MANAGEMENT INFORMATION SYSTEM I

LECTURE 7 (Week 7) DATA ORGANISATION

BY DANIEL OBUOBI UNIVERSITY OF CAPE COAST

DATA
Data is typically organized into groups or categories. Each group is more complex than the one before it. Field: a set of related characters. Record: a collection of related field. File: collection of records. Database: collection of related files. Why should you know about organizing data?
You will be working with a database You need to understand the whole concept of managing and maintaining data and also turning data into useful information.

Field, records, file, database

ENTITY & ATTRIBUTE

An entity is basically the person, place, thing, or event about which we maintain information. Each characteristic or quality describing an entity is called an attribute. Each record requires a key field, or unique identifier. For your newspaper delivery business. you need to keep accurate, useful information for each of your customers (record).

ENTITY & ATTRIBUTES

FILES
Files can be categorized by the way they are used. There are 4 ways: Master file used for the storage of permanent or semipermanent data.
Some field contain data that are static whilst other field are continually changing. Name = static, balance = dynamic.

Transaction file exist to allow the updating of the master files.

Each transaction record contains the key field value of the master record it is to update

Reference file used for reference or look-up purposes, such as price catalogue and customer name and address file. Archival or historical file kept and use on an ad hoc basis and may be referred to occasionally.

FILE UPDATE
A transaction file is read into memory A master file is read into memory If the record key does not match, the master record is written unchanged Master file continue to be read, examined and written in the original sequence to the new reel until it matches. The new master record is updated and written

FILE UPDATE PROCESS

FILE ORGANISATION
These are traditional file and therefore operates in traditional file environments We look at three main types of file organisation (i.e. exclude relative file) Sequential file Direct or random file Indexed sequential file

SEQUENTIAL FILE
Use by magnetic tape, typically used for processing the same information on all records at the same time. Good & efficient for processing many records at once (batch processing) Simplest method & inexpensive Records on this file are stored physically one after another in predetermined order. The order is determined by the key field on each record such as student ID. Slow and records must be ordered all the time.

SEQUENTIAL FILE

Serial / Sequential file

DIRECT FILE
Use to obtain records directly and quickly. Records are stored in a particular address or location determined by the key field. (not one after another) The address is calculated by a technique known as hashing Can only be stored on disk. Does not physically deteriorate as fast as tapes do Not as good as sequential access file for large number of updates

HASHING

INDEXED SEQUENTIAL FILE

A compromise between sequential and direct access file organisation. It stores record in sequential order. However, it also contain an index. Index list the key to each group of records stored and the corresponding address for the group. Record starts are located by searching sequentially at the beginning of the group. The disk address represent the actual location on the disk identified by specific track and sector. Best used when large batches of transaction must occasionally be updated, yet users also want frequent, quick access to data.

Indexed Sequential file

INDEXED FILE

PROBLEMS WITH FILES

Many problems, such as
data redundancy, program-data dependence, inflexibility, poor data security, and inability to share data among applications

Building and maintaining databases is will eliminate all of the above problems

FILE PROCESSING
Method used depends on how
soon the data must be input fast the updates must be made accessible the data must be

If the data are not needed immediately, batch processing is usually the chosen method. If the data must be immediately available, the required method is on-line processing. Switch to on-line to avoid maintaining two different processing methods.

INPUT & PROCESSING

The information system cycle involving a transaction can be broken down into two phases: Input includes converting the data from human form into computer readable form. Processing occurs in the second stage.
Examples include updating file balances, summarizing information, and creating exception reports.

Batch input occurs when transactions are grouped and entered as a group. Online input occurs when transactions are entered into the computer as they happen, one at a time.

PROCESSING MODES
RANGE OF OPTIONS AVAILABLE
Batch - The processing of previously prepared sets of data without interaction with the user. Online - The processing of data involving an interaction between the user and the computer. Transaction Processing - A special case of Online. Data is submitted and received one screen at a time. Real Time - Processing of external events as they occur. The term normally reserved for computer systems that monitor
and respond to other devices (which may be parts of the computer
system).

Distributed Processing -Processing that takes place on more than one computer.

BATCH PROCESSING
Use for non urgent processing. Process high volumes of data. Process data that is already on the computer - in machine readable form. Cheaper to program. Cheaper to run. Benefits of Batch Updating
All transactions for an account are processed together Backup and recovery have fixed checkpoints Better management control of operations Efficient use of staff and hardware

Batch Processing

Batch Processing

ONLINE PROCESSING
Use for urgent processing. Process individual transactions. Process data to be input to or output to a user. Input and output are always on the screen, More expensive to program. More expensive to run

Benefits
Urgent transaction are processed immediately Database always current Good for enquiry + Quick access to information

Online Processing

OTHER ONLINE PROCESSING Other types of processing are:

Online input with delayed processing Online real-time processing Transaction Processing (TP)

Online transactions often classified as:

Update - input or modification of data. Enquiry - look up data and output to the user.

Online Input with delayed Processing

Data are input directly as they become available (not grouped) and Processed in transaction file at scheduled interval.

Input data stored data processing output

Online real time processing

Data are input directly processed in as they arrives. There is no delay.

Input data

Processing

Output

TRANSACTION PROCESSING
Transaction Processing Is the mainframe approach to Online System Systems can support a vast number of terminals Distinct from the normal use of PCs which will normally have a single user

Transaction Processing

DISTRUBUTED PROCESSING
Processing that takes place on more than one computer
The value of is to utilization of unused CPU power using as those that we use for file sharing-namely cheap, fast PCs with Internet access. A client connects to a server to download a small portion of a large problem solve it and uploads the result the server.

Distributed Processing

THE END OF LECTURE 7

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