Introduction to

Database
Management
Systems
P R E PA R E D B Y: G A P I M E N T E L

20/08/24
 1. Introduction
2. An Example
3. Characteristics of the Database
Approach
Chapter 4. Actors on the Scene
Outline 5. Workers Behind the Scene
6. Advantages of Using the DBMS
Approach
7. When Not to Use a DBMS
Chapter Objectives

At the end of the chapter the students must be able to:

• Define Database Management System
• Discuss the Characteristics of the Database Approach
• Differentiate the Actors and Workers Behind the Scene in Databases
• Discuss the Advantages and Disadvantages of DBMS
Introduction
Databases and database technology have had a major impact on the growing use of
computers. It is fair to say that databases play a critical role in almost all areas where
computers are used, including business, electronic commerce, social media, engineering,
medicine, genetics, law, education, and library science.

The word database is so commonly used that we must begin by defining what a database is.
Introduction
Databases and database systems are an essential component of life in modern society:
most of us encounter daily activities that involve some interaction with a database.
Examples (but not limited to):
• Bank Transactions
Traditional Database Applications -
• Travel Booking most of the information that is
stored and accessed is either
• Purchasing Products
textual or numeric
• Enrollment
Introduction
In the past few years, advances in technology have led to exciting new applications of
database systems. The proliferation of social media Web sites, such as Facebook,
Twitter, and Flickr, among many others, has required the creation of huge databases
that store nontraditional data, such as posts, tweets, images, and video clips.
New types of database systems, often referred to as big data storage systems, have been
created to manage data for social media applications. These types of systems are used by
companies such as Google, Amazon, and Yahoo, to manage the data required in their
Web search engines, as well as to provide cloud storage.
 Introduction
For simplicity:
Data – known facts that can be recorded and that have implicit meaning.

Database – a collection of related data.

A Database has the following properties:

• Represents some aspect of the real world (miniworld or the universe of discourse (UoD)).

• Logically coherent

• Contains a specific purpose

Introduction
Relational Database – data is organized into one or more tables. Each table has a set
of fields, which define the nature of the data stored in the table. A record is one
instance of a set of fields in a table.
Field - It is also referred to as a column or an attribute, Each column in a database table
holds a separate field.
Record - It is also referred to as a row, Each row in a database table is a record
Introduction
A database may be generated and maintained manually or it may be computerized.

A computerized database may be created and maintained either by a group of

application programs written specifically for that task or by a database management
system.
Introduction
Database Management System (DBMS)

Computerized system that enables users to create and maintain a database. It is a

general-purpose software system that facilitates the processes of defining,
constructing, manipulating, and sharing databases among various users and
applications. Four main
types of
actions in
databases
Introduction
Database Management System (DBMS)

Defining is specifying the data types, structures, and constraints of the data to be

stored in the database.

Database definition or descriptive information is also stored by the DBMS in the form
of a database catalog or dictionary; it is called meta-data.
Introduction
Database Management System (DBMS)

Constructing is the process of storing the data on some storage medium that is
controlled by the DBMS.

Manipulating a database includes functions such as: querying the database to retrieve
specific data, updating the database to reflect changes in the miniworld, and generating
reports from the data.
Introduction
Database Management System (DBMS)

Sharing a database allows multiple users and programs to access the database

simultaneously.
Introduction
Database Management System (DBMS)

Application Program - accesses the database by sending queries or requests for

data to the DBMS.

Query – data retrieval

Transaction – writing and reading data

Introduction
Introduction
Database Management System (DBMS)

Other important functions:

Protection - system protection against hardware or software malfunction (or crashes)

and security protection against unauthorized or malicious access

Maintenance – allows the system to evolve as requirements change over time.

Introduction
Information System

An integrated set of components for collecting, storing, and processing data and for providing
information, knowledge, and digital products. Business firms and other organizations rely on information
systems to carry out and manage their operations, interact with their customers and suppliers, and
compete in the marketplace.
 Introduction
Civil Engineering Information System

In Building and Construction projects, tasks typically tend to become more routine at the clerical and
supervisory levels, but more challenging and demanding at the senior levels. However, computers also
permit solutions to problems that cannot be attacked manually, with a consequent increase in job
satisfaction at the relevant level.
 Introduction
Civil Engineering Information System

The utilization of on-site Engineering Information Systems (EIS) is becoming more and more
common due to its applications:

• Derives to a series of key outcomes: improved operational process, and increased productivity

• Provide superior project strategy through improved project productivity

 Introduction
Civil Engineering Information System

The utilization of on-site Engineering Information Systems (EIS) is becoming more and more
common due to its applications:

• Derives to a series of key outcomes: improved operational process, and increased productivity

• Provide superior project strategy through improved project productivity

Introduction
Civil Engineering Information System

Various different outcomes of the on-site EIS:

• Complete Project Information database that will include all the client's contact numbers, personal
information, and histories. All of the negotiations and documents will also be integrated within the
EIS.

• Detailed Project Outline, which includes information such as costing agreements; drawings of
related plans including underground sewerage, electricity, storm runoffs, easements, caveats, and other
factors which can influence the satisfactory completion of the project.
Introduction
Civil Engineering Information System

• Other relevant Building and Construction Information, including a list of companies that are
taking part in the project, need to be incorporated.

• Stock Control which includes all transactions that have taken place, receipts letters from suppliers,
and letters to suppliers/contractors, are necessary for accurate budgeting.

• Payroll, including all the payroll documentation, including payslips and payroll queries, job application
forms are also integrated within the EIS.
Introduction
Civil Engineering Information System

• All the Correspondence including all the information which is unable to be stored as hard copies are
stored in digital formats. This information includes drawings and photographs of scanned images or
databases of significant information.

• Miscellaneous Information, which is not part of the other outcomes is incorporated here.
 Introduction
DBMS Design

It is useful to describe a database as part of a larger undertaking known as an information system

within an organization.

1. Design of a new application for an existing database or design of a brand new database starts off
with a phase called requirements specification and analysis.
 Introduction
DBMS Design

2. These requirements are documented in detail and transformed into a conceptual design that can be
represented and manipulated using some computerized tools so that it can be easily maintained,
modified, and transformed into a database implementation.

3. The design is then translated to a logical design that can be expressed in a data model implemented
in a commercial DBMS.
 Introduction
DBMS Design

4. The final stage is physical design, during which further specifications are provided for storing and
accessing the database. The database design is implemented, populated with actual data, and
continuously maintained to reflect the state of the miniworld.
Example
Sample University Database

Data Records
Example
Sample University Database

To define the database, we must specify the structure of the records of each file by
specifying the different types of data elements to be stored in each record.

We must also specify a data type for each data element within a record. (ex. Text, Integer,
Single Character)
Example
Sample University Database

To construct the UNIVERSITY database, we store data to represent each student,

course, section, grade report, and prerequisite as a record in the appropriate file. Notice
that records in the various files may be related.

Most medium-size and large databases include many types of records and have many relationships
among the records.
Example
Sample University Database

Database manipulation involves querying and updating. Examples of queries are as follows:

• Retrieve the transcript—a list of all courses and grades—of “Smith”

• List the names of students who took the section of the “Database” course offered in fall 2008 and
their grades in that section

• List the prerequisites of the “Database” course

Example
Sample University Database

Examples of updates are as follows:

• Change the class of ‘Smith’ to sophomore

• Create a new section for the ‘Database’ course for this semester

• Enter a grade of ‘A’ for ‘Smith’ in the ‘Database’ section of last semester
Characteristics of the Database Approach
In the database approach, a single repository maintains data that is defined once and then accessed by
various users repeatedly through queries, transactions, and application programs. The main characteristics
of the database approach versus the file-processing approach are the following:

• Self-describing nature of a database system

• Insulation between programs and data, and data abstraction

• Support of multiple views of the data

• Sharing of data and multiuser transaction processing

Characteristics of the Database Approach
Self Describing Nature of a Database System

A fundamental characteristic of the database approach is that the database system contains not only the
database itself but also a complete definition or description of the database structure and constraints.
This definition is stored in the DBMS catalog, which contains information such as the structure of each
file, the type and storage format of each data item, and various constraints on the data. The information
stored in the catalog is called meta-data, and it describes the structure of the primary database
Characteristics of the Database Approach
Insulation Between Programs and Data, Data Abstraction

In traditional file processing, the structure of data files is embedded in the application programs, so any
changes to the structure of a file may require changing all programs that access that file. By contrast,
DBMS access programs do not require such changes in most cases. The structure of data files is stored in
the DBMS catalog separately from the access programs. We call this property program-data
independence.

Data Abstraction - The characteristic that allows program-data independence and program-operation
independence.
Characteristics of the Database Approach
Support of Multiple Views of the Data

A database typically has many types of users, each of whom may require a different perspective or view
of the database. A view may be a subset of the database or it may contain virtual data that is derived from
the database files but is not explicitly stored. Some users may not need to be aware of whether the data
they refer to is stored or derived. A multiuser DBMS whose users have a variety of distinct applications
must provide facilities for defining multiple views.
Characteristics of the Database Approach
Sharing of data and multiuser transaction processing

A multiuser DBMS, as its name implies, must allow multiple users to access the database at the same time.
This is essential if data for multiple applications is to be integrated and maintained in a single database.
The DBMS must include concurrency control software to ensure that several users trying to update the
same data do so in a controlled manner so that the result of the updates is correct.
Actors on a Scene
For a small personal database one person typically defines, constructs, and manipulates the database, and
there is no sharing.

However, in large organizations, many people are involved in the design, use, and maintenance of a large
database with hundreds or thousands of users.
Actors on a Scene
Database Administrators (DBA)

A chief administrator to oversee and manage resources. Responsible for authorizing access to the
database, coordinating and monitoring its use, and acquiring software and hardware resources as needed.
They are accountable for problems such as security breaches and poor system response time. In large
organizations, the DBA is assisted by a staff that carries out these functions.
Actors on a Scene
Database Designers

Responsible for identifying the data to be stored in the database and for choosing appropriate structures
to represent and store this data. These tasks are mostly undertaken before the database is actually
implemented and populated with data. It is the responsibility of database designers to communicate with

all prospective database users in order to understand their requirements and to create a design that meets
these requirements.

In many cases, the designers are on the staff of the DBA and may be assigned other staff responsibilities
after the database

design is completed.
Actors on a Scene
End Users

People whose jobs require access to the database for querying, updating, and generating reports; the
database primarily exists for their use. There are several categories of end users:

• Casual end users - occasionally access the database, but they may need different information each
time. They use a sophisticated database query interface to specify their requests and are typically
middle- or high-level managers or other occasional browsers.
Actors on a Scene
End Users

• Naive or parametric end users - make up a sizable portion of database end users. Their main job
function revolves around constantly querying and updating the database, using standard types of
queries and updates – canned transactions. (Ex. Bank Tellers, Reservation Agents)

• Sophisticated end users - others who thoroughly familiarize themselves with the facilities of the
DBMS in order to implement their own applications to meet their complex requirements. (Ex.
Engineers, Scientists, Business Analysts)
Actors on a Scene
End Users

• Standalone users - maintain personal databases by using ready-made program packages that provide
easy-to-use menu-based or graphics-based interfaces.
 Actors on a Scene
Naive end users need to learn very little about the facilities provided by the DBMS; they simply have to
understand the user interfaces of the mobile apps or standard transactions designed and implemented for
their use.

Casual users learn only a few facilities that they may use repeatedly.

Sophisticated users try to learn most of the DBMS facilities in order to achieve their complex
requirements.

Standalone users typically become very proficient in using a specific software package.
Actors on a Scene
System Analysts and Application Programmers (Software Engineers)

System analysts - determine the requirements of end users, especially naive and parametric end users,
and develop specifications for standard canned transactions that meet these requirements.

Application programmers - implement these specifications as programs; then they test, debug,
document, and maintain these canned transactions.
Workers Behind the Scene
In addition to those who design, use, and administer a database, others are associated with the design,
development, and operation of the DBMS software and system environment. These persons are typically
not interested in the database content itself.

Workers behind the scene are instrumental in making the database system available to end users, they
typically do not use the database contents for their own purposes.
Workers Behind the Scene
DBMS system designers and implementers

They design and implement the DBMS modules and interfaces as a software package. A DBMS is a very
complex software system that consists of many components, or modules, including modules for
implementing the catalog, query language processing, interface processing, accessing and buffering data,
controlling concurrency, and handling data recovery and security. The DBMS must interface with other
system software, such as the operating system and compilers for various programming languages.
Workers Behind the Scene
Tool Developers

They design and implement tools—the software packages that facilitate database modeling and design,
database system design, and improved performance. Tools are optional packages that are often purchased
separately. They include packages for database design, performance monitoring, natural language or
graphical interfaces, prototyping, simulation, and test data generation. In many cases, independent
software vendors develop and market these tools
Workers Behind the Scene
Operators and maintenance personnel

They are responsible for the actual running and maintenance of the hardware and software environment
for the database system.
 Advantages of Using the DBMS Approach
Controlling Redundancy

In traditional software development utilizing file processing, every user group maintains its own files for
handling its data-processing applications, which introduces redundancy in databases.

This redundancy in storing the same data multiple times leads to several problems.

1. Duplication of effort, there is the need to perform a single logical update—such as entering data
multiple times: once for each file where the new data is recorded.
Advantages of Using the DBMS Approach
Controlling Redundancy

2. Storage space is wasted when the same data is stored repeatedly, and this problem may be serious
for large databases.

3. Inconsistency of files that represent the same data. This because an update is applied to some of
the files but not to all.
Advantages of Using the DBMS Approach
Restricting Unauthorized Access

When multiple users share a large database, it is likely that most users will not be authorized to access all
information in the database. In addition, some users may only be permitted to retrieve data, whereas
others are allowed to retrieve and update. Hence, the type of access operation—retrieval or update—must
also be controlled.
Advantages of Using the DBMS Approach
Providing Persistent Storage for Program Objects

Databases can be used to provide persistent storage for program objects and data structures

A program object is said to be persistent, if it survives the termination of program execution and can
later be directly retrieved by another program.
Advantages of Using the DBMS Approach
Providing Storage Structures and Search Techniques for Efficient Query
Processing

Database systems must provide capabilities for efficiently executing queries and updates. Because the
database is typically stored on disk, the DBMS must provide specialized data structures and search
techniques to speed up disk search for the desired records.
Advantages of Using the DBMS Approach
Providing Backup and Recovery

The backup and recovery subsystem of the DBMS is responsible for recovery. For example, if the
computer system fails in the middle of a complex update transaction, the recovery subsystem is
responsible for making sure that the database is restored to the state it was in before the transaction
started executing.
Advantages of Using the DBMS Approach
Providing Multiple User Interfaces

Because many types of users with varying levels of technical knowledge use a database, a DBMS should
provide a variety of user interfaces. These include apps for mobile users, query languages for casual users,
programming language interfaces for application programmers, forms and command codes for parametric
users, and menu-driven interfaces and natural language interfaces for standalone users.
Advantages of Using the DBMS Approach
Representing Complex Relationships among Data

A database may include numerous varieties of data that are interrelated in many ways. A DBMS must
have the capability to represent a variety of complex relationships among the data, to define new
relationships as they arise, and to retrieve and update related data easily and efficiently.
Advantages of Using the DBMS Approach
Enforcing Integrity Constraints

A DBMS should provide capabilities for defining and enforcing these constraints. The simplest type of
integrity constraint involves specifying a data type for each data item.

A more complex type of constraint that frequently occurs involves specifying that a record in one file
must be related to records in other files.

Another type of constraint specifies uniqueness on data item values.

Advantages of Using the DBMS Approach
Permitting Inferencing and Actions Using Rules and Triggers

Some database systems provide capabilities for defining deduction rules for inferencing new information
from the stored database facts. Such systems are called deductive database systems.
Advantages of Using the DBMS Approach
Additional Implications of Using the Database Approach

• Potential for Enforcing Standards. The database approach permits the DBA to define and enforce
standards among database users in a large organization. The DBA can enforce standards in a
centralized database environment more easily than in an environment where each user group has
control of its own data files and software.

• Reduced Application Development Time. A prime selling feature of the database approach is that
developing a new application—such as the retrieval of certain data from the database for printing a
new report—takes very little time.
Advantages of Using the DBMS Approach
Additional Implications of Using the Database Approach

• Potential for Enforcing Standards. The database approach permits the DBA to define and enforce
standards among database users in a large organization. The DBA can enforce standards in a
centralized database environment more easily than in an environment where each user group has
control of its own data files and software.

• Reduced Application Development Time. A prime selling feature of the database approach is that
developing a new application takes very little time.
Advantages of Using the DBMS Approach
Additional Implications of Using the Database Approach

• Flexibility. It may be necessary to change the structure of a database as requirements Modern

DBMSs allow certain types of evolutionary changes to the structure of the database without affecting
the stored data and the existing application programs.

• Availability of Up-to-Date Information. A DBMS makes the database available to all users. As soon
as one user’s update is applied to the database, all other users can immediately see this update.
Advantages of Using the DBMS Approach
Additional Implications of Using the Database Approach

• Economies of Scale. The DBMS approach permits consolidation of data and applications, thus
reducing the amount of wasteful overlap between activities of data-processing personnel in different
projects or departments as well as redundancies among applications. This enables the whole
organization to invest in more powerful processors, storage devices, or networking gear, rather than
having each department purchase its own (lower performance) equipment. This reduces overall costs
of operation and management.
When Not to Use a DBMS
In spite of the advantages of using a DBMS, there are a few situations in which a DBMS may involve
unnecessary overhead costs that would not be incurred in traditional file processing. The overhead costs
of using a DBMS are due to the following:

• High initial investment in hardware, software, and training

• The generality that a DBMS provides for defining and processing data

• Overhead for providing security, concurrency control, recovery, and integrity functions
When Not to Use a DBMS
Therefore, it may be more desirable to develop customized database applications under the following
circumstances:

• Simple, well-defined database applications that are not expected to change at all

• Stringent, real-time requirements for some application programs that may not be met because of
DBMS overhead

• Embedded systems with limited storage capacity, where a general-purpose DBMS would not fit

• No multiple-user access to data

When Not to Use a DBMS
Certain industries and applications have elected not to use general-purpose DBMSs.

For example, many computer-aided design (CAD) tools used by mechanical and civil engineers have
proprietary file and data management software that is geared for the internal manipulations of drawings
and 3D objects.

Geographic Information Systems (GIS) implementations often implement their own data organization
schemes for efficiently implementing functions related to processing maps, physical contours, lines,
polygons, and so on.
References:
• Gillenson, M. (2012). Fundamentals of Database Management Systems (2nd Ed.). John Wiley and
Sons.
• Elmasri, N. (2011). Fundamentals of Database Systems (6th Ed.) McGraw Hill Companies, Inc.
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