University of Gondar, Institute of Public Health

Dep’t of Health Informatics

Database Management System & Administration

for Postgraduate HI Students

Course code: PuHi7022

Credit Hr: 3
By: Miftah A.
June, 2020
 Course Objective
Upon successfully completion of the course, students should be able
to:
• Define basic concepts and principles
• Describe Characteristics of Database approaches
• Classify types of DBMS
• Describe data base development process
• Explain enhanced E-R Model and business Rules
• Identify steps of database design
• Develop enhanced E-R Model
• Illustrate database relationships

2
 Course Objective
• Define database normalization
• Apply normalization techniques
• Review Software Engineering Process and relational databases
• Describe SQL Data language
• Discuss concepts of structured query language
• Manage data base security
• Describe Security policy and procedures
• Use database ethical standards while developing and using databases

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Mode of Evaluation

 Seminar presentation---------------------------------------15%

 Project Work------------------------------------------------35%

 Final exam---------------------------------------------------50%

 Total --------------------------------------------------------

100%
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Unit 1: Fundamentals of Database System
Terminologies of Database
• Data: known facts that can be recorded and have implicit meaning

• Database: is a collection of information that is organized so that it

can be easily accessed, managed and updated.

• Database system: is the collection of database and DBMS software

together.

It is composed of 5 major parts: Hardware, Software (DBMS),

People, Procedure and Data
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Terminologies of Database cont’d…
• Database Management System (DBMS): is a collection of programs
that enables users to create and maintain a database.

The primary goal of a DBMS is to provide a way to store and

retrieve data/information that is both convenient and efficient.

• A database model is a blueprint for how data is stored in a

database which is used to create a database.

• A query: is a database object that can be used to extract or show

information in a datasheet view.

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 Terminologies of Database cont’d…
• Table: A list of related information in column and rows.

Each Row is a table is considered as record (Eg. your information in the phone
book is a record)

Each Column in the table is a category or a field (a column of phone numbers

in the phone book would be considered as a field)

One item of data, such as your phone number in the phone book is called a
Data value.

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 Basic concepts and principles of DB

• Databases and database systems are an essential component of life in modern

society as database technology have a major impact on the growing use of
computers

• It is fair to say that DB play a critical role in almost all areas where computers
are used, including business, electronic commerce, engineering, medicine,
genetics, law, education etc…

• Most of us encounter several activities every day that involve some interaction
with a database. For example:

• if we go to the bank to deposit or withdraw funds

• if we make a hotel or airline reservation

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 Basic concepts and principles cont’d….
•The DBMS is a general-purpose software system that facilitates the
processes of defining, constructing, manipulating, and sharing
databases among various users and applications.
•Defining a database involves specifying the data types, structures
and constraints of the data to be stored in the database.
•The database definition or descriptive information is also stored by the
DBMS in the form of a database catalog or dictionary; it is called
meta-data.
•The database and DBMS software together are the database system

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 Basic concepts and principles cont’d….
• Constructing the database is the process of storing the data on some storage
medium that is controlled by the DBMS.

• Manipulating a database includes functions such as querying the database

to retrieve specific data, updating the database to reflect changes in the mini
world and generating reports from the data.

• Sharing a database allows multiple users and programs to access the

database simultaneously.

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 Basic concepts and principles cont’d….
A database has the following implicit properties:

 A database represents some aspect of the real world, sometimes called the
mini world.
• Changes to the mini world are reflected in the database.

 A database is a logically coherent collection of data with some

inherent meaning.

 A random assortment of data cannot correctly be referred to as a database.

A database is designed, built and populated with data for a specific purpose.

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Basic concepts and principles cont’d….

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Basic concepts and principles cont’d….

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 Basic concepts and principles cont’d….
• Database manipulation involves querying and updating.

Examples of queries are as follows:

Retrieve the transcript—a list of all courses and grades—of ‘Smith’

List the names of students who took the section of the ‘Database’ course offered in
fall 2008 and their grades in that section

List the prerequisites of the ‘Database’ course

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 Basic concepts and principles cont’d….
Examples of updates include the following:

• Change the name ‘Smith’ to John

• Create a new section for the ‘Database’ course for this semester

• Enter a grade of ‘A’ for ‘Smith’ in the ‘Database’ section of last semester

• These informal queries and updates must be specified precisely in the query language of
the DBMS before they can be processed.

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 Basic concepts and principles cont’d….
• Design of a new application for an existing database or design of a brand new
database starts off with a phase called requirements specification and
analysis.

• These requirements are documented in detail and transformed into a

conceptual design that can be represented and manipulated using some
computerized tools so that it can be easily maintained, modified, and
transformed into a database implementation.

• The design is then translated to a logical design that can be expressed in a

data model implemented in a commercial DBMS.

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 Properties of Database
• Completeness

• Integrity

• Flexibility

• Efficiency

• Usability

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 Properties of Databases cont’d….
Completeness

• Ensure that users can access the data they want includes ad hoc queries,
which would not be explicitly given as part of statement of data
requirements
• Database has to support the requirements

• It requires the complete understanding of database structure, relationships

and constraints

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 Properties of Databases cont’d….
Integrity

• Ensures that data is both consistent (no contradictory), and ensures that
users trust the database

• Database integrity ensures that data entered into the database is accurate,
valid, and consistent
• Any applicable integrity constraint and data validation rules must be
satisfied before permitting a change to the database

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 Properties of Databases cont’d….
Flexibility

• Ensures that a database can evolve (without requiring excessive effort)

to satisfy changing user requirements.

• Ability to upgrade or change the functionality of database up to the

current need
• Ability to support wide area of data types

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 Properties of Databases cont’d….
Efficiency

• Ensures that users do not have unduly long response times when
accessing data

• The database should be able to perform effectively

• The designer has to choose the right DBMS, the right access path in
order to improve the efficiency

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 Properties of Databases cont’d….
Usability

• Ensures that data can be accessed and manipulated in ways which match
user requirements

• The database design that is not properly normalized will introduce data
update anomalies and data errors
• A poorly designed database may place the entire organization at risk due
to the incomplete or incorrect information

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 Database Applications
• A database application is set of one or more computer programs or websites
that serve as an intermediary between the user and the DBMS for the
purpose of:

Store information and relationship that are more complicated than simple
list

Provide an organizational structure for data

Provide a mechanism for querying, creating, modifying and deleting

data

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 Types of Database system
There are two types of database systems. These are:
a. Personal Database system: personal database systems typically:

• Support one application

• Have only a few tables

• Are simple in design

• Involve only one computer

• Support one user at a time

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 Types of Database system cont’d….
b. Enterprise-Level Database System: This systems typically:
• Support several users simultaneously (concurrent use)

• Support more than one application

• Involve multiple computers

• Are complex in design

• Have many tables

• Have many databases

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Characteristics of Database approaches
• A number of characteristics distinguish the database approach from the much older
approach of programming with files

• In the database approach, a single repository maintains data that is defined once and
then accessed by various users

• In file systems, each application is free to name data elements independently.

• In contrast, in a database, the names or labels of data are defined once, and used
repeatedly by queries, transactions, and applications

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Characteristics cont’d….
• Data management passes through the different levels of development along with the
development in technology and services.

• These levels could best be described by categorizing into three levels of

development.

• Even though there is an advantage and a problem overcome at each new level, all
methods of data handling are in use to some extent.

• The major three levels (approaches) are;

• Manual Approach

• Traditional File Based Approach

• Database Approach

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a. Manual File Handling Systems
The primitive and traditional way of information handling where cards and papers
are mainly used. Files kept in this way are:

• Human labor intensive

• Events and objects are written on files (paper)

• Files are labeled and stored in one or more cabinets.

• The cabinets could be kept in safe places for security purpose.

• Insertion and retrieval is done by searching first for the right cabinet then for
the right file then the information.

• One could have indexing system to facilitate access to the data.

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Manual File Handling cont’d…
Limitations with all manual systems
• Prone to error

• Difficult to update, retrieve, integrate

• You have the data but it is difficult to compile the information

• Significant amount of duplication of data

• Cross referencing is difficult

Solution
• The computerized approaches evolved to overcome this limitations
• File based approach  decentralised
• Database approach centralised
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b. File based approach
• After the introduction of computer for data processing to the business
community, the need to use the device for data storage and processing increase.

• There were, and still are, several computer applications with file based
processing used for the purpose of data handling.

• Each program defines and manages its own data

• Applications developed in an ad-hoc (created or done for a particular

purpose as necessary) and opportunistic manner

• File based systems were an early attempt to computerize the manual filing
system.

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File based approach cont’d…
• This approach is a decentralized computerized data handling method.

• Since every application defines and manages its own data, the system is
subjected to serious data duplication problem

• Data files are developed for individual applications

• Application programs are data dependent

• Data requirements for applications derived independently

• Even though the approach evolved over time, the basic structure is still
similar but not identical.

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File based approach cont’d…
• Limitations of the traditional file based approach

• The most significant problem is the “update anomalies”.

• We have three types of update anomalies:

• Modification Anomalies

• Deletion Anomalies

• Insertion Anomalies

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C. Database Approach
• A number of characteristics distinguish the database approach from the much older
approach of programming with files.

• In traditional file processing, each user defines and implements the files needed for a
specific software application as part of programming.

• For example, one user, the grade reporting office, may keep files on students
and their grades.

• Programs to print a student’s transcript and to enter new grades are implemented
as part of the application.

• A second user, the accounting office, may keep track of students’ fees and their
payments.
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Database Approach cont’d…
• Although both users are interested in data about students, each user maintains
separate files and programs to manipulate these files because each requires some
data not available from the other user’s files.

• This redundancy in defining and storing data results in wasted storage space and
in redundant efforts to maintain common up-to-date data.

• In the database approach, a single repository maintains data that is defined once
and then accessed by various users.

• In file systems, each application is free to name data elements independently.

• In contrast, in a database, the names or labels of data are defined once, and used
repeatedly by queries, transactions, and applications

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Benefits of database systems
Controlling redundancy

Restricting unauthorized access

Data can be shared

Improved data accessibility

Quality data can be maintained

Inconsistency can be avoided

Improved decision support

Providing backup and recovery

Enforcing integrity constraints

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Limitations and risks of database approach
• Introduction of new professional and specialized personnel

• High cost to be incurred to develop and maintain the system

• Complex backup and recovery services from the users perspective

• Reduced performance due to centralization and data independency

• High impact on the system when failure occurs to the central system

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Components of a Database System
There are five component of Database system

i. Hardware
• The DBMS and the application needs hardware to run.

• The hardware can be Personal, Mainframe, Network.

• Depends on the organizations requirement and the DBMS used, some run on a particular
hardware and OS while others on a wide variety of hardware

Eg. A client server architecture

- Clients: front end of DBMS
- Database Server: back end of DBMS
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Components of a Database cont’d….
ii. Software
• It composed the DBMS and the application together with the operating system.

• Application programs can be written in 3rd generation language.

• DBMS may have its own report forms, graphs and application generators.

iii. Data

• The most important component of DBMS from the end user point of view.

• It contain both the operational and metadata.

• The structure of the data base is called schema.

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Components of a Database cont’d….
iv. Procedures
• It refers the instructions or rules that governs the design and use of the database, which
consist of:
• Log on to the DBMS.
• Use a particular DBMS facilities.
• Start and stop of DBMS.
• Making backup copies of the database.
v. People (users or actors):- people can be identified in four distinct type:
• Database Administrator
• Database Designer
• Application Developer
• End user
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Actors on the Scene
People whose jobs involve the day-to-day use of a large database; we call them the
actors on the scene
Database Administrator
• In any organization where many people use the same resources, there is a need
for a chief administrator to oversee and manage resources.

• In a database environment, the primary resource is the database itself, and the
secondary resource is the DBMS and related software.

• Administering these resources is the responsibility of the database

administrator.

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Actors on the Scene cont’d…
• The DBA is responsible for authorizing access to the database,
coordinating and monitoring its use, and acquiring software and
hardware resources as needed.

• The DBA is accountable for problems such as security breaches and poor
system response time.

• In large organizations, the DBA is assisted by a staff that carries out these
functions.

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Actors on the Scene cont’d….
b. Database Designers
• Database designers are responsible for identifying the data to be stored in
the database and for choosing appropriate structures to represent and
store this data.
• These tasks are mostly undertaken before the database is actually
implemented and populated with data

• It is the responsibility of database designers to communicate with all

prospective database users in order to understand their requirements and
to create a design that meets these requirements

• In many cases, the designers are on the staff of the DBA and may be
assigned other staff responsibilities after the database design is completed.
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Actors on the Scene cont’d….
• Database designers is also responsible to many cases like:
• The designers are on the staff of the DBA and may be assigned other
staff responsibilities after the database design is completed.

• DBDs typically interact with each potential group of users and develop
views of the database that meet the data and processing requirements
of these groups.

• Each view is then analyzed and integrated with the views of other user
groups.

• The final database design must be capable of supporting the requirements

of all user groups.

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Actors on the Scene cont’d….
Designers can be:
• Logical Designers

• Concerned with identifying the data, entities and attributes, relationships

and constraints

• Need a complete knowledge of the organization's data and business

rules
• Physical Designers
• Decide how the logical database designer is to be physically realized

• Map the logical database design into a set of tables

• Select specific storage structures and access methods

• Design security measures

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Actors on the Scene cont’d….
C. Application Developers

• Develop the application programs.

• Application programs provide the required functionality for the end user.

• Work based on the requirement specified by the system analyst.

• Each program contains statements that request the DBMS to perform

some operation on the database – retrieving, inserting, updating and
deleting data

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Actors on the Scene cont’d….
d. End users
 End users are the people whose jobs require access to the database for
querying, updating, and generating reports; the database primarily exists for
their use.

 A primary goal of a database system is to retrieve information from and store

new information in the database.

 People who work with a database can be categorized as database users or

database administrators.

 There are four different types of database-system users, differentiated by the

way they expect to interact with the system

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Actors on the Scene cont’d….
• Naïve or parametric end users are unsophisticated users who interact
with the system by invoking one of the application programs that have
been written previously

• Their main job 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.

• 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.
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Actors on the Scene cont’d….
• The tasks that such users perform are varied:

• Bank tellers check account balances and post withdrawals and

deposits.

• Reservation agents for airlines, hotels, and car rental companies check
availability for a given request and make reservations.

• Employees at receiving stations for shipping companies enter package

identifications via bar codes and descriptive information through buttons
to update a central database of received and in-transit packages.

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Actors on the Scene cont’d….
• Sophisticated end users: interact with the system without writing
programs. Instead, they form their requests in a database query language.

They submit each such query to a query processor, whose function is to

break down DML statements into instructions that the storage manager
understands.

• Standalone 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.

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 Database Development Process
• A core aspect of software engineering is the subdivision of the development
process into a series of phases, or steps, each of which focuses on one
aspect of the development.

• The collection of these steps is sometimes referred to as the software

development life cycle (SDLC).

• The software product moves through this life cycle (sometimes repeatedly as
it is refined or redeveloped) until it is finally retired from use.

• Ideally, each phase in the life cycle can be checked for correctness before
moving on to the next phase.

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Workers behind the Scene
• Those who work to maintain the database system environment but who are
not actively interested in the database contents as part of their daily job.

• We call them the workers behind the scene, and they include the following
categories:

DBMS system designers and implementers design and implement

the DBMS modules and interfaces as a software package

Tool developers design and implement tools—the software packages that

facilitate database modeling and design, database system design, and
improved performance.

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Workers behind the Scene cont’d…
 Operators and maintenance personnel (system administration
personnel) are responsible for the actual running and maintenance of the
hardware and software environment for the database system

 Although these categories of workers behind the scene are instrumental in

making the database system available to end users, they typically do not use
the database contents for their own purposes.

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