CH 3 Database MGT (DBM) Sec II

Database
Management
Ch 3 Information and Communications Technology 1
Database
Management
Section Two
Ch 3 Information and Communications 2

Technology
Data and Information
How are data and information related?
 Data is raw facts.
 Information is data that is organized and
meaningful.
 Computers process data into information.
 Computers’ data processing is shown in
the next slide.

Technology
Step 2.
receipt The
computer
extracts
the
processing member
data from
disk.
data stored on disk
Step 3. The receipt is

Step 1. The member data,
including a photograph, is entered created and printed.
and stored on the hard disk. Ch 3 Information and Communications 4
Technology
What is a database?
Database software
Collection of data also called database
organized so management system
you can access, (DBMS)
retrieve, and Database software
use it allows you to
Create Sort and

database retrieve data Create forms
Add, change,
and reports
& delete data
Technology
What is data integrity?
Garbage in
 Degree to which
data is correct.
 Garbage in,
garbage out Garbage out
(GIGO)—computer
phrase that means
you cannot create
Data integrity
correct information is lost
from incorrect data.

Technology
What are the qualities of valuable information?
Accurate
Verifiable
Timely
Organized
Accessible
Useful
Cost-effective

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The Hierarchy of Data
What is a hierarchy?
 Database contains files, file contains
records, record contains fields, field
contains characters

Technology
.

Technology
What is a field?
 Combination of one or more characters
 Smallest unit of data user accesses
 Field size defines the maximum number of
characters a field can contain
 Field name uniquely identifies each field
 Data type specifies kind of data field
contains

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The Hierarchy of Data: E.g. for a Field

Technology
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 Boolean) Web address that links to object)—photograph, audio, video,
—only the values document or Web page or document created in other
Yes or No (or True application such as word
or False) processing or spreadsheet

Technology
What are common data types?
AutoNumber
Text Numeric
unique number
(also called automatically
alphanumeric
numbers assigned to each
)—letters, only new record
numbers, or
special
characters

Technology
What are common data types?...
Memo
Currency Date lengthy text
dollar and month, day, entries
cent amounts year, and
or numbers sometimes
containing time
decimal
values

Technology
What are common data types?...
Object
(also called BLOB
for binary large
Yes/No Hyperlink object)—
(also called Web address photograph, audio,
that links to video, or document
Boolean)—
created in other
only the document or
application such as
values Yes Web page
word processing or
or No (or
spreadsheet
True or
False)
Technology
What is a record?
Group of
related fields
Key field, or primary key,

uniquely identifies each record
Technology
What is a data file?

 Collection of related records stored on disk
Member ID First Name Last Name Address City State
2295 Donna Vandenberg 1029 Wolf Avenue Montgomery AL

2928 Shannon Murray 33099 Clark Street Montgomery AL
3376 Adrian Valesquez 15 Duluth Street Prattville AL
3928 Jonah Weinberg P.O. Box 45 Clanton AL
4872 Marcus Green 22 Fifth Avenue Auburn AL
records key fields

field

Technology
The Hierarchy of Data: E.g. for a Data File
Member ID First Name Last Name Address City State
2295 Donna Vandenberg 1029 Wolf Avenue Montgomery AL
2928 Shannon Murray 33099 Clark Street Montgomery AL
3376 Adrian Valesquez 15 Duluth Street Prattville AL
3928 Jonah Weinberg P.O. Box 45 Clanton AL
4872 Marcus Green 22 Fifth Avenue Auburn AL
records key fields

field

Technology
Maintaining Data
What is file maintenance?
 Procedures that keep data current
Adding records Changing records
Deleting records

Technology
Maintaining Data
Why do you add records?
 Add new record when you obtain new data

Technology
Maintaining Data

Technology
Maintaining Data
Why do you change records?

 Correct inaccurate data
 Update old data

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Maintaining Data

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Maintaining Data
Why do you delete records?

 When record no longer is needed
 Some programs remove record immediately,
others flag record

Technology
Maintaining Data

Technology
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
 Sample Valid and Invalid Data is shown
in the next slide

Technology
SAMPLE VALID AND INVALID DATA
Validity Check Field Being Valid Data Invalid Data
Checked
Alphabetic Check First Name Adrian Ad33n
Numeric Check Postal Code 36109 3rto9
Range Check Monthly Fee $39.50 $95.25
Consistency Date Joined 10-20-2004 10-20-2004

Check Training Date 10-27-2004 10-13-2004
Completeness Last Name Valesquez

Check
Technology
Maintaining Data
What are the types of validity checks?
Alphabetic/ Completeness
Check Digit
Numeric Check Check
number(s) or
ensures correct verifies that a
character(s)
type of data required field
appended to or
entered contains data
inserted into a
primary key Consistency
value to confirm Range Check Check
accuracy of determines tests for logical
primary key whether number relationship
value is within between two or
specified range more fields
Technology
File Processing Versus Databases
What is a file processing system?
Each
department Records in
or area one file may May have
within not relate to weaknesses
organization records in any
has own set other file
of files
Data redundancy Isolated data—data

—same fields stored in separate
stored in multiple files so it is difficult
files to access
Technology
What is the database approach?
 Many programs and users can share data
in database
 Secures data so only authorized users can
access certain data

Technology

Technology
What are the strengths of the database approach?
Reduced
data
redundancy Improved
data
integrity
Shared
data
Easier
access
Reduced
development
time

Technology
How do a File Processing Example
database
application
and a file
processing Database Example
application
differ in the
way they store
data?
Technology
File Processing
Example
Database Example
Technology
Database Management Systems(DBMSs)
What are popular database management systems?
Database Manufacturer Computer Type
Access Microsoft Corporation Personal computer, server, PDA

DB2 IBM Corporation Personal computer, midrange server,
mainframe
Informix IBM Corporation Personal computer, midrange server,

mainframe
Ingres Computer Associates Personal computer, midrange server,

International, Inc. mainframe
Oracle Oracle Corporation Personal computer, midrange server,

mainframe, PDA
SQL Server Microsoft Corporation Server
Sybase Sybase Inc. Personal computer, midrange server, PDA

Technology
Database Management Systems
What is a data dictionary?
 Contains data about each file in database and
each field within those files

Technology
Technology
Step 1. Select the fields you want
to display in the resulting query.
What is a query?
 Request for specific data
from a database
 Query language consists
of simple, English-like
Step 2. Assign a name to the query,
statements that allow so you can open it later.
users to specify data to

display, print, or store
Step 3. View query on the screen.

Technology
Step 1. Select the fields you want to display in the resulting
query.

Technology
Step 2. Assign a name to the query, so you can open it later.

Technology
Step 3. View query on the screen.

Technology
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
Query by example screen
Query results
criteria

Technology
Query by example screen
criteria
Query results

Technology
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 Ch 3 Information and Communications 44
Technology
Technology
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

Technology
Technology
What is data security?
Access privileges
DBMS provides define activities
means to ensure that specific user
only authorized or group of users
users can access can perform
data
Read-only privileges
Full-update
privileges user
user can view data,
but cannot change it can view and
change data
Technology
What are backup and log? before image
 Backup is a copy of the

entire database
 Log is a listing of
activities that change change
database contents after image
 DBMS places three

items in log: before
image, actual change,
and after image
Technology
before image
change

Technology
after image

Technology
What is a recovery utility?
Uses logs and/or
Rollforward—
backups to restore
DBMS uses log to
database when it is Rollback— DBMS
re-enter changes
damaged or uses log to undo any
made to data-base
destroyed changes made to
since last save or
database during a
backup
certain period of time
Also called
Also called
forward
backward
recovery
recovery

Technology
Relational, Object-Oriented, and Multidimensional
Databases
What is a data model?
 Rules and standards that define how database
organizes data
 Defines how users view organization of data
 Three popular data models
 Relational
 Object-oriented
 Multidimensional

Technology
DATA MODELS FOR POPULAR DBMSs

Technology
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

Technology
DATA TERMINOLOGY

Technology
Databases
What is a relationship?
 Connection within data

Technology
Technology
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

Technology
SQL statement
SQL statement results

Technology
What is an object-oriented database (OODB)?

Object is item that contains
Stores data in objects data, as well as actions that
read or process data
Can store more types of data

Advantages
Can access data faster
Often uses object query language (OQL)

Technology
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
Technology
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

Technology
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

way to access large data mining to find patterns
amounts of data and relationships among data
Uses multidimensional Data mart is smaller

databases version of data warehouse

Technology
Web Databases
What is a Web database?
 Database you access through the Web by
filling in a form on a Web page
 Usually resides on a database server, a
computer that stores and provides access to a
database

Technology
Technology
Database Development and Administration
What are guidelines for developing a database?
Determine the 3. Design the fields for each table

1. Purpose of the
Database
 Be sure every record has a unique
2. Design the tables primary key
 Design tables on  Use separate fields for logically
paper first distinct items
 Each table should  Do not create fields for information
contain data about that can be derived from entries in
one subject other fields
 Allow enough space for each field
4.Determine the  Set default values for frequently
relationship among entered data
the tables Ch 3 Information and Communications 67
Technology
Database Administration
What is the role of the database analyst and
administrator?
Database analyst (DA) Database administrator

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

Technology
End of Chapter Three
Section Two

Technology

CH 3 Database MGT (DBM) Sec II

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Database

Ch 3 Information and Communications 2

Ch 3 Information and Communications 3

Step 3. The receipt is

Create Sort and

Ch 3 Information and Communications 6

What are the qualities of valuable information?

Ch 3 Information and Communications 7

Ch 3 Information and Communications 8

Ch 3 Information and Communications 9

Ch 3 Information and Communications 10

Ch 3 Information and Communications 11

Text Numeric AutoNumber

Currency Date Memo

Ch 3 Information and Communications 12

Ch 3 Information and Communications 13

Ch 3 Information and Communications 14

Key field, or primary key,

What is a data file?

2295 Donna Vandenberg 1029 Wolf Avenue Montgomery AL

records key fields

Ch 3 Information and Communications 17

2295 Donna Vandenberg 1029 Wolf Avenue Montgomery AL

2928 Shannon Murray 33099 Clark Street Montgomery AL

3376 Adrian Valesquez 15 Duluth Street Prattville AL

3928 Jonah Weinberg P.O. Box 45 Clanton AL

4872 Marcus Green 22 Fifth Avenue Auburn AL

records key fields

Ch 3 Information and Communications 18

Adding records Changing records

Ch 3 Information and Communications 19

Ch 3 Information and Communications 20

Ch 3 Information and Communications 21

Why do you change records?

Ch 3 Information and Communications 22

Ch 3 Information and Communications 23

Why do you delete records?

Ch 3 Information and Communications 24

Ch 3 Information and Communications 25

Ch 3 Information and Communications 26

Numeric Check Postal Code 36109 3rto9

Range Check Monthly Fee $39.50 $95.25

Consistency Date Joined 10-20-2004 10-20-2004

Completeness Last Name Valesquez

Data redundancy Isolated data—data

Ch 3 Information and Communications 30

Ch 3 Information and Communications 31

Ch 3 Information and Communications 32

Access Microsoft Corporation Personal computer, server, PDA

Informix IBM Corporation Personal computer, midrange server,

Ingres Computer Associates Personal computer, midrange server,

Oracle Oracle Corporation Personal computer, midrange server,

SQL Server Microsoft Corporation Server

Sybase Sybase Inc. Personal computer, midrange server, PDA

Ch 3 Information and Communications 35

Ch 3 Information and Communications 36

users to specify data to

Ch 3 Information and Communications 38

Ch 3 Information and Communications 39

Ch 3 Information and Communications 40

Ch 3 Information and Communications 41

Ch 3 Information and Communications 42

Ch 3 Information and Communications 43