Unit 1: The Database
Environment
Unit 1
THE DATABASE ENVIRONMENT
Introduction
Human beings began to store information very long ago. In the ancient times, elaborate
database systems were developed by government offices, libraries, hospitals, and business
organizations, and some of the basic principles of these systems are still being used today.
A Database Management System allows a person to organize, store, and retrieve data
from a computer. It is a way of communicating with a computer’s “stored memory.” But before a
person can design his or her own database based on user requirements, one must first know the
basic concepts of what he or she is about to use later on.
This unit is designed to discuss the basic concepts and terminologies of the Database
Management System as well as its approaches and its functions. In this way, you come to
understand better the significance of database in our daily living.
Unit Learning Outcomes
At the end of the unit, you will be able to:
a. Identify and understand the different terminologies in Database
Management System.
b. Explain the advantages and Disadvantages of database systems and
DBMS Approach
c. Identify and discuss the different functions of Database Management
System
d. Demonstrate appreciation on the significance and functions of
database to a man.
Topic 1: BASIC CONCEPTS AND TERMINOLOGIES
Time Allotment: 1 hour and 30 minutes
Learning Objectives
At the end of the session, you will be able to:
a. Define and identify Database Management System and other related
terminologies;
b. Differentiate traditional file processing and database approach; and
c. Enumerate and discuss the components of Database Environment.
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Unit 1: The Database
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Presentation of Content
What is a database?
BACKGROUND
Information Management (IM) is a cycle of processes that support the organization's
learning activities: identifying information needs, acquiring information, organizing and storing
information, developing information products and services, distributing information, and using
information. In computer science, IM focuses on the structures underlying quantitative data and
their relationship to the design of databases.
Databases and database systems are an essential component of life in modern
society. For example, if we go to the bank to deposit or withdraw funds, if we make a hotel or
airline reservation, if we access a computerized library catalog to search for a bibliographic item,
or if we purchase something online—such as a book, toy, or computer—chances are that our
activities will involve someone or some computer program accessing a database. Even
purchasing items at a supermarket often automatically updates the database that holds the
inventory of grocery items.
HISTORY
The origins of the database go back to libraries, governmental, business and medical
records before the computers were invented. Once people realized they needed to have the means
to store data and maintain the data files for later retrieval, they were trying to find ways to store,
index and retrieve data. With the emergence of computers, the world of the database changed
rapidly, making it an easy, cost effective, and less space-consuming task to collect and maintain
the database.
BASIC CONCEPTS AND TERMINOLOGIES
Database
It is basically just computerized record keeping system and can be regarded as an
electronic filing cabinet.
-a shared collection of logically related data, designed to meet the information needs of
multiple users.
- A database may be of any size and complexity.
Databases today are used to store objects such as documents, photographic
images, sound, and even video segments, in addition to conventional textual and
numeric data.
In addition to storing data, you can also sort, extract, and summarize information
related to the data.
Data
-refers to the raw facts concerning people, objects, events or other entities.
Historically, the term data referred to known as facts that could be recorded and
stored in a computer media.
-Since databases today are used to store objects such as documents, photographic images, sound
and even video segments, in addition to textual and numerical data. To reflect this reality, the
definition of data now is:
- Consists of facts, text, graphics, images, sound and video segments that have meaning in the
user’s environment.
Example:
Baker, Kenetth 324917628
Doyle, Joan 467231428
Finkle, Clive 123456789
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Unit 1: The Database
Environment
Lewis, John
McFerran, Debra
These facts satisfy our definition of data because even if we guess that this is a list of
persons’ name together with their Social Security Numbers, the data remain useless
since we have no idea what the entries mean.
Information
-data that have been processed and presented in a form of suitable for human interpretation, often
with the purpose of revealing trends or patterns.
The terms data and information are closely related and in fact are often used
interchangeably. However, it is often useful to distinguish between data and
information.
Data that has been processed in such a way that it can increase the knowledge of
the person who uses it.
Another way to convert data into information is to summarize them or otherwise
process and present them for human interpretation.
For example: A summarized student enrollment data presented as
graphical information.
EXAMPLE:
Summarized Data Data in Context
Meta-data
-overall information about the single information
-information about the data in an organization
-“
Dat
a
about data”
- These are data that describe the properties or characteristics of other data. Some of these
properties include data definitions, data structures and rules or constraints.
Some sample metadata for the Class Roster are listed in Table 1.1
For each data item that appears in the Class Roster, the metadata show the
data item, the data type, length, minimum and maximum allowable values
and brief description of each data item.
-Descriptions of the properties or characteristics of the data, including data types, field
sizes, allowable values, and documentation.
-Distinction between data and metadata: Metadata is once removed from data. That is,
metadata describe the properties of data but do not include that data.
Traditional File Processing
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Unit 1: The Database
Environment
The traditional approach to information systems design focuses on data processing needs
of individual departments in the organization.
In the beginning of computer-based data processing, there were no databases. Computers
were used almost exclusively for scientific engineering calculations.
To be useful for business applications, computers must be able to store, manipulate and
retrieve large files of data. Computer file processing systems were developed for this
purpose.
In file system approach, each user defines and implements the needed files for a specific
application to run.
For example in sales department of an enterprise, One user will be maintaining the details
of how many sales personnel are there in the sales department and their grades, these
details will be stored and maintained in a separate file.
Another user will be maintaining the salesperson salary details working in the concern,
the detailed salary report will be stored and maintained in a separate file. Although both
of the users are interested in the data’s of the salespersons they will be having their
details in a separate file and they need different programs to manipulate their files.
Disadvantages:
Program-data Dependence
All programs maintain metadata for each file they use.
File descriptions are stored within each application program that access a given file.
Duplication of data or Data Redundancy
Since applications are often developed independently in file processing systems,
unplanned duplicate data files are the rule rather than the exception.
Duplicate data files often result in loss of data integrity since either the data formats may
be inconsistent or data values may not agree (or both).
Different systems/programs have separate copies of the same data
Limited Data Sharing
With the traditional file processing approach, each application has its own private files
and users have little opportunity to share data outside their own applications.
No centralized control of data.
Lengthy Development Times
There is little opportunity to leverage previous development efforts.
Each new application requires that the developer essentially start from scratch by
designing new file formats and descriptions.
Excessive Program Maintenance
As much as 80% of the total information systems developed budget may be devoted to
program maintenance in such organizations.
SOLUTION:
The DATABASE Approach
Requires a Database Management System (DBMS)
Database Approach
-simply uses database to manage all data and information (as a whole).
It emphasizes the integration and sharing of data throughout the organization.
In Database approach, data is managed by a controlling agent and stored in a
standardized, convenient form.
This approach requires a fundamental re orientation or shift in thought process, starting
with top management.
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Unit 1: The Database
Environment
Database Management System (DBMS)
- is a collection of programs 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.
- It stores data in such a way that it becomes easier to retrieve, manipulate, and produce
information.
ELEMENTS OF DATABASE APPROACH
Enterprise Data Model
- a map
or
graphical model that shows the entities and the relationship among them.
Enterprise resource planning (ERP)
-is a company-wide computer software system used to manage and coordinate all the
resources, information, and functions of a business from shared data stores.
Enterprise resource planning is a term originally derived from manufacturing resource
planning (MRP II) that followed material requirements planning (MRP). ERP systems
typically handle the manufacturing, logistics, distribution, inventory, shipping, invoicing,
and accounting for a company. ERP software can aid in the control of many business
activities, including sales, marketing, delivery, billing, production, inventory
management, quality management and human resource management.
Relational Databases
- Database technology involving tables (relations) representing entities and
primary/foreign keys representing relationships
Database Applications
- It is an application program (or set of related programs) that is used to perform a
series of activities on behalf of database users.
- Each database application performs some combination of the following basic
operations.
Create – Add new data to the database.
Read – Read current database data.
Update – Update or modify current database data
Delete – Delete current data from the database.
Database application system includes the data definitions, stored data, transactions, inquiries,
and reports needed to capture, maintain and present data from a database.
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Unit 1: The Database
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Applications of Databases
Databases are used in many applications, spanning virtually the entire range of computer
software. Databases are the preferred method of storage for large multiuser applications, where
coordination between many users is needed. Even individual users find them convenient, and
many electronic mail programs and personal organizers are based on standard database
technology. Software database drivers are available for most database platforms so that
application software can use a common Application Programming Interface to retrieve the
information stored in a database.
THE RANGE OF DATABASE APPLICATIONS
Database range from those for a single user with a desktop computer or PDA to those on
mainframe computers with thousands of users.
The range of database applications can be divided into five categories:
Personal Databases,
Enterprise Databases
Workgroup Databases
Department Databases
Internet, Intranet and Extranet Databases
Personal Databases
These are designed to support one user. They have long resided on personal
computers (PCs), including laptops.
Workgroup Databases
A workgroup is a relatively small team of people who collaborate on the same
project or application or on a group of similar projects or applications.
A workgroup typically comprises fewer than 25 persons.
Department Databases
A department is a functional unit within an organization.
Typical examples of departments are : Personnel, marketing,
manufacturing and accounting
Generally larger than a workgroup (typically 25-100 persons) and is more
responsible for a more diverse range of functions.
Enterprise Databases
An enterprise database is one whose scope is the entire organization or enterprise
(or, at least many different departments).
These databases are intended to support organization wide operations and
decision making.
Internet, Intranet and Extranet Databases
Internet
-represents a global collection of heterogeneous networks connecting hundreds of
thousands of computer networks, millions of nodes and tens of millions of users. The
internet enables us to access information from nearly anywhere in the world directly and
conveniently.
Extranet
-a network connection to non-company entities that are not accessed via an internet
connection.
Intranet – Use of Internet protocols to establish access to company data and information
limited to the organization.
Components of Database Environment
1. Computer-Aided Software Engineering (CASE) Tools
Automated tools use to design databases and application programs.
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Unit 1: The Database
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It is a technology for automating software and database development and
maintenance tasks. CASE tools are designed to support (or automate) the various
stages of the systems development life cycle.
2. Repository
Centralized knowledge base containing all data definitions, screen reports and
report formats and definition of other organizations and system components.
3. Database Management System (DBMS)
Commercial software system use to provide access to the database and also the
repository.
4. Databases
Contains occurrences of data while repository contains all definition of programs.
5. Application Programs
Computer programs that are used to create and maintain the database and provide
information to users.
6. User Interface
Languages, menus and other facilities by which users interact with various system
components such as case tools, application programs, the DBMS and the
repository.
7. Data Administrators
Persons who are responsible of designing database and for developing policies
regarding database security and integrity. Data administrators are CASE tools to
improve he productivity of database planning and design.
8. System Developers
Persons such as system analysts and programmers who design new programs.
9. End Users
Persons through the organization who add, delete, and modify data in the database
and who request or receive information from the database. All user interactions
with the database must be routed through the DBMS.
