Chapter 1 - Part 01

Data refers to the raw facts that is not yet been processed to reveal its meaning to the end user

Information is the result of processing raw facts to reveal its meaning. It consist transformed data
and facilitates decision making

Knowledge is the body of information and facts about a specific subject. The characteristic of
knowledge is that new knowledge can be derived from old knowledge.

Summary:

 Data constitute the building block of information

 Information is produced by processing data
 Information is used to reveal the meaning of data
 Relevant, timely and accurate information is the key to good decision making
 Good decision making is the key to organisational survival in the global environment

Data management is the discipline that focuses on proper generation, storage and retrieval of data.
Data management functions include:

 Addition
 Deletion
 Listing
 modification

Database is the shared, integrated computer structure that stores a collection of related data. It
consist 2 types of data:

 End user data: raw facts of interest to the user

 Meta data: data about data. It describes the data characteristics and a set of relationships
that links the data found in the database. It presents a more complete picture of data in the
database.

Database structure/Database environment

Database management system is the collection of programs that manages the database structure
and control access to the data stored in the database.

Database system is the organisation of components the defines and regulates the collection, storage,
management and use of data in the database environment
Types of databases

1. Classified by the number of users

a) Single user database: database that supports only one user at a time.

i. Desktop Database: single user database that runs on personal

computers

b) Multiuser database: database the supports multiple users at the same time.

ii. Workgroup database: multiuser database that supports a small

number of users, usually fewer than 50 of specific department
within an organisation.
iii. Enterprise database: multiuser database that supports more than
50 users across many departments.
2. Classified by location

a) Centralised database: database that supports data located at a single site.

b) Distributed: database that supports data distributed across several sites
c) Cloud database: database that is created and maintained using cloud data
services.

3. Classified by the type of data stored in the database

a) Discipline specific database: database that contains data focused on a specific

subject area. Mainly used for academic and research purpose.
b) General purpose database: database that contains a wide variety of data
used in multiple disciplines

4. Classified by how it will be used

a) Operational database also known as production, transactional database or
online transaction processing database. Database designed to primarily
support company day to day operations
b) Analytical database: databased used to store historical data and business
metrics for strategic and tactical decision making.

Analytical database comprises2 main components:

1. Data warehouse: specialised database that stores data in a format

optimized for decision support. It contains data obtained from the
operational database as well as data from external sources.
2. Online analytical processing: set of tools that work together to provide
an advanced data analysis environment for retrieving, processing and
modelling data from the data warehouse.
Chapter 01 – Part 02

Roles of a DBMS

a. Improved data sharing: DBM creates an environment in which end users

have better access to more and better managed data. Such access makes it
easier for the end users to quickly respond to changes in the environment.
b. Improved data security: DBMS provides a framework that enforces data
privacy and security policies.
c. Improved decision making: better managed data and improved data access
provided by the DBMS allows for generation of better quality information on
which better decisions are based.
d. Improved data access: DBMS makes it possible to produce quick answers to
AD HOC queries.
e. Increased end user productivity: the availability of data combined with the
tools that transform data into usable information empowers the end user to
make quick informed decisions.
f. Better data integration
g. Better data inconsistency

Advantages of the DBMS

a. DSBMS serves as an intermediary between the user and the database.

b. DSBMS enables the data in the database to be shared among multiple
applications or users
c. DSBMS integrates different user views of data into a single all-encompassing
data repository.

Functions of the DSBMS

a. Data dictionary management: DSBMS stores definitions of data elements

and relationships in a data dictionary.
b. Data storage management: DSBMS creates and manages the complex
structures required for data storage relieving database designers from
difficult task of defining and programming the physical data characteristics.
c. Data transformation and presentation: DBMS transforms entered data to
conform to the required data structures.
d. Security management: DBMS creates a security system that enforces user
security and data privacy.
e. Multi user access control: DBMS uses algorithms to ensure that multiusers
can access the database concurrently without compromising its integrity.
f. Backup and recovery management: DBMS provides a backup and recovering
of data to ensure data safety and integrity.
g. Data integrity management: DBMS promotes and enforces integrity rules
thus maximising data consistency and minimising data redundancy.
h. Database communication interfaces: DBMS accept end user requests via
multiple different network environment.
i. Data access languages and application programming interfaces: DBMS
provide data access through a query language.
Components of a database system

1. Hardware: refers to all systems physical devices. Includes computers, storage devices,
printers, network devices, etc.
2. Procedures: refers to instructions and rules that governs the design and use of the database
system.
3. Data: raw facts stored in the database.
4. Software: collection of computer instructions that tells the computer how to work.
a. Operating system software: manages all hardware components and makes it
possible for all other software to run on the computer
b. DBMS software: manages the database within the database system, for example
IBM’s DB2, Microsoft SQL server and ORACLE MySQL.
c. Application programs and utility software: used to access and manipulate data in the
DBMS. Manages the computer environment in which data access and manipulation
take place.
5. People: includes all users of the database.
a. System administrators: oversees the database system general operations.
b. Database administrators: manages the database management system and ensures
that the database functions properly.
c. Database designers: design the database structure.
d. End users: people who use the application program to run the organisations daily
operation.
e. System analysts and programmers: design and implement the application programs.
The design data entry screens, reports and procedures
Chapter 01 – Part 03 Importance of database design

Database design: refers to activities that focus on the design of the database structure that will be
used to store and manage end user data.

A well designed database:

 Facilitates data management

 Generates accurate and valuable information.

Poorly designed database:

 Cause difficult to trace errors that may lead to poor decision making
 Poor decision making can lead to the failure of the organisation

Evolution of file system data processing

1. Manual file systems

 Accomplished through a system of file folders and filling cabinets.
2. Computerized file systems
 Data processing specialist created a computer based system to track and produce
required reports.
 From the data processing specialist, computer files within the file system were
created to be similar to manual file. Data management programs were created to
add, delete and update data from a file.
 From the end user perspective, system separated users from data.
3. File system redux: Modern end user productivity tools.
Microsoft e excel
 Widely used by business users
 They allow users to enter data in series of rows and columns so data can
be manipulated using a wide range of functions.
 The use of spreadsheets enables users to conduct sophisticated data
analysis. Enhancing their ability to understand data and make better
decisions.

Problems with file systems problems

1. Lengthy development times

 Data retrieval requires extensive programming.
 Programmers specify what must be done and how to do it.
2. Difficulty in getting quick answers
 For reports to be produced they needed a program.
3. Complex system administration
 Files requires creating and maintaining several file management programs.
 Each file have its own file management program that allows the user to add, modify
and delete records to list file contents and generate reports.
 4. Lack of security
 Sharing data among multiple geographically dispersed users introduce a lot of
security risk.
 Security and data sharing features are difficult to program and often omitted from a
file system environment.

5. Extensive programming
 Making changes to an existing file structure can be difficult in a file system
environment.

Structural and data dependency

Structural dependence

 Data characteristic in which a change in a database schema affects data access.

Structural dependence

 Data characteristic in which changes in database schema does not affect data access.

Data type

 Defines the kind of values that can be used or stored.

 Determines the operations that can be applied to that data.

Data dependence

 A data condition in which data representation and manipulation are dependent on physical
storage characteristics

Data independence

 Condition in which data access is unaffected by changes in physical data storage

characteristics.

Logical data format

 The way that a person view data within the context of a problem domain

Physical data format

 The way that a computer sees or store data.

Data redundancy

Exist when the same data is stored at different places and can result in:

1. Poor data security: having multiple copies of data increases a chance for a copy of the data
to be susceptible to unauthorised access.
2. Data consistency: exist when different and conflicting versions of the same data appear in
different places.
3. Data entry errors: data entry errors are more likely to occur when complex entries are made
in several different files.
4. Data integrity problems: misspelled names or incorrect phone number.
5. Data integrity: data is accurate, there are no data inconsistency. Data is verifiable and will
always yield consistent results.
6. Condition in which the data in the database complies with all entity and referential integrity
constraints.

Complex database terminology

1. Very large database: database that supports large amount of data usually in petabyte range.
2. In memory database: in memory database that supports faster database processing.
3. Big data database: database that supports or manage large amounts of non-tabular data.
4. Cloud database: resides on the internet land not on the organisations network
infrastructure.

Disadvantages of database system

1. Increased costs: database systems requires sophisticated software and hardware and highly
skilled personnel.
2. Management complexity: database system hold crucial company data that is accessed from
multiple sources, security issues must be accessed constantly.
3. Maintaining currency: database system requires frequent updates and application of latest
patches and security measures to all components.
4. Vendor dependence: companies are likely to be reluctant to change database vendors
because of investment in technology and personnel training.
5. Management complexity. Database systems interface with many different technologies and
have a significant impact on a company’s resources and culture. The changes introduced by
the adoption of a database system must be properly managed to ensure that they help
advance the company’s objectives. Because database systems hold crucial company data
that are accessed from multiple sources, security issues must be assessed constantly.
6. Frequent upgrade/replacement cycles. DBMS vendors frequently upgrade their products by
adding new functionality. Such new features often come bundled in new upgrade versions of
the software. Some of these versions require hardware upgrades. Not only do the upgrades
themselves cost money but it also costs money to train database users and administrators to
properly use and manage the new features.