MODULE 1:

Introduction to Database Management System (DBMS)

 Data vs. Information vs. Knowledge
Data are raw facts. Information is the result of processing raw data
• The word raw indicates that the facts have not to reveal its meaning.
yet been processed to reveal their meaning.
• Information science defines data as
Data is converted into information, and information is
unprocessed information.
converted into knowledge.
• Facts concerning things such as people,
Knowledge refers to the body of information
objects, or events.
and facts about a specific subject.
Data are the foundation of information, which is the
bedrock of knowledge

Data management is a discipline that focuses on the

proper generation, storage, and retrieval of data.

Data Information Knowledge

What is database?
A database is a collection of information that is organized so
that it can easily be accessed, managed, and updated.
A database is a shared, integrated computer structure that
stores a collection of:
End-user data, that is, raw facts of interest to the end user.
What is Metadata?

data about data, through which the end-user data are integrated and
managed.
▪ The metadata provide a description of the data characteristics and the set of
relationships that link the data found within the database.
▪ Metadata present a more complete picture of the data in the database.
What is database?
A database could be as simple as a text file with a list of
names. Or it could be as complex as a large, relational
database management system(RDBMS), complete with
inbuilt tools to help you maintain the data.
 DATABASE
TEXT FILE SPREADSHEET SOFTWARE
What is database management system (DBMS)?
• is a collection of programs that manages the database structure and controls access to the
data stored in the database.
• In a sense, a database resembles a very well organized electronic filing cabinet in which
powerful software, known as a database management system, helps manage the cabinet’s
contents.
 Roles of the DBMS

✔ The DBMS serves as the intermediary between the user and the database.

✔ The DBMS receives all application requests and translates them into the
complex operations required to fulfill those requests.

✔ The DBMS hides much of the database’s internal complexity from the
application programs and users.
 Advantages of the DBMS

✔ Improved data sharing. The DBMS helps create an environment in which end
users have better access to more data and better-managed data. Such access
makes it possible for end users to respond quickly to changes in their
environment.

✔ Improved data security. The more users access the data, the greater the risks of
data security breaches. Corporations invest considerable amounts of time, effort,
and money to ensure that corporate data are used properly. A DBMS provides a
framework for better enforcement of data privacy and security policies.
 Advantages of the DBMS

✔ Minimized data inconsistency. Data inconsistency exists when different

versions of the same data appear in different places.

✔ Improved data access. The DBMS makes it possible to produce quick answers
to ad hoc queries. From a database perspective, a query is a specific request
issued to the DBMS for data manipulation.
 Advantages of the DBMS

✔ Improved decision making. Better-managed data and improved data access

make it possible to generate better quality information, on which better decisions
are based.

✔ Increased end-user productivity. The availability of data, combined with the

tools that transform data into usable information, empowers end users to make
quick, informed decisions that can make the difference between success and
failure in the global economy.
TYPES OF DATABASES

A DBMS can support many different types of databases.

Databases can be classified according to the number of users, the database

location(s), and the expected type and extent of use.
ACCORDING TO NUMBER OF USERS

Single-user database supports only one user at a time.

A single-user database that runs on a personal computer is called a desktop database.

Multi User database supports multiple users at the same time.

Workgroup database - multi user database supports a relatively small number of users (usually fewer than
50) or a specific department within an organization.

Enterprise database – a database which is used by the entire organization and supports many users (more
than 50, usually hundreds) across many departments.
ACCORDING TO LOCATION(S)

Centralized database - a database that supports data located at a

single site.

Distributed database - A database that supports data distributed

across several different sites.
ACCORDING TO EXPECTED TYPE

Operational database (transactional or production database) - A

database that is designed primarily to support a company’s day-to-day
operations.

Data warehouse focuses primarily on storing data used to generate

information required to make tactical or strategic decisions.
ACCORDING TO EXTENT OF USE

Unstructured data are data that exist in their original (raw) state, that is, in
the format in which they were collected.
Structured data are the result of taking unstructured data and formatting
(structuring) such data to facilitate storage, use, and the generation of
information.
Semi-structured data are data which has been processed to some extent.
WHY DATABASE DESIGN IS IMPORTANT

• Database design refers to the activities that focus on the design of the database structure
that will be used to store and manage end-user data.
• A well-designed database facilitates data management and becomes a valuable
information generator.
• A poorly designed database is a breeding ground for uncontrolled data redundancies.
• A poorly designed database generates errors that lead to bad decisions.
WHY DO WE NEED A DATABASE?
• Keep records of:
▪ Clients
▪ Staff
▪ Products
▪ Transactions

• To keep a record of activities and interventions;

• Keep sales records;
• Develop reports;
• Perform research
HISTORICAL ROOTS: FILES AND FILE SYSTEMS

Although managing data through the use of file systems is now largely obsolete, there are
several good reasons for studying them in some detail:
• Complexity of database design easier to understand.
• Understanding file systems helps to avoid problems with DBMS systems.
• Knowledge of the file system’s basic limitations will be useful.
File system was traditionally composed of a collection
of file folders, each properly tagged and kept in a
filing cabinet. Organization of the data within the file
folders was determined by the data’s expected use.
As long as a data collection was relatively small and an organization’s managers
had few reporting requirements, the manual system served its role well as a data
repository.

However, as organizations grew and as reporting requirements became more

complex, keeping track of data in a manual file system became more difficult.
In fact, finding and using data in growing collections of file folders turned into
such a time-consuming and cumbersome task that it became unlikely that such
data could generate useful information.
• Manual file systems
• Served as a data repository for small data collections.
• Cumbersome for large collection.

• Computerized file systems

• Data processing (DP) specialist converts manual file system to computerized file system.
Writes software that managed the data. Designs the application program.
• Initially, the computer files within the file system were similar to the manual files.
Basic File Terminology

• Data : have little meaning unless they have been organized in some logical
• Field : A character or group of characters (alphabetic or numeric) that has a specific
meaning. A field is used to define and store data.
• Record : A logically connected set of one or more fields that describes a person, place, or
thing.
• File : A collection of related records.
Basic File Terminology

• File system method of organizing and managing data was a definite

improvement over a manual system.
✔File system served a useful purpose in data management for over two
decades.
✔Understanding the shortcomings of the file system enables you to understand
the development of modern database.
✔Many of the problems are not unique to file systems.
PROBLEMS WITH FILE SYSTEM DATA MANAGEMENT

• It requires extensive programming.

• It cannot perform ad hoc queries.
• System administration can be complex and difficult.
• It is difficult to make changes to existing structures.
• Security features are likely to be inadequate.
Field Definitions and Naming Conventions
Data Redundancy
Uncontrolled data redundancy sets the stage for :
Data Inconsistency
lack of data integrity
Different and conflicting versions of same data occur at different places.
Data anomalies – abnormalities when all changes in redundant data are not made correctly.
Modification anomalies
Insertion anomalies
Deletion anomalies
The DBMS may even be referred to as the database system’s heart.
The Database System Components

• Hardware – all the system’s physical devices.

• Computer
• Peripherals

• Software
• Operating systems software
• DBMS software
• Applications programs and utilities software
The Database System Components
People
• Systems administrators (SA)
• Database administrators (DBAs) / Owner (Dbo)
• Database designers
• Systems analysts and programmers o End users
Procedures
Instructions and rules that govern the design and use of the database system
Data
Collection of facts stored in the database
DBMS Functions

• Data dictionary management.

• The DBMS stores definitions of the data elements and their relationships (metadata) in a data
dictionary.
DBMS Functions

• Data storage management.

• The DBMS creates and manages the complex structures required for data storage, thus relieving
you from the difficult task of defining and programming the physical data characteristics.
• A modern DBMS provides storage not only for the data, but also for related data entry forms or
screen definitions, report definitions, data validation rules, procedural code, structures to handle
video and picture formats, and so on.
DBMS Functions

• Data transformation and presentation.

• The DBMS transforms entered data to conform to required data structures. The DBMS relieves
you of the chore of making a distinction between the logical data format and the physical data
format.
• That is, the DBMS formats the physically retrieved data to make it conform to the user’s logical
expectations.
DBMS Functions

• Security management.
• The DBMS creates a security system that enforces user security and data privacy. Security rules
determine which users can access the database, which data items each user can access, and which
data operations (read, add, delete, or modify) the user can perform.
DBMS Functions

• Multiuser access control.

• To provide data integrity and data consistency, the DBMS uses sophisticated algorithms to ensure
that multiple users can access the database concurrently without compromising the integrity of the
database.
DBMS Functions

• Backup and recovery management.

• The DBMS provides backup and data recovery to ensure data safety and integrity. Current DBMS
systems provide special utilities that allow the DBA to perform routine and special backup and
restore procedures.
DBMS Functions

• Data integrity management.

• The DBMS promotes and enforces integrity rules, thus minimizing data redundancy and
maximizing data consistency. The data relationships stored in the data dictionary are used to
enforce data integrity.
DBMS Functions

• Database access languages and application programming interfaces.

• The DBMS provides data access through a query language.
• A query language is a nonprocedural language—one that lets the user specify what must be done
without having to specify how it is to be done.
• Structured Query Language (SQL) is the de facto query language and data access standard
supported by the majority of DBMS vendors.
DBMS Functions

• Database communication interfaces.

• Current-generation DBMSs accept end-user requests via multiple, different network
environments. For example, the DBMS might provide access to the database via the Internet
through the use of Web browsers such as Mozilla Firefox or Microsoft Internet Explorer or
Google.
Managing the Database System: A Shift in Focus

• Increased costs.
• Management complexity.
• Maintaining currency.
• Vendor dependence
• Frequent upgrade/replacement cycles
Managing the Database System: A Shift in Focus

Increased costs.
• Database systems require sophisticated hardware and software and highly skilled
personnel. The cost of maintaining the hardware, software, and personnel required to
operate and manage a database system can be substantial. Training, licensing, and
regulation compliance costs are often overlooked when database systems are
implemented.
Managing the Database System: A Shift in Focus

Maintaining currency.
To maximize the efficiency of the database system, you must keep your system current.
Therefore, you must perform frequent updates and apply the latest patches and security
measures to all components. Because database technology advances rapidly, personnel
training costs tend to be significant.
Managing the Database System: A Shift in Focus

Vendor dependence.

Given the heavy investment in technology and personnel training, companies might be
reluctant to change database vendors. As a consequence, vendors are less likely to offer
pricing point advantages to existing customers, and those customers might be limited in
their choice of database system components.
Managing the Database System: A Shift in Focus

Frequent upgrade/replacement cycles.

• DBMS vendors frequently upgrade their products by adding new functionality. Such new
features often come bundled in new upgrade versions of the software. Some of these
versions require hardware upgrades. Not only do the upgrades themselves cost money,
but it also costs money to train database users and administrators to properly use and
manage the new features.
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