THE ASIAN SCHOOL DEHRADUN

PROJECT REPORT ON DATA

BASE MANAGEMENT SYSTEM
(DBMS)
Prepared by:- Ashwin Singh
Class :- X-D

Submitted to :- Mrs. Jyotsna Pant

(Computer Teacher)

•1
ACKNOWLEDGEMENT
 I want to express my deep and sincere gratitude to
Principal Sir for providing infrastructure necessary for
successful completion of this project . I extend my
hearty thanks to Mrs. JYOTSNA PANT for her
encouragement and for all the guidance that she
provided for this project work. I got this opportunity to
express my deep sense of gratitude to my parents
invaluable guidance, constant encouragement and
immense motivation at all stages of my life. At last I
would also like to thank GOD ALMIGHTY.

•2
CONTENTS
 1-Introduction
 2- Basic Concepts and Definitions
 3- Data Base Properties
 4-Need for a Database
 5-What is Database Management System
 6-Operations to be performed on a database
 7-Characteristics of DBMS
 8- Types of Users of DBMS
 9- Steps to Design a DBMS
 10-Advantages of using DBMS Approach
 11-Limitations of using DBMS Approach

•3
Introduction:
 The key to organizational success is effective decision
making which requires timely, relevant and accurate
information. Hence information plays a critical role in
today's competitive environment. Database Management
Software (DBMS) simplifies the task of managing the data
and extracting useful information out of it.

•4
Basic Concepts and Definitions:
 Data is a collection of raw facts which have not been
processed to reveal useful information. Information is
produced by processing data as shown in Figure 1.2(a).

•5
Contd.
Data Processing For example, given the data of the test
marks of all the students in a class (data), the average,
maximum and minimum marks in the class can be
used as indicators of the performance of the class
(information). In other words, we can say that we have
extracted the information about average, maximum
and minimum marks for given student data in Figure
1.2(b).

•6
Contd.
Databases are being used extensively in our day-to-day
life. Be it business, engineering, medicine, education,
library, to name a few. For example, consider the name,
class, roll number, marks in every subject of every
student in a school. To record this information about
every student in a school, the school might have
maintained a register, or stored it on a hard drive using
a computer system and software such as a spreadsheet
or DBMS package. Such collection of related data that
has been recorded, organized and made available for
searching is called a Database.

•7
DATA BASE PROPERTIES
1) A database is a representation of some aspect of the
real world also called miniworld. Whenever there are
changes in this miniworld they are also reflected in the
database.
2) It is designed, built and populated with data for
specific purpose.
3) It can be of any size and complexity.
4) It can be maintained manually or it may be
computerized.

•8
Need for a Database

In traditional file processing, data is stored in the form

of files. A number of application programs are written
by programmers to insert, delete, modify and retrieve
data from these files. New application programs will
be added to the system as the need arises.

•9
Example:
Consider the Sales and Payroll departments of a
company. One user will maintain information about
all the salespersons in the Sales department in some
file say File1 and another user will maintain details
about the payroll of the salesperson in a separate file
say File2 in the Payroll Department as shown in Figure
1.3(a)

•10
Contd.
Although both the departments need information about the
salesperson but they will store information about the
salesperson in different files and will use different application
programs to access those files. This would result in:
1. Data Redundancy: Same information is stored in more than
one file. This would result in wastage of space.
2. Data Inconsistency: If a file is updated then all the files
containing similar information must be updated else it would
result in inconsistency of data.
3. Lack of Data Integration: As data files are independent,
accessing information out of multiple files becomes very
difficult. Database approach overcomes these problems and also
adds a lot of advantages as discussed later. In database approach,
a single repository of data is maintained which is accessed by
different users as per their needs.
•11
What is Database Management
System
A database management system is a collection of
programs that enables users to create, maintain and
use a database. It enables creation of a repository of
data that is defined once and then accessed by
different users as per their requirements. Thus there is
a single repository of data which is accessed by all the
application programs as shown below Figure 1.4(a).

•12
Operations to be performed on a
database
The various operations that need to be performed on a
database are as follows:
1. Defining the Database: It involves specifying the
data type of data that will be stored in the database
and also any constraints on that data.
2. Populating the Database: It involves storing the
data on some storage medium that is controlled by
DBMS.
3. Manipulating the Database: It involves modifying
the database, retrieving data or querying the database,
generating reports from the database etc.
•13
Contd.
4. Sharing the Database: Allow multiple users to
access the database at the same time.
5. Protecting the Database: It enables protection of
the database from software/ hardware failures and
unauthorized access.
6. Maintaining the Database: It is easy to adapt to the
changing requirements. Some examples of DBMS are –
MySQL, Oracle, DB2, IMS, IDS etc.

•14
Characteristics of DBMS
The main characteristics of a DBMS are as follows:
1. Self-describing Nature of a Database System:
DBMS contains not only the database but also the
description of the data that it stores. This description
of data is called metadata. Meta-data is stored in a
database catalogue or data dictionary. It contains the
structure of the data and also the constraints that are
imposed on the data.

•15
Contd.
2. Insulation Between Programs and Data: Since the
definition of data is stored separately in a DBMS, any
change in the structure of data would be done in the
catalogue and hence programs which access this data
need not be modified. This property is called Program-
Data Independence.
3. Sharing of Data: A multiuser environment allows
multiple users to access the database simultaneously.
Thus a DBMS must include concurrency control
software to allow simultaneous access of data in the
database without any inconsistency problems.

•16
Types of Users of DBMS
DBMS is used by many types of users depending on their
requirements and interaction with the DBMS. There are
mainly four types of users:
1. End Users: Users who use the database for querying,
modifying and generating reports as per their needs. They
are not concerned about the working and designing of the
database. They simply use the DBMS to get their task done.
2. Database Administrator (DBA): As the name implies,
the DBA administers the database and the DBMS. The DBA
is responsible for authoring access, monitoring its use,
providing technical support, acquiring software and
hardware resources.

•17
Contd.
3. Application Programmers: Application
programmes write application programs to interact
with the database. These programs are written in high
level languages and SQL to interact with the database.

4. System Analyst: System analyst determines the

requirements of the end users and then develops
specifications to meet these requirements. System
analyst plays a major role in the database design and
all the technical, economic and feasibility aspects.

•18
Steps to Design a Database
There are various steps to design a database which are as
follows:
Step 1- Determine the purpose of your database The
first step of designing a database is to determine the
purpose and mechanism to design and use it.
Step 2- Determine the tables Tables are one of the most
important elements of a database, consist of rows and
columns. To create a well-defined database, you have to
keep some conditions which are as follows:
A table should not contain duplicate information.
Each table should contain information about one subject.
e.g. One table is used to contain the personal information of
the students and the other is used to contain the marks
scored by the student.

•19
Contd.
Step 3 -Determine the fields After creating a table, you need to decide
the type and number of fields required for the tables in your database.
Each field in a table contains individual facts about the table’s subject.
e.g. A customer table may include company name, address, city, state
and phone number fields.
Step 4 -Identify the primary key in a table From the fields of table, you
need to identify a primary key which uniquely identifies each individual
record of the table. The primary key helps you to reduce data duplication
in the table.
Step 5 -Determine the relationship between tables In this step, you
need to determine relationship between two or more tables in your
database. You can set-up a relationship between tables on the basis of
common field between them. Establishing a relationship allows you to
fetch any information from both the tables.
Step 6 -Refine the design After you have designed the tables, fields and
relationships, its time to study the design and detect any faults that
might remain.
Step 7 -Enter data and create other database objects When you are
satisfied that the database structure meets the goals you needed, add all
your existing data to the tables.
•20
Advantages of using DBMS
Approach
The need of DBMS itself explains the advantages of using a
DBMS. Following are the advantages of using a DBMS:
1. Reduction in Redundancy: Data in a DBMS is more
concise because of the central repository of data. All the
data is stored at one place. There is no repetition of the
same data. This also reduces the cost of storing data on
hard disks or other memory devices.
2. Improved Consistency: The chances of data
inconsistencies in a database are also reduced as there is a
single copy of data that is accessed or updated by all the
users.

•21
Contd.
3. Improved Availability: Same information is made
available to different users. This helps sharing of
information by various users of the database.
4. Improved Security: Though there is improvement in
the availability of information to users, it may also be
required to restrict the access to confidential information.
By making use of passwords and controlling users'
database access rights, the DBA can provide security to the
database.
5. User Friendly: Using a DBMS, it becomes very easy to
access, modify and delete data. It reduces the dependency
of users on computer specialists to perform various data
related operations in a DBMS because of its user friendly
interface.

•22
Limitations of using DBMS
Approach
The two main disadvantages of using a DBMS:
1. High Cost: The cost of implementing a DBMS system is
very high. It is also a very time-consuming process which
involves analyzing user requirements, designing the
database specifications, writing application programs and
then also providing training.
2. Security and Recovery Overheads: Unauthorized
access to a database can lead to threat to the individual or
organization depending on the data stored. Also the data
must be regularly backed up to prevent its loss due to fire,
earthquakes, etc. Hence the DBMS approach is usually not
preferred when the database is small, well defined, less
frequently changed and used by few users

•23
THANKS

•24