Database and Information

Systems

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3.1 Lesson Coverage
 Data
 Information
 Database
 Information systems
 Manual Data Processing System
 Describe manual data processing system.

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Data

 Facts or observations about people, places, things and

events

 Examples of data are: numbers, letters, symbols, audio, music,

photographs, videos etc

 Data are source of information, without data there is no

information.

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Information
 Information consists of data to which
meaning has been attached.

Examples: 12,11,54,23 these numbers could

mean average temperatures or ages of people
in a group.

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Database

 Database refers to an organised collection of data or

information.

Data can be organised in a Computerised or Manual

system.

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Information systems

Information systems consists of:

i. People
ii. Procedures
iii. Software.
iv. Hardware.
v. Data.

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Describe manual data processing system.

This refers to a non-computerised file processing systems.

 File processing basically deals with:
i. Data capture
ii. Data storage
iii. Data retrieval
iv. Data usage

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Exercises
 Discuss the advantages and disadvantages of manual file
processing system

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 END OF THE FIRST
SESSION

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3.2 Lesson coverage

 1. Describe electronic data processing system.

 2. Compare manual and electronic data
processing system.
 3. Explain the importance of data processing.

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What is data processing ?

 Are those activities which are concerned with the

systematic recording, arranging, filling and dissemination of
facts relating to the physical events accuring in a business.

 Described as the collection, manipulation and distribution

of data to archieve a certain objectives.

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1. Describe electronic data
processing system.

 The processing of data using electronic devices e.g. a

computer

 The data is entered into a computer (input), processed,

and then the output given out in the form of information.

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 2. Compare manual and electronic data
processing system

 The speed of retrieval of data in electronic data

base is faster e.g. getting information of students below
17 years is made easier in a computerized system than
manual system.

 In computerized database, it takes only seconds to

retrieve information of say Ahmes Form three day
scholars than going through each file in manually.

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Cont..

 Data analysis is possible in computerized database e.g.

police databases are used to build up profiles of crimes
and criminals and come up with possible suspects.

 Data entry is made only once, all other applications

make use of this data.

 Files/tables are linked in such a way that if data is

changed in one application, it updates in the rest of other
programs
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Cont..
 Database structure can be changed anytime in
computerized system with the change in organizational
setting.

 Access to information in computerized in rapid just by

the click of the save file, unlike in manual form.

 Complex search criteria can be constructed and saved

again for further use. Example, you are searching for
students who have attended computer lessons for the
past two months, or so.

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Cont..
 Data consistency is maintained because everyone uses
the same data, stored in the computer database system,
linked through a network. Change made in one
automatically changes the rest in separate files.

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Weakness of Manual processing system
 Unnecessary duplication of data
 Time wasting especially when searching for a
particular item
 Misleading reports due to poor data entry and
organization
 Poor update of records

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Exercise
 Explain the importance of data processing.
 Takes these Facts:
 (i) A computer Tutor takes marks for each assignment
gives Form iii students.
 What are importance of those records taken ?
(ii) A doctor take details for his patients every day.
 What are the importance of the data he/she takes always
?
By using the two facts Explain What is data processing and
its importance in daily life.

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A teacher or Doctor need to process data
Why ?
 Data processing, organizing and controlling large amounts
of information is a process. It is useful to manage critical
information synchronized way.

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Why data processing ?

 Business data processing, accounting, marketing,

production and other division includes the processing of
data. Entrepreneurs are wondering why they should be
for their business processing services. What are the
benefits of business data processing?

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Importance of data processing.
 Importance of Data Processing Services of Data Processing
is consist of a variety of giving out of data from one data
arrangement to another, data digitizing and data capturing.

 Exchange from single to another data format is database for

effective
 Reduce paper work:
This is one of the advantages of processing information. It
helps to paper management and operation of the
organization to deal with the problem of growth.
Information is available in digital form, so that no search
clusters and the need to get certain files
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Cont…
 Easy to register:
You have very little time to gather facts and figures in the
process and appropriate manner that helps officers
quickly analyze such systems. There are predefined
reports that help professionals to create reports quickly
and easily.
 Storage and simple configuration:
High add, modify and manage information storage to
increase. This configuration is very easy, because there are
a number of options available in the system to make your
job easier.

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 General Importance of Database

Sometimes we call them as advantages of

database
 Allows user to add, delete or modify records very
easy
 Ensure data security by providing security features
such as encryption and password
 Easy to generate reports that can be used for
decision making.

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 3.3 Database Concepts and
Terminologies
• Lesson Coverage
 Explain database terminologies.
Types of Database systems
Explain importance of database systems.
List types of database systems.

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Database Concept
Computerized Database creation and
manipulation is achieved by using aa Database
management system software (DBMS).

 This software facilitate the creation ,

organization and maintenance of the database.
 Example of database software are: Microsoft
access (MS Access), Oracle, FoxPro, DbaseIV,
Lotus Approach etc
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Function of Database management
 Allows user to add or delete records
 Update and modify existing records
 Organize data for easy access, retrieval and
manipulation of records
 Acts as interface between database and other
application programs
 Ensure security for data in the database and safeguard
it against unauthorized access (damage/corruption)
 Keep statics of data items in a database.

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Explain database terminologies.
 Character: A single letter, number or
special character e.g. n, x, 2 ,& etc.

 Field; It
is a group or string of related
characters that represent a data item.

 Indatabase systems, fields are the

smallest units of information you can
access.
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Database Terminologies
Most fields have certain attributes associated with them.

For example, some fields are numeric whereas

others are textual, some are long, while others are
short.

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Database Terminologies

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Database Terminologies
 In spreadsheets, fields are called cells.

 Example Ahmes has five characters that makes

up a field.

 Attribute: A description or characteristics of

an item/intity in a database example fat, tall,
near etc

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Database Terminologies
 Entity: Describes a place, person, thing, object
that has been entered in a database.

 Record: Collection of related fields that

represent a single entity. Examples students
records could mean Reg. no., name, sex,
Nationality ect.

 File: A collection of related records Example

Students records include information of all
students.
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Database Terminologies
File type in database can be Flat file The one that
hold only one set of data (like excel files) or
Relational file (that hold data from different
source files that relates one another).

 Table made up with rows called Records and

columns called fields

 Database: An integrated collection of logically

related tables or file.
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Database Terminologies
 Primary Key: A field that uniquely identifies a
record. Example in students database ,Reg,. No
is mostly used as a primary key.

 Database reports are the formatted result of

database queries and contain useful data for
decision-making and analysis.

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 .
 Why does database called data file ?
 File is the compilation of related records
maintained in some order, or it can be described
as a container for records.

 While Database usually consist of several related

and integrated data files Thus saying Database is
a Databank or Datafiles is correct due to above
relations

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3.4 TYPES OF DATABASE

Types of database (model)

Sometime it is called Database models This

is according to the structure of the database
OR How it has been Created and the method
it uses to store data.

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3.4 database models
Database model refer to the methodology for
storing data.
 There are four types of database models
(i) Hierarchical database model
(ii) Network database model
(iii) Relational database model
(iv) Object oriented and Object-relational
modes

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 Database types..
HIERARCHICAL DATABASE MODEL
 Hierarchy is based on Parent-Child Relationship

 Hierarchicalsequence
(used to linealized a tree)
Complete hierarchical path(from root to a leaf)

 Hierarchical databases were IBM's first

database,
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Structure of Hierarchical

ROOT

LEVEL 1 LEVEL 1

LEVEL 2 LEVEL 2 LEVEL 2

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HIERARCHICAL DATABASE MODEL

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HIERARCHICAL DATABASE MODEL
Advantages of this type
 · Performance. Navigating among the records in a
hierarchical database is very fast because the parent/child
relationships are implemented with pointers from one
data record to another.

 · Ease of understanding.
The organization of the database parallels a corporate
organization chart or family tree. As such, it has a familiar
"feel" to even nonprogrammers

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Disadvantage of Hierarchical
 The application needs only to follow one of the multiple
child record pointers, the single sibling record pointer, or
the single parent record pointer to get to the "next"
record.

 The Strong or main disadvantage of the hierarchical

database is its rigid structure
 if you want to add a new relationship, you will have to
build a new and possibly redundant database structure.
 This model no longer in use today

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2. Network database model
 Is almost similar to hierarchical but it is enhanced to resolve
the redundancy problem experienced in the hierarchical model

 While the hierarchical database model structures data as a

tree of records, with each record having one parent record
and many children,

 The network model allows each record to have multiple

parent and child records.
 A network database model is a database model that allows
multiple records to be linked to the same owner file

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2. Network model..
 The model can be seen as an upside down tree where the
branches are the member information linked to the
owner, which is the bottom of the tree.

 The multiple linkages which this information allows the

network database model to be very flexible

 The relationship that the information has in the network

database model is defined as many-to-many relationship
because one owner file can be linked to many member
files and vice versa.

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Example of Network model structure

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Network model structure data flow

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Advantages of Network models
 Provide very efficient "High-speed" data retrieval
 Simplicity
The network model is conceptually simple and easy to
design.
 Ability to handle more relationship types
The network model can handle the one-to-many and
many-to-many relationships.
 Data Integrity
 In a network model, no member can exist without an
owner. A user must therefore first define the owner
record and then the member record. This ensures the
integrity.
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Disadvantage of Network model
 System complexity
In a network model, data are accessed one record at a
time
Thus is not user friend since we need to acces many data
once.

 Lack of Structural independence.

Making structural modifications to the database is very
difficult in the network database model as the data access
method is navigational.

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Disadvantages of Network model…
 Any changes made to the database structure require the
application programs to be modified before they can
access data.

 Thus fails to solve the problem found in hierarchy

completelly.

 Hence not used today also

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3. Relational database model
 It is a method of structuring data using relations, which
are grid-like mathematical structures consisting of
columns and rows.

 A relational database's best use is organizing large

amounts of data
 Relational databases use multiple tables when defining
separate types of data, unlike other databases.

 Relationships between specific data points in the two

tables are then linked by defining that relationship.
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Relational model characteristics
 It allows for a more systematic and clear view of the data
without having to repeat information

Types of users in relational database

 There are two main users of relational database
management systems

 The first is end users who buy a complete database

package for their specific need
 Example is Microsoft office access

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Types of relational model users
 The second are developers who will use the system as
part of another application,

 often web based.

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Advantage Relational database…
 Data is only stored once.

 In the previous example, the city data was gathered into

one table so now there is only one record per city
 No multiple record changes needed.
 More efficient storage
 Simple to delete or modifying details.
 All records in other tables having a link to that entry
will show the change once one object changed.

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Advantages of relational…
 Better security.
 By splitting data into tables, a certain tables can be made
confidential.
 When a person logs on with their username and
password, the system can then limit access
 Cater for future requirements.
By having data held in separate tables,
It is simple to add records that are not yet needed but
may be in the future.
 Ease of use:
 The revision of any information as tables consisting of
rows and columns is much easier to understand .
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 Advantages of relational…
 Flexibility:
 Different tables from which information has to be linked
and extracted
 Also can be easily manipulated by operators such as
project and join to give information in the form in which it
is desired.
 Precision:
 The usage of relational algebra and relational calculus in the
manipulation of he relations between the tables ensures
that there is no ambiguity, which may otherwise arise in
establishing the linkages in a complicated network type
database

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Disadvantages of relational…
 Performance:
 If the number of tables between which relationships to be
established are large, and the fields themselves effect the
performance in responding to the access queries.

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Disadvantages of relational…
 Physical Storage Consumption

 It carry more data and would naturally result in the fact that
the lays frequently run operations,
This would tend to become even more shared and occupy
space 0n Hdd.

 Slow extraction of meaning from data

 If the data is naturally organized in a hierarchical manner and
stored as such, the hierarchical approach may give quick meaning
for that data.

 But in this type the meaningful is very hard to find due to many
data.

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 Object oriented and Object-relational
models
 This is the most recent products in database
technology.
 Data in this type organized into logical components
called objects
 An object is a dynamic entity that has its own
state(data) and behavior (method)
 An obeject is generated from the base structure called
class.

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 Object Relational databases combine the features of both
relational databases and object-oriented programming.

 This means that when developing these databases, you

can include methods and data types TOGETHER

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Advantages of Object oriented
 Extensibility
Object Relational Database capabilities are extended with
the addition of new data types
 Inheritance
Unlike Relational Databases, Object Relational Databases
allow the use of inheritance

Within inheritance, you can develop classes for your data

types

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Disadvantage of Object oriented
 Very complex database

 It require programing skills in Object programing like java

and C++

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DATA ORGANIZATION IN A DATABASE
A database organize the information into the following:
i) Field
ii) Record
iii) Tables or file
iv) Database

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As we discussed previous that:
 Field:
Is any character or string of characters that represent a data
item
 Record:
A collection of related field that represent a single entity.
 Table or File
This is the collection of related records
A table is made up of rows called records and columns called
fields.

 Database:
A collection of related tables or files

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Ms Access Database Object/Features
Object this are elements found in Database that are used to
create and manipulate a database.
Ms access has the following Objects
 Tables/files
 Queries
 Forms
 Reports
 Macros
 Modules
 Pages.

According to our studying level we are going to deal with the

first five, leaving Modules which used in vba and Pages used in
Web based database.
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TABLES
 Tables
These are organized row and column
representing an entity.
 Rows represent records while column
represent field

 How to create Microsoft access Database file ?

i) Starting Access steps
ii) Saving the file to the location that you can
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Guideline to design a good database
 The following have to be considered
i) Carefully study the requirement of the user to
produce defined input and output and relationship
if required
ii) Design a draft database on a paper to determine
the number of files or tables required
iii) Divide information into separate field, records and
table to allow flexibility (to avoid data repetition)

The process of dividing information into

independent table to avoid repetition of data entry
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iv) Define a field for each table that will be used to
identify each record uniquely (This is called primary
key)

v) Give the most important field the first preority when

constructing a table structure (These are the one to
be used for sorting and querying)

vi) Design the data entry forms needed for the

database

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Creating a table/file structure
 Design a table in Design view
 Choose the correct data type
 Create primary key
 Save the file.

 Description of data type

 Field properties
 Primary key and indexes

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QUERIES
 Used to analyze or request for specific record from a
database.

 Queries retrieve information from one or more tables

based on a set of search conditions that you set up and
then combine that information in a way that is easy for
you to analyze

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QUERY

Planning a Query
There are three questions you need to answer when you are planning a
query:
 What do you want the results to look like?
Identify every field or bit of information that you want included in the
results.
 Where is the information stored in the database? List which
tables (and/or queries) hold the information that you want to see.
 What conditions do you want the data to meet? This helps
determine how to set the criteria so Access can search the records
properly.
Types of Queries and how they work we shall do it practically

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FORMS
This is the visual display that resembles an ordinary form
used to enter or view record from a table.

How forms created we shall do it at lab

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REPORTS
 Used to generate reports or summaries from underlying
table or query

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MACROS
 Used to automate some operation such as displaying a
start up form when you start records access.

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 THE END

WISH YOU THE BEST EXAMS

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