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Database Management
System (OpenOffice
dBase)
| Database management system
2 Create and edit tables using wizard and SQL
Commands
Perform operations on table
Retrieve data using query
Create forms and reports using wizard
1; Database Management System
In this Lesson -
4 Concept of database 4 Advantages of database
4 Database management system % Disadvantages of database
4 Relational database management system (RDBMS) Users of a database management system
Introduction
Computers are used in business and industry for diverse purposes. For example, an industry might be using computer
for storing sales data, inventory control, production scheduling and similar activites. An educational institute might be
tusing computers for storing the information about the performance of the students, college dues paid by them and the
amount received by them as scholarships or other forms of financial assistance. Every software for such a system uses its
own data files f this softwares have been designed forthe same organization, then the same data may be used indifferent
files for different purposes. For example, the name, address and the roll number ofa student may be present in both the
result file as well as the payment files, which stores the information made by students as fees leading to duplication and
redundancy. This is difficult to manually maintain and hence computerised database management system is used.
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Concept of Database 1
“A database is a collection of logically related data to meet the information needs of one or more users) In 2 database,
“elated data files are designed to contain as much information as possible about an organization. Organizations seeking
computer assistance prefer to store their data in a form of an integrated database. Database isan organized body of elated
information. Database management system is a systematic apprdach for creating, maintaining, accessing, reporting and
analysing data.
The term database can also be defined as a collection of records stored in a computer in a systematic way so that a
computer program can consult it to answer questions. For better retrieval and sorting records, it is usually organized as a
set of data elements/A person.of the organization is assigned the responsibility to maintain the database. He is designated
as the Database Administrator (DBA). > -
7 Info Byte ——
‘A database is a collection of related data” A DBMS (Database Management System) js a set of software programs that
controls the organization, storage, managerienaMe TETRIEVAT Of data in a database. aa
Database Management System (OpenOffice dBase) fo2ss} x
Database Management System
\ database management system (DBMS) is a computer-based collection of interrelated data called database and ase,
In other words, «computer program used to manage and query a database is kno,
of shams to acoess that lh
4s database management systems (DBMS), They ave designe! to maintain hgge volumes of data. Management ga
ineobves:
+ Defining structure for database storage
+ Proviching mechanisms for data manipulation such as addition, modification and deletion of data
+ Proving data security
The primary objective of a DBMS isto provide an environment that is both convenient and efficient for use of available
tntormation, DBMS are designed! to manage large antount of information, The term manage means to define structure,
for the shortage of information anil to provide mechanisms for its manipulation. A DBMS must also provide thesafy
jot the stored information despite systemt crashes or unauthorized attempts to corrupt the data. In data sharing by various
Users. the system must avoid generation of rests,
Uhe first database: management system was developed in 19605, by Charles Bachman, Bachman’ aim was to make
more effective use of new direct access storage devices. Until then, the processing has been based on punched cards and
which means serial processing was dominant, Network model was developed by CODASYL based on
The baste idea of DBMS is that, all the data is kept centrally and only the authorized users can acces
ugmetic tap
Bachman’ ideas.
the data
The database management system allows you to do the following.
ed in tabular form in such a way that the tables may be linked together.
1 The data is arr
The overall structure ofa DBMS
Dae Revont ] Record [Record }
Database Management System}
» a
Database Management System
The users can put queries to search data to meet certain criteria,
The addition of more data, the deletion and editing of existing data
access to each of the Lables,
4. Aeration to the structure of data files on tables.
1 the database from other packages and data to be transferred to another package
Only authorized people «
ta
6 The user can import
Relational Database Management System (RDBMS)
(RDBMS) isa program that lets you create, update, and administera relational
eee
A relational database management syst
: =
This a database ma
[e Information Technology - 10
d
gement system (DBMS) that is based on the relational model as introduced by E. F. Codd. Most popular commercial and open source databases currently an use are based on the relational database model
A short definition of an RDBMS may be a DBMS in which data ts stored in the form of tables and the relationship amon
the data is also stored in the form of tables, and the p among
. Advantages of Database ”
The advantages of a centralized database are given below
Data Redundancy: In a database, particular information is stored centrally at one place. Redund: ft
4 centrally at one plac edundancy on icity
is considerably reduced a + duplicity
pr Renove Inconsistency: In a conventional data processing system each program has its own data files. The same
information may be stored in diferent files, This because the files might have been updated by diferent users at
different times. The problem of inconsistency is removed if the database is centrally administered
Pata Sharing: Ina centralized database, the basic data is stored in one format but the way of interpretation of data
tor different end users is different. So, you can say that different users can share the same data visualizing tin their
sem way
[AC Better Security The user cannot corrupt he data, creating problems for others. The DBA has a complete control
over the database. He ensures that access to database is only through permission of the competent authority. The
users of the database can be divided into different categories. Some of the users may be given authority to read and
‘use the data, others may be given authority to update data or delete records. Consider an example of a bank where
the employee at different levels may be given access to different types of data in the database. A clerk may be given
the authority to know only the names of all the customers w! ‘ho have a loan in the bank but not the details of each
loan the customer may have. It can be accomplished by giving the privileges to each employee. This provides high
curity to the data and also privacy of data
vio Integrity: Lets take an example ofa database that contains marks scored by a set of students in an examination
‘The maximum marks are 100. The marks secured by a student cannot exceed 100. Integrity checks can be inbuilt
into the system such that database will accept numbers only in the range of 0 to 100, as marks secured by the
student. For any field in a record the validity of the data may be checked by inbuilt routines integrated into the
A “Gystem. This provides integrity to the data.
%, Data Independence: Different users can view the data in different ways and also DBA can change storage structure
_Aithout affecting the existing applications
7 Easy Enforcement of Standards: With centralized control of the database certain applicable standards can be
followed in data representation, These standards may be a company’s own standards, or they may be national or
_Anternational standards
Provides Backup and Recovery: Centralizing a database provides the schemes such as recovery and backups from
the failures including disk crash, power failures, software errors which may help the database to recover from the
inconsistent state to the state that existed prior to the occurrence of the failure, though methods are very complex.
Info Byte —
Data inconsistency is often encountered in everyday lie, Consider an example, you have all come across situations when a
new address is communicated to an organization that you deal (For example, Telecom, Gas Company, Bank). We find that
some of the communications from that organization are received ata new address while other continued to be mailed to
the old address. How can this inconsistency be avoided?
Combine all the data in database would involve reduction in redundancy as well as inconsistency. Moreover, iti likly to
reduce the costs for collection storage and updating of data
+ Disadvantages of a Database
1, Complexity: Database systems are complex, difficult and time consuming to design. The design of a distributed
database has to consider fragmentation of data, allocation of fragments to specific sites and data replication.
Database Management System (OpenOffice dBase) ~~
Additional database design work must also be done to account for the disconnected nature of the database oy
_ sample, joins become extremely complex and expensive when performed across multiple systems,
2-~ Economics: Substantial hardware and software start-up cost. Extensive conversion costs in moving from a file.
_based system toa database system
~-S Security: Remote database fragments must be secured and fthey ae not centralized then the remote sites MUStbe
secured. The infrastructure must also be secured; for example, encrypting the network links between remote ste,
a
_A~ Difficult to Maintain Integrity: Ina distributed database, enforcing integrity over a network may require too much
of the network’ resources to be feasible
‘Training: Initial training required for all programmers and users.
Users of a Database Management System
Users of a database management system may fallin any one of the following categories:
1. End users 2. Application programmers 3. Sophisticated users
4. Special users 5. Database Administrator (DBA)
1, An end user is not a trained person but uses database to get responses of his queries. For instance, an accountant
‘can query the database to check if any loan is outstanding against an employee. But he is not authorized to make
any modifications to the database.
2. An application programmer can interact with the database through application programs. For instance, the
establishment section of an organization (its the department dealing with employees) can interact with the database
through application programs for generating the payroll of the employees.
—
<
ae a) User 1
‘Application Program 1 )«- | >
ee smear ae) Database
User 2
‘Application Program 2 }«——>
User 3
[ Application Program 3 }* eT
{ Application Program 4 }¢—
Components of DBMS
iH
3. A sophisticated user interacts with Database Management System (DBMS) by forming his request in a database
query language
4. A specialized user can write specialized database application programs. The specialized softwares may include
computer-aided design (CAD) systems, knowledge base expert systems etc
"The database administrator (DBA) is responsible for overall control of the database. Sometimes a team of experts
is given the responsibility of DBA. A DBA needs a number of utility programs to achieve the tasks of deciding
storage structures, access strategy, leasing with other users, defining authorization checks defining strategies for
backup and recovery etc.
Definition Byte—
Database: A collection of logically related data to meet the information needs of one or more user.
Database Management System (DBMS): A computer-based collection of inter-related data called database and a set of
programs to access that data
emeto clay Notepad
C
The term database can also be defined as a collection of records stored in a computer in a systematic way 9 that a
computer program can consult it toamiwerquelone
& Acomputer program used to manage and query a database is known ax database management system (DBMS)
The first database management system was developed in 1960's, hy Charles Bachman.
© Alana database management stem (RDBMS) progam that el you cent, pae, and administer aetna
database.
4 _Itisa database management system (DBMS) that I ased on the relational model as introduced by P.#. Cod
4 RDBMS may be a DBMS in which data Is stored in the form of tables and the relationship armong the data is aly stored
inthe form of tables,
4 Theadvantages of a centralized database ar: data redundancy; removes inconsistency; data sharingz better securlty lata
integrity: date independence
4 Easy enforcement of standards; provides backup and recovery
4 Users of a database management system, End users, Application programmers, Sophisticated users, Special users,
Database Administrator (DBA).
Assignment:
Q1.What isa database?
‘Ans. Database is a collection of data (information) related toa particular organization,
(Q2.What are the advantages of database?
‘Ans. The advantages of database are:
(Data Redundancy (ii) Removes Inconsistency (ii) Data Sharing
(iv). Better Security (¥)_ Data Integrity (vi) Data Independency
(vii) Easy Enforcement of Standards
(Q3.Name the different types of users who work with a database.
‘Ans. (a) End users (©) Application programmers (©) Sophisticated users
(4) Special users (€) Database Administrator (DBA)
(4. What is data redundancy? Why it leads to data inconsistency? Explain with an example.
‘Ans. Data redundancy is the storage ofthe same data in more than one file. This leads to data inconsistency. This a because the same
data might have been entered by different users at different times or it might have been updated by different users at different
times, For example, the address of students in an educational institution may be stored inthe student’ section of the institution
Some ofthese students might be residing in the hosel ofthe institution, Their addresses may be available in the hostel as well
Suppose the address ofa student is changed, Ii possible thatthe change in addres is entered inthe file maintained in the
hotel. But the same may not be updated in the ile ofthe student section, Thus, duplication may lead to inconsistency.
(Q5. What isthe purpose of using a database/Database Management System?
‘Ans. Database is an organized collection of related information. It consists ofall types’ data, enabling you to organize, sort and
calculate data, Database offers much more comprehensive function for manipulation of data that a spreadsheet software.
Assessment,
‘A. Fillin the blanks
1. The first database management system was developed in 1960's by...
2. Network model was developed by. based on Bachman’ ideas
3. database management system (DBMS) that is based on the relational model was introduced by
Database Management System (OpenOffice dBase) An «an interact with the database through application programs.
5. The Is responsible for overall control of the database.
B. Answer the following (short answer) questions:
1 What is DBMS?
2. Define the following terms:
a. Database
b. DBMS (Database Management System)
3. How is database management system useful?
Answer the following (long answer) questions:
|. What is the idea behind DBMS?
2. Explain the need of DBMS.
3. Explain the advantages ofthe Relational Database Management System.
4. Briefly describe the users ofa database management system.
Answers,
‘A. 1.Charles Bachman 2.CODASYL —3.E.E.Codd 4. application programmer 5. database administrator
2 Create and Edit Tables Using oe and SQL Commands
In this Lesson . 5
Creating a new database Structured query language (SQL) and data
‘Organization of database definition language (DDL) commands
> Creating database tables > Functions of SQL
Using the wizard to create a table Data manipulation language (DML)
Creating a New Database
To create a new database, follow the steps:
‘Step Click the arrow next to the New icon. In the drop-down menu, select Database. This opens the Database Wizard,
You can also open the Database Wizard saagmaqg
using(Flle @ New Database.
The firs step of he Database Wizard has
“The first ep oF the Di Wizard h:
‘one question with two choices:
1 “oMtd Dyas
Database Wizard
(e Information Technology - 10 Step 2: Select Create a new database and then click Next
‘The default choice for the first question is Yes, register the database for me and the default choice forthe
sevond question is Open the database for editing
Step 3: Select any choice and click Finish
Step 4: Save the new database
Organization of Database
The hierarchy followed in any database: Database File, Table, Record Field, Data-type
Database File: This is your main file that encompasses the entire database and that is saved to your hard.
‘StudentDatabase.mdb
Table: table is a collection of data organized into records and fields about a
ina databas
For example, a school database may consist of
specific topic. There can be multiple tables
Table #1) Students
Table #2) Teachers
‘The table will contain information related to teachers and students’ personal details, salary for teachers and grades for
students. Observe that the two tables have information about specific topic.
Record: A record is a collection of facts referring to single entity object of a person.
referred as tuple. _\
> Field: Fields are the different categories within a table. T:
column, For example, ina Stident database's
resented as 2 row and
bles usually contain multiple fields. It is represented as a
iVinclndes elds such as: i .
A sid + St lastname Ts firstname
A vate_of birth + gender © address x
Nata types: Data types are the properties of each field. field only has I data type.)
+ stidas Number data type Eee ae
+ stJasiname ,st_firstname as text data type
TABLE I Base Data Types
Understanding Field Data Types
When computer stores data in variables, each variable needs tobe assigned a data type
The datatypes in
Numeric Type
'enOffice Base are as follows
Name Date type | No. of Bytes Signed Range
_-ABOOLEAN boolean 1 no le Oorl
PTISYINT Integer 1 no 010255, |
ASMALLINT Integer 2 yes -2t0 21
[INPEGER T Integer 4 yes 2021
BIGINT Integer 8 eee
Database Management System (OpenOrfice dBase) (Max Scale, Max Precision)
NUMERIC number solint | yes Max Scale = unlimited
7 | i | (Max Scale, Max Precision)
DECIMAL decimal no limit yes: ‘Max Scale = unlimited
Max Precision = e*"""
REAL | real | 4 yes 21 to (2-25)*20 a
== t a a = —
FLOAT float 4 yes. | 280 to (2-25)"21
DOUBLE double 4 yes 2% to (225)
Alphanumeric Types 7
‘Name Datatype | Maxlength |
Stores up to the max number of characters
LONGVARCHAR text | 2GBfor32bitOS | indicated by user. It accepts any UTF 8,
Le - character.
Stores exactly the number of characters
| CHAR text (x) | 2GBfor32bi0S | specified by user Pads with alin space fr
| | shorter strings. Accepts any UTE 8 characte.
Stores upto the specified number of characters.
| VARCHAR text | 2GBfor32bitOS |, adding (Sane as long varchar)
| stores up the specified number of characters.
| VARCHAR_IGNORECASE text 2.GB for 32 bit OS_| Comparisons are not case sensitive but stores}
L | capitals as you type them. |
Binary Types
z —+—— 4
Name Data type Max length Description
7 1
; “yc Stores any array of bytes (images, sounds et)
LONGVARBINARY image | 2GBfor32bit OS | Novation quired |
| BINARY binary(ix) | 2GBfor32 it os |Stres any array of bytes. No vdiaason
| required.
VARBINARY binary | 26Bfors2vitos. | St aay array of bytes No vadaton
required.
Date Time
| Name Description Format
Date ‘Stores month, day and year information | 1/1199 to 1/1/9999 |
Time Stores hour, minute and second info _| seconds since 1/1/1970
| _ Timestamp Stores date and time information
Information Technology - 10 Creating Database Tables —— a =
|p ieee mm oe me
Ina database, a table stores information in fields. For
example, a table can hold an address book, a phone
book or a price list. A database can have from one to
several tables.
To work with tables, click the Tables icon in the
Database list. The three tasks that you can perform
‘ona table are in the Task List
&
Keyboard Shortcut
{ Press Alt + A, to work with tables
Creating Tables
Using the Wizard to Create a Table
‘The Wizard allows the fields of the table to come from more than one suggested table. We will create a table with fields
from three different suggested tables in the Wizard.
Click Use Wizard to Create Table. This opens the Table Wizard.
Step 1: Select fields.
‘Youhavea choice of two categories of suggested
tables: Business and Personal.
Each category contains its own suggested
tables from which to choose. Each table has a
list of available fields.
Selecting Fields
2: Click Next.
Below the Selected Fields list are two
buttons: one with a +, and one with a -.
‘These buttons are used to add or to remove
Order of Fields fields from the Selected Fields list.
Database Management System (OpenOffice dBase) _ Structured Query Language (SQL))and Data Definition Language
(DDL) )Commands eel : as
The strengths of SQL provide benefits tor all types of uscrs, including application programe alabase administrators,
managers and end users. The purpose of SQL. is to provide an interface to a relational database such ay Oracle Datahase
and all SQL statements are instructions to the database. In this SQL differs from general purpose programm language
ike C++, The features of SQL are the following @4 -feotyes Sart
7” li processes sets of data as groups rather than as individual units
27 We provides automatic navigation to the data
27 Wuses statements that are complex and powerful individually, and that therefore stand alone
47 Its a common language for all relational databases. In other words, it is portable and it requires very few
modifications so that it can work on other databases.
SQL lets you work with data at the logical level. You need to be concerned with the implementation details only when
you want to manipulate the data. For example, to retrieve a set of rows [rom a table, you define a condition used to
filter the rows. All rows satisfying the condition are retrieved in a single step and can be passed as a unit to the user, to
another SQL statement, or to an application. You need not deal with the rows one by one, nor do you have to worry about
how they are physically stored or retrieved. It is thus a non-procedural language, because more than one
accessed rather than one record at a time.
SQL provides statements for a variety of tasks, including:
© Querying data a
record can be
Creating, replacing, altering, and dropping objects
+ Inserting, updating, and deleting rows in a table + Controlling access to the database and its objects
+ Guaranteeing database consistency and integrity
Functions of SQL
Functions of SQL are:
er
Retrieve data
© = Modify data
Store data
In a database, you can define the structure of the data and manipul
+ Delete data
© Create tables and other database object
© Delete data
ate the data using some commands. Manipulate
‘means the you can add new data, update the current data, delete the data or reviewing the data from the database
To do so, there are two types of languages for this task
+ Data Definition Language (DDL)_)
Info Byte
The other two types the commands SQL supports ae
_Data Definition Language (DDL)
Data De
Common DDL statements are
+ CREATE ~ Creates new database or table
Transaction Control Language: commit, savepoint, rollback commands
tion Language (DDL) is a standard for commands that deli
of Commands that help in detning region, deleting Tetations, «resting indices, ai aioxhly ng relation s
© CData Manipulation Language (Di
y
the SLuuctures ina database It consists
hemey
2)
2) ALTER Modities the structure of the database
Database Management System (Openorfice dBase) [B. oN
& DROP ~ Deletes the database/table ' } RENAME - Renames the database/table
Data Manipulation Language (DML)
DML is also a part of SQL and is used for manipulating the data in database. It consists of commands that help in retrieya,
insertion, deletion or modification of data in the database. It is to provide efficient human interaction with the system
Common DML statements are:
4 SELECT - Retrieval of information from the database
+ INSERT - Insertion of new information into the database
+ DELETE - Deletion of information in the database
+ UPDATE ~ Modification of information in the database
There are two types of DML:
+ Procedural: The user specifies what data is needed and how to get it.
Non-procedural: Theuseronlyspecifieswhatdataisneeded. Itiseasy fortheuserbutattimesmaynotbeabletogenerate
code as efficient as that produced by procedural languages. It is used to specify complex database operations.
Info Byte 7
f. popular data manipulation language is Structured Query Language (SQL). Its used to retrieve and manipulate data in
4 relational database (RDBMS). Other forms of DML are those used by IMS/DLI, CODASYL databases, such as IDMS
(integrated Database Management System) and others
Create Tabie Command
A table or relation can be created in a database by CREATE statement bf SQL. Unlike C++ SQL is not case sensitive. You
can write the keywords or field names in lower case or upper cas¢ letters. In SQL TABLE, Table and table mean one and
the same thing. For clarity, we will write all SQL Keywords in capital letters. The format of CREATE command is:
CREATE TABLE table_name Cgrxyotn == —
(column_name1 datatype, column_name2 datatype, column_nameN datatype)
+ table_name - is the name of the table.
+ column_namel, column_name2....- is the name of the columns
‘+ datatype - is the datatype for the column like char, date, number etc.
For Example: If you want to create the employee table, the statement would be like,
nber
u
The above command creates a table named employee with the following fields:
pee ‘Type of data
a Numeric 5 digits
name Character string 20 characters long
sag Character string 10 characters long
a Numeric 2 digits
salary Numeric 10 digits
ita Character string 10 characters long
& 0) information Technology - 10 Info Byte a
‘Command to view the table's structure
If the user wants to view the structure ofthe table, the view command will help to achieve the same
Syntax:
desc
