Planning DATABASE

Information
Systems
MANAGEMENT
SYSTEMS
Submitted To: Ar. Supriya Viyas Submitted By:

Archana Kumari

Pallavi Palsokar

R. Yadhu Krishnan

Ratnil Srivastava
Contents
1.0 Components of an Information System...........................................................................................4
2.0 Conventional Approach for Data Management...............................................................................4
2.1Data Redundancy:........................................................................................................................4
2.2 Data Inconsistency:......................................................................................................................5
2.3 Data Isolation:..............................................................................................................................5
2.4 Security:.......................................................................................................................................5
2.5 Data Dependency:.......................................................................................................................5
2.6 Lack of enforcement of standards:..............................................................................................5
3.0 Database Approach.........................................................................................................................5
3.1 Important terms associated with a database are:.......................................................................5
3.1.1. Field:....................................................................................................................................5
3.1.2. Record:.................................................................................................................................6
3.1.3. File (Table):..........................................................................................................................6
3.1.4. Database:.............................................................................................................................6
3.1.5. Primary Key:.........................................................................................................................6
3.1.6. Foreign Key:.........................................................................................................................6
4.0 Types of Data Model (based on logical data structuring)................................................................6
4.1 Hierarchical..................................................................................................................................6
4.2 Network.......................................................................................................................................6
4.3 Relational.....................................................................................................................................6
5.0 Emerging Data Models....................................................................................................................7
5.1 Relational Multidimensional Database:.......................................................................................7
5.2 Object-Oriented:..........................................................................................................................7
5.3 Hypermedia:................................................................................................................................7
5.4 Geographical Information Database............................................................................................7
5.5 Knowledge Database:..................................................................................................................7

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6.0. Types of Database Architecture (based on physical locations of the data files and data
processing)............................................................................................................................................7
6.1 Centralized...................................................................................................................................7
6.2 Stand alone:.................................................................................................................................7
6.3 Distributed:..................................................................................................................................8
7.0 Database Management System.......................................................................................................8
7.1 Introduction.................................................................................................................................8
7.2 Major Functions of DBMS............................................................................................................8
7.3 Components of DBMS..................................................................................................................9
7.3.1 Data Model...........................................................................................................................9
7.3.2 Data Definition Language (DDL):...........................................................................................9
7.3.3 Data Manipulation Language (DML......................................................................................9
7.3.4 Structured Query Language (SQL):........................................................................................9
7.3.5 Data Dictionary:....................................................................................................................9
7.4 Database Systems: Advantages in a Nutshell...............................................................................9

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An Overview of Database Management System

1.0 Components of an Information System

One of the most important functions of any computer system is to provide powerful tool for
management of Information System of an organization, in which raw data (Transactions as
inputs) is processed to produce meaningful information (Reports as output for different
levels of management). The processed data is stored in the form of data files usually
referred as Databank. This databank becomes one of the sources of knowledge
management required for decision support for monitoring various activities as well as
strategic planning etc.

Thus components of an Information system can be categorized as follows:

 Transactions Processing System for processing raw data

 Management Reporting System to provide relevant reports to various levels of
management
 Decision Support System for management activities like, monitoring & control,
decision support and strategic planning etc.
 Executive Information Systems for senior executives in the real world environment,
Information flow in the organization is horizontal (between various applications) as
well as vertical (across hierarchically organized departments / branches etc).

Thus in an organization, Information System can be designed at different levels as follows:

 Individual Applications Level

 Department Level
 Organization Level
 Intra-organization Level

Efficiency & effectiveness of any Information System very much depends upon the
organization of data files in a data bank, and the procedures adopted for data management.
In this chapter basics of data management will be covered.

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2.0 Conventional Approach for Data Management

Conventionally, for each transaction processing application, separate databanks are created,
and the data is stored as sequential files, thus making the process of data updating and
retrieval very slow. Further, the following problems are also associated with conventional
way of storing the data files:

2.1Data Redundancy: Since, each application has its own data files, the other users within
the department / organization can not have access to these data files. Thus for every
application separate data files are maintained, even if they are common. This causes data
redundancy, and wastage of storage space.

2.2 Data Inconsistency: Data redundancy leads to data inconsistency. Data inconsistency
means discrepancy in values of data elements in same data files physically stored at
different locations.

2.3 Data Isolation: The data files of common use cannot be made available for sharing,
even if desired so.

2.4 Security: There cannot be enforcement of centralized control on data access, as the
data files are created / duplicated as per individual applications requirements. The decisions
regarding storing the same data at multiple places are taken at various levels by different
people, which are usually of ad hoc nature. Access controls planning becomes difficult in
such situation.

2.5 Data Dependency: The coding in applications is very much dependent upon the data
files design. Any change in design of data files (say addition of a new field, or deletion of a
field) will warrant for changes to be made in the coding of application also, which uses it.

2.6 Lack of enforcement of standards: It is very difficult to enforce standards in data files
designs, as centralized view of data files is never available.

3.0 Database Approach

The Database technology allows logical grouping (the way, the user wants to view it, as per
specific needs of an application) of data files associated with different applications in such a
way, that the above mentioned problems associated with conventional way of data
management are minimized.

A database can be defined as follows:

“Database is a databank, which is managed by a single agency, and it consists of inter-

related files, in which data items are organized in such a way that one can have random
access to data, as per specific needs of the users.”

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3.1 Important terms associated with a database are:

3.1.1. Field: It is the smallest unit of data, which can be stored in a database. For example,
a student’s name in a university’s database would appear in the field named as
“student_name”. Usually the data types in a file are Numeric, Character string, Date, Memo,
Logical, Hyperlink, Picture etc. The field is at times referred as attribute/data element / data
item also. These nomenclatures can be used synonymously.

3.1.2. Record: It is a collection of related stored fields. A student record may consist of
collection of fields like Student’s name, the course taken, the date of birth, contact address
and the grade etc.

3.1.3. File (Table): It is a collection of different occurrences of same type of stored record.
A file is usually referred as a Table also, it describes an entity (something, about which data
is to be stored).

3.1.4. Database: A logical grouping of related files would constitute a database. For
example,
A Student file in a database may be linked to another file say “Library books issue”, which
keeps record of books issues to students. The two files can be linked together by a common
field say Student code, which will get reflected in Student file, as well as “Library books
issue” file.

3.1.5. Primary Key: Every record in a file usually contains at least one field that uniquely
identifies that record for the purpose of data retrieval, and updating of values of fields
corresponding to a record. This identifier field is called the primary key, and it always has a
unique value. Combination of more that one fields to act as identifier of a record is called
Composite Primary Key.

3.1.6. Foreign Key: For setting relationship between two tables, there should be at least
one common field in two tables. Usually that common field is Primary key in one table, and
it is called Foreign key in the second table. Foreign key can have repeated values also.

4.0 Types of Data Model (based on logical data structuring)

Three types of common Data Models

4.1 Hierarchical: The hierarchical database model rigidly structures data into an inverted
“tree” in which each record contains two elements. The first is a single root or master field,
often called a key, which identifies the type location or ordering of the record. The second is
a variable number of subordinate fields, which define the rest of the data within a record.

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4.2 Network: The network database model creates relationships among data through a
linked-list structure in which subordinate records (called members) can be linked to more
than one data elements (called an owner).

4.3 Relational: The relational database model is based on the simple concept of flat tables
consisting of rows and columns. In this model, a table is equivalent to a file, row is
equivalent to a record, and each column is equivalent to a field. Relations between different
tables can be set through common fields.

Comparison between the Three Models

Model Advantages Disadvantages

Hierarchical database Searching is fast and efficient.

Access to data is predefined by exclusively hierarchical relationships, predetermined by
administrator. Limited search/ query flexibility. Not all data is naturally hierarchical.
Network database Many more relationships between data elements can be defined. There
is greater speed and efficiency than relational database models. This is the most
complicated model to design, implement, and maintain. It has greater query flexibility than
hierarchical model, but less than relational model.

Relational database Conceptual simplicity is its characteristic. There is no predefined

relationships among the data. High flexibility in ad hoc querying. New data and records can
be added easily. Processing efficiency and speed is lower. Data redundancy can
not be eliminated completely.

5.0 Emerging Data Models

5.1 Relational Multidimensional Database: Used for building Data warehouse.

5.2 Object-Oriented: Consists of inter-related objects, similar to entities consisting of

attributes, methods associated with the object, and its behaviour).

5.3 Hypermedia: Stores chunks information in the form of nodes, for which links are
established by the user, as per specific needs.

5.4 Geographical Information Database: Used for managing locational data for overlaying
on maps and images.

5.5 Knowledge Database: Consists of decision rules used to evaluate situations and help
users to take decisions like an expert.

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6.0. Types of Database Architecture (based on physical locations of
the data files and data processing)

6.1 Centralized: A centralized database has all the related files in one physical location.
Even the processing of data is done at the centralized location. Users can have access to the
database application from remote computers / terminals.

6.2 Stand alone: A stand alone database has all the related files and the procedures for
processing the data at one physical location only. Others can not have access to the
database application.

6.3 Distributed: Database has complete copies of a database, or portions of a database, in

more than one location. In this type of setup, even the processes associated with data
management are distributed in various computers over network, usually close to the user.

There are two types of distributed databases:

Replicated: A replicated database has complete copies of the entire database in more than
one locations, primarily to alleviate the single-point-of-failure problems of a centralized
database as well as to increase user access responsiveness.

Partitioned: Database is subdivided, so that each location has a portion of the entire
database. The divided portions of database are locally maintained and are made available to
others also for retrieval and further processing etc.

Client-Server: The present trend is to build Client / Server based databases, in which
common use data is stored on the server computer, and local requirement data is stored on
client systems. Usually, the processes at client machine, request server to provide required
data. The processes at server end make the required data available at client computer for
further processing. This is a typical example of distributed database.

In a nutshell, database technology allows an organizational data to be processed as an

integrated whole. It reduces artificiality imposed by separate files for separate
applications and permits users to access data more naturally. Now let us look into the
procedures associated with Database Management and the tools available to do so.

7.0 Database Management System

7.1 Introduction

Between the physical database (i.e. the data actually stored on a physical media) and the
users( people, who access or update data), there is a need to follow standard procedures
for data manipulation (additions/deletions/updations) & data retrieval. The database
application developers should be able to integrate these procedures with their application

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procedures, as per their specific needs. A set of such procedures is called Database
Management System (DBMS).

In computer terminology, DBMS is defined as a software tool, used by computers to

achieve the orderly storage of data, its processing and retrieval.

7.2 Major Functions of DBMS

1. Creation / modifications / deletion of tables, which may be physically located at one

computer or different networked computers
2. Manipulation of records in tables by sorting / filtering them
3. Searching of desired records & updating / deleting them
4. Mathematical / logical operations on the values in the fields
5. Facilitates design of user interface to link and automate various modules of application
6. Processing of user queries and presentation of results in tabulated form or predesigned
reports form

7.3 Components of DBMS

7.3.1 Data Model: It defines the way, the database is conceptually designed for setting
relationship between fields, records and files.
7.3.2 Data Definition Language (DDL): It defines the structure of database, and the way
how, each data item appears in the database. DDL provides link between logical and
physical views of the database.
7.3.3 Data Manipulation Language (DML): Data Manipulation Language of DBMS has
the capability to write procedures for automating various DBMS functions as mentioned
above, as per user/application requirements. It can be used with any other application
language (3rd generation/4th generation) also.
7.3.4 Structured Query Language (SQL): It is the most popular Relational Database
language, which allows the user to request for required information in most natural way. It
actually combines both DML & DDL features of DBMS. The syntax of SQL commands is
independent of Relational database brand.
7.3.5 Data Dictionary: It stores definitions of data fields, their standard names, aliases,
associated business functions, data ownership details etc. Data Dictionary helps in
maintaining data consistency, enforcement of standards, avoid duplicacy. It also enables
independence of applications design from database design.

Commonly used Relational Database Management Systems

Name of DBMS Database Architecture
MS Access Stand alone / Distributed Architecture based (as Client systems only)
Oracle Mainly Client –Server / Centralized Architecture based;
Stand alone PC version also is available
SQL Server Client –Server / Centralized Architecture based

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UNIFY Client –Server / Centralized Architecture based
Visual Foxpro Client –Server / Centralized Architecture based

7.4 Database Systems: Advantages in a Nutshell

1. Better planning of corporate database

2. Enforcement of standards
3. Transparency
4. Better control of data by providing appropriate access controls
5. Problems like redundancy / inconsistency can be minimized
6. Easy enhancement of database is possible without disturbing the existing working
applications.
7. Improved security
8. Enhanced data integrity
9. Reduced application development and maintenance costs
10. Better / Automated backup and recovery procedures

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