ASSIGNMENT ON

MANAGEMENT INFORMATION SYSTEM

Submitted To Sir SHAHID TAUQEER Submitted By Usman Majeed Roll No. 261 Farhan Sarwar Roll No. 269
MBA (Evening) 2ND Semester

UNIVERSITY OF EDUCATION, LAHORE (MULTAN CAMPUS)

Presentation On

Identify the qualities of valuable information

Discuss the functions common to most DBMSs

Discuss the terms character, field, record, and file

Describe characteristics of relational, object-oriented, and multidimensional databases

Identify file maintenance techniques

Explain how Web databases work

Differentiate between a file processing system approach and the database approach

Discuss the responsibilities of database analysts and administrators

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Data and Information

How are data and information related?

Data is raw facts Information is data that is organized and meaningful Computers process data into information
processing

Step 2. The

computer extracts the member data from disk.

receipt

Step 1. The member

data, including a photograph, is entered and stored on the hard disk.

data stored on disk

Step 3. The receipt is

created and printed.

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Data and Information

What is a database?

Collection of data organized so you can access, retrieve, and use it

Create database

Database software allows you to

Create forms and reports

Database software also called database management system (DBMS)

Add, change, and delete data

Sort and retrieve data

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Data and Information

What is data integrity?

Defines the quality of the data

Garbage in, garbage out (GIGO)computer phrase that means you cannot create correct information from incorrect data

Garbage in

Garbage out

Data integrity is lost

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Data and Information

What are the qualities of valuable information?
Accurate
Verifiable Timely

Organized
Accessible Useful

Cost-effective

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The Hierarchy of Data

What is a hierarchy?

Database contains files, file contains records, record contains fields, field contains characters

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The Hierarchy of Data

What is a field?

Combination of one or more characters Smallest unit of data user accesses

Field size defines the maximum number of characters a field can contain Field name uniquely identifies each field Data type specifies kind of data field contains

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The Hierarchy of Data

What are common data types?
Text
(also called alphanumeric)letters, numbers, or special characters

Numeric
numbers only

AutoNumber
unique number automatically assigned to each new record

Currency
dollar and cent amounts or numbers containing decimal values

Date
month, day, year, and sometimes time

Memo
lengthy text entries

Yes/No
only the values Yes or No (or True or False)

Hyperlink
Web address that links to document or Web page

Object
photograph, audio, video, or document created in other application such as word processing or spreadsheet

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The Hierarchy of Data

What is a record?

Group of related fields

Key field, or primary key, uniquely identifies each record

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The Hierarchy of Data

What is a data file?

Collection of related records stored on disk

Member ID 2295 2928 3376 3928 4872 First Name Donna Shannon Adrian Jonah Marcus Last Name Vandenberg Murray Valesquez Weinberg Green Address 1029 Wolf Avenue 33099 Clark Street 15 Duluth Street P.O. Box 45 22 Fifth Avenue City Montgomery Montgomery Prattville Clanton Auburn State AL AL AL AL AL

records

key field

fields

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Maintaining Data
What is file maintenance?

Procedures that keep data current

Adding records

Changing records

Deleting records

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Maintaining Data
Why do you add records?

Add new record when you obtain new data

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Maintaining Data
Why do you change records?

Correct inaccurate data Update old data

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Maintaining Data
Why do you delete records?

When record no longer is needed Some programs remove record immediately, others flag record

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Maintaining Data
What is validation?

Process of comparing data with a set of rules to find out if data is correct Reduce data entry errors and enhance data integrity before program writes data on disk

SAMPLE VALID AND INVALID DATA

Validity Check Alphabetic Check Numeric Check Range Check

Field Being Checked First Name Postal Code

Valid Data Invalid Data Adrian 36109 Ad33n 3rto9 $95.25

Monthly Fee $39.50

Consistency Check
Completeness Check

Date Joined Training Date Last Name

10/20/2005 10/20/2005 10/27/2005 10/13/2005

Valesquez

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Maintaining Data
What are the types of validity checks?
Check Digit number(s) or character(s) appended to or inserted into a primary key value to confirm accuracy of primary key value Alphabetic/ Numeric Check ensures correct type of data entered Range Check determines whether number is within specified range Completeness Check verifies that a required field contains data Consistency Check tests for logical relationship between two or more fields

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File Processing Versus Databases

What is a file processing system?
Each department or area within organization has own set of files Records in one file may not relate to records in any other file

May have weaknesses

Data redundancy same fields stored in multiple files

Isolated datadata stored in separate files so it is difficult to access

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File Processing Versus Databases

What is the database approach?

Many programs and users can share data in database Secures data so only authorized users can access certain data

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File Processing Versus Databases

What are the strengths of the database approach?
Reduced data redundancy

Improved data integrity

Shared data Easier access Reduced development time

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File Processing Versus Databases

How do a database application and a file processing application differ in the way they store data?

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DATABASE

A group of related files A collection of data organized to service many applications at the same time by storing, managing data so that they appear to be in one location. Self describing Collection of integrated records Model of model

ELEMENTS OF DATABASE

Record/Row Attribute/Column Entities Identifiers Relationship

RECORD/ROW

A group of related fields Gives the information about a specific instant An important element of database Can be uniquely identified by key

ATTRIBUTE/COLUMN

An information about specific characteristic Also known as properties of that describe the instants or entitys characteristics Single attributes Composite attributes Multi-value attributes

ENTITIES

An entity is something that can be identified in the users working environment. Entity Class (STUDENT) Entity instance (STUDENTS FROM DIFFERENT DEPARTMENTS)

IDENTIFIERS

Name of the attribute due to which a specific instance or record is identified. Unique Identifiers Non-Unique identifiers Composite Identifiers

RELATIONSHIP

Entities can be associated with one another through relationships. At least one attribute must be common to create any relationship between the relations. Degree of relationship One-to-one relationship One-to-many relationship Many-to-many relationship

Roll no

Name

Class

Subject

Address

1245

Ayesha Ali

MBA

HRM

67-B Johar Town 879-F Wapda Town

1234

Raza Hamad

MBA

MARKETING

1256

Nida Haider

M.COM

COMMERCE

546-M Allama Iqbal Town

1289

Farooq Ahmad

BBA

BUSINESS

58-H Gulberg Defence

DATABASE MANAGEMENT SYSTEM

DBMS is special software to create and maintain a database and enable individual users to extract or access data they need without having to create separate files or data definitions in their computer programs.

TWO VIEWS TO ACCESS DATA

Logical View Physical View

COMPONENTS OF DBMS

Data Definition Language(DDL) Data Manipulation Language(DML) Data dictionary

TYPES OF DBMS

Relational DBMS Hierarchical DBMS Object Oriented DBMS Object-Relational DBMS Querying Database

RELATIONAL DATABASE

A relation is a two-dimensional table. Rows in a relational model are called as TUPLE. Columns are called the ATTRIBUTES. Tables are termed as relations. Each relation is a table but each table is not always a relation. Relations can share data from both sides until they contain a common data element in them.

HIERARCHICAL DBMS

Hierarchy is a tree structured database. Parent and child Sequential Node and Branches Node Parents. Descendents of Node Children Root Node Twins or Siblings

EXAMPLE

Nod e1 Nod e2 Nod e5 Nod e6 Nod e3 Nod e4

Nod e7

Nod e8

Nod e9

OBJECT ORIENTED DBMS

Shortly termed as OODBMS Stores both data and procedures as objects. Procedures can be automatically retrieved and shared. Objects can contain multimedia.

OBJECT-RELATIONAL DBMS

Combines the features of OODBMS and RDBMS. Relational for storing traditional information. OODBMS for storing graphics and multimedia.

QUERYING DATABASE

Structured Query Language SQL Most important DML language. Endorsed by ANSI as language of choice. Used for accessing, manipulation and maintaining relations. Select statements. Conditional statements. Joining two tables.

SELECT STATEMENTS

Pattern SELECT FROM Example: SELECT FROM

Attributes name(s) Table/Relation Name

SID, Name, Major STUDENT

CONDITIONAL STATEMENTS

Pattern SELECT FROM WHERE Example: SELECT FROM WHERE

Attributes Name(s) Table Name Condition SID, Name, Major STUDENT Major = MATHS

JOINING TWO TABLES

When to access data from two related tables or relations. Pattern SELECT T1name.T1 attr, T1name.T1 attr, T2name.T2 attr, T2name.T2 attr FROM T1name, T2name WHERE CONDITION

SOME TERMS RELATED TO DBMS

Normalization Distributed Database Data Administration Information Policy Data Warehouse Data Mart Data mining Hypermedia Database Application Server

NORMALIZATION

Normalization is a process for converting a relation that has certain problems to two or more relations that do not contain these problems. A guideline for checking the reliability, desirability and correctness of relations. 1NF, 2NF, 3NF, BCNF, 4NF, 5NF AND DKNF

DISTRIBUTED DATABASE Distributed data is one that stores data in more than one physical locations. Parts of database are stored at one location and other parts are stored in other locations. DATA ADMINISTRATION A special organization function for managing the organizations data resources, concerned with information policy, data planning, maintenance of data discrepancies and data quality standards.

INFORMATION POLICY Formal rules governing the maintenance, distribution, and use of information in an organization. DATA WAREHOUSE A database with reporting and query tools, that stores current and historical data extracted from various operational systems and consolidated from management reporting and analysis.

DATA MART A smaller data warehouse containing only a portion of the organizations data for a specified function or population of users. DATA MINING Software tools for hidden patterns and relationships in large pools of data and infer rules from them that can be predict further behavior and guide decision making.

HYPERMEDIA DATABASE An approach to data management that organizes data as a network of nodes linked any pattern the user specifies. The nodes can contain text, graphics and sound, full-motion video or executable programs. APPLICATION SERVER Software that handles all application operations between browsers-based computers and a companys back-end business application or database.

Database Management Systems

What are popular database management systems (DBMSs)?
Database Access DB2 Informix Manufacturer Microsoft Corporation IBM Corporation IBM Corporation Computer Type Personal computer, server, PDA Personal computer, midrange server, mainframe Personal computer, midrange server, mainframe

Ingres
Oracle SQL Server Sybase

Computer Associates International, Inc.

Oracle Corporation Microsoft Corporation Sybase Inc.

Personal computer, midrange server, mainframe

Personal computer, midrange server, mainframe, PDA Server Personal computer, midrange server, PDA

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Database Management Systems

What is a data dictionary?

Contains data about each file in database and each field within those files

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Database Management Systems

Step 1. Select the fields you want

What is a query?

to display in the resulting query.

Request for specific data from a database Query language consists of simple, English-like statements that allow users to specify data to display, print, or store

Step 2. Assign a name to the

query, so you can open it later.

Step 3. View query on the screen.

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Database Management Systems

What is a query by example (QBE)?

Program retrieves records that match criteria entered in form fields Has a graphical user interface that assists users with retrieving data
Query by example screen

Query results

criteria

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Database Management Systems

What is a form?

Window on screen that provides areas for entering or changing data in database Used to retrieve and maintain data in a database Well-designed forms should validate data as it is entered

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Database Management Systems

What is a report generator?

Allows user to design a report on screen, retrieve data into report design, then display or print reports Also called report writer

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Database Management Systems

What is data security?
DBMS provides means to ensure only authorized users can access data
user can view data, but cannot change it

Access privileges define activities that specific user or group of users can perform

user can view and change data

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Database Management Systems

What are backup and log?

Backup is a copy of the entire database Log is a listing of activities that change database contents
A recovery utility uses the logs and/or backups to restore a database when it becomes damaged or destroyed

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Relational, Object-Oriented, and Multidimensional Databases

What is a data model?

Rules and standards that define how database organizes data Defines how users view organization of data Three popular data models
Relational Object-oriented Multidimensional

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Relational, Object-Oriented, and Multidimensional Databases

What is a relational database?

Stores data in tables that consist of rows and columns

Each row has primary key Each column has unique name

Stores data relationships Uses specialized terminology

DATA TERMINOLOGY

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Relational, Object-Oriented, and Multidimensional Databases

What is a relationship?

Connection within data

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Relational, Object-Oriented, and Multidimensional Databases

What is Structured Query Language (SQL)?

Allows you to manage, update, and retrieve data Has special keywords and rules included in SQL statements
SQL statement

SQL statement results

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Relational, Object-Oriented, and Multidimensional Databases

What is an object-oriented database (OODB)?

Stores data in objects
Object is item that contains data, as well as actions that read or process data Can store more types of data Can access data faster

Advantages

Often uses object query language (OQL)

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Relational, Object-Oriented, and Multidimensional Databases

What is a multidimensional database?

Stores data in dimensions

Allow users to analyze any view of data

Can consolidate data much faster than relational database

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Relational, Object-Oriented, and Multidimensional Databases

What is a data warehouse?

Huge database system that stores and manages data required to analyze historical and current transactions Quick and efficient way to access large amounts of data Data mart is smaller version of data warehouse

Uses multidimensional databases

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Web Databases
What is a Web database?

Database you access through the Web by filling in a form on a Web page Usually resides on a database server, a computer that stores and provides access to a database

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Web Databases
How might a search engine interact with a Web database?

Step 1. Browser

sends search text to Web server.

Step 2. Web server sends

Step 3. Web

search text through a CGI script to database. Database retrieves list of hits that contains search text and sends it through CGI script back to Web server.

server sends list of hits to browser.

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Database Administration
What are guidelines for developing a database?
1. Determine

the purpose of the database

3. Design

2. Design the tables Design tables on paper first Each table should contain data about one subject

4. Determine

the relationships among the tables

Be sure every record has a unique primary key Use separate fields for logically distinct items Do not create fields for information that can be derived from entries in other fields

the records and fields for each table

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Database Administration
What is the role of the database analyst and administrator?
Database analyst (DA) Decides proper placement of fields, defines relationships, and identifies users access privileges Database administrator (DBA) Creates and maintains data dictionary, manages database security, monitors database performance, and checks backup and recovery procedures

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Summary of Database Management

How data and information are valuable assets to an organization Methods for maintaining high-quality data Assessing the quality of valuable information

Advantages of organizing data in a database Various types of databases Role of the database analysts and administrators

THANK YOU ALL For Your Patience & Co-Operation

Any ReleVANT Questions!!