Discovering Computers 2008

Chapter 10
Database
Management
Chapter 10 Objectives

Differentiate between a file processing

Define the term, database system approach and the database approach

Identify the qualities Discuss the functions

of valuable information common to most DBMSs

Describe characteristics of
Explain why data is important
relational, object-oriented, and
to an organization
multidimensional databases

Discuss the terms character,

Explain how to interact with Web databases
field, record, and file

Discuss the responsibilities of

Identify file maintenance techniques
database analysts and administrators

Next
 Data and Information
What is a database?

Collection of data
Database software
organized so
Database software also called database
you can access,
allows you to management system
retrieve, and
(DBMS)
use it
Create
Create forms
database and
Add, Sort reports
change, and
and delete retrieve
data data

Next
p. 514 - 515
 Data and Information
How are data and information related?
 Data is a collection of unprocessed items (text, no, images, audio, video)
 Information is processed data that is organized and meaningful

 Computers process data in a database into information

Next
p. 514 - 515 Fig. 10-1
 Data and Information
What is data integrity?
 Degree to which data is correct. It Garbage in
identifies the quality of the data

 The more errors the data contains, the lower

its integrity
Garbage out
 Garbage in, garbage out (GIGO)—
computer phrase that means you cannot
create correct information from
incorrect data
Data integrity
 Information is important because is lost
people and computers use information
to make decision
Next
p. 516
 Data and Information
What are the qualities of valuable information?
 To assist with sound decision making, the information must have
value. For it to be valuable, information should be

Accurate

Verifiable
Timely
Organized
Accessible
Useful

p. 516 - 517
Cost-effective
Next
 Data and Information
 Accurate information is error free

 Verifiable information can be proven as correct or incorrect

 Timely information has an age suited to its use (most information loses value with time)

 Organized information is arranged to suit the needs and requirements of

the decision makers

 Accessible information is available when the decision makers needs it

 Useful information has meaning to the person who receives it

 Cost effective information should give more value than it cots to produce
 The Hierarchy of Data
What is a hierarchy?
 Database contains files, file contains records, record
contains fields, field contains characters

Next
p. 517 Fig. 10-2
The Hierarchy of Data
What is a character?
 A byte of 8 bits represents a single character
What is a field?
 Combination of one or more
characters
 Smallest unit of data user accesses
 Field name uniquely identifies each
field
 Field size defines the maximum
number of characters a field can
contain
 Data type specifies kind of data field
contains Next
 The Hierarchy of Data
What are common data types?

Text Numeric AutoNumber

(also called numbers unique number automatically
alphanumeric)—letters, only assigned to each new record
numbers, or special
characters

Currency Date Memo

dollar and cent amounts or month, day, year, and lengthy text entries
numbers containing decimal sometimes time
values

Object
Yes/No Hyperlink (also called BLOB for binary large
(also called Web address that links to object)—photograph, audio, video,
Boolean)—only the document or Web page or document created in other
values Yes or No (or application such as word
True or False) processing or spreadsheet
Attachment
Next
p. 518
 The Hierarchy of Data
What is a record?

Group of
related fields

Key field, or primary key,

uniquely identifies each record

Next
p. 519
 The Hierarchy of Data
What is a data file?
 Collection of related records stored on storage medium

Member ID First Name Last Name Address City State

2295 Milton Brewer 54 Lucy Court Shelbyville IN

2928 Shannon Murray 33099 Clark Street Montgomery AL
3876 Louella Drake 33 Timmons Place Cincinnati OH
3928 Adelbert Ruiz 99 Tenth Street Carmel IN
4872 Elena Gupta 2 East Penn Drive Pittsboro IN

records key fields

field

Next
p. 518 – 519 Fig. 10-4
 Maintaining Data
What is file maintenance?
 Procedures that keep data current

Adding records Changing records

Deleting records

Next
p. 520
 Maintaining Data
Why do you add records?
 Add new record when you obtain new data

Next
p. 520 Fig. 10-5
 Maintaining Data
Why do you change records?
 Correct inaccurate data
 Update old data

Next
p. 521 Fig. 10-6
 Maintaining Data
Why do you delete records?
 When record no longer is needed
 Some programs remove record immediately,
others flag record

Next
p. 522 Fig. 10-7
 Maintaining Data
What is validation?
 Process of comparing data with a set of rules
to find out if data is correct
 Reduce data entry errors and enhance data
integrity before program writes data on disk

Next
p. 522 - 523 Fig. 10-8
 Maintaining Data
What are the types of validity checks?
Check Digit Alphabetic/ Completeness
number(s) or Numeric Check Check
character(s) ensures correct verifies that a
appended to or type of data required field
inserted into a entered contains data
primary key value
to confirm Consistency
Range Check
accuracy of Check
determines
primary key value tests for logical
whether number is
within specified relationship
range between two or
more fields

Next
p. 523
 File Processing Versus Databases
What is a file processing system?
Each
Records in one
department or
file may not
area within May have
relate to
organization weaknesses
records in any
has own set of
other file
files

Data Isolated
redundancy— data—data
same fields stored in
stored in separate files
If new data is multiple files so it is
added or difficult to
changed, file access
maintenance
tasks consume
p. 524 a lot of time Next
 File Processing Versus Databases
What is the database approach?
 Many programs and users can share data in database
 Secures data so only authorized users can access
certain data

Next
p. 524 - 525 Fig. 10-9
 File Processing Versus Databases
What are the strengths of the database approach?

Reduced
data
redundancy Improved
data
integrity
Shared
data
Easier
access
Reduced
development
time

Next
p. 525
 File Processing Versus Databases
What are the strengths of the database approach?
 Reduced data redundancy – most data are stored in only one file which
reduces duplicate data

 Improved data integrity - when users modify data in the database, they
make changes only to one file

 Shared data - the data belongs to and is shared over a network by the entire
organization

 Easier access - allows non-technical users to access and maintain data

 Reduce development time - it is easier and faster to develop program

Next
p. 525
 File Processing Versus Databases
How do a database
application and a
file processing
application differ
in the way they
store data?

Next
p. 525 Fig. 10-10
 File Processing Versus Databases
What are the disadvantages of the database approach?
 A database can be more complex than a file processing system

 Require more memory, storage and processing power

 A database stores most data in a single file. If the database is
not operating properly or damaged, users may not be able to
perform their job

Next
p. 525
 Database Management Systems
 A DBMS is software that allows to create, access and
manage a database
 DBMS are available for many sizes and types of computers
What are popular database management systems (DBMSs)?

Next
p. 526 Fig. 10-11
 Database Management Systems
 Most DBMS perform common functions

What is a data dictionary?

 Contains data about each file in database and each field within those files
 For each file it stores details such as filename, description, relationship
 For each field it stores details such as field name, type, size, rule
 ADBMS uses the data dictionary to perform validation checks

Next
p. 527 Fig. 10-12
Database Management Systems

What is file retrieval and maintenance?

 File maintenance involves adding new records, changing data
in existing records and removing unwanted records

 To retrieve or select data in a database, you query it

What is a query?
 Request for specific data from a database

 DBMS offers several methods to retrieve and maintain its

data
 Query language
 Query by example
 Forms
 Report generators
 Database Management Systems
 Query language
consists of simple,
English-like
statements that
allow users to
specify data to
display, print, or
store

Next
p. 528 - 529 Fig. 10-13
 Database Management Systems
What is a query by example (QBE)?
 Program retrieves records that match criteria
entered in form fields
 Has a graphical user interface that assists users
with retrieving data

Next
p. 528 - 529 Fig. 10-14
 Database Management Systems
What is a form?
 Window on screen that provides areas for entering or
changing data in database
 Used to retrieve and
maintain data in a
database
 Form that sends
data across network
or Internet is called
e-form, short for
electronic form

Next
p. 530 Fig. 10-15
 Database Management Systems
What is a report generator?
 Allows user to design a report on screen, retrieve
data into report design, then display or print
reports
 Also called report
writer
 Unlike a form,
report use only to
retrieve data

Next
p. 530 Fig. 10-16
 Database Management Systems
What is data security?

DBMS provides Access privileges

means to ensure define activities
only authorized that specific user
users can access or group of users
data can perform

Read-only
Full-update
privileges -
privileges -
user can
user can
view data,
DBMS allow view and
but cannot
different levels change data
change it
of access
privileges

Next
p. 530 - 531
 Database Management Systems
What are backup and log?
 Backup is a copy of the
entire database
 Log is a listing of activities
that change database
contents
 DBMS places three items
in log: before image,
actual change, and after
image

Next
p. 531 Fig. 10-17
 Database Management Systems
What is a recovery utility?
Uses logs and/or
backups to restore
Rollforward—DBMS
database when it is
uses log to re-enter
damaged or destroyed
changes made to data-
base since last save or
backup Rollback—DBMS uses
Also called forward log to undo any changes
recovery
made to database during a
certain period of time
Also called backward
Click to view Web recovery
Link, click Chapter 10, Click
Web Link from left
navigation, then click
Continuous Backup
below Chapter 10
Next
p. 531 - 532
 Relational, Object-Oriented, and Multidimensional Databases

 Every database and DBMS is based on a specific data model

What is a data model?
 Rules and standards that
define how database
organizes data
 Defines how users view
organization of data
 Four popular data models
 Relational
 Object-oriented
 Object-relational
 Multidimensional
Next
p. 532 Fig. 10-18
 Relational, Object-Oriented, and Multidimensional Databases

What is a relational database?

 Stores data in tables that consist of rows and columns
 Each row has primary key
 Each column has unique name
 Stores data relationships
 Uses specialized terminology

Click to view Web

Link, click Chapter 10, Click
Web Link from left
navigation, then click
Relational Databases below
Chapter 10
Next
p. 533 Fig. 10-19
 Relational, Object-Oriented, and Multidimensional Databases

What is a relationship?
 Connection within
data

What applications are best

suited for RDBASE?
 Payroll, A/R, A/P
 GL, inventory
 Order entry
 invoicing

Next
p. 533 Fig. 10-20
 Relational, Object-Oriented, and Multidimensional Databases

What is Structured Query Language (SQL)?

 Allows you to manage, update, and retrieve data
 Has special keywords and rules included in SQL
statements

Click to view Web

Link, click Chapter 10, Click
Web Link from left
navigation, then click
SQL below Chapter 10

Next
p. 534 Fig. 10-21
 Relational, Object-Oriented, and Multidimensional Databases

What is an object-oriented database (OODB)?

Object is item that contains data,
Stores data in objects as well as actions that read or
process data

 Can store more types of data

Advantages  Can access data faster
 Programmers can reuse objects

Often uses object query language (OQL)

Click to view Web
Link, click Chapter 10, Click
Web Link from left
navigation, then click
Object-Oriented Databases
below Chapter 10
Next
p. 534 - 535
 Relational, Object-Oriented, and Multidimensional Databases

What are examples of applications appropriate for an

object-oriented database?
Multimedia databases Groupware databases

Store images, audio clips, Store documents such as

and/or video clips schedules, calendars, manuals,
memos, and reports
Computer-aided design
(CAD) databases
Hypertext databases
Store data about
Contain text links
engineering, architectural,
to other documents
and scientific designs
Hypermedia databases Web databases

Contain text, graphics,

Link to e-form on Web page
video, and sound
Next
p. 534
 Relational, Object-Oriented, and Multidimensional Databases

What is a multidimensional database?

Stores data in
dimensions

Multiple dimensions, also

called hypercube, allow users
to analyze any view of data

Can consolidate data much

faster than relational database
Click to view Web
Link, click Chapter 10, Click
Web Link from left
navigation, then click
Multidimensional Databases
below Chapter 10
Next
p. 535
 Relational, Object-Oriented, and Multidimensional Databases

What is a data warehouse?

Huge database system that stores and manages data
required to analyze historical and current transactions

Quick and efficient Often uses a process called data

way to access large mining to find patterns and
amounts of data relationships among data

Uses multidimensional Databases are quite large

databases and is distributed in many
separate location
Data mart is smaller Data mart contains a
version of data warehouse database that helps a specific
group make decision

Next
p. 536
 Web Databases
What is a Web database?
 Database you access through the Web by filling in a form on a
Web page or enter search text on a web page
 The web page is the front end to the
database (e.g. search engine’s page is the
front end to DB)
 A web database usually resides on a
database server, a computer that
stores and provides access to a
database
 CGI ( Common Gateway Interface) is
a program that manages the sending
and receiving of data between the
front end and the database server
Next
p. 536 - 537 Fig. 10-23
 Database Administration
What are guidelines for developing a database?
1. Determine the purpose of the database

2. Design the tables 3. Design the records and fields

 Design tables on paper first for each table
 Each table should contain  Be sure every record has a unique
data about one subject primary key
 Use separate fields for logically
distinct items
 Do not create fields for information
4. Determine the that can be derived from entries in
other fields
relationships among  Allow enough space for each field
the tables or files  Set default values for frequently
entered data

Next
p. 537 Fig. 10-24
 Database Administration
What is the role of the database analyst and administrator?

Database analyst (DA) Database administrator

 Focuses on meaning and (DBA)
usage of data  Creates and maintains data
 Decides proper placement dictionary, manages
of fields, defines database security,
relationships, and monitors database
identifies users’ access performance, and checks
privileges backup and recovery
procedures

Employees should learn how to use the data in the

database effectively

Next
p. 538
Summary of Database Management

How data and information are

valuable assets to an organization
Advantages of organizing
data in a database
Methods for maintaining
high-quality data
Various types of databases
Assessing the quality of
valuable information
Role of the database
analysts and administrators

Chapter 10 Complete