Strathmore University - Database Systems - 2024

Introduction
Definition of Terms
What is data?
These are meaningless raw facts collected from daily business transactions.
-Examples include: Customer Name, transaction date, Product Description,

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Quantity, Unit Price etc.

What is information?
Is the result of processing raw data that reveals it’s meaning.
Information is meaningful to end users.
Definition of Terms
Information is used to reveal the meaning of data.
Accurate, timely and relevant information is the key to good decision making.
Good decision making is the key to an organization’s/ business survival in the
competitive business environment

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Definition of Terms
What is a database?
A collection of data that describes the activities of one or more related
organizations.

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Example: A university database may contain information about:
students, faculties, courses ,classrooms

What is a database management system (DBMS)?

A software designed to manage the creation, manipulation and access to the
database.
 Why DBMS
The goal of a DBMS is to simplify the storing and
accessing of data.

The alternative to DBMS is to store data in files and

write application specific code to manage it.
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 Why DBMS
1. Allow users to create new databases and specify their schemas (logical
structure of the data), using a specialized data-definition language.
2. Give users the ability to query the data and modify the data, using an
appropriate language, often called a query language or data-
manipulation language.
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3. Support the storage of very large amounts of data over a long period of
time, allowing efficient access to the data for queries and database
modifications.
4. Enable durability, the recovery of the database in the face of failures,
errors of many kinds, or intentional misuse.
5. Control access to data from many users at once, without allowing
unexpected interactions among users (called isolation) and without
actions on the data to be performed partially but not completely
(called atomicity).
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Questions?
Thoughts?
 File Based Approach
Collection of application programs that perform services for the end users.
It was the first approach used to replace the manual filing system in offices,
to ensure that there was more efficient data access.
It used a decentralized approach where each department stored and
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controlled its own data.

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Traditionally there were 2 filing systems.
(i)Manual File Systems
(ii)Computerised Flat Filing Systems
Manual File
Systems
They were manual and pencil based systems,
characterized by file folders and filing cabinets -
They worked well for small businesses
as businesses grew they became inefficient as
storiage and retrieval became difficult
Computerised
Flat File Systems
A data specialist created a system to track and
create reports. They were in spreadsheets or flat
files
Each department in a company therefore stored its -
on data
While an improvement, overtime problems started
emerging, data was overlapping and lacked
consistency.
Computerised
Flat File Systems

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Limitations of
Separation and isolation of data

01.
Each program maintains its own set of data.
Users of one program may be unaware of
potentially useful data held by other programs.

File Based
Systems
Duplication of data

02.
Same data is held by different programs.
Wasted space and potentially different values
and/or different formats for the same item.
Takes up additional storage space

04
Leads to loss of data integrity(inconsistent data)

Data dependence

03.
File structure is defined in the program code.
(Simple changes to existing structure requires
changes in code. Eg increasing the size of a field)
Limitations of
Incompatible file formats

04.
Programs are written in different languages, and
so cannot easily access each other’s files.
(Languages have different file structures)

File Based Fixed Queries/Proliferation of application

Systems
programs

05.
File-based systems are very dependent upon the
application developer, who has to write any
queries or reports

04
Programs are written to satisfy particular
functions. Any new requirement needs a new
program.
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Pause
Database
Approach
Arose because:
Definition of data was embedded in application programs,
rather than being stored separately and independently.

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No control over access and manipulation of data beyond
that imposed by application programs.

Result:
The database and Database Management System (DBMS).
Database
Shared collection of logically related data (and a
description of this data), designed to meet the information
needs of an organization.

System catalog (or data dictionary or metadata) provides

description of data to enable program–data independence.

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Logically related data comprises entities, attributes, and
relationships of an organization’s information.
 Database
Management System
A software system that enables users to define, create,
maintain, and control access to the database.

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It interacts with the users application programs and the
database.
 Database
Application Program
(Database) application program: a computer program that
interacts with database by issuing an appropriate request

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(SQL statement) to the DBMS.
Database
Application Program

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 05
Components
of a DBMS
Thynk Unlimited - Project - Presentation 2024
05 Hardware
DBMS and the applications
Software
It comprises the DBMS
require hardware to run eg software itself and the
personal computer, disk application programs.
space, main memory.

Data Procedures
It consists of both the These refer to the
operational data and the instructions and rules that
metadata govern the design and use of
a database.
05 People
There are various people, with different roles who interact with the
database. They include: Database Designers, Application Developers,
End Users,

Database Designers: They design the database and can include a logical
designer and a physical designer depending on the size of the database.
Application Developers: Create the application programs
Users: Interact with the database to serve their information needs. Two
types of users( Naïve users and sophisticated users)
05 People

The Data Administrator (DA) is responsible for the management of the

data resource including database planning, development and
maintenance of standards, policies and procedures, and
conceptual/logical database design.
The Database Administrator (DBA) is responsible for the physical
realization of the database, including physical database design and
implementation, security and integrity control, maintenance of the
operational system, and ensuring satisfactory performance of the
applications for users.
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Advantages of a
DBMS
Control of data redundancy
Eliminates redundancy by integrating files.
Data consistency
By eliminating redundancy, we reduce the risk of inconsistencies
occurring as data is stored only once in the database
More information from the same amount of data
Integration of operational data en\able the organization to derive
more information from the set of data
Sharing of data
Database can be shared by all users as it does not belong to one
department
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Advantages of a
DBMS
Improved data integrity
Stored data is consistent and valid
Improved security
Database is protected from unauthorized users
Improved backup and recovery services
Database has facilities to restore lost data
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Disadvantages
of a DBMS
Complexity
DBMS is a complex piece of software and users must understand
its functionality in order to take full advantage of it
Size
Due to its complexity, a DBMS is a large piece of software
Cost
Cost of a DBMS varies significantly depending on number of
users. DBMS also requires additional hardware such as disk
space increasing the cost.
Performance
A DBMS may be bulky making applications slow as it caters for
more than one application
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Thank You