Chapter #02

DATA BASE MANAGEMENT SYSTEM

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
 DBMS ‘DISCUSSION’ (1)

A collection of programs that enables you to store, modify, and

extract information from a database. 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, such as called SQL (structured query language).

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
a graphics component that enables you to output information in the
form of graphs and charts.
DATA MANAGEMENT

 Without managing data organizations can not

 Pay employee
 Send out bills

 Order new inventory

 Produce information to assist managers in decision

making
THE HIERARCHY OF DATA
THE HIERARCHY OF DATA
“Together, characters, fields, records, files
and databases form the hierarchy of data.”

1. Characters:-

 A basic building block of information

 Consisting of uppercase letters, lowercase

letters, numeric digits, or special symbols.
THE HIERARCHY OF DATA
2. Field:-
 A combination of one or more characters is called filed.

 It describe an aspect of a business object or activity.

 A field is identified by field name.

 Data type specifies the type of data that can be stored in the field

 Field size defines the maximum characters that can be stored in a

field.

 For example employee_no, name, designation and salary

THE HIERARCHY OF DATA
3. Record:-
 “A collection of related fields .”

 A student record is a collection of fields

about one student.

 For example her name, address, Ph# ,

marks date etc
THE HIERARCHY OF DATA
4. File:-
 “A collection of related records.”

 A file is also known as data set.

 For example an student file is a collection

of all students record.
THE HIERARCHY OF DATA
5. Database:-
 “A collection of integrated and related files.”

 For example collectively personnel file,

department file, payroll file
DATA ENTITIES
DATA ENTITIES
Entity:-
 “An entity is anything about which data is
stored in the database.”

 Example of entity a person, event, place etc

ATTRIBUTE
 “A characteristic of an entity.”
 Attributes are selected to capture the
relevant characteristics of entities such as
students or customers.
 The specific value of an attribute is called a
data item.
KEYS AND ATTRIBUTES

Employee # Last name First name Hire date Dept. #

005-10-6321 Johns Francine 10-7-65 257

549-77-1001 Buckley Bill 2-17-79 650

098-40-1370 Fiske Steven 1-5-85 598

Key field Entities

Attributes (fields)
(records)
KEY
 “A field or set of fields in a record that is used to identify the
record.”
 Its purpose is to access record according to the requirement.
 Types of Keys:-
 Primary Key
 Secondary Key/Alternate Key
 Composite Key/Concatenate Key
 Foreign key
1. PRIMARY KEY
 The attribute or set of attributes that uniquely
identifies the record.
 A relation has only one primary key.
 Each value in primary key attribute must be
unique.
e.g.
Roll number
2. SECONDARY KEY

Any key other than primary key used to

identify records uniqely

e.g.
First name and last name of employees
 A primary key that consists of two or more attributes is
known as composite key.
 For example Registration Number and Subject name.

 A foreign key is an attribute or set of attributes in a

relation whose value match a primary key in another table.
 For example roll number in student table and roll number
in instructor table.
Traditional Approach\ Traditional File Processing System

 “An approach where separate data files are

created and stored for each application
program.”
Data Files Application Users
programs
Payroll Reports
Payroll
programs

Invoicing Reports
Invoicing programs

Inventory
Inventory Reports
control
control programs

Management
Management Reports
inquiries
inquiries programs
 Traditional Approach
 Disadvantages:---
1. Data Redundancy:--
 A duplication of data in one or two files.
 Flaw is that changes to the data might be in
one file and not in other file.
 The order processing department might have
updated its file to new address but the billing
department is still sending bills to old address
 Traditional Approach
 Disadvantages:---
2. Data Integrity:--
 The degree to which the data in anyone file is
accurate.
 It is achieved by eliminating the data redundancy.
 Business operation requires a high degree of data
integrity which is not achieved by file system.
 For example keeping a customer's address in only
one file is not possible
TRADITIONAL APPROACH
Disadvantages:---
 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
 Traditional Approach
 Disadvantages:---
3. Lengthy development time:--

4. Limited data sharing :--

 Database Approach to Data Management
 A database is a collection of logically related files.
 An approach whereby a pool of related data is
shared by multiple application programs.
 A software DBMS is used to use the database
approach to data management.
 Database Management Software:
 A group of programs that manipulate the database and
provide interface between database and its users and
other programs
 Database Approach to Data Management

Reports
Payroll
program
Payroll data

Inventory Inventory
Reports
data program
Database
management
Invoicing system
Data Invoicing
Reports
program
Other
data
Other Reports
programs

Database Interface Applications programs Users

ADVANTAGES
 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
 Traditional Vs. Database Approach
1. The programs and data 1.
are interdependent.
2. The data may be
duplicated in different
files that cause data 2.
redundancy.
3. The same data in
different files may be 3.
different that cause
data inconsistency.
The programs and
data are
independent of
each other.
The data is not
duplicated, so no
data redundancy.
The data appears
only once so it is
always consistent.
 Traditional Vs. Database Approach

4. The data is distributed in 4. The data is stored at

different files and one place and can
cannot be shared. be shared easily.
5. The data integrity checks 5. It provide constraints
are difficult to apply on for data integrity.
files. 6. It provide data
6. It provide poor security security.
as data is widely spread. 7. It is very complex
7. It is less complex system.
system. 8. It is costly system
8. The cost is very less than and more chance of
DBMS. failure
TRADITIONAL VS. DATABASE
APPROACH
TYPES OF DATA BASE

 Flat file
 single user

 Multiple users
DATABASE MANAGEMENT ADMINISTRATION

 Database administration is the function of

managing and maintaining database
management systems (DBMS) software.
POPULAR DATABASE MANAGEMENT SYSTEMS

 Microsoft Access
 SQL SEVER
 Oracle
 My SQL
DATA BASE ADMINISTRATOR

 Is a skilled and trained Information System

professional who directs all activities related to
an organization’s database including providing
security from invasions
DATABASE APPLICATION

• Data Where house

• Data Marts
• Data Mining
DATA WAREHOUSE
 Data warehouse
 A relational database management system designed
specifically to support management decision making
 Current evolution of Decision Support Systems (DSSs)
 Data mart
 A subset of a data warehouse for small and medium-size
businesses or departments within larger companies
DATA WAREHOUSE
Relational
databases

Data
Hierarchical extraction
databases process

Network
databases Data
cleanup
process
Flat files

Spreadsheets Data
End user access wharehouse

Query and
analysis
tools
 DATA WAREHOUSE

 A database that collects business information from many sources

in the enterprise, covering all aspects of the company’s processes,
products, and customers.
 DATA MART

 A subset of a data warehouse.

DATA MINING
 An information analysis tool that involves
the automated discovery of patterns and
relationships in a data warehouse
 RDBMS

 RDBMS stands for Relational database management

system.
“RDBMS is used for maintaining
relational database.”
 It is based on relational model.
DBMS FUNCTIONS

 DBMS perform many functions but some of them are here.

1. Providing a user view

2. Creating and modifying the database
3. Storing and retrieving data
4. Manipulating data and generating reports
DBMS FUNCTIONS
1. Providing a user view
DBMS contain schema and subschema
 Schema:
A description of entire database.
SCHEMA
 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
 .
 .
SCHEMAS AND SUBSCHEMAS

 Schema
A description of the entire database. In a relational
database, the schema defines the tables, the fields in
each table, and the relationships between fields
and tables.
SCHEMAS AND SUBSCHEMAS

 Subschema
Afile that contains a description of a subset of the
database and identifies which users can perform
modifications on the data items in that subset
It defines user view.

User View

 The portion of the database a user can

access and manipulate.

 THE USE OF SCHEMAS AND SUBSCHEMAS

description of entire database.

description of
subset of schema.
DBMS FUNCTIONS
2. Creating and modifying the database
 Schema and Subschema are entered into DBMS via DDL
 DDL stands for data definition language.
“DDL is a collection of instructions and
commands used to define and describe data and
data relationships in a specific database.”
 DD stands for Data Dictionary
“DD is the detailed description of data in a
database.”
Data Dictionary
NORTHWESTERN MANUFACTURING

PREPARED BY: D. BORDWELL

DATE: 04 AUGUST
APPROVED BY: J. EDWARDS DATE: 13 OCTOBER
VERSION: 3.1
PAGE: 1 OF 1

DATA ELEMENT NAME: PARTNO

DESCRIPTION: INVENTORY PART NUMER
OTHER NAMES: PTNO
VALUE RANGE: 100 TO 5000
DATA TYPE: NUMERIC
POSITIONS: 4 POSITIONS OR COLUMNS
DBMS FUNCTIONS
Typical Uses of a Data Dictionary

 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
 Speed program development
 Ease modification of data and information
DBMS FUNCTIONS
3. Storing and retrieving data
 DBMS provide interface between application programs and
database.
 An application request for data through DBMS.
 When more persons or programs access the same data
simultaneously, then it causes a problem.
 Concurrency control is used to avoid the problem by locking
all other programs except one which updated the record
DBMS FUNCTIONS
4. Creating and modifying the database
 Manipulating data and generating reports
 DBMS is used by end users and managers to generate
reports.
 Reports are generated with the help of either
 QBE(Query-By-Example):-
A GUI way to generate reports.
 DML (Data Manipulation Language)
 Areused to manipulate data in a database.
 SQL is its example
SQL STRUCTURED QUERY LANGUAGE
DATA MODELING

 Data model
 Enterprise data modeling
 Entity-relationship diagrams
DATA MODELLING

“ Data modeling involves understanding a

business problem and analyzing the data and
information needed to deliver a solution.”
 DATA MODELING
 Data model
 A map or diagram of entities and their relationships
 Enterprise data modeling
 Data modeling done at the level of the entire organization
DATA MODELLING
• Example of data model.

• Entity–relationship [ER]diagram:-
The data models that use the basic
graphical symbols to show the
organization of and relationships
between data.

• Boxes shows entities or data items.

• Diamond shows relationship between
entities and data items.
RELATIONSHIPS

 Relationships are the connections and

interactions between the entities instances, e.g.,
Program and Student are linked
HOW TO IDENTIFY RELATIONSHIPS?

 Up to you
 If there is no proper name of the association
in the system then participants’ names of
abbreviations are used
NAMING

 STUDENT and CLASS have ENROLL relationship

 However, it can also be named as STD_CLS
SYMBOL FOR RELATIONSHIPS

DEPT EMP

STD BOOK
ENTITY-RELATIONSHIP DIAGRAM FOR A CUSTOMER
ORDERING DATABASE
 Attributes
Last name Colour

Entities

First 1 M
Customer Order Product Name
name

1:M one-to-many
relationship

Identification Identification
number number
 DATA MODEL

• “A diagram of data entities and their

relationships.”

• It’s a tool used by data designer to show the

logical relationships among data.
DATA MODEL

There are many types of data models but

mostly used are

1. Hierarchical Data model

2. Network Data Model
3. Relational Data Model
HIERARCHICAL DATABASE MODEL

 Hierarchical database model

A data model in which data are organized in a top-
down, or inverted tree structure
HIERARCHICAL DATABASE MODEL
 It arranges records in hierarchy like an organizational
charts.
 Each record in this model is called a node or segment.
 A node represent a particular entity.
 The top–most node is called root.
 Each node is the subordinate of the next higher node.
 A higher level node is called parent and lower level node
is called child.
 A parent can have one or many child nodes.
 A child node can have only one parent node.
HIERARCHICAL DATABASE MODEL

Project 1

Department A Department B Department C

Employee Employee Employee Employee Employee Employee

1 2 3 4 5 6
NETWORK DATA MODEL
 An expansion of the hierarchical database model with a
Parent-child member relationship in which a child may
have many parents

Project 1 Project 2

Department A Department B Department C

RELATIONAL MODELS
“A database model that describe data using a standard
tabular format with all data elements placed in two-
dimensional tables, called relations, that are the
logical equivalent of files.”
 Each row represents data entity.

 Each columns represents attributes.

 The allowable values for data attributes is called

domain.

 For example negative values for pay rate is not allowed.

 It is more flexible than other models

RELATIONAL MODELS
• It allows data manipulation which includes
– Selecting:-
• Means eliminates rows according to certain
criteria.
– Projecting:-
• Means eliminates the column in a table.
– Joining:-
• Means joins two or more tables.
– Linking:-
• Means links two or more tables using common
data attributes.
RELATIONAL DATABASE MODEL

76
Project Number Description Dept. Number
155 Payroll 257
498 Widgets 632
226 Sales manager 598

Dept. Number Dept. Name Manager SSN

257 Accounting 421-55-99993
632 Manufacturing 765-00-3192
598 Marketing 098-40-1370

SSN Last Name First Name Hire Date Dept. Number

005-10-6321 Johns Francine 10-7-65 257
549-77-1001 Buckley Bill 2-17-79 650
098-40-1370 Fiske Steven 1-5-85 598