Introduction to Management Information Systems Chapter 4 Database

Introduction to Management Information Systems Chapter 4 Database Processing HTM 304 Fall 07

Learning Objectives Know purpose of database processing List components of a database system Understand important database terms Know elements of the entityrelationship model Understand general nature of database design 2

Purpose of a Database Keep track of things with more than one theme 3

One Theme Spread Sheet 4

Multi-theme Database All three records for one student (student is the link of different themes) Student Score Email records office visits 5

Database Hierarchy Bytes: the basic elements which compose of database Fields (Columns). Name, number or characters that describe an aspect of a business object or activity. e. g. Student Numbers, Student Names, Midterm Scores, etc. Record (Rows). Collection of related data fields. e. g. 000054323 Jenny White 89. File (or Table). Collection of related records. e. g. Student Score Table, Student Office Visit Table, Student Email Record Table Database. Collection of integrated and related files + Relations between (among) tables + structure of data. The relations and structures are called metadata 6

Components of Database Tables or Files + Relationships among Rows in Table + = Database Metadata How to effectively organize and process raw data is the key to a successful database design and an Information System design. 7

Student Table Records/Rows Columns/Fields 8

Poorly Designed Table Common Practice in Excel In Database Design, the record will be split into 2 records: Jones Feb 1, 2002 Jones@ourcompany. com 100 9 Pros and cons? Finance Accounting

Relationships The records in different tables are connected by certain relationships – relational databases Key – column or group of columns that identifies a unique row in a table For example: Student Number is key of Student table The key insures no repeated records Every table MUST have a key Foreign key – non-key column or field in one table that links to a primary key in another table 10 Student Number in Email and Office_Visit tables Foreign keys link records from different tables together as one compound record

Examples of Relationships Foreign Key 11

Review Components Tables or Files + Relationships among Rows + Metadata 12 = Database

Metadata are data that describe data (Format, Field Properties, etc. ) Makes databases much more useful No one needs to guess, remember, or record what is in database Make databases easy to use for authorized and unauthorized purposes 13

Exercise: Use Access to setup a data table Create a database file (*. mdb) Create table in design view All tables are in one database file First create the table in design view Specify the fields (column headers) Specify the types of the fields, and other properties Specify which field is the key! Finish design view -- Close the design view Fill in records in the table Double click the table to enter editing view Enter records Try enter repeated keys, it won’t let you! Why? 14

DB Application Systems Components Pure database data correct, but raw form not pertinent or useful DB applications make DB data accessible and useful Users employ DB applications Formatted reports Queries (SQL language) Application programs Each calls on DBMS to process DB tables 15

DB Application System Components DBMS (Database Management System) A program used to create, process, and administer a database. Database developers use the DBMS to create tables, relationships, and other structures in the database. 16

Enterprise DBMS Process large organizational and workgroup databases Support many, perhaps thousands, of users and many different database applications Support 24/7 operations and can manage dozens of different magnetic disks with hundreds of gigabytes or more data IBM’s DB 2, Microsoft’s SQL Server, and Oracle are examples of enterprise DBMS products 17

Personal DBMS Designed for smaller, simpler database applications. Used for personal or small workgroup applications that involve <100 users, normally fewer than 15 Bulk of personal databases have only a single user Microsoft Access only available personal DBMS 18

Language used in DBMS SQL: Structured Query Language An international standard language for processing a database: Data Manipulation/Definition and Data Queries Data Manipulation INSERT INTO Student. Table ([Student Number], [Student Name], Hw 1, Hw 2, Mid. Term) VALUES (1000, ‘Joe Black’, 90, 85, 88) UPDATE Student. Table SET Mid. Term = ’ 90’ WHERE Student Number = ‘ 1000’ DELETE FROM Student. Table WHERE Mid. Term = NULL Data Queries: See later. 19

Exercise: Below shows the original table. Write down the resulting table after executing the following SQL command: UPDATE Student. Table SET Letter. Score = ’A’ WHERE Score >= ‘ 90’. Original Table: Student. Table 20 Student. Number Student. Name Score Letter. Score 1000 Justin Frank 89 -- 2000 Dennis Wilson 60 -- 3000 Sheldon Benson 92 -- 4000 Gordon Black 87 -- 5000 Jimmy Foxx 96 -- Exercise: write down all the other letter scores based on certain criterion.

DB Application System Components 21 Database Applications: collection of forms, reports, queries, and application programs that process a database. A database may have one or more applications, and each app. may have one ore more users…(Page 84) DBMS (Database Management System) A program used to create, process, and administer a database. Database developers use the DBMS to create tables, relationships, and other structures in the database.

Multiple Database Applications 22 Think how the school uses student information?

Form – A structured way to edit and view data 23

Example Student Report 24 Read Only. No Editing

Query Use SQL to search through the database and produce certain results. SELECT (certain attributes) FROM (certain database tables) WHERE (conditions) SELECT STUDENT Name, MIDTERM FROM STUDENTTABLE WHERE MIDTERM>90 25

Exercise: Write down the results when using the following query command on the following original data table: SELECT MIDTERM FROM STUDENTTABLE WHERE MIDTERM>90 SELECT Student Name FROM STUDENTTABLE WHERE MIDTERM<70 26 SELECT Student Name, Student Number, HW 1, HW 2, Mid. Term FROM STUDENTTABLE WHERE Mid. Term > (HW 1+HW 2)/2

DB Application System Components 27

Database Development Process E-R Modeling: High level blueprint defining how data are stored structurally in the system Define users’ need through interview 28

E-R Modeling E-R Model: a detailed, logical representation of the data for a business. To document rules and policies of an organization that govern data. 29

Components in E-R Model Entity – something users want to track Examples Order, Customer, Salesperson, Item Some entities represent physical object, such as an Item or Salesperson Other entities represent a logical construct of transaction, such as Order or Contact Entities have attributes that describe characteristics of the entity Example attributes of Salesperson are Salesperson. Name, Email, Phone, etc. 30

Entities (cont) Entities have identifier, an attribute (or group of attributes) whose value is associated with 1 & only 1 entity instance Order. Number is the identifier of Order, because only 1 Order instance has given value of Order. Number Customer. Number identifier of Customer If each member of sales staff has unique name, then Salesperson. Name is an identifier of Salesperson 31

Student Data Model Entities 32

Relationships Connects identities, allow cross entity search A line is used to represent a relationship between two entities 33

Three basic types of relationships One-to-one: One student can buy only one permit One permit can only purchased by one student One-to-Many: One instructor can teach many courses A course can only be taught by one instructor Student ID Name Do. B Address … instructor ID Name Department Office … Parking permit Parking Permit # Date of Purchase Type of Permit Expiration Date … Course CRN Course Title Classroom Credit … Crow’s foot = Many-to-Many: One student can take more than one course 34 A course can be registered by multiple students Student ID Name Do. B Address … Course CRN Course Title Classroom Credit …

Exercise Who defines the relationships? 35

Exercise: Exercise 22 a) (Page 105) 36

Opposing Forces Guide: No, Thanks, I’ll Use a Spreadsheet I’m not buying all this stuff about databases. “I’ve tried them and they’re a pain-way too complicated to set up, and most of the time, a spreadsheet works just as well. ” “No, unless you are a General Motors or Toyota, I wouldn’t mess with a database. ” “You have to have professional IS people to create it and keep it running. ” “Besides, I don’t really want to share my data with anyone. ” “I work pretty hard to develop my client list. ” “Why would I want to give it away? ” “When I want something, I use Excel’s Data Filter. ” “I can usually get what I need. ” “Of course, I can’t still send form letters, but it really doesn’t matter. ” 37 “I get most of my sales using the phone, anyway. ”

Database Security The firewall, a computing device located between a firm’s internal network and external networks, prevents unauthorized access to the internal network. For the best security, the DBMS computer should be protected by a firewall, and then all other security measures should be designed as if the firewall has been breached. 38

Database Security (cont) All operating systems and DBMS patches should be installed as soon as they become available. No one other than authorized operations personnel should be able to directly access the computer that runs the DBMS. The computer running the DBMS should be secured behind locked doors, and visits to that room should be recorded in a log. Most DBMS products log failed attempts to sign on and produce other usage reports as well. The database administrator (DBA) should periodically monitor such logs and reports for suspicious activity. 39

Database Security (cont) All major DBMS products have extensive, built-in security features. These features allow for the definition of user accounts and user roles. Each user account belongs to a specific person. A role is a generic employee function, such as payroll clerk or field salesperson. Once an account is defined, it can be assigned specific permissions, and it can also be assigned particular roles. It is important to have a plan of action for security emergencies. Disaster Recovery Plan (85%) Business Continuity Plan (<15%) The steps to be taken vary from database to database. 40

Ethic Guide: Nobody Said I Shouldn’t Kelly make a backup copy of his company’s database on CD and took it home and installed it on his home computer. While performing queries on the database, he found customer order information and focused in on his friend Jason’s customer order entries. Kelly noticed that Jason gave huge discounts to Valley Appliances but not to his other customers. At an after work gathering, Kelly asked Jason about the Valley Appliances discount telling him what he had been doing. 41 When Kelly returned to work, he was fired

Class 2: E-R Modeling and Database Lab E-R Data Model The most popular technique for creating a data model. E: entity (things) R: relationship (among the entities) + business rules restricting the flow of the data Data Model: Read Problem Solving Guide: (p 89 a) Immanuel Kant, Data Modeler Attempts to model the “real world” Simply a model of what the data modeler perceives 42

5 minutes free write Social Implications of DB: Relate any of Kant’s ideas to what you learned from reading “For Some, Online Persona Undermines Resume” PRINT your name on Free Write and hand it in 43

More exercise Book 23 a) Create a E-R Diagram to relate all the information in the form 44

Translating E-R diagram into Tables (1: N) Key Step 1: Create one table for each entity Key 45

Translating E-R diagram into Tables (1: N) Step 2: Add Foreign Key Column to the “many entity” to represent relationship 46

Step 3: edit relationship Go to Tools Relationships Add two entities Drag the “advisor name” of advisor table to the “advisor name” of student table. Close relationships 47

Many-to-Many Relationship Now the rule changed One advisor can supervise many students One student can have many adviser One student must have at least one advisor One advisor can have no student 48

Foreign Key doesn’t work for N: M relationship 49

Solution 50

Exercise: Revise the relationship of previous exercise in Access and input the above records 51

1: 1 Relationship How to convert into tables? 52

Exercise Based on your E-R diagram in 23(a), construct tables and relationships in Access. Add at least three records for each table. 53

Importance of User Review Users are the final judges of what data the database should contain and how records relate to one another Easiest time to change database structure is during data modeling stage Once database has been constructed, loaded with data, and application forms, reports, queries, and application programs created, changing a relationship means weeks of work! 54

How should you review as a user? (Cont) When database developed for your use, you must carefully review data model If you don’t understand any aspect of it, ask for clarification until you do Data model must accurately reflect your view of business Do not proceed unless you are 100% comfortable with the model 55

Key Terms and Concepts (Cont. ) 57 Access Field many-to-many relationship Attribute File (Table) Oracle Byte Foreign key Query Column Identifier Personal DBMS Crow’s foot Key Record Database Maximum cardinality Relationship Database application system Meta Data Report DBMS Minimum cardinality Row E-R data model one-to-many relationship SQL Server