Lecture 12 Databases & Information Systems

Technology
in Action
Alan Evans • Kendall Martin
Mary Anne Poatsy
Eleventh Edition
Copyright © 2015 Pearson Education, Inc.

Technology in Action
Chapter 11
Behind the Scenes:
Databases and Information Systems

Chapter Topics
• Database Basics
– Database Building Blocks
– Database Types
– Database Functions
• How Businesses Use Databases
– Database Warehousing and Storage
– Business Intelligence Systems
– Data Mining
Copyright © 2015 Pearson Education, Inc. 3

Database Building Blocks
• A database is a collection of related data,
which can be
– Stored
– Sorted
– Organized
– Queried
• Databases make data more meaningful
and useful
• Databases turn data into information
Databases Versus Lists
• Databases are not needed for managing
all types of data
– Lists are adequate for simple tasks
– Other applications have tools to create lists
• Word
• Excel

• When a list is not sufficient for organizing
data
– Complex information
– When multiple people need to access
information

• Lists can lead to inconsistencies
– Repetition of data
– Errors from inconsistently entered or updated
data
• Data redundancy - unnecessary extra
copies of data
• Lists have other problems


Advantages of Using Databases
• Databases make our lives easier
• Databases can manage large amounts of
data efficiently
• Databases make information sharing
possible
• Databases promote data integrity

Disadvantages of Using Databases
• Disadvantages of databases
– Can be more time consuming and expensive
to set up and administer
– Care is needed to insure they function as
intended
– Administrator is responsible for designing,
constructing, and maintaining databases

Database Management Systems
• How databases are created
– Database management system (DBMS) is
designed to capture and analyze data
– Four main operations of a DBMS
• Creating databases and entering data
• Viewing (or browsing) and sorting data
• Querying (extracting) data
• Outputting data

Database Terminology
• How data is stored in a database
All the records representing

student information is a The city column represents
table in this database one field in this database
Julio’s
contac
t data
is one
record

Planning and Creating the Database
• How to create a database with a DBMS
– Describe the data to be captured
– Data dictionary & Metadata

• How data tables are created
– Step 1: Input unique field names
– Step 2: Define the data type
– Step 3: Set a maximum field size
– Step 4: Set a default value if necessary
– Repeat for each field in the table

• How to know what fields are needed
– Careful planning is required
– Field should describe a unique piece of data
• Do not combine two pieces of data
• Allows for better filtering and sorting
• Fields can be added or deleted

• Rules for establishing field names
– Must be unique within a table
– Do not use spaces
• Use underscores or CamelCase can be used
• Use caption field to display spaces
– Creating a data dictionary will help you plan
– Determining what type of data can be
entered in a field


• Amount of data which can be entered into
a field
– Field size determines maximum number of
characters
– Tailor field size to match maximum length of
data
– Truncated data can result from field size set
too small

Using Primary Keys
• Having the same values in the same table
– It is possible for fields to have the same
values
– Each record must have a unique value, the
primary key
– Primary keys make it impossible to duplicate
records

Using Primary Keys
• A good primary key
– Must be unique
– Doesn’t have to represent something
– AutoNumber data type (Microsoft Access) is
often used

Database Types
• Three major types of databases are in use

– Relational
– Object-oriented
– Multidimensional
• Relational databases
have the largest market share
• Multidimensional databases are growing

Database Types
Relational Databases
• Relational database
– Organizes data in table format
– Logically groups similar data into a relation
(a table that contains related data)
– Links data between tables through
relationships on common keys

Database Types
Common field in one table (primary key) linked to
common field (foreign key) in second table
Need to keep data in related tables synchronized

Database Types
• Relational database
– Referential integrity: Each value in the
foreign table has a corresponding value in
the primary table
– Prevents orphan records
• Different types of relationships

– One-to-many
– One-to-one
– Many-to-many

Database Types
Object-Oriented Databases
• Store data in objects rather than tables
• Contain methods for processing or
manipulating data
• Can store more types of data than
relational databases
• Can access data faster

Database Types
Multidimensional Databases
• Stored data can be analyzed from different
perspectives (dimensions)
• Relational database has only two
dimensions (fields and records)
• Multidimensional databases organize in
cube format

Database Types
Multidimensional Databases
• Advantages of multidimensional
databases
– Customized to provide information to variety
of users
– Process data faster
• Critical for larger databases
• Especially when accessed via the Internet

Database Functions
• Functions
– Populate the database by creating records
– Allow users to extract subsets of data from
the database
– Output the data in a meaningful and
presentable format

Database Functions
Inputting Data
• How to get data into the database
– Can be directly keyed into the database
– Can import from other files
• Saves time
• Reduces data error
• Must match the format of the database exactly
• Filters are often applied
• Nonconforming data is flagged

Database Functions
Inputting Data
• How to make manual entry into a
database more efficient
– Input forms used to control data input
– Each field has a label
– Data is inputted into the blank boxes
– Existing data can be changed through forms
– Ensures that correct record is changed

Database Functions
Inputting Data

Database Functions
Data Validation
• Ensuring that only valid data is entered
– Process of ensuring that data meets
specified guidelines
– Rule is defined in data dictionary
– Specified in field properties for each field
– Violations result in error message with
suggested action
– Common validation rules

Database Functions
Data Validation

Database Functions
Viewing and Sorting Data
• Viewing the data in a database
– Displaying all data at one time is an option
– Many times data is viewed one record at a
time
– Forms display individual records
• From only one table
• From related tables

Database Functions
• Reordering records in a database
– Easy to sort data in ascending or descending
order
• Highlight a column
• Click Ascending or Descending on the Ribbon

Database Functions
View records
by browsing
Sort records
by field name

Database Functions
Extracting or Querying Data
• Displaying a subset of data
– Use a filter or create a query
– Query language
– Structured Query Language (SQL) is the
most popular
– Modern systems provide wizards for creating
queries

Database Functions
Outputting Data
• Retrieving data from of a database
– Most common output is viewable or printable
report
– Can generate reports from data in tables or
from queries
– Adjustments can be made to the report

Database Functions
Outputting Data
• Transferring data from a database to
another software application
– Exporting: Putting data into format that
another application can understand
– Data can be imported and exported as well
as converted to and from other formats

How Businesses Use
Databases
• Database Warehousing and Storage
• Business Intelligence Systems
• Data Mining

Data Warehousing and Storage
• Problems arise when

– Organization gets much larger
– Data is stored in separate databases
• Benefits of accessing data from all
databases are being recognized
• Data warehouses and data marts are large
storage repositories

Data Warehouses
• Large-scale collection of
data
• Contains and organizes
data in one place
• Data comes from multiple
databases
• Consolidate information
from various systems
• Present enterprise-wide
view of operations

Data Warehouses
• Data is organized as in a normal database
– Data is organized by subject
– Focus is on one specific aspect of an
operation
– Can contain information from multiple
databases

Data Warehouses
• Does not capture data from only one time
period
• Populated with data
– Internal sources
– External sources
– Clickstream data

Data Marts
• How to handle smaller amounts of data
– Data mart: Small slices of data warehouse
– Analyze related group of data separated
from the main body
– Pertains to single component of business
– Vital because different data can be extracted
and reformatted
– Can be stored in specialized data marts

Business Intelligence Systems
• Software-based solution to gather and

analyze information
– Delivers up-to-the-minute data
• Integral because they store the functional
information
– All perform similar functions


Office Support Systems
• What an office support system
accomplishes
– Office support system (OSS) is designed to
improve communications and assist
employees in accomplishing tasks

Transaction-Processing Systems
• Keeps track of
everyday business
activities
• Early computers
hosted TPSs

• Batch processing
– Data is accumulated then several
transactions are processed at once
– Appropriate for activities that are not time
sensitive
– Often more efficient

• When TPS transactions are processed
– Most transactions are processed in real-time
– Real-time processing is when the database
is updated while the transaction is taking
place
– Online transaction processing (OLTP)
ensures that data in the TPS is current

Management Information Systems
• Management information system (MIS)
– Provides timely and accurate information
– Enables managers to make critical decisions
– Directs outgrowth of TPSs
– Powerful if organized and outputted in useful
form
– Often included as a feature of TPSs
• Can generate various reports
Decision Support Systems
• Decision Support System (DSS)
– Another type of business intelligence system
– Designed to help managers develop
solutions for specific problems
– Uses information from databases and data
warehouses
– Users can add own insights and experiences
to solution

• How DSSs get data

• What function a model management
system performs
– Assists in building management models
– Analysis tool provides view of a particular
business situation
– Aids in decision making
– Used to analyze data to create additional
models

Enterprise Resource Planning Systems
• What an Enterprise Resource Planning

(ERP) system does
– Accumulates relevant information
– Makes information available
– Uses a common database

Data Mining
• Data mining
– Process by which great amounts of data are
analyzed and investigated
– Objective is to spot significant patterns and
trends that would not be obvious

Data Mining
• Why businesses mine their data
– Understand customers better
– Effective marketing by concentrating efforts
– Data is classified, then cluster analysis
allows managers to determine trends
• How businesses mine their data
– Classification, Estimation, Affinity grouping,
Clustering, Description and Visualization

Data Mining

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All the records representing

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• Fields can be added or deleted

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• Three major types of databases are in use

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• Different types of relationships

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• Problems arise when

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• Software-based solution to gather and

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