Ishik University
Faculty of Science
Dep. of Information Technology
By: Payam Wali
DEFINING A DATABASE:
Data is a numeric or alphanumeric group of symbols, such as 223197001.
When we give meaning to data it becomes information. For example,
223197001 has no meaning unless we are told it is a social security number. A
piece of information becomes even more meaningful when it is related to
another piece of information: 223197001 is John Smith’s social security number.
A database is a collection of related data stored in a well-defined structure.
Databases exist in both computerized and non-computerized formats. Examples
of databases include a categorized file cabinet, the telephone book, a list of
alphabetized songs on your iPod, or a listing of all students and classes at a
university. Databases are managed by software tools known as Database
Management Systems (DBMS). Examples of DBMS’s are Microsoft Access,
FoxPro, Oracle, and Sybase, among many others. Just as a word processor (e.g.,
Microsoft Word) is used to create and edit documents, a DBMS is used to create
and manage databases.
A relational DBMS
Each DBMS is based on a database model that defines the way the information should be organized and
accessed. The three most commonly used models are the hierarchical, network, and relational. Of these the
most flexible is the relational model, which is what we will be discussing in this chapter.
The relational model represents data and relationships using a collection of tables, as seen in Figure 1.
Each table is organized into categories of data known as fields. The table on the left side of Figure 1 stores
information regarding patients, including patient identification number, name, address, and the doctor
number of the physician treating this patient.
Patient# Name Street City State ZipCode DoctorID Related field on tables
AC34 Marsh, Allen 134 Central Berridge FL 60330 21
BH72 Verns, Julie 415 Main Berls FL 60349 24
BL12 Lee, Thang 12 Mountain Denton
Fort FL 60412 24
DoctorID Last Name First Name
EA45 Orwich, Robin 867 Ridge Stewart FL 60336 27
21 Kerry Alyssa
FD89 Ferb, Michael 34 Crestview Berridge FL 60330 21
24 Reeves Camden
27 Fernandez Jaime
Figure 1
34 Lee Jan
Cont.
• A relational database many contain more than one table and these tables may themselves
be related to each other. The example in Figure 1 contains a second table with information
about each doctor. Notice that each doctor is identified by a unique DoctorID which can be
related to the DoctorID on the patient table in each patient record.
• In addition to tables, most modern day DBMS’s include other objects which allow the user
store, retrieve, and manipulate data. In MS Access these objects include the following:
• Queries – “questions” that retrieve information from a database. Queries are structures to
sort, filter, and select specific information.
• Forms – structures for displaying data that allow a user to view information from and input
information in one or more objects (tables, queries, etc.).
• Reports – structures for written output of data which again allow one to combine
information from one or more objects and view both details and summaries.
• Macros & Program Modules – program code to perform specific actions.
A RELATIONAL DATABASE EXAMPLE – SUPPLY
CHAIN MANAGEMENT
The diagram in Figure 2 represents part of an Order Entry and
Inventory control system. The system includes forms, queries,
and reports for data entry and retrieval. The tables store
information regarding product inventory, vendors, customers and
orders. Forms:
Order New Vendors & New
Shipments
Transactions New Customers Products
Program Modules
Tables:
Current Vendor Order Customer
Orders
Inventory List Details Accounts
Program Modules Output
Reports & Queries File:
Daily Ship Customer Accounts Inventory
List Invoices Payable Low Message
Figure 2
Cont.
• The flow of information in the database for a typical order that might be phoned in by
a customer may be as follows:
• The order entry clerk would enter the order into an Order Transaction form.
• Once the order is input, a predefined program module would take this data and enter
it into the appropriate tables: e.g., Order Details table, Customer Accounts table, etc.
• A Daily Pick List report will be printed for the fork lift operator in the closest
warehouse and customer invoice report printed to be included with the shipment.
• The inventory table will be updated at this warehouse with this reduction in quantity;
if insufficient inventory remains, an order report would automatically be emailed to
the supplier to order more inventory.
• As you can see, a company’s supply chain system using DBMS software is an
extremely valuable tool in modern day business.
Advantages:
• Reduced data redundancy
•Reduced updating errors and increased consistency
•Greater data integrity and independence from applications programs
•Improved data access to users through use of host and query
languages
•Improved data security
•Reduced data entry, storage, and retrieval costs
•Facilitated development of new applications program
Disadvantages:
• Database systems are complex, difficult, and time-consuming to
design
• Substantial hardware and software start-up costs
• Damage to database affects virtually all applications programs
• Extensive conversion costs in moving form a file-based system to a
database system
• Initial training required for all programmers and users
