Computer Application in Management:

Database
STID1103

Chapter 7:
Database and Information Management

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Learning Objectives
6.1 What are the problems of managing data resources in a
traditional file environment?
6.2 What are the major capabilities of database management
systems (DBMS), and why is a relational DBMS so powerful?
6.3 What are the principal tools and technologies for accessing
information from databases to improve business performance
and decision making?

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File Organization Terms and
Concepts
• Database: Group of related files
• File: Group of records of same type
• Record: Group of related fields
• Field: Group of characters as word(s) or number(s)
• Entity: Person, place, thing on which we store information
• Attribute: Each characteristic, or quality, describing entity

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Figure 6.1 The Data Hierarchy

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Problems with the Traditional File
Environment
• Files maintained separately by different departments
• Data redundancy
• Data inconsistency
• Program-data dependence
• Lack of flexibility
• Poor security
• Lack of data sharing and availability

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Figure 6.2 Traditional File Processing

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Database Management Systems
• Database
– Serves many applications by centralizing data and
controlling redundant data
• Database management system (DBM S)
– Interfaces between applications and physical data files
– Separates logical and physical views of data
– Solves problems of traditional file environment
 Controls redundancy
 Eliminates inconsistency
 Uncouples programs and data
 Enables organization to centrally manage data and data
security
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Figure 6.3 Human Resources
Database with Multiple Views

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Relational DBMS
• Represent data as two-dimensional tables
• Each table contains data on entity and attributes
• Table: grid of columns and rows
– Rows (tuples): Records for different entities
– Fields (columns): Represents attribute for entity
– Key field: Field used to uniquely identify each record
– Primary key: Field in table used for key fields
– Foreign key: Primary key used in second table as look-
up field to identify records from original table

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Figure 6.4 Relational Database Tables

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Operations of a Relational DBMS
• Three basic operations used to develop useful sets of data
– SELECT
 Creates subset of data of all records that meet
stated criteria
– JOIN
 Combines relational tables to provide user with
more information than available in individual tables
– PROJECT
 Creates subset of columns in table, creating tables
with only the information specified

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Figure 6.5 The Three Basic
Operations of a Relational DBMS

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Capabilities of Database Management
Systems
• Data definition capability
• Data dictionary
• Querying and reporting
– Data manipulation language
 Structured Query Language (SQ L)
• Many DB M S have report generation capabilities for
creating polished reports (Microsoft Access)

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Figure 6.6 Access Data Dictionary
Features

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 SQL Query

• Structured Query Language (SQL) is a query language that

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Example of an SQL Query

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Figure 6.8 An Access Query

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Building a Form
• Form data entry on-screen help
• With use version Access the latest,
build form be more easy
• Click the Create tab, the option Form is like below

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Building a Form (Continue...)

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 Example of a Form
• A form is a window on the screen that provides areas for
entering or modifying data in a database

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 Building a Report
• A report generator allows users to design a report on the
screen, retrieve data into the report design, and then display or
print the report

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Example of a Report

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Designing Databases
• Conceptual design vs. physical design
• Normalization
– Streamlining complex groupings of data to minimize redundant
data elements and awkward many-to-many relationships
• Referential integrity
– Rules used by RDBM S to ensure relationships between tables
remain consistent
• Entity-relationship diagram
• A correct data model is essential for a system serving the
business well

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Figure 6.9 An Unnormalized Relation
for Order

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Figure 6.10 Normalized Tables
Created from Order

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Figure 6.11 An Entity-Relationship
Diagram

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Databases and the Web
• Many companies use the web to make some internal
databases available to customers or partners
• Typical configuration includes:
– Web server
– Application server/middleware/CG I scripts
– Database server (hosting DBM S)
• Advantages of using the web for database access:
– Ease of use of browser software
– Web interface requires few or no changes to database
– Inexpensive to add web interface to system

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Figure 6.15 Linking Internal
Databases to the Web

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Establishing an Information Policy
• Firm’s rules, procedures, roles for sharing, managing,
standardizing data
• Data administration
– Establishes policies and procedures to manage data
• Data governance
– Deals with policies and processes for managing
availability, usability, integrity, and security of data,
especially regarding government regulations
• Database administration
– Creating and maintaining database

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