Database Design Topic 1

And Development DATABASE

CONCEPTS
Nor Azlina Binti Aziz Fadzillah
FSKM
UiTM Kampus Seremban, NS
 TOPIC OUTLINE
2

DATA AND INFORMATION

INTRODUCING THE DATABASE
THE IMPORTANCE OF DATABASE DESIGN

THE HISTORICAL ROOTS OF DATABASE

A FILE SYSTEM CRITIQUE

DATABASE SYSTEMS
DATABASE PROFESSIONAL CAREER
4 WHY DATABASES?
How can organizations store, process and quickly retrieve
the facts that decision makers want to know?

Good decisions require

good information derived from data (raw facts).

Data is managed most efficiently when stored

in a database.
 Why Databases
5

• Data management is a discipline that focuses on the

proper generation, storage and retrieval of data.

• Databases solve many of the problems encountered

in data management (to store, process, retrieve,
manipulate, disseminate).

• Therefore, it is important to understand how

databases work and interact with other systems and
applications.
6 DATA AND INFORMATION
 Data vs. Information
7

Data Information
Raw facts Processed data

The facts have not yet been processed The result of processing raw data to
to reveal their meaning reveal its meaning

Building blocks (foundation) of Enables knowledge creation

information (familiarity, awareness and
understanding of information as it
applies to an environment)

Examples:
• Sales data are names, quantities, and dollar amounts
• Sales information is amount of sales by product type, sales territory, or
salesperson
 Transforming Raw Data into Information
8

▪ Common Steps:
a) Data entry screen
b) Raw data in database table
c) Information in summary format (tabular/graphical)
 Data and Information
9

▪ Key points:
• Data constitute the building blocks (foundation) of
information.
• Information is produced by processing data.
• Information is used to reveal the meaning of data.
• Accurate, relevant and timely information is the key to
good decision making.
• Good decision making is the key to organizational
survival in a global environment.
10 INTRODUCING THE DATABASE
 Database
11

 Database: a shared & integrated computer structure

that stores a collection of end-user data and
metadata

 End-user data: raw facts of interest to the end user

 Metadata: data about data, through which the end-user

data are integrated and managed
◼ Describe data characteristics and relationships
 More on Metadata
12

Source:
https://dataedo.com/kb/data-glossary/what-is-metadata
(you may also find other examples of metadata in this web)
 DBMS
13

 Database management system (DBMS): collection

of programs that manages structure and controls
access to data
 Makes data management more effective and efficient.

A database resembles
a well-organized electronic filing cabinet with
powerful software (the DBMS)
to help manage the electronic cabinet’s contents.
 DBMS Manages Interaction
Between End Users (or Application Program) and Database
 Roles of DBMS
15

DBMS serves as the

intermediary
between the user (or application program) and
the database.

Benefits:
1. DBMS enables data to be shared among many users and
applications.
2. DBMS integrates many different users’ views of the data into
a single data repository.
 Advantages of DBMS
16

 Improved data sharing (end users have better access)

 Improved data security (access with authorization)
 Better data integration (can see how actions in one segment of
the company affect other segments)
 Minimized data inconsistency (data inconsistency exists when
different versions of the same data appear in different places)
 Improved data access (to perform ad hoc queries and query
result)
 Improved decision making (with better-managed data and
improved data access to generate quality information. Data
quality promotes accuracy, validity, and timeliness of data)
 Increased end-user productivity (empowers end users to make
quick and informed decision)
 Types of Databases
17

 Databases can be classified according to:

DB Classification

[1] Number [2] Location [3] Type of [4] Data [5] Degree to which Data
of Users Data Stored Usage are Structured

Single-User Centralized General- Operational Unstructured

purpose

Multiuser Decentraliz Discipline- Warehouse Semi-structured

ed specific

Cloud DB Structured
 Types of Databases
18

 [1] Number of Users

 Single-user database supports only one user at a time

◼ Allows only one connection to a database at a given
moment in time.
◼ E.g. Desktop database: single-user; runs on PC (locally)

 Multiuser database supports multiple users at the

same time
◼ Workgroup and enterprise databases
◼ E.g. i-Student Portal, any Web application
 Types of Databases
19

 [2] Location
 Centralized database: data located at a single site
 Distributed/Decentralized database: data distributed across several
different sites
 Cloud database: database that is created and maintained using
cloud data services

 [3] Type of Data Stored

 General-purpose databases: Contains a wide variety of data used in
multiple disciplines
◼ LexisNexis and ProQuest DB that contains newspaper, magazine an
journal articles on variety of topics
 Discipline-specific databases: Contains data focused on specific
subject areas
◼ Financial database, geographic information system (GIS) database,
medical database
 Types of Databases
20

 [4] Data Usage

 Operational database: supports a company’s day-to-day
operations
◼ Alsoknown as online transaction processing (OLTP), transactional
or production database
 Analytical database: stores historical data used for
tactical or strategic decision making
◼ Comprise of data warehouse and online analytical processing
(OLAP) that leads to business intelligence
 Types of Databases
21

 [5] Degree to Which Data are Structured

Unstructured data
• Data exist in their original state
• No identifiable structure in original format
• Example: bitmap images/objects, text and other data types that are not part of a
database

Structured data
• Data is identifiable because it is organized in a structure
• As a result from formatting, the data has structure applied based on type of
processing to be performed
• Example: database

Semi-structured data
• Data has been processed to some extent
• Has structure but not enough to qualify as structured data (Loshin, 2005)
• Example: webpage (the data are presented in a prearranged format to convey
information)
Types of Databases (cont'd.)

ANALYTICAL
23 THE IMPORTANCE OF DATABASE DESIGN
 Why Database Design Is Important
24

 Database design refers to the activities that focus on

the design of database structure that will be used to
store and manage end-user data
 Data are one of an organization’s most valuable assets.

 Well-designed database:
 Facilitates
data management
 Generates accurate and valuable
information

 Poorly designed database:

 Causes difficult-to-trace errors
25 THE HISTORICAL ROOTS OF DATABASE
 Evolution of File System Data Processing
26

Accomplished through a system of file folders and filing cabinets

Data processing (DP) specialist is hired to create a computer-based system (similar to

manual files) that would track data and produce required reports

Includes spreadsheet programs such as Microsoft Excel

allows end-users for direct hands-on access to data
 A Simple File System
27

Each file in the department used its own application program.

 A Simple File System
28

Typical computer file systems

(a single file in the form of rows and columns)
 Basic File Terminology
29
 Exercise
30

Referring to the above tables, identify the following:

• Data
• Field
• Record
• File
 A FILE SYSTEM CRITIQUE
31
(PROBLEMS WITH FILE SYSTEM DATA PROCESSING)

Why we need to know?

Understanding the shortcomings of the file system

can enable us to understand about the development
of modern databases.

To avoid making the same file system problems in a

database environment.
Problems with File System Data Processing
32

• Simple data-retrieval task requires extensive programming

• Extensive programming makes ad hoc queries impossible

• Becomes difficult as the number of files expands

• Security features and data–sharing features are difficult to program

• Difficult to make changes to existing file structure

 Structural and Data Dependence
34

 A file system exhibits structural and data independence.

 Structural dependence: Access to a file is dependent on its own
structure
 Example: add new DOB field
 All file system programs are modified to conform to a new file structure
 Structural independence: File structure is changed without affecting
the application’s ability to access the data
 Data dependence: Data access changes when data storage
characteristics change
 Example: change data type from integer to decimal
 All data access programs are subject to change when data storage
characteristics change
 Data independence: Data storage characteristics is changed without
affecting the program’s ability to access the data
 Data Redundancy
35

 Data redundancy means unnecessarily stores the same

data at different places

 Database professionals use the term islands of

information (data are scattered in many locations)
 Thus, it increases the probability of having different
versions of the same data
 Exercise
36

• Which department owns CUSTOMER file?

• Which department owns AGENT file?
• Is there data redundancy or islands of information?
 Exercise
37

Now, do you see any data redundancy or islands of information?

 Data Redundancy
38

 Uncontrolled data redundancy creates:

 Poor data security - multiple copies of data increase the
chance of unauthorized access
 Data inconsistency - different and conflicting versions of same
data occur at different places
 Increased likelihood of data-entry errors when complex entries
are made in different files (eg: phone number)
 Data anomalies - abnormalities when not all of the required
changes are made successfully in the redundant data
◼ Update anomalies:
abnormalities when updating existing data value
◼ Insertion anomalies:
abnormalities when inserting a new record
◼ Deletion anomalies:
abnormalities when deleting an existing record
 What is an anamoly?
39
 What is an anamoly?
40
 What is an anamoly?
41
 What is an anamoly?
42
Exercise
43

Update anomalies:
What happens when Leah F. Han change her phone number?
Insertion anomalies:
If only the CUSTOMER file exists (since you are working in Sales Department and
do not have access to AGENT file in Personnel Department), what will happen
when you want to add a new customer record?
Deletion anomalies:
What will happen if you delete customers Amy B. O’Brian, George Williams and
Olette K. Smith?
 Data Integrity
44

 The aim is always to ensure data integrity.

 Data integrity: the condition in which all data in the
database are consistent with real-world events and
conditions.
 It means that:
 Data are accurate – no data inconsistencies.
 Data are verifiable – always yield consistent/correct
results.
 Lack of Design and Data-Modeling Skills
45

 Despite multiple personal productivity tools (spreadsheet and

desktop databases) being available, most users lack the skill
to properly design databases
 Data-modeling skills are vital in the database design process
 Good data modeling facilitates communication between the
users, designers, and programmer/developer in the process of
database design and database development

These are among the reasons

why you are in this class…
46 DATABASE SYSTEMS
The problems inherent in file systems make using a
database system very desirable.
 Database Systems
47

❑ Database system consists of logically related

data stored in a single logical data repository
❑ Physically distributed among multiple storage facilities

❑ DBMS eliminates most of file system’s problems

❑ Current generation DBMS software:

❑ Stores data structures, relationships between structures,
and access paths
❑ Defines, stores, and manages all access paths and
components
48
 The Database System Environment
49

 Database system refers to an organization of

components that defines and regulates the
collection, storage, management, use of data.

data
hardware software procedure people

bridge
machine components human components
 Exercise
50

• Which one is the hardware?

• Which one is the software?
• Where is the data?
• Who are the people involved in the database system?
• What are procedures?
 The Database System Environment
51

 Hardware: all the system’s physical devices

 PC, Workstation, Server, Mainframe, Supercomputer, storage devices, printers,
network devices
 Software: three types of software required:
 Operating system software
 DBMS software: IBM DB2, Oracle, MySQL
 Application programs and utility software
 Data: the collection of raw facts stored in the database
 People: all users of the database system
 System administrators
 Database administrators
 Database designers
 Systems analysts and programmers
 End users
 Procedures: instructions and rules that govern the design and use of the
database system. It enforces standards and makes easier monitoring and
auditing activities.
 DBMS Functions
52

Data dictionary management

• Data dictionary: Stores definitions of the data elements and their relationships
(metadata). Removes structural and data dependency.

Data storage management

• Performance tuning: Ensures efficient performance of the database in terms of
storage and access speed

Data transformation and presentation

• Transforms entered data to conform to required data structures. Transforms

physically retrieved data to conform to user’s logical expectations

Security management
• Enforces user security and data privacy
 DBMS Functions
53

Multiuser access control

• Sophisticated algorithms ensure that multiple users can access the
database concurrently without compromising its integrity

Backup and recovery management

• Enables recovery of the database after a failure

Data integrity management

• Minimizes redundancy and maximizes consistency

 DBMS Functions
54

Database access languages and application programming

interfaces
• Query language: Lets the user specify what must be done without having to
specify how
• Structured Query Language (SQL): De facto query language and data
access standard supported by the majority of DBMS vendors

Database communication interfaces

• Accept end-user requests via multiple, different network

environments
• Example: DBMS allows access to DB via the Internet through Google
Chrome, Mozilla Firefox or IE.
 Disadvantages of Database Systems
55

 Increased costs: sophisticated hardware, software,

license, training, skilled personnel and maintenance costs
 Management complexity: manage company’s
resources, data safety, data security, manage
resistance, company’s goals
 Maintaining currency: keep your system up-to-date
(frequent updates, apply latest patches, increase
security measures)
 Vendor dependence: limit the choice of database
system components
 Frequent upgrade/replacement cycles: add new
functions, hardware upgrades, compatibility issues
 Managing the Database System:
A Shift in Focus
56

 Database system provides a framework in which

strict procedures and standards enforced
 Role of human changes from programming to managing
organization’s resources
 Database system enables more sophisticated use
of the data
 Data structures created within the database and
their relationships determine the effectiveness
57 DATABASE PROFESSIONAL CAREER
 Database Career Opportunities
58
59 SUMMARY
 Summary
60

 Data are raw facts

 Information is the result of processing data to reveal its
meaning
 Accurate, relevant, and timely information is the key to good
decision making
 Data are usually stored in a database
 Database is a shared and integrated computer structure that
stores a collection of end-user data and metadata
 Metadata is data about data
 Database design defines the database structure
 Well-designed database facilitates data management and
generates valuable information
 Poorly designed database leads to bad decision making and
organizational failure
 Summary
61

 Databases evolved from manual and computerized

file systems
 In a file system, data stored in independent files
 Each requires its own management program
 Some limitations of file system data
management:
 Lengthy development time
 Difficult to get quick answers
 Complex system administration
 Lack of security and limited data sharing
 Extensive programming
 Summary
62

 Database management systems were developed to

address file system’s inherent weaknesses
 DBMS implements a database and manages its
contents
 DBMS present database to end user as a single
data repository
 Promotes data sharing
 Eliminates islands of information

 DBMS enforces data integrity, eliminates data

redundancy, and promotes security
63 LET’S REVIEW YOUR UNDERSTANDING ☺
 Review Questions
64

 Differentiate between data and information.

 Why it is important to have accurate, relevant and timely information?
 What is database?
 Provide TWO (2) examples of end-user data and TWO (2) examples of metadata.
 List all types of databases.
 Why database design is important?
 Briefly describe about file system data processing.
 List TWO (2) problems of file system.
 Explain why file system is structural and data dependence.
 What is data redundancy, data inconsistency, data anamolies and data integrity?
 Define database systems.
 List all the database systems environment.
 What is DBMS?
 List any TWO (2) functions of DBMS.
 State TWO (2) advantages and TWO (2) disadvantages of DBMS.