EDS 103

SYSTEM ANALYSIS AND DESIGN

CHAPTER 7
DATA DESIGN

PREPARED BY:

CHE SUZANA AIDA BINTI CHE NORDIN SCHOOL OF IT

FACULTY OF ENGINEERING AND INFORMATION TECHNOLOGY

CHAPTER 7: Data Design

LEARNING OBJECTIVES
TOPIC

Explain data design concepts and data structures Understand database systems and define the components of a database management system (DBMS) Describe Web-based data design Describe data relationships, draw an entity-relationship diagram, define cardinality and use cardinality notation Explain the concept of normalization Explain the importance of codes and describe various coding schemes Describe relational and object-oriented database models Differentiate between logical and physical storage and records Explain data control measures

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CHAPTER 7: Data Design

INTRODUCTION
TOPIC

` You will develop a physical plan for data organization, storage, and retrieval ` Begins with a review of data design concepts and terminology, then discusses file-based systems and database systems, including Web-based databases ` Concludes with a discussion of data storage and access, including strategic tools such as data warehousing and data mining, physical design issues, logical and physical records, data storage formats, and data controls

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CHAPTER 7: Data Design

Data Design Concepts

TOPIC

Before constructing an information system, a systems analyst must understand basic design concepts, including data structures and the characteristics of file processing and database systems, including Web-based database design

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CHAPTER 7: Data Design

Data Design Concepts

TOPIC

Data Structures: framework for storing and organizing data A file or table contains data about people, places or events that interact with the system File-oriented system or File processing : stores and manages data in one or more separate files Database system: consists of linked data files or tables

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CHAPTER 7: Data Design

Data Design Concepts

TOPIC

` Overview of File Processing Companies mainly use file processing to handle large volumes of structured data on a regular basis Although less common today, file processing can be more efficient and cost less than a DBMS in certain situations Potential problems x Data redundancy x Data integrity x Rigid data structure Uses various types of files x Master file, Table file, Transaction file, Work file scratch file, Security file, History file

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CHAPTER 7: Data Design

Data Design Concepts

TOPIC

Overview of Database Systems A properly design database system offers a solution to the problems of file processing Provides an overall framework that avoids data redundancy and supports a real-time, dynamic environment

A typical database environment might consist of a database serving five separate business systems.

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CHAPTER 7: Data Design

Data Design Concepts

TOPIC

Overview of Database Systems A database management system (DBMS) is a collection of tools, features, and interfaces that enables users to add, update, manage, access, and analyze the contents of a database The main advantage of a DBMS is that it offers timely, interactive, and flexible data access

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CHAPTER 7: Data Design

Data Design Concepts

TOPIC

` Overview of Database Systems Advantages x Scalability: can be expanded, modified, or downsized easily x Better support for client/server systems x Flexible data sharing x Enterprise-wide application x Stronger standards x Controlled redundancy x Better security x Increased programmer productivity x Data independence

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CHAPTER 7: Data Design

Data Design Concepts

TOPIC

Database Tradeoffs Because DBMSs are powerful, they require more expensive hardware, software, and data networks capable of supporting a multiuser environment More complex than a file processing system Procedures for security, backup, and recovery are more complicated and critical

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CHAPTER 7: Data Design

DBMS Components
TOPIC

A DBMS provides an interface between a database and users who need to access the data In addition to interfaces for users, database administrators, and related systems, a DBMS also has a data manipulation language, a schema and subschemas, and a physical data repository

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CHAPTER 7: Data Design

DBMS Components
TOPIC

` Interfaces for Users, Database Administrators, and Related Systems Users x Query language x Query by example (QBE) x SQL (structured query language) Database Administrators x A DBA is responsible for DBMS management and support Related information systems x A DBMS can support several related information systems that provide input to, and require specific data from, the DBMS

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CHAPTER 7: Data Design

DBMS Components
TOPIC

` Data Manipulation Language A data manipulation language (DML) controls database operations, including storing, retrieving, updating, and deleting data ` Schema The complete definition of a database, including descriptions of all fields, tables, and relationships, is called a schema. You also can define one or more sub schemas ` Physical Data Repository The data dictionary is transformed into a physical data repository, which also contains the schema and sub schemas. The physical repository might be centralized, or distributed at several locations

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CHAPTER 7: Data Design

Web-Based Database Design

TOPIC

Characteristics of Web-Based Design In a Web-based design, the Internet serves as the front end, or interface for the database management system. Internet technology provides enormous power and flexibility Web-based systems are popular because they offer ease of access, costeffectiveness, and worldwide connectivity

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CHAPTER 7: Data Design

Web-Based Database Design

TOPIC

Connecting a Database to the Web Database must be connected to the Internet or intranet Middleware Data Security Web-based data must be totally secure, yet easily accessible to authorized users To achieve this goal, well-designed systems provide security at three levels: the database itself, the Web server, and the telecommunication links that connect the components of the system

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CHAPTER 7: Data Design

Data Design Terminology

TOPIC

Definitions Entity Table or file Field

Key Fields
Primary key Combination key Composite key Concatenated key Multi-valued key Candidate key Foreign key Secondary key

Attribute Common field

Record

Tuple

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CHAPTER 7: Data Design

Data Design Terminology

TOPIC

Referential Integrity: is a set of rules that avoids data inconsistency and quality problems Validity checks can help avoid data input errors In a relational database, referential integrity means that a foreign key value cannot be entered in one table unless it matches an existing primary key in another table

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CHAPTER 7: Data Design

Entity-Relationship Diagrams
TOPIC

An entity is a person, place, thing, or event for which data is collected and maintained Provides an overall view of the system, and a blueprint for creating the physical data structures Drawing an Initial ERD The first step is to list the entities that you identified during the fact-finding process and to consider the nature of the relationships that link them

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CHAPTER 7: Data Design

Entity-Relationship Diagrams
TOPIC

Types of Relationships

Three types of relationships can exist between entities One-to-one relationship (1:1) One-to-many relationship (1:M) Many-to-many relationship (M:N)
Associative entity

Cardinality
Cardinality notation Crows foot notation

Crow's foot notation is a common method of indicating cardinality. The four examples show how you can use various symbols to describe the relationships between entities
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CHAPTER 7: Data Design

Normalization
TOPIC

Normalization: is a process by which analysts identify and correct inherent problems and complexities in their record design Involves four stages: unnormalized design, first normal form, second normal form, and third normal form Most business-related databases must be designed in third normal form

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CHAPTER 7: Data Design

Normalization
TOPIC

Standard Notation Format Designing tables is easier if you use a standard notation format to show a tables structure, fields, and primary key Example: NAME (FIELD 1, FIELD 2, FIELD 3) Repeating Groups and Unnormalized Design Repeating group: a set of data items that can occur any number of times in a single record
Often occur in manual documents prepared by users

Unnormalized design: is one that contains a repeating group, which means that a single record has multiple occurrences of a particular field, with each occurrence having different values

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CHAPTER 7: Data Design

Normalization
TOPIC

First Normal Form A table is in first normal form (1NF) if it does not contain a repeating group To convert, you must expand the tables primary key to include the primary key of the repeating group Second Normal Form To understand second normal form (2NF), you must understand the concept of functional dependence Field X is functionally dependent on field Y if the value of field X depends on the value of field Y

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CHAPTER 7: Data Design

Normalization
TOPIC

Third Normal Form 3NF design avoids redundancy and data integrity problems that still can exist in 2NF designs A table design is in third normal form (3NF) if it is in 2NF and if no nonkey field is dependent on another nonkey field To convert the table to 3NF, you must remove all fields from the 2NF table that depend on another nonkey field and place them in a new table that uses the nonkey field as a primary key

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CHAPTER 7: Data Design

Using Codes During System Design

TOPIC

y Overview of Codes y Because codes often are used to represent data, you encounter them constantly in your everyday life y They save storage space and costs, reduce transmission time, and decrease data entry time y Can reduce data input errors y Developing a Code 1. Keep codes concise 2. Allow for expansion 3. Keep codes stable 4. Make codes unique 5. Use sortable codes 6. Avoid confusing codes 7. Make codes meaningful 8. Use a code for a single purpose 9. Keep codes consistent
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CHAPTER 7: Data Design

Steps in Database Design

TOPIC

1. 2. 3. 4.

Create the initial ERD Assign all data elements to entities Create 3NF designs for all tables, taking care to identify all primary, secondary, and foreign keys Verify all data dictionary entries After creating your final ERD and normalized table designs, you can transform them into a database

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CHAPTER 7: Data Design

Database Models
TOPIC

y Relational Databases y The relational model was introduced during the 1970s and became popular because it was flexible and powerful y Because all the tables are linked, a user can request data that meets specific conditions y New entities and attributes can be added at any time without restructuring the entire database y Object-Oriented Databases y Many systems developers are using object-oriented database (OODB) design as a natural extension of the object-oriented analysis process
y Object data standard y Object Database Management Group (ODMG) y Each object has a unique object identifier

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CHAPTER 7: Data Design

TOPIC

A relational database design for a computer service company uses common fields to link the tables and form an overall data structure. Notice the one-to-many notation symbols, and the primary keys, which are Slide 27 of 33 shown in bold.

CHAPTER 7: Data Design

Data Storage and Access

TOPIC

Data storage and access involve strategic business tools Strategic tools for data storage and access Data warehouse: is an integrated collection of data that can support management analysis and decision making

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CHAPTER 7: Data Design

Data Storage and Access

TOPIC

Strategic tools for data storage and access Data Mining Increase average pages viewed per session. Increase number of referred customers Reduce clicks to close Increase checkouts per visit Increase average profit per checkout

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CHAPTER 7: Data Design

Data Storage and Access

TOPIC

Logical and Physical Storage Logical storage Characters Date element or data item Logical record Physical storage Physical record or block Buffer Blocking factor

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CHAPTER 7: Data Design

Data Storage and Access

TOPIC

Selecting a Data Storage Format In many cases, a user can select a specific data storage format For example, when using Microsoft Office, you can store documents, spreadsheets, and databases in Unicode-compatible form by using the font called Arial Unicode MS Best answer is it depends on the situation

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CHAPTER 7: Data Design

Data Control
TOPIC

File and database control must include all measures necessary to ensure that data storage is correct, complete, and secure A well-designed DBMS must provide built-in control and security features, including subschemas, passwords, encryption, audit trail files, and backup and recovery procedures to maintain data

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CHAPTER 7: Data Design

Data Control
TOPIC

User ID Password Permissions Encryption Backup Recovery procedures Audit log files Audit fields

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