipulating audio, video, and graphical data. Hypertext Users can search and manipulate alphanumeric data in an
unstructured way
Hypermedia
Allows businesses to search and manipulate multimedia forms of
data
Spatial data technology

Use of an object-relational database to store and access data
according to the location it describes and to permit spatial queries and analysis
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End of Chapter 5
Chapter 6

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Chapter 5

Organizing Data and Information

DBMS Discussion (1)

DBMS Discussion (2)

DBMS Discussion (3)

DBMS Discussion (4)

Information and Organizations

(Last name field)

(Record containing SSN, last name, first name, date of hire)

Information and Organizations

Data Entities, Attributes, and Keys

Keys and Attributes

The Traditional Approach

Application programs Payroll programs

Inventory control programs Management inquiries programs

Information and Organizations

A pool of related data is shared by multiple

Database management system

Other programs Database

Information and Organizations

Information and Organizations

Data Modeling and Database Models (1)

A way of organizing data in which the logical

Data Modeling and Database Models (2)

Example: Entity Relationship (ER) Diagram for a Customer Ordering Database

Hierarchical Database Model

A data model in which data are organized in a

Information and Organizations

Network Data Model

Relational Data Model

All data elements are placed in two-dimensional

Data Table 1: Project Table

Data Table 2: Department Table

Data Table 3: Manager Table

Information and Organizations

Relational Database Terminology

Linking Data Tables to Answer an Inquiry

Project Number 155 498 226

Description Payroll Widgets Sales manager

Dept. Number 257 632 598

Dept. Number 257 632 598

Dept. Name Accounting Manufacturing Marketing

Manager SSN 421-55-99993 765-00-3192 098-40-1370

SSN 005-10-6321 549-77-1001 098-40-1370

Last Name Johns Buckley Fiske

First Name Francine Bill Steven

Hire Date 10-7-65 2-17-79 1-5-85

Dept. Number 257 650 598

Information and Organizations

Building and Modifying a Relational Database

Information and Organizations

Schemas and Subschemas

Information and Organizations

Data Definition Language

A collection of instructions and commands used

Information and Organizations

A detailed description of all data used in the

Information and Organizations

Data Dictionary Features

Logical and Physical Access Paths

Application requires information from the

Physical access path (PAP)