ISM Philip Tim KiD Cajes

What is a database?
It is a collection of records and files that are organized for a particular purpose

What is a Database Management System (DBMS)? Commercial software system used to create, maintain and provide controlled access to the database

Advantages of the Database Approach Minimal Data Redundancy Consistency of Data Integration of Data Sharing of Data Ease of Application Development Data Accessibility and Responsiveness Reduced Program Maintenance

Database Structure

Table - A storage structure for data that is composed of like columns of information (fields) and repeated in rows (records). Similar to a single worksheet in Excel.
Field - A column of data in a table (e.g. Last Name in a table of names and addresses).

Records - Rows or data for multiple columns (eg. Jose (FirstName), Rizal (LastName), 20(Age)) Primary Key - The field on which a table can be related to another table to join the two together (e.g. your account number at your bank ties you to a table of transactions, loans, and personal data).

Query - A question asked of the data contained in tables or other queries. Form - A screen used to format the output of a query or table for display or to allow for data entry.

Report - Formatted output of data for printing; receives data from tables and queries.

Relational Database Management Systems

 What is a Relational Database?

"Relation" is a mathematical term for "table", and thus "relational" roughly means "based on tables"

Represents relationships between entities by values stored in the columns of the corresponding tables

So, an RDBMS is a DBMS that implements the

relational database model!

RDBMS Basics and Capabilities

RDBMS Relational Terminology Relation

Information about a single subject Is usually stored as a table in a RDBMS

Attribute

A specific piece of information about a subject Is normally stored as a data column, or field, in a table

Relationship

The way information in one relation is related to information in another relation Examples:

Customers have a one-to-many relationship with orders Entertainment groups might have a many-to-many relationship with night clubs A patient can have a one-to-one relationship with a hospital room

Advantages of the Relational Model Data is viewed in a more natural way Powerful operators are available Provides important tools

Capabilities of a RDBMS
Data Definition you can define what

data will be stored in your database. Data Manipulation you can work with your data in many ways. Data Control you can define who can access your data.

 Insertion Anomaly: A new item cannot be added

to the table until at least one entity uses a particular attribute item. Deletion Anomaly: If an attribute item used by only one entity is deleted, all information about that attribute item is lost. Update Anomaly: A modification on an attribute must be made in each of the rows in which the attribute appears. Anomalies can be corrected by creating relational tables.

1.

Identify entities
identify the primary entities of the organization construct a data model of their relationships

2.

Construct a data model showing entity associations

determine the associations between entities model associations into an ER diagram

Entity Relationship Diagram

(1:0,1)

(1:1)

(1:0,M)

(1:M)

(M:M)

3.

Add primary keys and attributes

assign primary keys to all entities in the model to uniquely identify records every attribute should appear in one or more user views

4.

Normalize and add foreign keys

remove repeating groups, partial and transitive dependencies assign foreign keys to be able to link tables

5.

Construct the physical database

create physical tables populate tables with data

6.

Prepare the user views

normalized tables should support all required views of system users user views restrict users from have access to unauthorized data

 A process which systematically splits unnormalized

complex tables into smaller tables that meet two conditions:

all nonkey (secondary) attributes in the table are

dependent on the primary key all nonkey attributes are independent of the other nonkey attributes
When unnormalized tables are split and reduced to third

normal form, they must then be linked together by foreign keys.

MS Access as a RDBMS

Complete flexibility in defining and storing your data Simple and complex validation rules can be defined to ensure data accuracy Valid relationships between files or tables in a database can be checked

Make Dynamic Data Exchange (DDE) connections to other applications using macros or Visual Basic

Link objects to or embed objects in the database

ActiveX custom controls can be included within your forms and reports to enhance your application

Access can also understand and use a wide variety of other data formats Other database files created from Paradox, dBASE III, dBASE IV, MS FoxPro can be directly accessed Such files can also be imported Access supports the ODBC standard

Access uses the powerful Structured Query Language (SQL) database language to process data in tables

Access also has a powerful graphical query definition facility

Access can be used as a stand-alone RDBMS or in a shared client/server mode Can also act as a database server for data displayed Web pages on your company intranet Access has excellent data security and data integrity features

Deciding to move to Database Software

Reason 1: You have too many separate files or too much data in individual files. This makes it difficult to manage the data. Also, the data might exceed the limits of the software or the capacity of the system memory.

Reason 2: You have multiple uses for the datadetailing transactions (invoices, for example), summary analysis (such as quarterly sales summaries), and "what if" scenarios. Therefore, you need to be able to look at the data in many different ways, but you find it difficult to create multiple "views" of the data.

Reason 3: You need to share data. For example, numerous people are entering and updating data and analyzing it. Only one person at a time can update a spreadsheet or a word processing document, but many people can simultaneously share and update a database table. Also, databases ensure that people reading the data see only committed updates.

Reason 4: You must control the data because different users access the data, because the data is used to run your business, and because the data is related (such as data for customers and orders). This means you must secure access to data and control data values, and you must ensure data consistency.

Fin

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