Information Technology for Managers

Unit – 2

 Introduction to DBMS
DBMS stands for Database Management System Database is a collection of data and
Management System is a set of programs to store and retrieve those data.
 A database is a collection of related data stored in a standard format, designed to be
shared by multiple users.
 It is a collection of interrelated data items that can be processed by one or more
application programs.
 A DBMS is a software system that enables the users to define, create and maintain a
database.
 The DBMS accepts requests for data form an application program and instructs the
operating system to transfer the appropriate data.
 When a DBMS is used information system can be changed much more easily as the
organizations information requirements change.
 Database systems are basically developed for large amount of data. When dealing with
huge amount of data.
Database Management System  Storage of data + Retrieval of data

Why should we use DBMS?

To develop software applications in less time.

 Data independence and efficient use of data.

 For uniform data administration.
 For data integrity and security.
 For concurrent access of data, and data recovery from crashes.
 To user-user – friendly declarative Query language.
 Advantages of DBMS

A DBMS mange data and has many advantages.

Data Independence:Application programs should be as free or independent as possible from

details of the data representation and storage. DBMS can supply an abstract view of the data
from insulating application code.

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Efficient data access: DBMS utilizes a mixture of sophisticated concepts and techniques for
storing and retrieving data competently and this feature becomes important in cases where the
data is stored on external storage devices.
Data Integrity and Security:If data is accessedthrough the DBMS, the DBMS can enforce
integrity constraints on the data.
Data Administration: When several users share the data, integrating the administration of data
being managed and offer major improvements.
 Experienced professional understand the nature of the data being managed can be
responsible for organizing the data representation to reduce redundancy and make the
data to retrieve efficiently.
 Components of DBMS

End Users

Database
Applications

Database Management Systems

Database

Users:Users may be of any kind such as DB administrator, system developer or database users.
Database application:Database application may be Department personal, organizations and/or
internal.
DBMS:Software that allow users to create and to manipulate database access.
Database: Collection of logical data as a single unit.

 Applications of DBMS:
Database system applications are widely used in Banking, Airlines, Universities, credit
and transactions. Telecommunications, Sales, Manufacturing and human resources.
Telecom:
There is a database to keep track of the information regarding calls made, network usage,
customer details etc. without the database systems it is hard to maintain that huge amount of data
that keeps updating every millisecond.
Industry:

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Where it is a manufacturing unit, warehouse or distribution centre, each one needs a

database to keep the records of inputs and outputs.
Ex: Distribution centre should keep a track of the product units that supplied into the centre as
well as the products that got delivered out from the distribution centre on each day.
Banking System:
For storing customer’s information, tracking day to day credit and debit transactions,
generating bank statements etc.
All this work has been done with the help of Database Management Systems.
Airlines:
Reservations schedules etc.
Education Sector:
Database Systems are frequently used in schools and colleges to store and retrieve the
data regarding student details etc.
Online Shopping:
We must be aware of the online shopping websites such as Amazon, Flipkart etc.
These sites store the product information, our addresses and preferences, credit details
and provide us the relevant list of products based of our query.
Railway Reservation System:
It is required to keep record to ticket booking. Train’s departure and arrival status. Also,
if trains get late the people let to know it through database update.
Finance:
For storing information about holdings, sales and purchases of financial instruments such
as stocks and bonds.
Human Resource:
For information about employees, salaries, payroll takes and benefits, generation of pay
checks, performance appraisal details.
 Basic Database Concepts:
A database is just what the name implies, a base collection of data. The data is organized
in some manner so that the information contained with the database can be easily tetrieved.
Field (Column):
A Single piece of information.
Ex: Name, number, in some cases it may be null or empty value.

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Record (Row):
A collection of related fields. A number of pieces of information that relate to the same
object.
Ex:If we keep records on an employee, we might have their name, address, social security
number, phone number etc.
Table (File):
A Collection of related records. If we put all the employee records together, we have a
table of employees.
Database:
A Collection of tables. If we were keeping the company records, we might have a table
for employees, a table for customers, and another for sales records.
All these tables would be combined as a database.
Relational Database:
A Relational database is a collection of related information that has been organized into
structures known as tables.
 Each table contains rows that are further organised in to columns.
 These tables are stored in the database in structures known as schemas, which are areas
where database users may store their tables.
 Each user may also choose to grant permissions to other users to access their tables.
A Relational database management system – software that allows users to create, maintain, and
query our data in the related tables.
Data Access Methods:
Data access typically refers to software and activities related to storing, retrieving or
acting on data in a database or other repository.
Two fundamental types of data access exist are:
1. Sequential Access
2. Random Access
Sequential Access:
The records of the data file are stored in sequential order according to some data
attributes.
 Sequential access means that a group of elements is accessed in a pre-determined,
ordered sequence.
 Sequential access is sometimes the only way of accessing the data, - accessing of data in
a serial mode.
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 Random Access:
An access method is a program or a hardware mechanism that moves data between the
computer and an outlying device such as a hard disk or a display terminal.
 The Random access are used to describe data files.
 A Random access file enables you to write information anywhere in the file.
 Random access is also called as direct access
 Having ability to access any item of data directly.
Random access files consists of records that can be accessed in any sequence.
 This means the data is stored exactly as it appears in memory, by saving
processing time.

Sequential Access

Random Access
Differentiation between sequential and Random Access
Comparing Random – access data and sequential access data, Random – Access data file
enables us to read or write information anywhere in the file.
 In a sequential access file, we can only read and write information sequentially, starting
from the beginning of the file.
 Both types of files have advantages and disadvantages.
 If we are always accessing information in the same order, a sequential access file is
faster.
 If we tend to access information randomly, then Random access is better.

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Data Access
When a transaction is executed, then different memory blocks are assigned to the
transaction to hold the data.
 The data residing in the database are stored in the physical memory like hard disk. The data
location in the physical memory is called as physical blocks.
 When a transaction retrieves the data from these physical blocks, the same is copied to the main
memory and are stored in buffer blocks.
 These [Buffer blocks] are temporary storage blocks and are helpful in accessing the data again
and again.
This reduces the access to physical blocks and hence time/cost are also reduced.
Types of Data Processing
A data processing system is a combination of machines, people and processes that for a
set of inputs produces a defined set of outputs.
The inputs and outputs are interpreted as data, facts, information depending on the
interpreter’s relation to the system.
This is also termed as information system.
A data processing system may involve some combination of
 Conversion
 Validation
 Sorting
 Summarization
 Aggregation
 Analysis
 Reporting

 Data Conversion:
Data conversion is the conversion of computer data from one format to another.
In computer environment, data is enclosed in a variety of ways.
Ex: Hardware  Data Converted from human to machine level language.
 Data Validation:
Data validation is the process of ensuring that a program operates on clean, correct and
useful data. It uses “Validation Rules”, validation constraints, or check routines that check for
correctness, meaningfulness and security of data that are input to the system.

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The rules may be implemented through the automated facilities of a data dictionary.

 Data Sorting:
Arranging in an ordered sequence is called sorting. Sorting is a common operation in
many applications, and efficient algorithms to perform it have been developed.
The most common uses of sorted sequences are:
 Making lookup or search efficient.
 Making merging of sequences efficient.
 Enable processing of data in a defined order.
The opposite of sorting, rearranging a sequence of items in a random or meaningless
order, is called shuffling.
 Data can be sorted either in a ascending order or in descending order.
 Data Summarization:
In descriptive statistics, summary statistics are used to summarize a set if observations, in
order to communicate the largest amount of the information as simply as possible.
 Reducing detailed data in to main points.
 Data Aggregation
Aggregation data are data combined from several measurements. When data are
aggregated, groups of observations are replaced with summary statistics based on those
observations.
 Data aggregation is any process in which information is gathered and expressed in a
summary form, for purposes such as statistical analysis.
 Data Analysis
Data analysis, is also known as analysis of data analytics, is a process of inspecting,
cleansing, transforming, and modelling data with the goal of discovering useful information,
suggesting conclusions, and supporting decision making.
 Data Reporting
Data reporting is the process of collecting and submitting data to authorities entrusted
with compiling statistics.
 Accurate data reporting gives rise to accurate analysis of the facts on the ground.
 In accurate data reporting can lead as uninformed decisions based on the evidence.
 Conclusion

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Data Processing is, generally, “the collection and manipulation of items of data to
produce the meaningful information”.
 It can be considered as a subset of information processing.

Data Collection
(Source
Document)

Storage Input (Data)

Data Processing Cycle

Output
Processing
(Informatio)

 Database Languages:
Database languages are used for read, update and store data in a database. There are several
such languages that can be used for this purpose, one of them is SQL (Structure Query
Language)
Types of DBMS Languages:
1. DDL ( Data Definition Language)
2. DML ( Data Manipulation Language)
3. DCL (Data Control Language)
4. TCL ( Transaction Control Language)

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Database Languages

Transaction
Data Control
Data Definition Data Control
Manipulation Language
Language Language
Language

CREATE SELECT
COMMIT
ALTER INSERT GRANT
SAVEPOINT
TRUNCATE UPATE REVOKE
ROLLBACK
DROP DELETE
RENAME MERGE
COMMENT LOCK TABLE

1. Data Definition Language (DDL)

DDL is used for specifying the database scheme.
 Create
 Alter
 Drop
 Truncate
 Rename
 Create: Used to create objects in the database.
Syntax:
Create Table table_name (Column1 datatype (size), Column2 datatype (size), …..);
Ex: Create Table Employee (emp_idint(10), emp_namevarchar(20), address
Varchar(50));
 Alter :It is used to alters the structure of the database.
Syntax:
Alter Table Table_name ADD column_namecolumn_definition (size);
Ex: Alter table employee ADD mobile_numberint(10);
 Drop: The Drop command is used to remove an object from the database.
If we Drop a table, all the rows in the table is deleted and the table structure is
removed from the database.
 Once a table is dropped we cannot get it back,
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Syntax:
Drop table table_name;
Ex:Drop table employee;
 Truncate: Truncate table statement is a Data Definition Language (DDL) operation that
marks extends of the table for de-allocation.
 The result of the operation quickly removes all data from a table.
Syntax:
Truncate table table_name;
Ex:Truncate table employee;
 Comment: Comments can make our application easier for us to read and maintain. We
can include a comment in a statement that describes the purpose of the statement within
our application.A Comment can appear between any keywords, parameters or
punctuation marks in a statement.
Syntax:
--comment goes here
/* comment goes here */
Ex: /* Managers in MBA*/
 Rename: With Rename statement we can Rename a table.
Syntax:
Rename Table Table_name to new_table_name;
Ex:Rename Table Employee to Student;
2. Data Manipulation Language (DML):
A Language that offers a set of operations to support the fundamental data manipulation
operations on the data held in the database.Data Manipulation Language (DML) statements are
used to manage data with in schema objects.
Here are the list of tasks that come under DML:
1. Select
2. Insert
3. Update
4. Delete
5. Merge
6. Lock Table

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1. Select:
It retrieve data from a database. The select statement returns a result set of records from
one or more tables. Select query is a command which is used to retrieve data from tables. The
data returned is stored in a result table, called the result set.
Syntax:Select Column1, Column2, --- from table_name;
Or
Select * from table_name;
Ex: Select emp_id, emp_name from employee;
Select * from employee;
2. Insert: Insert command is used to insert data into a table.
Syntax:
INSERT INTO Table_name VALUES(DATA1,DATA2,…..)
Ex: Insert into student(id,name)values(102,’Harish’);
Insert into statement is used to add new rows of data to a table in the database.
3. Update:
Update command is used to update a row in a table.
Syntax:
UPDATE TABLE_NAME SET COLUMN_NAME=VALUE WHERE CONDITION
Ex:Update student set age=13 where s_id=102;
4. DELETE:
DELETE command is used to delete data from a table. Delete command can also be used
with condition to delete a particular row.
Syntax:
DELETE FROM TABLE_NAME ;
Ex:Delete from student;
5. MERGE:
MERGE Keyword is used to select rows from one or more sources for update or insert
data into a table or view.
6. LOCK TABLE:
LOCK TABLE is used to lock one or more tables, table partitions or table subpartitions
in a specified mode.
This lock manually overrides automatic locking and permits or denies access to a table or
view by other users for the duration of our operation.

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3. Data Control Language

Data Control Language (DCL) is used to control privilege in database. To perform any
operation in the database, such as for creating tables, sequences or views we need privileges.
Privileges are of two types. They are:
1.Grant
2.Revoke.
1. Grant
Grant is used to provide any user access privileges or other privileges for the database.
Syntax:
GRANT PRIVILEGE_NAME TO USERNAME;
Ex: GRANT CREATE TABLE TO username;
2. Revoke:
REVOKE is used to take back permissions from any user.
In other words REVOKE removes the privileges given on the database objects. We can
remove all the privileges or remove one or more privileges from the objects.
Syntax:
REVOKE PRIVILEGE_NAME FROM USERNAME;
Ex:REVOKE create table from username;

3. Transaction Control Language:

Transaction control statements are used to run the changes made by DML statements.
It allows statements to be grouped together into logical transactions.
COMMIT It saves the work done.
SAVEPOINT It identifies a point in a transaction into which we can later rollback.
ROLLBACK It restores database to original, since the last COMMIT.

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