Uses of ICT in data management

Database (system) collection of related data, such as records and fields the simplest form a database is consist of. Each record contains the same set of fields (each of them contain one piece of information). Database management system (DBMS) software used to manage a database system. IT MANAGES: 1. 2. 3. 4. The structure of the individual data files The relationships between data items and between data files How the data is interrogated (i.e. how you get information from the database) The properties of the database, i.e. ensuring that all queries, updating and amendments to structure are processed realiably. SEQUENTIAL FILES Records are stored one after the other, in the order in which they were added to the storage medium, usually magnetic tape Used for reading the data from the tape, or writing on it.

TWO WAYS that records can be arranged in sequential file Having the records in some sort of order using a key field (unique to every record, i.e. every record has a different value in that field) ORDERED SEQUENTIAL (the records are put in order of a key field such as customer ID) The records might be arranged with no thought given to their order so they appear to be UNORDERED (often reffered to as serial files retrieving information by going through each record one by one)

DISADVENTAGES of using sequential fiels: o The only way to add new records to a sequential file is to store them at the end of the file. o A record can only be replaced if the new record is exactly the same length as the original. o Records can only be updated if the data item used to replace the existing data is exactly the same length. o Processing of records in a sequential file is slower than with other types of file. o Have to be read in sequence until you get to the one u want. o Recommended for applications where most or all the records have to be processed at one time.

o Deleting or amending records is not easy. ( If it is an ordered sequential file, then the changes can be made relatively easily, providing transription file) Transcription file- contains the actions to be carried out on the records has been sorted into the same order as the master file, using the key field. Below this level are master file and a transaction file. Types of TRANSACTION: 1. D deletion of 2. C change to 3. A an addition of a record. Transaction is NOT succsessful if: the first record in the transaction file and the first record in the old master file doen't match ( the ID's don't match )

INDEXED SEQUENTIAL AND RANDOM ACCESS FILE -

Indexed sequential files are stored in order.

Indexed sequential files are stored on the disk to enable some form of direct access. Each record consists of fixed length fields and each kas a key. With an Index sequential system the records are in some form of order.

Index a pointer to whereabouts on the disk the record is stored Banks use sequential access systems for batch processing cheques. This system would have to be at least indexed sequential for faster access to records for online banking. Indexed sequential files are used with hybrid batch-processing systems, such as employee records. -

Random access is the quickest form of access

Doesn't matter whereabouts in the file the desired record is, it will take the same amount of time to access any particular record. Each record consists of fixed length fields and each kas a key. The computer looks up the key and goes to the appropriate place on the disk to access it. HIERARCHAL DATABASE MANAGEMENT SYSTEMS

Hierarchal DBMS are no longer used as a form of file management to any extent, as they suffer from the problem of one-way relationships. They use a tree-like structure similiar to a family tree system. Few records/files at the TOP, but many BELOW the structure. Main usage in File organisation within computer directory structures.

Folder ''Users'' in a typical Windows system can have several users within it and they in turn can have several documents stored within each user. Enables fast access to data however, as large amounts of data are bypassed as you go down the levels. NETWORK DATABASE MANAGEMENT SYSTEMS

Network DBMS were developed to overcome a lot of the faults of hierarchical type. Parts of the database are usually stored on a number of computers that are linked through a WAN or LANs. Many of the parts are duplicated unlikely that any data is lost; faster processing complex searches or filters. Appears to each user as a single system. Another type of NDBMS is stored on one device, but can be accessed from a number od network locations through either LAN / WAN. Users of the database can access the system simultaneously without affecting the speed of accesssing data.

Examples of this type are the Police National Computer (PNC) & Driver and Vehicle Licencing Authority (DVLA) in the UK. Bothe of them can be accessed by police officers from their cars.

RELATIONAL DATABASE SYSTEMS Consists of number of separate tables that are related in some way. Each table has a key field that is a field in at least one other table. Data from one table can be combined with data from another table when producing reports. Possible to select different fields from each table for output, using a key field as a reference point. Relational tables could be used to represent data from a payroll aplication & human resources app.

The standard programming language in large applications to deal with relational tables is the structured query language (SQL) used for queries & producing reports. ADVENTAGES: Data is not repeated (doesn't waste valuable storage capacity Data is in separate tables connected by the keyfield (i.e. worker number) Data retrieval quicker Reduce risk of hackers having easier access to personal data. Room for expansion is allowed extend the database with other data/tables.

PAYROLL APPLICATIONS Normally involve the use of batch processing (files needed are stored on separate magnetic tapes) Two data files involved first one is master file & transaction file; master file Master file (holds all the data about the workers; includes the employee number, their name, contact details, rate of pay and the pay they have recieved so far this year as well as the taxes, national insurance number and so on. Transaction file (contains less data; temporary file as it contains some data which can change from week to week, or month to month; contains number of hours worked & ofcourse the employee number; also has details of any new workers or workers who have left the company or any worker whose details are changed.

-The computer calculates the pay of each worker using the number of hours worked contained in the transaction file, and the rate per hour from the master file. -Payslips are then printed, together with reports showing overall statistics as well as error reports. -Records from the old master file are updated using these calculations and any deletions, additions or ammandements are made. -These records are written to a new tape which becomes the new master file.

Reports consists of: 1) financial reports 2) error reports 3) payslip The old master file contains the data that was up to date.

The UPDATE process involves: Calculation of the employee's wage for this week/month using the hours worked from the transaction file. The wages calculated together with National Insurance payments and tax payments. These values used to bring the year-to-date totals up to date The following week the NEW master file becomes the OLD master file. PAYSLIPS Contains information that can be found on the new master file & transaction file. Creating the payslips we need master file data linked with transaction file containing the employee number and hours worked. FINANCIAL REPORTS Most payroll software has a report generatior facility. Provides detailed payroll listings & exception reporting.

Examples of typical reports: o o o o o o o o Information about all employees of the company Information about employees in a given department Information about the salaries of all employees National Insurance contributions for all employees The total amount of National Insurance contributions paid to the tax authorities The income tax that each employee has paid The total amount of income tax paid to the tax authorities The amount of money paid to each bank that employees have an account with

EXCEPTION REPORTS Reports of certain validation rules being broken are also produced from the system. An employee earning an unusually large amount of money An employee who has been on an emergency tax code for a long period of time Two employees having the same National Insurance number. TECHNICAL & CUSTOMER SUPPORT Use of call centres. Large office space (housing as many as 100 operators, is used for the purpose of taking calls & responding to requests for help). Each operator sits at a desktop computer that is connected via telephony server to the company's phone line. Each computer has a headset (integrated headphones ans microphone) connected to. Operator's computer must be fitted with computer telephony cards.