apter 9 => Data Processing & Database Mana, ment System, ' chaps an magement Syste 9.1 Data A collection of raw f - ave not been processed to get eg eae es ia, The vocessing. Data is collected fem ire exact meaning. Data ited Yaw means that the facts i ifferent s ven to Phy consist of numbers, characters, symbols or pictur is collected for differer Samper for es etc. ses, Data Data is a vital resource for r any organizatioi Sry © mn. A rese is i w organi tion. Resources include buildings, furniture, ‘vehicles ee = a a resource i 7 Ss, mach . pun cored resus ene ova rec fron rman B - ient of the organizatis is Gates siectively. Itis not possible to make good decision if data ie not avalablein dosed femme in desired format. Example The data of a student may consist of R d An oll Number, Stu: Marks of different subjects. The purpose of collecting dae a ee eee Nadent during the study period. intain the recone of te 9.1.1 Types of Data Data may be of the following types: 4. Numeric Data Numeric data consists of numeric digits from 0 to 9 like 10, 245 or -5. Th i of data may either be positive or negative. 124 or. Themen PS 2. Alphabetic Data ‘Alphabetic data consists of alphabetic leters from A to Z, ato z and blank spaces e.g "TT Series", "Computer" and "Islam" etc. 3, Alphanumeric Data of numeric digits (0 to 9), letters (A to Z) and all special ‘Alphanumeric data consists characters like +, %, and @ etc. like "87%", "$300" and "H#17". 4, Image Data Image data i drawings. This form of data is more include charts, graphs, pictures and comprehensive. It can be transmitted as a set of bits. 5, Audio Data Sound is a representation of aidio. It includes music, speech or any tyPe of sound. 6. Video Data / ou mages played at a high speed. Video is used to display Video is a set of full-motion ii actions and movements. 9.2 Data Processin . o into meaningful information is called date Poet i tem. Data is 3 data processing Sy ngful information .d into meanil converting data the output ofa consists information is nr decision-making. Ze must ing important decisions. Th equence. A process of Daia is the input and i but it cannot be used f in erder to use it for mal which are performed in a > be converts ‘of different steps is conversion ¢330 Examples of Data Processing Some examples of data processing are as follows: 1. The marks of students in the examination are stored as data. Suppose a list students is required who got A grade in the examination. Some processing wit} applied on marks of the students. This process will give new information in the form, of desired list. In this data processing, the marks of students are the data (input) ang the list of students with A grades is the information (output). | 2. People deposit money in banks that is stored as data in registers or computers, Suppose the bank manager wants to know the total amount deposited in the bank The total amount can be found by adding all amounts deposited in the bank. In this data processing, the amount of different people is data (input) and the sum of al] amounts is the information (output). 3. The data of the citizens of Pakistan is collected in census and stored permanently, This data can be processed for different purpose such as: a) To find out the literacy rate of the country b) To find out total number of PhD’s in the country ¢) To find out the poverty level in different areas of the country etc. Government uses this information to take important decisions. For example, government may take steps to eliminate poverty and improve the literacy rate in the country. 9.3 Electronic Data Processing In ‘electronic data processing, all calculations and processings are performed by computers, The data is given to the computer. The computer converts data into information by applying the required processing. Different software packages are used in computers for data processing. It takes far less time than other data processing techniques. Example Suppose there are 1000 students in a college. The college has to maintain a huge volume of students’ data. Suppose a list of students who have not submitted their fee is required. All forms of the students will be searched in manual data processing to find the required information. This process is very ‘time-consuming. However, the required information can be found in a few seconds by using electronic data processing. Advantages of Electronic Data Processing Some advantages of electronic data processing are as follows: 1. Itis more efficient. 2. Itis less time consuming. 3. A large amount of data can be processed easily. 4, Itis more reliable. 5. Itis more flexible and information can be presented in different styles. 6.. Chances of errors are less than other ways of processing. 9.3.1 Electronic Data Processing in Business Data is the most important asset in any business organization. Different type of information is produced from the data. The manual processing of data becomes mot difficult when the amount of data is very large. Electronic data processing is used in almos all organizations in order to get quick results and timely information.ne em The manual data processing requires clerical and administrative staff to perform different calculations. It increases the total cost of data processing system. The electronic data processing system requires a few persons to handle it. It minimizes the cost, 4. Record Keeping Electronic data processing system provides us an effective way of record keeping. We can easily keep a huge volume of data in the computer. It can also be retrieved and processed ina good and efficient manner. 5, Searching In large business, the amount of data increases day by day. In manual data processing, itis very difficult to search something from huge amount of data. Electronic data Processing system can search the required data within a few seconds. 6. Information. .__ Effective and timely decision-making is very important to run a business successfully, This decision-making is based on the information we get from the stored data. Electronic data SB 8 processing provides the required information in a complete and comprehensive way. Ithelps in taking effective decisions about the business. 7, Services In any business, customers play an important part in its success or failure. It is very important to serve customers in a good manner. Data processing system should provide the Tequired information to customers. Electronic data Processing system can serve customers more effectively. We can represent information for the customers in different and easy way. 8. Communication The information can be sent to many people in less time using electronic data Processing. For example, a bank can send the balance sheet of all customers through email. 9. Scope The use of electronic data processing system can expand the scope of the careers “ample, the customers can interact with the organization from any place of pe organization has a website. The required information can be displayed on the website. 10. Flexibility i i ‘software Different software packages are available for electronic data Pe vor ending Packages give the facility to represent the information in different on aaen We can draw charts and graphs etc. We can also display the informa388. 9.4 Metadata | Metadata can be defined as data about data. It is used to describe the properties ang | characteristics of some other data. Metadata describes the size, format and othy, characteristics of data. It also includes the rules and constraints about data. Example When you create a table, you specify the data type, size, format and other constraint, for entering data in different fields of the table. This is metadata of the table. It describes the Properties of the data to be stored in the table. Metadata is very important to ensure the integrity of the data. Fieldname | Data type Length | Description ‘Constraint 7 Roll No Integer 3 Roll No of the student _[ Value from 1 to 100 | IT Series => The Concepts of Information Technol Name. Alphabetic 50, Name of the student Address Alphanumeric | 100 Address of the student Email Alphanumeric [25 Email of the student | Must contain @ and. Phone. Alphanumeric [25 Phone of the student Figure 9.1: Example of metadata [1 [Baz [Faisalabad Figure 9.2: Example of a database table [email protected]:pk 784682 [email protected] 9.5 Database Database is an organized collection of related data. The word organized means that data is stored in such a way that the user can store, manipulate and retrieve data easily. The word related means that database is normally created to store data about a:particular topic, For example, if you cteate a database for students, it will contain the data about the students Such as roll no, name, address and other information about the students Similarly, if the database is about the employees of an organization, it will contain the data of the employees such as employee ID, grade and salary etc. All data in the database is arranged in tables Tables Table is the fundamental object of database structure. The basic purpose of a table is to store dala, Tt consists of rows and columns. A table is a very convenient way to store data The user can easily manipulate the data in a table. Serial No Qualification 1 Usman | BSc. [email protected] pk 2 ‘Abdullah [ MSc. [email protected] 3 Ejaz MSc. [email protected] Figure 9.3: Records tablechapter? = Data Processing & Database Management System Asingle row/record Columns / Field Columns are the vertical part of the table. For e ne a ee ample, all values under Name field in eal . [ Usman | Abdullah [ijaz | 9.5.1 Examples of Databases Some important examples of databases are as follows: 1. Phone Directory Phone directory is a simple example of a database. A phone directory stores the phone numbers of different persons. You can search any phone number from the phone directory easily because all phone numbers are stored in an organized way. 2. Library . : A library contains thousands of books. It is very difficult to handle the records of all these books without a database. A database system can be used to store the records of books, members of the library, issuance and recovery of the books etc. The user can use the database tosearch the required books easily. This database can help a lot for doing research work. 3. Accounts A database is used to control the accounts system of an organization. The accounts database keeps record of all financial transactions. It can easily perform different calculations to find the information about the business such as annual profit, trial balance and ledger etc. 4. College A college has many students in different classes. A database may be used to Keep fe tecords of the students, fee transactions, examination information and other data about the college. You can also store the attendance of the student in the database,