INFORMATION MANAGEMENT

Introduction, Database Concepts

Prepared by: MR. HUBERT I. CAGUIAT

CITCS, Instructor
MANAGEMENT - the act or art of managing : the conducting or supervising of something
- the act or skill of controlling and making decisions about a business, department, sports team, etc.

- the collective body of those who manage

- the people who make decisions about a business, department, sports team, etc.
DATA VERSUS INFORMATION
Data are raw facts.
-most important component of the DBMS

Information -is the processed data on which decisions are

taken and subsequent actions are performed thereafter
- DATA VERSUS INFORMATION

- Address
- Person
- Average Grade
DATABASE - usually large collection of data – preferably related information and organized especially for rapid
search and retrieval

-a structured object, it can be a pile of papers(MANUAL), but most likely in the modern world it exists on a
computer system(COMPUTER-BASED / COMPUTERIZED)
-structured object consists of data and metadata

Data in the database is the actual stored descriptive information

(names, address, age)
Metadata is the definition of a certain table
Metadata describes the structure applied by database to the data

A table definition contains the fields for the names and address, the length of each fields and the datatypes
Datatype restricts values in fields (allowing only a date or a number)
Manual - traditional method of recording information (pen/pencil and paper)
Advantages
Cheaper
Portable (handy)
Do not consume electricity
No need for special trainings

Computerized – modern

Advantages

Can hold a vast amount of data

Very fast to find a specific record
Can easily search for a specific record
Data can be sorted into ascending or descending order on multiple criteria
Can easily update a record (change of address)
Records are stored safely, they are available when needed
The database can be kept secured by use of passwords
Easy to make a back-up in case of data loss
DBMS
A database management system (DBMS) is a computer software application that interacts with the user, other
applications, and the database itself to capture and analyze data.
A general-purpose DBMS is designed to allow the definition, creation, querying, update, and administration of
databases.

Examples of Database Applications

The following are examples of database applications:

- computerized library systems

- automated teller machines
- flight reservation systems
- computerized parts inventory systems

Components of DBMS
A database management system (DBMS) consists of several components. Each component plays very important role
in the database management system environment.
The major components of database management system are:
Software
The main component of a DBMS is the software.
It is the set of programs used to handle the database and to control and manage the overall computerized database
DBMS software itself, is the most important software component in the overall system
Operating system including network software being used in network, to share the data of database among multiple
users.
Application programs developed in programming languages such as C++, Visual Basic that are used to access database
in database management system.
Each program contains statements that request the DBMS to perform operation on database. The operations may
include retrieving, updating, deleting data etc.
The application program may be conventional or online workstations or terminals.
Hardware
Hardware consists of a set of physical electronic devices such as computers (together with associated I/O devices like
disk drives), storage devices, I/O channels,
Electromechanical devices that make interface between computers and the real world systems etc., and so on.
It is impossible to implement the DBMS without the hardware devices,
In a network, a powerful computer with high data processing speed and a storage device with large storage capacity is
required as database server.
Data
Data is the most important component of the DBMS. The main purpose of DBMS is to process the data.
In DBMS, databases are defined, constructed and then data is stored, updated and retrieved to and from the
databases.
The database contains both the actual (or operational) data and the metadata (data about data or description about
data).
Procedures
Procedures refer to the instructions and rules that help to design the database and to use the DBMS.
The users that operate and manage the DBMS require documented procedures on hot use or run the database
management system.

These may include.

Procedure to install the new DBMS.
To log on to the DBMS.
To use the DBMS or application program.
To make backup copies of database.
To change the structure of database.
To generate the reports of data retrieved from database.
Database Access Language

The database access language is used to access the data to and from the database.

The users use the database access language to enter new data, change the existing data in database and to retrieve
required data from databases.

The user write a set of appropriate commands in a database access language and submits these to the DBMS.

The DBMS translates the user commands and sends it to a specific part of the DBMS called the Database Jet Engine.
The database engine generates a set of results according to the commands submitted by user, converts these into a
user readable form called an Inquiry Report and then displays them on the screen. The administrators may also use
the database access language to create and maintain the databases.

The most popular database access language is SQL (Structured Query Language).

Relational databases are required to have a database query language.

Users
The users are the people who manage the databases and perform different operations on the databases in the
database system.

There are three kinds of people who play different roles in database system

Application Programmers
The people who write application programs in programming languages (such as Visual Basic, Java, or C++) to
interact with databases

Database Administrators
A person who is responsible for managing the overall database management system is called database
administrator or simply DBA.

End-Users
The end-users are the people who interact with database management system to perform different
operations on database such as retrieving, updating, inserting, deleting data etc.
Types of Database Management Systems:

There are four structural types of database management systems:

 Hierarchical databases.
 Network databases.
 Relational databases.
 Object-oriented databases
What is RDBMS?
RDBMS stands for Relational Database Management System. RDBMS is the basis for SQL, and for all modern database
systems like MS SQL Server, IBM DB2, Oracle, MySQL, and Microsoft Access.
A Relational database management system (RDBMS) is a database management system (DBMS) that is based on the
relational model as introduced by Edgar. F. Codd.
A type of database management system (DBMS) that stores data in the form of related tables. Relational databases are
powerful because they require few assumptions about how data is related or how it will be extracted from the database. As
a result, the same database can be viewed in many different ways.

An important feature of relational systems is that a single database can be spread across several tables. This differs
from flat-file databases, in which each database is self-contained in a single table.

An RDBMS is a particular type of DBMS that uses a relational model for its databases. An RDBMS therefore enables you to
create relational databases.
Relational database management systems have become the most popular type of database system. Most major database
management systems are relational.

Popular examples include Microsoft Access, SQL Server, Oracle Database, MySQL, FileMaker, PostgreSQL, and more below.
A relational database is a sydatabase that allows related data to be stored across multiple tables, and linked by establishing
a relationship between the tables. This provides an efficient way to store data, as you can
What is a table?
The data is stored in database objects which are called as tables. This table is basically a collection of related data
entries and it consists of numerous columns and rows

Table structure for table Employees

FIELD DATATYPE / TYPE

Rollno integer
Name string of 9 characters
Class string of 15 characters
Address string of 25 characters
TM double
MO double
Age integer
What is a field?
Every table is broken up into smaller entities called fields. The fields in the table consist of RollNO, Name, Class,
Address etc.
A field is a column in a table that is designed to maintain specific information about every record in the table.

What is a column?
A column is a vertical entity in a table that contains all information associated with a specific field in a table.
What is a Record or a Row?
A record is also called as a row of data is each individual entry that exists in a table.

What is a NULL value?

A NULL value in a table is a value in a field that appears to be blank, which means a field with a NULL
value is a field with no value.
DATABASE MODEL VERSUS DATABASE

DATABASE MODEL / DATA MODEL

- Is a blueprint for how data is stored in a database and is similar to an architectural approach
- An organized and ordered set of information stored on a computer
- ERD (Entity Relationship Diagram) – a database on a paper
- Is used to create a database

DATABASE
- Is the implementation or creation of a physical database on a computer
EVOLUTION OF DATABASE MODELING

Relational Database Model is currently the best solution for both storage and
retrieval
Hierarchical and the Network Database Model were partial solutions to the never-
ending problem of how to store data and how to do it efficiently

* The evolution of database modeling occurred when each database model

improved upon the previous one
FILE SYSTEM

- Also known as Flat File

- Is the Operating System (OS)
- You can examine your file by running the dir command in DOS or searching
through the Windows Explorer in Microsoft Windows
Problem : No Database structure at all
Ulilizes the structure of the Operating System (OS)
HIERARCHICAL DATABASE MODEL

- is an inverted tree-like structure

- Tables of this model take a child-parent relationship
- Child table has a single parent table and parent table can have multiple child tables)
- Child tables are completely dependent on parent tables; a child table can exist only if parent table does
- Supports one-to-many relationships

*every TASK is part of PROJECT, which is part of a MANAGER,

which is part of DEPARTMENT, which is part of COMPANY.

*there is a one-to-many relationship between COMPANIES and

DEPARTMENTS because there are many DEPARTMENTS in every
COMPANY

DISADVANTAGE: You cannot search for an EMPLOYEE without first finding the COMPANY
NETWORK DATABASE MODEL

- Refinement of hierarchical model

- Allows child tables to have more than one parent, creating a networked-like table structure
- Supports many-to-many relationship

*many-to-many relationship between EMPLOYEE and TASK, EMPLOYEE can be assigned many TASKS, and a TASK
can be assigned to many EMPLOYEES
RELATIONAL DATABASE MODEL

- Improves the restriction of hierarchical structure,

not abandoning the hierarchy of data
- Any table can be accessed directly without having to
access all parent objects
- You don’t have to search the entire hierarchy,
from the company downward, to find a single employee
- Any table can be linked together, regardless of
their hierarchical position
(but there should be a sensible link between the two tables)
- A table can be linked to both any number of parent
tables and any number of child tables
RELATIONAL DATABASE MANAGEMENT SYSTEM (RDBMS)

- Is a term used to describe an entire suite of programs for both managing a relational database and
communicating with the relational database engine
- Microsoft Access is an example of RDBMS
- Is both the database engine and any other tools that come with it

HISTORY OF RDBMS
- invented by an IBM researcher named Dr. E. F. Codd
(other people enhanced the original research, bringing the relational database model to where it is today)
- Began as a way of getting groups of data from a larger set, can be done by removing duplication from the
data using a process called normalization
- NORMALIZATION is composed of a number of steps called normal forms
- Structured Query Language (SQL) – data access language that allowed for queries against organized data
structures
- DB2 of IBM, Oracle Database from Oracle, etc…
APPLICATION
- is an interactive computer program with a user-friendly interface.

End-users use interfaces (or screens) to access data in a database and can execute reports requiring the click of
a button and subsequent retrieval from the printer.

End-users see just the pretty boxes on their screens and not the inner workings of the database, such as tables
• It is essential to understand that a well-organized design process is paramount to success
• From the perspective of database modeling, different application types can somewhat determine the
requirements for the design of a database model
TYPES OF APPLICATION
Online Transaction Processing (OLTP) – specialized, highly concurrent (shareable)
architecture requiring rapid access to very small amounts of data

Transaction Database Model - designed to process lots of small pieces of

information for lots of different people, all at the same time

Data Warehouse – requires large amounts of properly sorted data, low concurrency,
and relatively low response time
TYPES OF DATABASE

Transaction Databases – based on small changes to the databases (small transactions)

- transaction-driven, add new data, change existing data, delete existing data, all done in
usually very small chunks, such as individual record

Examples:
Client-server – users could range from as little as one to thousands
- catered for low concurrency because the number of users is
always manageable (Local, Offline)
- server provides resources and services to one or more clients
- servers include web servers, mail servers, and file servers
- Each of these servers provide resources to client devices, such as
desktop computers, laptops, tablets, and smartphones
- Most servers have a one-to-many relationship with clients, meaning a single server can provide
resources to multiple clients at one time.
Online Transaction Processing (OLTP) - the number of users is an unimaginable order
- problems with concurrency (Online)
- used for order entry, financial transactions, customer relationship management and retail sales. Such systems have a
large number of users who conduct short transactions.
- OLTP’s primary system features are immediate client feedback (banks, airlines and retailers)

Decision Support Databases (DSD) – they support decision, generally more management-level and even
executive-level decision-types
- computer program application that analyzes business data and presents it so that users can make business decisions
more easily.
- A decision support system may present information graphically and may include an expert system or artificial
intelligence
- Examples: clinical decision for medical diagnosis, a bank loan officer verifying the credit of a loan applicant,
an engineering firm that has bids on several projects and wants to know if they can be competitive
with their costs
Examples:

Data Warehouse Database – data warehouse contain many years of historical data to provide effective
forecasting capabilities. Result can be excessively large, even millions of times larger than OLTP.
-is a relational database that is designed for query and analysis rather than for transaction processing
-are designed to help you analyze data. For example, to learn more about your company's sales data, you can build a
warehouse that concentrates on sales. Using this warehouse, you can answer questions like "Who was our best
customer for this item last year?"
- OLTP database is the source database because the OLTP database is the database where all the transactional
information in the data warehouse originates
Data mart – is a small subset of a larger data warehouse
- Are typically extracted as small sections of data warehouses, or created as small section during the process of
creating a much larger data warehouse database
- Child data warehouse
Difference Between Data Warehouse and Data Mart
• A data warehouse is a central repository for all an organization's data, an organization's data marts are subsets of
the organization's data warehouse.

Reporting database – is a data warehouse containing only active data

Hybrid Database – mixture of OLTP type concurrency requirements and data warehouse type throughput
requirements