SI0041

Systems Analysis and Design

Data Design

Management Informatic Program

1
Overview
• Chapter 7 is the second of three chapters in the systems design
phase of the SDLC.
• In this chapter, you will focus on data design skills that are
necessary to construct the physical model of the information
system.

2
Chapter Objectives
• Explain file-oriented systems and how they differ
from database management systems
• Explain data design terminology, including
entities, fields, common fields, records, files,
tables, and key fields
• Describe data relationships, draw an entity
relationship diagram, define cardinality, and use
cardinality notation
• Explain the concept of normalization

3
Chapter Objectives
• Explain the importance of codes and describe various coding
schemes
• Explain data warehousing and data mining
• Differentiate between logical and physical storage and records
• Explain data control measures

4
Contents
• Review of data design concepts and terminology,
• File-based systems and database systems, including Web-based
databases.

5
Introduction
• Begins with a review of data design concepts and terminology,
then discusses file-based systems and database systems, including
Web-based databases
• Concludes with a discussion of data storage and access, including
strategic tools such as data warehousing and data mining, physical
design issues, logical and physical records, data storage formats,
and data controls

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Data Design Concepts
• Data Structures
• Each file or table contains data
about people, places, things or
events that interact with the
information system
• File-oriented system
• Database management system
(DBMS)

7
Data Design Concepts
• Overview of File Processing
• File processing can be efficient
and cost-effective in certain
situations
• Potential problems
• Data redundancy
• Data integrity
• Rigid data structure

8
Data Design Concepts
• The Evolution from File
Systems to Database Systems
– A database management system
(DBMS) is a collection of tools,
features, and interfaces that
enables users to add, update,
manage, access, and analyze the
contents of a database
– The main advantage of a DBMS
is that it offers timely,
interactive, and flexible data
access

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The Database Environment
• The Evolution from File Systems to Database Systems
• Some Advantages
• Scalability
• Economy of scale
• Enterprise-wide application
• Stronger standards
• Better security
• Data independence

10
DBMS Components
• Interfaces for Users, Database
Administrators, and Related
Systems
– Users
• Query language
• Query by example (QBE)
• SQL (structured query language)
– Database Administrators
• A DBA is responsible for DBMS
management and support
- Related Information System
- A DBMS can support several
related information systems that
provide input to, and require
specific data from, the DBMS
- No human intervention is
required for two-way
communication

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DBMS Components
• Data Manipulation Language
• A data manipulation language (DML) controls database operations,
including storing, retrieving, updating, and deleting data
• Schema
• The complete definition of a database, including descriptions of all fields,
tables, and relationships, is called a schema
• You also can define one or more subschemas
• Physical Data Repository
• The data dictionary is transformed into a physical data repository, which
also contains the schema and subschemas
• The physical repository might be centralized, or distributed at several
locations
• ODBC – open database connectivity
• JDBC – Java database connectivity

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Web-Based Database Design
• Characteristics of Web-Based Design

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Web-Based Database Design
• Connecting a Database to the Web
– Database must be connected to the Internet or intranet
– Middleware
• Adobe ColdFusion
• Data Security
– Well-designed systems provide security at three levels: the database
itself, the Web server, and the telecommunication links that connect the
components of the system

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Data Design Term

• Definitions
• Entity
• Table or file
• Field
• Record
• Tuple

15
Data Design Term
• Key Fields
• Primary key
• Candidate key
• Foreign key
• Secondary key

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Data Design Term
• Referential Integrity
– Validity checks can help avoid
data input errors
– In a relational database,
referential integrity means that
a foreign key value cannot be
entered in one table unless it
matches an existing primary key
in another table
– Orphan

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Entity-Relationship Diagrams
• Drawing an ERD
– The first step is to list the
entities that you identified
during the fact-finding process
and to consider the nature of the
relationships that link them
– A popular method is to
represent entities as rectangles
and relationships as diamond
shapes

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 SI0041
Systems Analysis and Design

User Interface Design

Management Informatic Program

19
Entity-Relationship Diagrams
• Types of Relationships
• Three types of relationships can
exist between entities
• One-to-one relationship (1:1)
• One-to-many relationship (1:M)
• Many-to-many relationship
(M:N)

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 Entity-Relationship Diagrams
• Cardinality
• Cardinality notation
• Crow’s foot notation
• Unified Modeling Language (UML)
• Now that you understand
database elements and their
relationships, you can start
designing tables

21
Data Normalization
• Standard Notation Format
• Designing tables is easier if you use a standard notation format to show a
table’s structure, fields, and primary key

• Example: NAME (FIELD 1, FIELD 2, FIELD 3)

22
Data Normalization
• Repeating Groups and Unnormalized Design
• Repeating groups
• Often occur in manual documents prepared by users
• Unnormalized
• Enclose the repeating group of fields within a second set of parentheses

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Data Normalization
• First Normal Form
• A table is in first normal form (1NF) if it does not contain a repeating
group
• To convert, you must expand the table’s primary key to include the
primary key of the repeating group

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Data Normalization
• Second Normal Form
– A table design is in second normal form (2NF) if it is in 1NF and if all fields that are
not part of the primary key are functionally dependent on the entire primary key
– A standard process exists for converting a table from 1NF to 2NF
– The objective is to break the original table into two or more new tables and
reassign the fields so that each nonkey field will depend on the entire primary key
in its table

25
Data Normalization
• Third Normal Form
– 3NF design avoids redundancy and data integrity problems that still can exist in
2NF designs
– A table design is in third normal form (3NF) if it is in 2NF and if no nonkey field is
dependent on another nonkey field
– To convert the table to 3NF, you must remove all fields from the 2NF table that
depend on another nonkey field and place them in a new table that uses the
nonkey field as a primary key

26
Normalization
• A Normalization Example

27
Should You Use Codes ?
• Overview of Codes
• Because codes often are used to represent data, you encounter them
constantly in your everyday life
• They save storage space and costs, reduce data transmission time, and
decrease data entry time
• Can reduce data input errors

28
Should You Use Codes ?
• Types of Codes
1. Sequence codes
2. Block sequence codes
3. Alphabetic codes
4. Significant digit codes
5. Derivation codes
6. Cipher codes
7. Action codes

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Should You Use Codes ?
• Designing a Code
1. Keep codes concise
2. Allow for expansion
3. Keep codes stable
4. Make codes unique
5. Use sortable codes
6. Avoid confusing codes
7. Make codes meaningful
8. Use a code for a single purpose
9. Keep codes consistent

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 Data Storage and Access
• Data storage and access
involve strategic business tools
• Strategic tools for data storage
and access
• Data warehouse – dimensions
• Data Mining

31
Data Storage and Access
• Logical and Physical Storage
• Logical storage
• Characters
• Data element or data item
• Logical record
• Physical storage
• Physical record or block
• Buffer
• Blocking factor

32
Data Storage and Access
• Data Coding and Storage
• Binary digits
• Bit
• Byte
• EBCDIC, ASCII, and Binary
• Unicode

33
Data Storage and Access
• Data Coding and Storage
• Storing dates
• Y2K Issue
• Most date formats now are based on the model established by the International
Organization for Standardization (ISO)
• Absolute date

34
Data Control
• User ID
• Password
• Permissions
• Encryption
• Backup
• Recovery procedures
• Audit log files
• Audit fields

35
Chapter Summary
• Files and tables contain data about people, places, things, or
events that affect the information system
• DBMS designs are more powerful and flexible than traditional file-
oriented systems

36
Chapter Summary
• An entity-relationship (ERD) is a graphic representation of all
system entities and the relationships among them
• A code is a set of letters or numbers used to represent data in a
system
• The most common database models are relational and object-
oriented

37
Chapter Summary
• Logical storage is information seen through a user’s eyes,
regardless of how or where that information actually is organized
or stored
• Physical storage is hardware-related and involves reading and
writing blocks of binary data to physical media
• File and database control measures include limiting access to the
data, data encryption, backup/recovery procedures, audit-trail
files, and internal audit fields

38
Chapter Summary
• Chapter 7 complete

39
Question & Answers

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