©) studocu DBMS notes in pdf form - revisionDATABASE MANAGEMENT SYSTEM. Database isa collection of organised objects Database 1s a collection of related data organized in logical manner to provide consistent and controlled access. Database management system (DBMS) is the software that manages and controls access to the database. ‘A database application is simply a program that interacts with the database at some point in its execution. Database system is a collection of application programs that interact with the database along with the DBMS and database itself. Database systom isa collection of app program that interact with database along DBMS and database itsolt ‘¢ Purchases from the supermarket © Purchases using your credit card. * Booking a holiday at the travel agents. ‘© Using the local library. © Taking out insurance. + Renting a video, © Using the internet ‘TRADITIONAL /FILE-BASED SYSTEMS File based system is a collection of application programs that perform services for the end-users such as the production of report Sigh prowraiiide inestaiid iianiaweS|iSTOWAIAALA. File-based systems were an carly attempt to computerize the manual filing system, DATABASE APPROACH All the limitations of the file based approach can be attributed to two factors. i. The definition of the data is embedded in the application programs rather than being stored separately and independently. ii, There is no control over the access and manipulation of data beyond that imposed by the application programs. Database “Is shared Golleetion of logically related data, and a description of this data, designed to meet the information needs of an organization. > An entity is a distinct object (a person, place, thing, concept or event) in the organization that is to be represented in the database, > An attribute is a property that describes some aspects of the object that we wish record. > Relationship is an association betwe enti Page 1 of 40 Tiedoamnitonsien CY studocu Downloaded by mann stati (mstati@ reed. org)DBMS — is software that enables users to define creates, maintain, and control access to the database. ‘The DBMS is the software that interacts with the users” application programs and the database. DBMS, provides the following facilities: i. Itallows users to define the database, usually through a data definition language. The DDL. allows users to specify the data types, and structures and the constraints on the data to be stored in the database. Itallows users to insert, update, delete and retrieve data from the database, usually through a data ‘manipulation language. DML provide a general inquiry facility using query language like structured query language. iii, It provides controlled access to the database.eg - Assecurity system which prevents unauthorized users accessing the database. = An integrity system, which allows shared access of the database. = A recovery control system which restores the database to a previous consistent state following hardware of software failure. = Auuscr-accessible catalogue, which contains descriptions of the data in the database. COMPONENTS OF THE DBMS ENVIRONMENT 9; database systems i Hardware ii, Software — comprises the DBMS software itself and the appli iii, Data iv. Procedures —rules that govern the design and use of the database e.g, Leg on, back up ete. v. People NB//REFER TO SLIDES i, Excessive use of back up media tion programs. Increase quantity of hard drive maintenance iii, Lead to less efficient system. Page 2 of 40 Downloaded by mann stati (mstati@ renee. or9)iv. There are various categories of database users ‘A. ACTORS ON THE SCENE: Persons whose job involves daily use of a large database 1, Database administrators (DBAs): Responsible for managing the database system, authorizing access, coordinating & monitoring users, acquiring resources. This resources can be © Database + DBMs 2. Database designers: Responsible for designing the database, identifying the data to be stored, choosing the structures to represent and store this data. 3. Application Programmers: Application programmer is the person who is responsible for implementing the required functionality of database for the end user. Application programmer works according to the specification provided by the system analyst. 4.End Users: End users are those persons who interact with the application directly. They are responsible to insert, delete and update data in the database. They get information from the system as and when required ‘There are several categories of end users: i) Casual end users occasionally access the database, but they may need different information each, time. They use a sophisticated database query language to specify their requests and are typically middle- or high-level managers or other occasional browsers. ii) Naive or Parametric end users make up a sizable portion of database end users. Their main function revolves around constantly querying and updating the database, using standard types of queries and updates-called canned transactions-that have been carefully programmed and tested. ‘The tasks that such users perform are varied ill) Sophisticated end users: Use full DBMS capabilities for implementing complex applications. Sophisticated end users include engineers, scientists, business analysts, and others who thoroughly familiarize themselves with the facilities of the DBMS so as to implement their applications to meet their complex requirements. Page 3 of 40 Tiedoamnitonsien CY studocu Downloaded by mann stati (mstati@ reed. org)vy) B. WORKERS BEH Persons Stand-alone users (personal databases) Stand-alone users maintain personal databases by using ready-made program packages that provide easy-to-use menu-based or graphics-based interfaces. An example is the user of a tax. package that stores a variety of personal financial data for tax purposes. IND THE SCENE: ‘whose job involves design, development, operation, and maintenance of the DBMS software and system environment. iy ii) DBMS designers and implementers: Design and implement the DBMS software package itself. Tool developers: Design and implement tools that facilitate the use of the DBMS software. Tools include design tools, performance tools, special interfaces, ete Operators and maintenance personnel: Work on running and maintaining the hardware and software environment for the database system. i, ii, Control of data redundancy. Data consistency. Sharing of data. Improved data integrity. Improved security. Increased productivity. vii, Improve backup and recovery services. Vili, Economy of scale. ii iii, ‘Complexity Size - complexity and breadth of functionality makes the DBMS an extremely large piece of software. Cost of DBMS- they are costly and they require recurrent annual maintenances cost. Additional hardware costs. Cost of conversion, Performance, Higher impact of a failure. Page 4 of 40 Downloaded by mann stati (mstati@ renee. or9)Principal features of a DBMS. ‘The following list is not exhaustive but will depend on the DBMS being used. ee ‘Software to allow the creation of tables, and links between tables. This includes defining what pieces of information (fields) will be stored, their data types, validation rules and properties. It also includes defining primary keys (the unique field in each database), foreign keys (which fields will be used to link tables together) and secondary keys (which fields will be used to set up extra search indexes, to speed up searching). Software which ensure that the data integrity is maintained. If a record in Table 1 refers toa record in Table 2, you don't want to be able to delete the record in Table 2. If you do, the record in Table I will then be referring to a record that doesn't exist. The data integrity of the system will not be maintained. What should happen to maintain data integrity is that the record in Table | is deleted (or amended) and then the record in Table 2is deleted. Software to allow the setting up of users’ accounts. This includes giving each user a login and password, defining user groups and putting users in appropriate groups. Software for setting up the access rights and views for cach group of users that has been defined. Software to automatically back-up the database. Software to create data input forms. These can be used to enter in records and to view records in the database. Wizards can be used to set-up the forms and then you can switch into a design view to customise them. Queries can be set-up. This allows data to be interrogated. Reports can be set-up. This allows the results of queries to be formatted ‘professionally’ with a title, a data, meaningful headings, column widths set-up correctly, justification of results properly formatted, the addition of logos and so on. Macros can be designed, so that many often-repeated jobs can be automated. Page 5 of 40 Tiedoamnitonsien CY studocu Downloaded by mann stati (mstati@ reed. org)x Switchboards and navigation methods can be set up. Large databases may have many forms and reports and after a while, it might get too complicated to find the form, query or report you are looking for. A switchboard is simply a welcome screen that you sce when you open a database. It has a few buttons on, which take you to other menus and sub-menus. The idea is that you group on one menu similar jobs and provide links which open the forms and reports tat carry out these jobs. xi. Software that allow system maintenance. For example, databases can ‘grow’ as temporary files are used and the data can get defragmented over time. Tools that deal with these kinds of problems are often provided. DATABASE APPROACH VS TRADITIONAL FILE PROCES (i) Databases approaches contain both data and a description of this data that is embedded inside databases while traditional file processing databases weren't commonly used. (il) Data independence. Data base approach creates data independence since databases could hold data in different locations and this allowed data to be centrally accessed whereas in traditional file processing data independence was not clearly explained to the end user “application programs and queries were independent on warchouse. Where data was actually stored (iii) Database approach supported sharing of data since it will be accessed in a central way while traditional one was not centrally access to data which made it difficult to share data i.e. was mote departmental (iv) Control duplication and inconsistency. In database approach, data duplication could be avoided since database allowed data storage in a central place while traditional one data duplication was common because data was separately stored in various departments. (v) Secure access to databases. Database approach allows restriction to data access where as traditional one does not. DATABASE vs FILE SYSTEM Data ae share by all programs auhorized tohave access toit data wsten by one program may be unreadable by another program flonble access to data pre determined access by data 9 ordinto bot piysteal and logeal access to data Eoorcnate ony physical access to data ttulipio users access same date ai ae ine fo two program ean concurrently access same file Page 6 of 40 Downloaded by mann stati (mstati@ renee. or9)COMPARISON OF TRADITIONAL FILE-BASED APPROACH AND DATABASE APPROACH At the beginning, you should understand the rationale of replacing the traditional file-based system with the database system. File-based Systemis a collection of app program that perform services for the end users File-based systems were an early attempt to computerize the manual filing system. Each program defines and ‘manages its data. Separation and isolation of data When data is isolated in separate files, it is more difficult for user to access that data. The application programmer is required to synchronize the processing of two or more files to ensure the correct data is extracted. Duplication of data When employing the decentralized file-based approach, the uncontrolled duplication of data is occurred. Uncontrolled duplication of data is undesirable because: Y Duplication is wasteful Y Duplication can lead to loss of data integrity Data dependence Using file-based system, the physical structure and storage of the data files and records are defined in the application program code. This characteristic is known as. program-data dependence. Making changes to an existing structure are rather difficult and will lead to a modification of program. Such maintenance activities are time-consuming and subject to error. Incompatible file formats The structures of the file are dependent on the application programming language. However file structure provided in one programming language such as direct file, indexed-sequential file Which Page 7 of 40 Tiedoamnitonsien CY studocu Downloaded by mann stati (mstati@ reed. org)¥. Fixed queries / proliferation of application programs File-based systems are very dependent upon the application programmer. Any required queries or reports have to be written by the application programmer. Normally. a fixed format query or report can only be entertained and no facility for ad-hoc queries if offered. File-based systems also give tremendous pressure on data processing staff, with users’ complaints (on programs that are inadequate or inefficient in meeting their demands. Documentation may be limited and maintenance of the system is difficult. Provision for security, integrity and recovery capability is very limited. Database Approach In order to overcome the limitations of the file-based approach, the concept of database and the Database Management System (DBMS) was emerged in 60s. A number of advantages of applying database approach in application system are obtained including: i, Control of data redundancy ‘The database approach attempts to eliminate the redundancy by integrating the file. Although the database approach does not eliminate redundancy entirely, it controls the amount of redundancy inherent in the database. Data consisteney By climinating or controlling redundancy, the database approach reduces the risk of inconsistencies occurring. It ensures all copies of the idea are kept consistent. iii, More information from the same amount of data With the integration of the operated data in the database approach, it may be possible to derive additional information for the same data. iv, Sharing of data Database belongs to the entire organization and can be shared by all authorized users. ¥. Improved data integrity Database integrity provides the validity and consistency of stored data. Integrity is usually expressed in terms of constraints, which are consistency rules that the database is not permitted to violate. Improved security Database approach provides a protection of the data from the unauthorized users. It may take the term of user names and passwords to identify user type and their access right in the operation including retrieval, insertion, updating and deletion. Page 8 of 40 Downloaded by mann stati (mstati@ renee. or9)Enforcement of standards The integration of the database enforces the necessary standards including data formats, naming conventions, documentation standards, update procedures and access rules. Economy of scale Cost savings can be obtained by combining all organization's operational data into one database with applications to work on one source of data. Balance of conflicting requirements By having a structural design in the database, the conflicts between users or departments can be resolved. Decisions will be based on the base use of resources for the organization as a whole rather that for an individual entity Improved data accessibility and responsiveness By having integration in the database approach, data accessing can be crossed departmental boundaries. This feature provides more functionality and better services to the users. Increased productivity The database approach provides all the low-level file-handling routines. The provision of these functions allows the programmer to concentrate more on the specific functionality required by the users. The fourth-gencration environment provided by the database can simplify the database application development. Improved maintenance Database approach provides a data independence. As a change of data structure in the database will be affect the application program, it simplifies database application maintenance. Increased concurrency Database can manage concurrent data access effectively. It ensures no interference between users that would not result any loss of information nor loss of integrity. Improved backing and recovery services ‘Modern database management system provides facilities to minimize the amount of processing that can be lost following a failure by using the transaction approach Page 9 of 40 Tiedoamnitonsien CY studocu Downloaded by mann stati (mstati@ reed. org)In split of a large number of advantages can be found in the database approach, it is not without any challenge. The following disadvantages can be found including i iii, ‘ Complexity Database management system is an extremely complex piece of software. All parties must be familiar with its functionality and take full advantage of it, Therefore, training for the administrators, designers and users is required. Size The database management system consumes a substantial amount of main memory as well as a large number amount of disk space in order to make it run efficiently Cost of DBMS ‘A multi-user database management system may be very expensive. Even afier the installation, there isa high recurrent annual maintenance cost on the software. Cost of conversion When moving from a file-base system to a database system, the company is required to have additional expenses on hardware acquisition and training cost. Performance As the database approach is to cater for many applications rather than exclusively for a particular cone, some applications may not run as fast as before. Higher impact of a failure The database approach increases the vulnerability of the system due to the centralization. As all users and applications reply on the database availability, the failure of any component can bring ‘operations to a halt and affect the services to the customer seriously. Page 10 of 40 Downloaded by mann stati (mstati@ renee. or9)