DATABASES

- A database is a single organised collection of structured and related

data, stored with minimum duplication of data items so as to provide
consistent and controlled data within an organisation.
- Databases can be accessed using different application software.
- Data stored in databases can be accessed by all system users, but with
different access rights.
- Databases are designed to meet the information needs of an
organisation.
- Database operations may include addition of new records, deletion of
unwanted records, amendments to existing records, creation of
relationships between files and removal or addition of fields of files.
- Databases ensure controlled redundancy since redundancy cannot be
wholly eliminated.

Database terms:
Entity: physical objects like person, patient or events on which information
or data is being collected. It can also be an abstract object like a patient
record.
Attribute: individual data item within an entity; e.g. date of birth, surname.
Relationship: links between two different entities or relations (tables). E.g
A student stays at St. Augustine’s High School. The entities here becomes
student and St. Augustine’s High School, of which the relationship becomes
stays
Data Dictionary:
 It is a table holding information about a database
 A file (table) with description of the structure of data held in a
database
 Used by managers when they modify the database.
 Not visible to (used by) general users.
 It maps logical database to physical storage
 Allows existence checks on data to be carried out.
 Stores details of data used, including the following
 Name of data item (fields or variables)
 Data type
 Length
 Validation criteria
 Amount of storage required for each item
 Who owns the data
 Who accesses the data
 Programs which uses the data

Page 1 of 36
Flat file: Data stored in a single file (table), allowing simple structuring, e.g.
spread sheet database file of student records. Data is stored in rows
representing records while columns represent fields. Thus data is stored in
a two dimensional format.

Building Block of Computerised Databases

- Bit: A single binary digit like 0 or 1.

- Byte: A group of eight bits representing a character for example 10010110

- Field: A specific category of information in a table (database), for example

Surname, Date of Birth, etc

- Record: A collection of related fields describing an entity, e.g patient.

- File: A collection of related records

- Database: A collection of related files

Tuple: it is a row in a relational database, usually denotes a record in a

relation.

Page 2 of 36
Types of databases (Database Models)
These include relational, hierarchical, network databases and Object
oriented databases.

1. Relational databases:
- These are database that organises data in a table format, consisting of
related data in another file, allowing users to link the files.
- A table is collection of records stored using rows and column structure.
- Each table is called a relation. A relation is a table with columns and
rows.
- It only applies to logical structure of the database, not the physical
structure.

NB: a RELATION is NOT a RELATIONSHIP.

- Each column represents an attribute (characteristic or field). Attribute is

a named column of a relation. It corresponds to a characteristic of an
entity. They are also called fields.
- Each row represents a record, as shown below.
- Degree is the number of attributes in a relation.
- Cardinality is the number of tuples in a relation
- Each cell of relation contains exactly one atomic (single) value.
- Each attribute has a distinct name.
- Values of an attribute are all from the same domain. Domain is the set
of allowable values for one or more attributes.
- Each tuple is distinct; there are no duplicate tuples.
- Order of attributes has no significance.
- Order of tuples has no significance, theoretically

- Relational databases organise data in a flexible manner.

- They are also simple to construct
- They are easy to use; Easier database design, implementation,
management.
- Ensures structural independence
- Ensures ad hoc query capability with SQL

Page 3 of 36
 Disadvantages
o Substantial hardware and system software overhead
o May promote “islands of information” problems
o However, it may be difficult to come up with relationships.

Database Keys:
 A simple key contains a single attribute.
 A composite key is a key that contains more than one attribute.
 A candidate key is an attribute (or set of attributes) that uniquely
identifies a row. A candidate key must possess the following properties:
o Unique identification - For every row the value of the key
must uniquely identify that row.
o Non redundancy - No attribute in the key can be discarded
without destroying the property of unique identification.
 Super key: An attribute or a set of attributes that uniquely identifies a
tuple within a relation. A super key is any set of attributes that
uniquely identifies a row. A super key differs from a candidate key in
that it does not require the non-redundancy property.
 Primary key: It is a candidate key that is used to identify a unique
(one) record from a relation. A primary key is the candidate key
which is selected as the principal unique identifier. Every relation must
contain a primary key. The primary key is usually the key selected to
identify a row when the database is physically implemented. For
example, a part number is selected instead of a part description.
 Foreign key: A primary key in one file that is used/found in another
file. Foreign key is set of fields or attributes in one relation that is used
to “refer” to a tuple in another relation. Thus it is a filed in one table but
also used as a primary key in another table.
 Secondary Key: A field used to identify more than one record at a time,
e.g. a surname.
*NB: Attribute: A characteristic of a record, e.g. its surname, date of birth.
Entity: any object or event about which data can be collected, e.g. a
patient, student, football match, etc.

2. Network (Distributed) Databases

It is whereby several computers on the network each hold part of the data
which can be shared among the networked computers (users). If data is not
available on a user’s computer, the user communicates with others on the
network to obtain it. Each computer creates its own backup of data
resident on it.

Page 4 of 36
 These databases have links that are used to express relationships
between different data items.
 They are based on the principle of linked lists
 Data is maintained by a single input.
 There is little duplication of data.
 There is no duplication of inputs.
 Linkages are more flexible.
 Many to many relationships to records are limited
 Handles more relationship types
 Promotes database integrity
 Ensures data independence

However, the system has the following problems:

 Databases may run only on particular computer systems
 System is more complex
 Lack of structural independence

3. Hierarchical database:
Is a database structure in which data is held in a tree structure, indicating
different levels of files within the system.
Records are subordinates to other records in a tree structure of database.
Records at the lower level holds more details than their father records
It promotes grandfather, father, and son relationship of records as
illustrated below.

Page 5 of 36
  Each father file has one or more son files.
 Each son file has only one father file.
 There are no cross linkages of file records.
 Database security and integrity is ensured
 Complex implementation as it is difficult to access all the files at one
time.
 A lot of duplication exists in this type of database structure
 Difficult to manage
 Implementation limitations (no M:N relationship)

4. Object oriented database

An object is a collection of data, an identity, and a set of operations
sometimes called methods. An object oriented database stores the data and
methods as objects that can be automatically retrieved and shared.An
object-oriented database combines database capabilities with an object
oriented analysis and design which encompasses features like
polymorphism, inheritance and encapsulation. Objects are taken as data.
For example a patient database might need to store not only information on
name, address and test results but also x rays images.

The object-oriented database (OODB) paradigm is the combination of

object-oriented programming language (OOPL) systems and database
systems. The power of the OODB comes from the seamless treatment of
both persistent data, as found in databases, and transient data, as found in
executing programs.

Page 6 of 36
Benefits
 OODBMS are faster than relational DBMS because data isn’t stored in
relational rows and columns but as objects. Objects have a many to
many relationship and are accessed by the use of pointers, which will
be faster.
 OODBMS is that it can be reprogrammed without affecting the entire
system.
 Can handle complex data models and therefore is more superior than
RDBMS

Disadvantages
 Pointer-based techniques will tend to be slower and more difficult to
formulate than relational.
 Object databases lack a formal mathematical foundation, unlike the
relational model, and this in turn leads to weaknesses in their query
support.

Database Management System (DBMS)

- It is a complex layer of software used to develop and to maintain the
database and provides interface between the database and application
programs.
- It allocates storage to data.
- It also allows a number of users to access the database concurrently.
- The DBMS maintains data by:
o adding new records,
o deleting unwanted records,
o amending records.
- Data in databases can be accessed using different programming
languages.

Page 7 of 36
Components of DBMS Environment

 Hardware
Can range from a Personal Computer to a network of computers where
the database is run.
 Software
DBMS software, operating system, network software (if necessary) and
also the application programs.
 Data
Includes data used by the organization and a description of this data
called the schema. The data in the database is persistent, integrated,
structured, and shared.
 Procedures
Instructions and rules that should be applied to the design and use of the
database and DBMS. Procedures are the rules that govern the design and
the use of database. The procedure may contain information on how to log
on to the DBMS, start and stop the DBMS, procedure on how to identify the
failed component, how to recover the database, change the structure of the
table, and improve the performance.
 People:
Users or people who operate the database, including those who
manage and design the database

DBMS Software components

 Data Dictionary: this contains names and descriptions of every data
element in the database. Descriptions are on how data elements are
related to each other. The Data Dictionary (DD) stores data in a
consistent memory, reducing data redundancy.
 Data Languages: a Special language used to describe the
characteristics of a data element placed into the DD. This language is
called the DDL
 Security Software: provides tools used to shield the database from
unauthorised access.

Page 8 of 36
  Recovery and archiving system: these allow data to be copied onto
backups in case of disaster.
 Report writers: these are programs used to design output reports
without writing an algorithm in any programming language.
 Teleprocessing monitors: Software that manages communication
between the database and remote terminals.

DBMS facilities for files:

 Processing of files in serial or sequential order.
 Processing of selected records.
 Retrieval of individual records

DBMS provides security to data in the database by:

 Protecting data against unauthorised access using passwords.
 Safeguarding data against corruption.
 Providing recovery of data due to hardware or software failure
All transaction between the database and the user are done through the
DBMS.

Objectives Of DBMS
The main objectives of database management system are data availability,
data integrity, data security, and data independence.

Data Availability
Data availability refers to the fact that the data are made available to wide
variety of users in a meaningful format at reasonable cost so that the users
can easily access the data.

Data Integrity
Data integrity refers to the correctness of the data in the database. In other
words, the data available in the database is reliable and consistent data.

Data Security
Data security refers to the fact that only authorized users can access the
data. Data security can be enforced by passwords. If two separate users are
accessing a particular data at the same time, the DBMS must not allow them
to make conflicting changes.

Page 9 of 36
Communicating With the Database
Some databases have their own computer languages. For all the data in
databases, data descriptions must be provided. Data Description
(Definition) Languages (DDL) are provided as well as the Data
Manipulation Language (DML)
*NB:
 DDL- Refers to data about data (data used to describe data
(metadata)).
o It specifies the data in the database.
o It defines the structure of the tables.
o It is used to define the data tables.
o It specifies the data types of data held.
o It specifies constraints on the data.
o contains validation rules for data
 DML: Language used by users to (access) retrieve data from
databases. It allows user to perform the following
o Allows storage of data in tables
o Insert new records
o Update the database
o Delete records
o Modify/edit records
o Search and retrieve data

A combination of the DDL and the DML is called a Data Sub-Language (DSL)
or a Query Language. The most common DSL is the Structured Query
Language (SQL)

Each database must have user interface, which may be in the following

Menu-Based Interfaces for Browsing

These interfaces present the user with lists of options, called menus, that
lead the user through the formulation of a request. It displays a list of
options / commands from which the user has to choose one by use of the
mouse or keyboard. Menus do away with the need to memorize the specific
commands and syntax of a query language; rather, the query is composed
step by step by picking options from a menu that is displayed by the
system. Pull-down and pop-up menus are becoming a very popular
technique in window-based user interfaces. They are often used in
browsing interfaces, which allow a user to look through the contents of a
database in an exploratory and unstructured manner.

Page 10 of 36
Below is an illustration of a menu driven type of interface:
1. PRINT RECORD
2. DISPLAY RECORD
3. DELETE RECORD
4. EDIT RECORD
5. MY OPTION IS: __

The user has to enter 1, 2, 3 or 4 and then press enter on the keyboard.

Advantages:
It is fast in carrying out task.
The user does not need to remember the commands by heart.
It is very easy to learn and to use.

Disadvantages:
The user is restricted to those few options available and thus is not flexible
to use.

Form-Based Interfaces
- A forms-based interface displays a form to each user.
- The form has spaces for input/insertion of data
- Insertion fields are provided together with validation checks on data
entered.
- It mirrors a hardcopy form.
- Data is entered in strict order.
- The form has explanatory notes /comments on the screen
- It also uses drop-down lists tick boxes, etc
- Each record in the database may have its own form displayed on the
screen.
- Users can fill out all of the form entries to insert new data, or they fill
out only certain entries, in which case the DBMS will retrieve
matching data for the remaining entries.
- Forms are usually designed and programmed for naive
(inexperienced) users as interfaces to canned (pre-recorded)
transactions.
- Many DBMSs have forms specification languages, special languages
that help programmers specify such forms.
- Some systems have utilities that define a form by letting the end user
interactively construct a sample form on the screen.
- Ensures that no data is missed/left un-entered.

Page 11 of 36
 - It is very easy to insert validation checks/routines. (read Heathcote
for more on Form-Based interfaces and other forms of user interfaces)
Application: Ordering goods online, applying for membership online,
applying for an e-mail address online, completing postal order forms, etc. It
ensures that only the relevant information is captured/entered.

Command Driven Interface:

- This is an interface which allows the user to type the command to be
carried out by the computer through the keyboard as supported by
MS-DOS.
- The instruction is typed in at the command prompt
- Commands can be typed individually or can be combined to make a
command sequence
- User must know and understand the commands fully.
- The commands are abbreviated and short e.g. Del (for delete), copy,
print, e
- The user has to remember the commands to be typed when
performing a specific task.
- An example of a program that uses command driven interface is
Microsoft Disk Operating System (MS-DOS).
- Application: Technician who maintains a computer system, which
requires access to the whole system and its faster to access required
information since it is manipulated directly
- Application: Can be used in telnet systems

Advantages
- It saves disk storage space since there are no icons and less graphics
involved.
- It is very fast in executing the commands given once the user
mastered the commands.
- It saves time if the user knows the commands by heart.

Disadvantages
- It takes too long for the user to master all the commands by heart.
- It is less user friendly.
- More suited to experienced users like programmers.
- Commands for different software packages are rarely the same and
this will lead to mix-up of commands by the user.

Page 12 of 36
Graphical User Interfaces
A graphical interface (GUI) typically displays a schema to the user in
diagrammatic form, which can implemented using Windows, Icons, Menus
and Pointers (WIMP). It is suitable for inexperienced users. The user can
then specify a query by manipulating the diagram. In many cases, GUIs
utilize both menus and forms. Most GUIs use a pointing device, such as a
mouse, to pick certain parts of the displayed record.

Advantages of GUI
- It is faster to give commands by just clicking.
- It is easier for a novice (beginner) to use the system right away. It is
user friendly (this is an interface that is easy to learn, understand and to
use).
- There is no need for users to remember commands of the language.
- It avoids typing errors since no typing is involved.
- It is easier and faster for user to switch between programs and files.
- A novice can use the system right away.

Disadvantages of GUI
- The icons occupy a lot of disk storage space that might be used for
storage of data.
- Occupy more main memory than command driven interfaces.
- Run slowly in complex graphics and when many windows are open.
- Irritate to use for simple tasks due to a greater number of operations
needed

DBMS structure (views/schema)

View: Refers to how a user sees data stored in a database. Each user has
his/her own view of data, e.g. a standard database user can be restricted
from seeing (viewing) sensitive data that only managers can view. These
two have thus different views of the database.

 A relation that does not necessarily actually exist in the database but
is produced upon request, at time of request.
 Contents of a view are defined as a query on one or more base
relations.
 Views are dynamic, meaning that changes made to base relations that
affect view attributes are immediately reflected in the view.
 Provides powerful and flexible security mechanism by hiding parts of
database from certain users.
 Permits users to access data in a customized way, so that same data
can be seen by different users in different ways, at same time.
Page 13 of 36
  Can simplify complex operations on base relations.
 A user’s view is immune to changes made in other views.
 Users should not need to know physical database storage details.

Schema: Refers to the overall design of the database. It can be a collection

of named objects. Schemas provide a logical classification of objects in the
database. A schema can contain tables, views, functions, packages, and
other objects.
Sub-schema: describe different views of database.
It consists of three levels/abstractions: External, conceptual and internal
levels

1. External level (view)

 Users’ view of the database.
 It refers to different views of the data seen by each user of the
database.
 Each user of a database has his/her own views of the database, e.g.
general database users see and describe the database differently as
done by the managers because they have different views of the
same database.
 Describes that part of database that is relevant to a particular user.
 Thus other users cannot view some data that the managers can
views.

2. Conceptual (logical) Level (view)

 It is seen as an integration of all user views of the data
 This is an abstract representation of the whole database.
 Describes what data is stored in database and relationships among
the data

Page 14 of 36
  Describes the data as seen by the application that is making use of
the DBMS
 Involves identification of entity types, unique identifiers,
 Logical level describes what data are stored in the database
 Describes what relationships exist among those data.
 Logical level describes the entire database in terms of a small
number of simple structures.
 Database administrator uses the logical level of abstraction.

3. Internal level (view)

 Physical representation of the database on the computer.
 Describes how the data is stored in the database
 It refers to the structure used for storage of data.
 Also called the physical level
 It encompasses the logical arrangements of the data for storage.
 Describes how data will be stored on the physical media
 The physical level describes complex low-level data structures in
detail

The diagram below illustrates different view levels of a database;

Page 15 of 36
Data Independence
Data independence means that programs are isolated from changes in the
way the data are structured and stored. Data independence is the immunity
of application programs to changes in storage structures and access
techniques. For example if we add a new attribute, change index structure
then in traditional file processing system, the applications are affected. But
in a DBMS environment these changes are reflected in the catalogue, as a
result the applications are not affected. Data independence renders
application programs immune to changes in the logical and physical
organization of data in the system.
Logical organization refers to changes in the Schema. Example adding a
column or tuples does not stop queries from working.
Physical organization refers to changes in indices, file organizations, etc

 Physical data independence

- Means the applications need not worry about how the data are
physically structured and stored.
- Refers to immunity of conceptual schema to changes in the internal
schema.
- Internal schema changes (e.g. using different file organizations,
storage structures/devices) should not require change to
conceptual or external schemas.
- Physical data independence is the ability to modify physical
schema without causing the conceptual schema or application
programs to be rewritten.
 Logical data independence
- It is the ability to modify the conceptual schema without having to
change the external schemas or application programs.
- Refers to immunity of external schemas to changes in conceptual
schema.

Page 16 of 36
 - Conceptual schema changes (e.g. addition/removal of entities),
should not require changes to external schema or rewrites of
application programs

Passive Database Management System

- It is program-driven, i.e., users query the current state of database and
retrieve the information currently available in the database.
- Traditional DBMS are passive in the sense that they are only invoked by
user or application program operations.
- Applications send requests for operations to be performed by the DBMS
and wait for the DBMS to confirm and return any possible answers.
- The operations can be definitions and updates of the schema, as well as
queries and updates of the data.
- The scope of a query in a passive DBMS is limited to the past and present
data.

Active Database Management System

- These are data-driven or event-driven systems. The users specify to the
DBMS the information they need.
- If the information of interest is currently available, the DBMS actively
monitors the arrival of the desired information and provides it to the
relevant users.
- The scope of a query in an active DBMS is not only limited to the past
and present data, but also includes future data.
- An active DBMS reverses the control flow between applications and the
DBMS instead of only applications calling the DBMS, the DBMS may also
call applications in an active DBMS.
- Active databases contain a set of active rules that consider events that
represent database state changes, look for TRUE or FALSE conditions as
the result of a database predicate or query, and take an action via a data
manipulation program embedded in the system.

The Database Administrator (DBA)

This is a person appointed to manage the database and ensures that the
database meets the needs of the organisation. The DBA is supposed to have
software and managerial skills.

The responsibilities of the DBA are:

 Ensuring that the database meets the needs of the organisation.
 Setting up the database together with the programmers.
 Control, manage and maintain the database.

Page 17 of 36
 Define, implement and control database storage.
 Ensure that policies and procedures are established.
 Guarantee effective production, control and use of data.
 Define the strategy of backup storage and recovering from system
breakdown.
 Supervise amendments to the database.
 Ensures that the data is secure from unauthorised access.
 To control the database environment
 To standardize the use of database and associated software
 To support the development and maintenance of database application
projects
 To ensure all documentation related to standards and implementation
is up-to-date

Distributed Database
A logically interrelated collection of shared data (and a description of this
data), physically distributed over a computer network.

Distributed DBMS (DDBMS)

It is a Software system that permits the management of the distributed
database and makes the distribution transparent to users.
Some initial motivations:
• The development of computer networks promotes decentralization.
• In a company, the database organization might reflect the organizational
structure, which is distributed into units. Each unit maintains its own
database.
• Sharing of data can be achieved by developing a distributed database
system which:
o makes data accessible by all units
o stores data close to where it is most frequently used.

Page 18 of 36
DDBMS - characteristics
• Collection of logically-related shared data.
• Data split into fragments.
• Fragments may be replicated.
• Fragments/replicas allocated to sites.
• Sites linked by a communications network.
• Data at each site is under control of a DBMS.
• DBMSs handle local applications autonomously.
• Each DBMS participates in at least one global application.

Advantages of DDBMSs
• Reflects Organizational Structure
• Improved Sharing and Local Autonomy
• Improved Availability: A failure does not make the entire system
inoperable
• Improved Reliability: Data may be replicated
• Improved Performance: Data are local to the site of “greatest demand”
• Modular Growth: easy to add new module

Disadvantages of DDBMSs
• More complex
• Cost: Especially in system management
• Security: network must be made secure
• Integrity Control More Difficult
• Database Design More Complex: due to fragmentation, allocation of
fragments to a specific site.

(read Heathcote for more on record locking, Open Systems and ODBC, Client –
Server databases, etc)
Advantages of Databases
 Reduces data duplication: Avoids repletion of same records being
stored more than once in the database. This is because records are
linked to each other allowing data stored in all tables to be used
through accessing one table
- Duplication of data means same data being stored more than once.
- This can also be termed as data redundancy. Data redundancy is a
problem in file-based approach due to the decentralized approach.
The main drawbacks of duplication of data are:
 Duplication of data leads to wastage of storage space. If the
storage space is wasted it will have a direct impact on cost. The
cost will increase.

Page 19 of 36
  Duplication of data can lead to loss of data integrity; the data
are no longer consistent. Assume that the employee detail is
stored both in the department and in the main office. Now the
employee changes his contact address. The changed address is
stored in the department alone and not in the main office. If
some important information has to be sent to his contact
address from the main office then that information will be lost.
 Validation checks are made on data during entry thereby reducing data
entry errors.
 Searching and retrieval of data is very fast.
 Ensures data independence: A change in the program structure or
view does not affect data stored in tables. Data independence means
independence between application program and the data. The
advantage is that when the data representation changes, it is not
necessary to change the application program
NB: Data Dependence: This means the application program depends
on the data. If some modifications have to be made in the data, then the
application program has to be rewritten.
 Improves security of data: Access to some data can be controlled
because each user has own view of data. The DBMS can use access
rights (levels) for each user when accessing data, preventing users
from seeing data not of their level. Regular backups can be made to the
data files automatically by the DBMS to alternative devices. Usernames
and passwords can be used to protect data from unauthorised access,
record locking during updating process, encryption of database, etc
 Less likelihood of data getting lost.
 Record structure can be easily modified if the need arises.
 Files can be linked together making file updating easier and faster.
Reduces data redundancy. Redundancy means duplication of data. Data
redundancy will occupy more space hence it is not desirable as it will be
more expensive to the organisation.
 Data can be secured from unauthorised access by use of passwords.
 Users can share data if the database is networked. Duplication of
records is eliminated.
 Ad hoc reports can be created easily.
 Improves Data Integrity: refers to the correctness of data stored in
databases. Data accessed will be similar to all users, removing
contradictions caused by duplicates of records with different data
values. This is because most of the information is stored only once.
Integrity is also enhanced as data is protect from wrong/inappropriate
processing thereby leading to users trusting the correctness of data

Page 20 of 36
 Sorting of records in any order is very fast
 Removes data inconsistency: inconsistency means different copies of
the same record will have data with different values.

Disadvantages of databases
 If the computer breaks down, you may not be able to access the data.
 It is costly to initially setup the database.
 Computer data can be easily copied illegally and therefore should be
password protected.
 Takes time and costs to train users of the systems.
 Expensive to employ a database administrator who will manage the
database

Individuals are concerned (worried) with their data held in Computers.

This is because of:
 Some people do not want others to see their details (personal data)
 Individuals may be targeted because of their property or wealth
 May lead to comparison with other people’s details, which may
negate relationships with friends and colleagues
 May lead to blackmail if the data stored is wrong
 Some of the data may be wrong
 Some of the data may be used for other purposes against the owner
 May lead to identity theft

Relational Database Vs Flat File

Relational database Flat file
Less duplication of data as data does Too much duplication of data since
not need to in every table every table repeats data
Offer greater data integrity as there is No data integrity is guaranteed due
little chance of getting duplicate of to too much duplication of data
data
Data is available to all users of the Data not available everywhere as
system as there are no problems of there is no sharing of files
software incompatibility. Thus users
share files
Creates different user views within No different user views are created
the DBMS
Easy to access data from different Difficult to access data from different
table due to relationships between files as the files are not linked
the tables
Retrieval of records from different Retrieval of records from different

Page 21 of 36
files is faster files is slower
Better security of records is enhanced Less security of data from
unauthorised access
Promote program data independence There is program data dependence
There is centralised management of No central data management,
data which is more efficient difficult to manage and less security

Incompatible File Formats

As file-based system lacks program data independence, the structure of the
file depends on the application programming language. For example, the
structure of the file generated by FORTRAN program may be different from
the structure of a file generated by “C” program. The incompatibility of such
files makes them difficult to process jointly.

Advantages of computer based systems as compared to manual filing

systems.
 Work can be done anywhere, even at offices in different countries.
 It is quicker to transfer files to other offices.
 Fewer staff is employed thereby saving expenses on wages.
 There are fewer chances of files getting lost.
 Less paperwork and storage requirements are needed.
 It is quicker to search needed records.
 It is quicker to sort records in any order using any field.
 It is quicker to cross reference files.
 It is quicker and easier to insert sections of files into reports

However, the introduction of the computer systems means that staff would
need new skills, can lead to unemployment, people are likely to work from
home, could lead to de-skilling and some health problems will suffice. Can
you identify some of the health problems and how they can be solved or
minimised?

Structured Query Language

SQL is the standard computer language used to communicate with
relational database management systems. A SQL is a standard (de facto)
query function for searching data from databases. It is a medium for
communication with databases.

SQL commands consist of English-like statements which are used to query,

insert, update, and delete data. English-like statements mean that SQL

Page 22 of 36
commands resemble English language sentences in their construction and
use and therefore are easy to learn and understand. SQL is referred to as
nonprocedural database language. Here nonprocedural means that, when
we want to retrieve data from the database it is enough to tell SQL what
data to be retrieved, rather than how to retrieve it.

A query is a user–request to retrieve data or information using a certain

condition. A query is a question used to search and retrieve information is a
database. It is a command written in data query language which allows
users to access and manipulate data stored in databases. It also allows
users to define/ instruct the computer to list or print out selected
information from the database, making use of expressions. A query is
structured so that the answer is true or false for each record in the
database. The result will be a list of all records in the form of a report that
returns true to the search criteria. Thus queries are used to interrogate,
select and for searching records from the database.

The user specifies a certain condition. The program will go through all the
records in the database file and select those records that satisfy the
condition. The result of the query will then be stored in form of a table.

In Microsoft Access, users just type the data to be searched like in the
table below:

If one wants to search students who paid $24 and the number of Subjects
as 5, he enters the following in the design view of the table query;

Page 23 of 36
The above can be written in SQL as given below in order to produce the
same result:
SELECT [ALL / DISTINCT] expr1 [AS col1], expr2 [AS col2] ;
FROM tablename WHERE condition

SELECT tblExams.[STUDENT NUMBER], tblExams.[AMOUNT PAID],

tblExams.[DATE PAID], tblExams.[NO OF SUBJECTS], tblExams.[RECEIPT
NUMBER]
FROM tblExams
WHERE (((tblExams.[AMOUNT PAID])=25) AND ((tblExams.[NO OF
SUBJECTS])=5));

The SQL will produce the following result:

SELECT * FROM tblExams;

Here the asterisk symbol indicates the selection of all the columns of the
table.

SELECT name, mtest FROM student ;

WHERE class="1A" AND ;
mtest BETWEEN 80 AND 90

NB: SQL is not only used for searching records from databases. It has
commands to delete, insert, print, update, modify, sort data stored in
databases.
The three main divisions in SQL are DDL, DML, and DCL. The data definition
language (DDL) commands of SQL are used to define a database which
includes creation of tables, indexes, and views. The data manipulation
commands (DML) are used to load, update, and query the database through

Page 24 of 36
the use of the SELECT command. DML commands are usually written in
uppercase. Data control language (DCL) is used to establish user access to
the database. (Read Heathcote for more SQL, page 308)

DATABASE NORMALISATION

Database normalisation is the process of organising fields and tables of a

relational database to minimize redundancy and dependency.
Normalization usually involves dividing large tables into smaller (and less
redundant) tables and defining relationships between them. The objective
is to isolate data so that additions, deletions, and modifications of a field
can be made in just one table and then propagated through the rest of the
database via the defined relationships.

Normalization is the analysis of functional dependencies between

attributes and deciding which attributes should be grouped together in a
relation. Data in a table is normalised to a specific form to prevent possible
occurrence of update anomalies, basing on functional dependencies among
the attributes in the relation. It is done so as to:
- To reduce duplication of data by storing each record/data within the
database only once
- Ensure that data stored in databases is consistent.
- Produce controlled redundancies to link tables
- To put data into a more flexible form that is able to accurately
accommodate change
- To avoid certain anomalies like updating, insertion and deleting
anomalies
- Allow users to make queries relating to data stored in different tables

Page 25 of 36
Normalization stages

1NF - First normal form

- A table is in 1NF if and only if all columns contain only atomic values;
that is, there are no repeating groups (columns) within a row. That is,
a relation in which the intersection of each tuple and attribute (row
and column) contains one and only one value.
- All entries in a field must be of same kind and each field must have a
unique name, but the order of the field (column) is irrelevant.
- Each record must be unique and the order of the rows is irrelevant.
The table below is not normalised because it does not contain atomic
values under the location column. It must be normalised so that it does
not have repeating groups in the location column.

The above table can be illustrated as below:

To normalise this, a new table must be created as given below:

Page 26 of 36
The record now has a compound key of using the Num and ProdID which is
illustrated as:
DELNOTE(Num, CustName, City, Country, ProdID,
Description)
Underlined fields are the keyfield which is a combination of two attributes.
In this situation, we have identified a key which uniquely identifies a
record.

2NF - Second normal form

The table in 1NF will lead to too much duplication of data, especially on
Num, CustName, City, and Country.
 A table is in second normal form (2NF) if and only if it is in 1NF and
every non-key attribute is fully dependent on the primary key. There
should be no partial dependencies. A relation that is in 1NF and
every non-primary key attribute is fully dependent on the primary
key is in Second Normal Form (2NF). That is, all the incomplete
dependencies have been removed.
 In our example, using the data supplied, CustName, City and Country
depend only on Num and not on ProdID. Description only depends on
ProdID, it does not depend on Num. We say that
Num determines CustName, City, Country
ProdID determines Description

Which can be written as follows

Num → CustName, City, Country
ProdID → Description
 To solve this proble, we introduce a dummy (functional dependency)
for the primary keys of the above. That is:
Num, ProdID 0 (dummy functional dependency/Link table)

We now get three relations, which are:

DELNOTE(Num, CustName, City, Country)
PRODUCT(ProdID, Description)
DEL_PROD(Num, ProdID)
 DEL_PROD needs a compound key because a delivery note may
contain several parts and similar parts may be on several delivery

Page 27 of 36
 notes. We now have the relations in 2NF, which will appear as
follows:

However, in the table DELNOTE, Country depends on City not directly on

the primary key Num. We need to make sure that all non-key fields in all
tables are fully dependent on the primary key and not on other non-key
fields. We now need to normalize this into 3NF.

3NF - Third normal form

 To be in Third Normal Form (3NF) the relation must be in 2NF and no
transitive dependencies may exist within the relation. A transitive
dependency is when an attribute is indirectly functionally dependent
on the key (that is, the dependency is through another non-key
attribute).
 A relation that is in 1NF and 2NF, and in which no non-primary key
attribute is transitively dependent on the primary key is in 3NF. That
is, all non-key elements are fully dependent on the primary key.

Num → City → Country (A transitive relationship: thus num

transitively determines the country)
This transitive relationship must be removed in order to have 3NF.
Thus we can have the following:
DELNOTE(Num, CustName, City)
CITY_COUNTRY(City, Country)
PRODUCT(ProdID, Description)
DEL_PROD(Num, ProdID)
Page 28 of 36
- BCNF – Boyce Codd Normal Form
 To be in Boyce–Codd Normal Form (BCNF) the relation must be in
3NF and every determinant must be a candidate key. A determinant
is an attribute on which some other attribute is fully functionally
dependent.
 BCNF specifies that a relation should be in 3NF and should have one
candidate key. In fact, a relation can be in 3NF and at the same time
be in BCNF.
 A candidate key is an attribute or combination of attributes that
uniquely identify a record. A relation may have more than one
candidate key. One of the candidate keys is chosen as a primary key
and the remaining ones are called alternate (with no unique
identification) keys.

DATABASE RELATIONSHIPS
Attributes
This is a property or characteristic of an entity. Attributes are properties of
entities. In other words, entities are described in a database by a set of
attributes.
The following are example of attributes:
– Brand, cost, and weight are the attributes of CELLPHONE.
– Student number, name, and grade are the attributes of STUDENT

Page 29 of 36
Entity
An entity is something of interest to an organisation about which data is to
be held. It could be a person, place, object, event or concept about which
data is to be maintained.

An entity is an object that exists and is distinguishable from other objects.

In other words, the entity can be uniquely identified.
The examples of entities are:
- A particular person, for example Mr Murewa is an entity.
- A particular department, for example Computer Studies Department.
- A particular place, for example Mutare City can be an entity.
- An object, e.g. stock for supermarket can be an entity.

Entity Type
An entity type or entity set is a collection of similar entities. Some examples
of entity types are:
– All students at NUST, say STUDENT.
– All courses at NUST, say COURSE.
– All departments at NUST, say DEPARTMENT.
An entity may belong to more than one entity type. For example, a staff
working in a particular department can pursue higher education as part-
time. Hence the same person is a LECTURER at one instance and STUDENT
at another instance.

Relationship
This is a link or association between entities. Relationship type is a
meaningful association between entity types.
The examples of relationship types are:
– Teaches is the relationship type between LECTURER and STUDENT.
– Buying is the relationship between VENDOR and CUSTOMER.
– Treatment is the relationship between DOCTOR and PATIENT

Page 30 of 36
 - Relationship name is an active or a passive verb.

Types of Relationship
• One-to-one
Eg Products in a supermarket each have a unique barcode number.

A department in school is led up by a HOD, and this person only leads

one department

• One-to-many
Eg A video club member may hire out a number of videos.

The head of department may be in charge of many staff, but these

staff members only have one head of department.

• Many to One
Many videos can be hired by one member.

• Many-to-many
Teachers and pupils in a school. Each teacher teaches many pupils
and each pupil has many teachers.

A teacher may order many books, but each book could be ordered by
many teachers.

Page 31 of 36
Thus in general, the relationship types are as follows:

Entity-Relationship Diagram
An entity-relationship diagram is a diagrammatic way of representing the
relationships between the entities in a database.
drives
Employee Company car (One-to-one)

holds
Ward Patient (One-to-many)

features
Album Singers (Many-to-many)

Example
• A hospital is organised into a number of wards.
• Each ward has a ward number and a name recorded, along with a
number of beds in that ward.
• Each ward is staffed by nurses.
• Nurses have their staff number and name recorded, and are
assigned to a single ward.
• Each patient in the hospital has a patient identification number,
and their name, address and date of birth are recorded.
• Each patient is under the care of a single consultant and is assigned
to a single ward.
• Each consultant is responsible for a number of patients. Consultants
have their staff number, name and specialism recorded.

Page 32 of 36
Many – to-Many relationships are not encouraged in E-R diagrams since
they violate the 3NF of databases. To remove M-N relationships, a link
entity is used to link entities with a M-N relationship as illustrated below:

CINEMA shows many FILMs

FILM is shown at many CINEMAs

Data security
Refers to methods of keeping data safe from various hazards and from
unauthorized access and this includes:
- Natural hazards like fire, floods, etc
- Deliberate destruction/corruption by former employees or by
terrorists.
- Illegal access to data by hackers, who may steel, amend or destroy
the data
- Accidental loss of data due to hardware failure, software failure, etc.
(Refer to Heathcote pages 105 - 109 for more on measures of ensuring
data security. Pupils must be able to describe the following in detail:

Page 33 of 36
  Keeping data secure from fraudulent or malicious damage;
 Password protection
 User IDs and passwords
 Encryption
 Access rights and user permissions
 Different user views
 Biometric measures
 Periodic backups
 Antiviruses and protection measures
 Audit trails
 System restore and Rollback facilities
 Record locking
Pupils should describe/explain concepts above.)

REVIEW QUESTIONS:
1. A garden design company keeps records of its customers. Each customer
has had a design produced for them which will be one of a library of design
types stored by the company. Each design type uses plants. Each customer
is sent an account based on the number of plants in the design.
(a) Draw an E-R (entity-relationship) diagram in third normal form, based
on this information. [10]
(b) Each delivery of plants to the garden design company is identified by a
batch number. Explain how customers who received eucalyptus trees from
batch 12 can be contacted. [4]

2. A sports club runs a number of sports teams.

Each team is made up of a number of members of the club and each
member may play for more than one team. Each team has a number of
coaches, but the coach’s job is so time consuming that each coach can only
coach one team.
Represent the above information on an entity relation (ER) diagram, in 3rd
normal form, stating the primary key for each entity. [13]

3. (a) In relation to databases, describe what is meant by each of the

following terms.
(i) Primary key. [1]
(ii) Secondary key. [1]
(iii) Foreign key. [1]
(b) Using, as an example, the database of student records in a school,
(i) Explain why different users should be given different access rights; [4]
(ii) Describe how these access rights can be implemented. [4]

Page 34 of 36
4. A landscape garden company services a number of gardens. Each
GARDEN is owned by an OWNER. Each owner may have more than one
garden. Each garden has a number of PLANTS in it and each plant may be in
a number of gardens.
Draw an entity relationship (E-R) diagram to represent this data model in
third normal form and label the relationships. [10]

5. A health centre employs doctors, nurses and receptionists.

The data that is stored about the patients includes their medical history
and personal information about them.
Explain the need for maintaining privacy of the data and describe methods
by which the database management system (DBMS) can help to achieve
this. [6]

6. (a) The structure of a database management system (DBMS) consists of

three levels;
• External level,
• Conceptual level,
• Internal level.
State the meaning of each of these levels. [3]

(b) Describe the purpose of the following:

(i) the data description language (DDL), [2]
(ii) the data manipulation language (DML). [2]

7. (a) Describe the function and purpose of the following parts of a

database management system (DBMS):
(i) data dictionary, [2]
(ii) data description language, [2]
(iii) data manipulation language. [2]
(b) Three advantages of using a relational database rather than flat files
are:
(i) reduced data duplication,
(ii) improved data security,
(iii) improved data integrity.
Explain what is meant by each of these and why they are features of a
relational database. [6]

8. Each LEAGUE has a number of TEAMs but each TEAM is only in one
LEAGUE. Each TEAM plays at a number of GROUNDs during the season
and each GROUND will host a number of TEAMs during the season.
(i) State the relationship between LEAGUE and TEAM.

Page 35 of 36
 Draw the entity-relationship (E-R) diagram to show this
relationship. [2]
(ii) State the relationship between TEAM and GROUND.
Draw the E-R diagram to show this relationship. [2]
(ii) Explain how the relationship between TEAM and GROUND can
be designed in third normal form. [4]

9. (a) Describe what is meant by:

(i) A backup of data [2]
(ii) An archive of data [2]
(b) The data collected by a survey team and the results of processing
are both backed up and archived.
(i) Explain why it would be important to take a backup of the
results of a survey [2]
(ii) Explain why it would be important to archive the results of
a survey [2]

Page 36 of 36