MANAGEMENT OF INFORMATION SYSTEMS

QUETSION 1 A

DEFINE A DATABASE.

A database is a structured collection of interrelated files in a computer system with

built-in data input and retrieval methods.

QUESTION 1 B

WITH AID OF A DIAGRAM EXPLAIN FULLY THE DATABASE LIFE-CYCLE (DBLC)

REQUIREMENTS ANALYSIS

Requirements Analysis is the first and most important stage in the Database Life Cycle.
It is the most labor-intensive for the database designer.
This stage involves assessing the informational needs of an organization so that a
database can be designed to meet those needs.

LOGICAL DESIGN
During the first part of Logical Design, an abstract model is created based on the needs
assessment performed in stage one. An abstract model is typically an entity-relationship
diagram that shows the tables, fields, and primary keys of the database, and how
tables are linked to one another.
The tables sketched in the diagram are then normalized. The normalization process
resolves any problems associated with the database design, so that data can be
accessed quickly and efficiently.

Conceptual model: A description of the structure of a database.

Entity-relationship diagram: A diagram used during the design phase of database

development to illustrate the organization of and relationships between data during
database design.

Normalization: The process of applying increasingly stringent rules to a relational

database to correct any problems associated with poor design.

PHYSICAL DESIGN

The Physical Design stage has only one purpose: to maximize database efficiency.
This means finding ways to speed up the performance of the Relational Database
Management System (RDBMS). Manipulating certain database design elements can
speed up the two slowest operations in an RDBMS: retrieving data from and writing
data to a database.
Developing a conceptual model:
In this course, you will complete the tasks associated with Requirements Analysis and
the first part of Logical Design:
developing a conceptual model.
The next lesson provides an overview of the post-design stages of the DBLC.
Before moving on to the next lesson, click the link below to learn more about the stages
in the DBLC.

The final two stages in the Data Base Life Cycle, Implementation and Monitoring,
Modification, and Maintenance, occur after the database design is complete.
The following paragraphs discuss these stages in detail.

IMPLEMENTATION

During the implementation stage of the Data Base Life Cycle, the tables developed in
the ER diagram (and subsequently normalized) are converted into Structured Query
Language (SQL) statements and “fed” into the RDBMS to create a database. By this
stage in the DBLC, the System Administrator has installed and configured an RDBMS.
system administrator:
The person responsible for administering a multi-user computer system; duties range
from setting up and configuring system components (e.g., an RDBMS) to performing
maintenance procedures (e.g., database backups) on the system.

Certain database design books consider converting an ER diagram into SQL statements
to be the final task in the logical-design stage. According to such books, implementation
is just a matter of feeding SQL statements into an RDBMS and populating the database
with data. The difference is not especially important.

In this stage, the developed program is implemented over the given set of data values
(information) and its operational parameters are finally brought into action over pre-
defined tasks. This means that, in the implementation stage, the developed database
program starts working as user-controlled software, aimed to manage a pre-existing
pool of data for the desired tasks.

MONITORING, MODIFICATION, AND MAINTENANCE

A successfully implemented database must be carefully monitored to ensure that it’s

functioning properly and that it’s secure from unauthorized access. The RDBMS usually
provides utilities to help monitor database functionality and security.
Database modification involves adding and deleting records, importing data from other
systems (as needed), and creating additional tables, user views, and other objects and
tools. As an organization grows, its information system must grow to remain useful.
Information system: Interrelated components (e.g., people, hardware, software,
databases, telecommunications, policies, and procedures) that input, process, output,
and store data to provide an organization with useful information. Well-designed
Database
A well-designed database enhances the organization's ability to expand its information
system.
Ongoing maintenance procedures include periodic database backups, for example, an
important and ongoing maintenance procedure. Again, the RDBMS provides utilities to
assist in this task.

This stage is usually a prolonged stage, representing the entire period which is
allocated for testing, managing, troubleshooting and maintaining the features of
developed database program. This stage normally begins right after the implementation
of a database program, and lasts until any considerable problem occurs with the
database, requiring it to be re-designed or re-planned for another cycle of
implementation.
QUESTION 1 C

STATE AND EXPLAIN ANY FIVE FACTORS THAT MIGHT INFLUENCE AN ORGANISATION
TO SET UP AN ELECTRONIC DATABASE SYSTEM.

Minimized redundancy: The data in a DBMS is more concise because, as a general

rule, the information in it appears just once. This reduces data redundancy, or in other
words, the need to repeat the same data over and over again. Minimizing redundancy
can therefore significantly reduce the cost of storing information on hard drives and
other storage devices. In contrast, data fields are commonly repeated in multiple files
when a file management system is used.

Accuracy: Accurate, consistent, and up-to-date data is a sign of data integrity. DBMSs
foster data integrity because updates and changes to the data only have to be made in
one place. The chances of making a mistake are higher if you are required to change
the same data in several different places than if you only have to make the change in
one place.

Program and file consistency: Using a database management system, file formats
and system programs are standardized. This makes the data files easier to maintain
because the same rules and guidelines apply across all types of data. The level of
consistency across files and programs also makes it easier to manage data when
multiple programmers are involved.

User-friendly: Data is easier to access and manipulate with a DBMS than without it. In
most cases, DBMSs also reduce the reliance of individual users on computer specialists
to meet their data needs.

Improved security: As stated earlier, DBMSs allow multiple users to access the same
data resources. This capability is generally viewed as a benefit, but there are potential
risks for the organization. Some sources of information should be protected or secured
and only viewed by select individuals. Through the use of passwords, database
management systems can be used to restrict data access to only those who should see
it.
QUESTION 2 A

WHAT IS A COMPUTER VIRUS

Computer viruses are small software programs that are designed to spread from one
computer to another and to interfere with computer operation, with the intention to
corrupt or delete data on your computer.

QUESTION 2 B

EXPLAIN ANY FIVE PRECAUTIONS WHAT MIGHT PUT TO SAFE GUARD DATA IN A
SYSTEM.

Use protection software "anti-virus software" and keep it up to date

Make sure you have anti-virus software on your computer! Anti-virus software is
designed to protect you and your computer against known viruses so you don't have to
worry. But with new viruses emerging daily, anti-virus programs need regular updates,
like annual flu shots, to recognize these new viruses. Be sure to update your anti-virus
software regularly! The more often you keep it updated, say once a week, the better.
Check with the web site of your anti-virus software company to see some sample
descriptions of viruses and to get regular updates for your software. Stop viruses in
their tracks!

Don't open email from unknown sources

A simple rule of thumb is that if you don't know the person who is sending you an
email, be very careful about opening the email and any file attached to it. Should you
receive a suspicious email, the best thing to do is to delete the entire message,
including any attachment. Even if you do know the person sending you the email, you
should exercise caution if the message is strange and unexpected, particularly if it
contains unusual hyperlinks. Your friend may have accidentally sent you a virus. Such
was the case with the "I Love You" virus that spread to millions of people in 2001.
When in doubt, delete!

Use hard-to-guess passwords

Passwords will only keep outsiders out if they are difficult to guess! Don't share your
password, and don't use the same password in more than one place. If someone should
happen to guess one of your passwords, you don't want them to be able to use it in
other places. The golden rules of passwords are: (1) A password should have a
minimum of 8 characters, be as meaningless as possible, and use uppercase letters,
lowercase letters and numbers, e.g., xk28LP97. (2) Change passwords regularly, at
least every 90 days. (3) Do not give out your password to anyone!
Don't share access to your computers with strangers

Your computer operating system may allow other computers on a network, including
the Internet, to access the hard-drive of your computer in order to "share files". This
ability to share files can be used to infect your computer with a virus or look at the files
on your computer if you don't pay close attention. So, unless you really need this
ability, make sure you turn off file-sharing. Check your operating system and your other
program help files to learn how to disable file sharing. Don't share access to your
computer with strangers!

Disconnect from the Internet when not in use

Remember that the Digital Highway is a two-way road. You send and receive
information on it. Disconnecting your computer from the Internet when you're not
online lessens the chance that someone will be able to access your computer. And if
you haven't kept your anti-virus software up-to-date, or don't have a firewall in place,
someone could infect your computer or use it to harm someone else on the Internet. Be
safe and disconnect!

N.B. Make sure your family members and/or your employees know what to do if your
computer becomes infected. It's important that everyone who uses a computer be
aware of proper security practices. People should know how to update virus protection
software, how to download security patches from software vendors and how to create a
proper password. Make sure they know these tips too!