Chapter 5

Database Processing

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SPREADSHEET VS DATABASE PACKAGES

Spreadsheet Features:


1. Provides an intuitive and user friendly

interface that is easy for users to work with in
building applications
2. Allows relatively complex mathematical and
statistical computations to be performed
including comparisons of individual and
summary values.

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3.Allow extensive user interaction with
applications and user control of
parameters for “what if” analysis.
4.Allows very flexible formatting and layout
of data for reporting.
5.Allows presentation of results in graphical
form.
6.Allows the rapid entry and use of small
amounts of data that do not need to be
maintained for repeated long term use.

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Limitations of spreadsheets:
 - handling of data which are not
particularly effective in handling
large amounts of data
 - to produce many different reports
from selected portions of a common
set of data

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Key Database Features


1.Allows controlled entry and maintenance

of data that is needed for sets of data
that will be accumulated and used over
time.
2.Allows data to be made available in a
variety of sorted orders and selected
subsets that might be required for
different applications.
3.Allows logically related data from multiple
files to be linked together.

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4.Allows logically related data from
multiple files to be linked together.
5.Allows the same data to be used, in
different forms and sorted in
different ways, in a variety of
different output documents.

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Working with her consultant, Dee selected
an application program called Movable
Type for her blog.
Than Don mentioned that she would need

to install MySQL.
“You need a DBMS to store your blog

entries,” he explained.
“A What?” asked Dee. “Oh right,” explained

Don, “a database management system– a

DBMS”

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So Dee asked the IT Department, but they
only had Oracle.
So Don insisted to install MySQL since it

was easy to use.

But again, if you can make a problem

difficult, why make it easy?

The IT Department resisted the idea, so she

had to have the knowledge of this chapter

to make them understand and willing to
install the program.

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Study Questions
Q1 What is the purpose of a database?
Q2 What is a database?

Q3 What are the components of a database

application system?
Q4 How do database applications make
databases more useful?
Q5 How are data models used for database

development?
Q6 How is a data model transformed into a

database design?
Q7 What is the user's role in the

development of databases?
Q8 What are the responsibilities for

database administration? 5-9

Q1 – What is the purpose of a database?

n As a database user, you play a crucial role in developing database

applications for your business or organization.


n Spreadsheets are good for tracking items with just one theme (as
shown below) versus a database that tracks things involving
more than one theme (as shown on the next slide).

Fig 5-1 List of Student Grades, Presented in a Spreadsheet

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Q1 – What is the purpose of a database?

Fig 5-2 Student Data Shown in a Form, from a Database

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Q2 – What is a database?

n These are terms you’ll need

to know when working
with databases.
q A database is a self-
describing collection of
integrated records.
q Bytes, characters of data,
are grouped into columns
which are also called
fields.
q The fields are grouped into
rows which are also
called records.
q A table is a group of similar
Fig 5-3 Student Table (also
rows or records which is called a file)
also called a file.

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Q2 – What is a database?

nThis
figure shows the hierarchy of data elements working from the
smallest at the bottom to the largest at the top.

Fig 5-4 Hierarchy of Data Elements



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Q2 – What is a database?

nA database is more than just a group of tables. It includes

tables or files plus the relationships among rows in the
tables and metadata that describes the database’s
structure.

Fig 5-5 Components of a Database



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Q2 – What is a database?
nThis diagram shows
relationships among
rows of different
tables.
nThe Student Number
value in the first row
of the top
table,1325, relates
to the same Student
Number value in a
row in the second
table.
nBoth that Student
Number value and
that of 4867 in the
second table relate
to those in the third.
 Fig 5-6 Example of Relationships Among Rows

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Q2 – What is a database?

n Keys are a column that identifies a unique row in a table. In the

Student Table, the primary key is Student Number.
n A primary key, Student Number, can act as a foreign key in a
different table, like the Office Visit Table.


n A relational database
 carries data in the
 form of tables and
 uses foreign keys
 to represent relationships

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Q2 – What is a database?

nMetadata are data that describe data and makes databases easy to
use. Metadata is always a part of a database.
nThe Field Name, Data Type, and Description at the top of this diagram
are part of the database’s metadata.
n

nThe additional
field properties
at the bottom
are also
considered
metadata.

Fig 5-7 Sample Metadata (in Access)



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Q3 – What are the components of a database application
system?
n By itself, a database is not very useful because there’s no way to
easily manage the data and turn it into useful information.


n A database application system makes database data more

accessible and useful by using forms, formatted reports, queries,
and application programs to provide useful information to users.

Fig 5-8 Components of a Database Application System

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Q3 – What are the components of a database application
system?

n A DBMS program is used to create, process, and administer a

database.
q Popular DBMS products include:

n It’s easy to confuse a DBMS, which is a software program,

with a database, which is a collection of tables,
relationships and metadata. But, they are two different
concepts.

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Q3 – What are the components of a database application
system?
n A DBMS is used to create or modify tables, relationships, and other
structures in a database.
n This figure shows how the metadata in an existing table is modified
to add a new field labeled “Response?”

Fig 5-9 Adding a New Column to a Table (in Access)

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Q3 – What are the components of a database application
system?

n DBMSs are used to process databases by reading, inserting,

modifying, or deleting data.
q The Structured Query Language (SQL), is an international
standard language used by most major DBMS programs
for processing databases.
q

n A DBMS includes tools to help you administer a database.

You can
n Set up a security system that includes permissions and
passwords.
n Back up the data to prevent it from being lost or
compromised.
n Improve the performance of applications by adding
structures.
n Remove data that’s no longer needed.

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Q4 – How do database applications make databases more
useful?
n A database application includes forms, reports, queries, and
applications programs available to one or more users.
n This figure shows three different applications stemming from a
single DBMS and a single database.

Fig 5-10 Use of Multiple Database Applications

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Q4 – How do database applications make databases more
useful?
n Data entry forms are used
to read, insert, modify,
and delete data.


n Reports are used to show

data in a structured
context as the example
to the right shows.

Fig 5-11 Example of a Student Report

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Q4 – How do database applications make databases more
useful?
nA query form helps the user
quickly find answers to
questions. In this case, the
words “barriers to entry”
were found in Baker’s
record.

Fig 5-12 (a) & (b) Sample Query and Results



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Q4 – How do database applications make databases more
useful?
n Database application programs process logic specific to a given
business need. For example, a program could track backordered
items and hold a customer order until the items are ready to ship.
n Application programs enable database processing over the Internet
as the figure below shows. Users access the applications
programs on a Web server, which in turn accesses a single
DBMS and database.

Fig 5-13 Four Application Programs on a Web Server Computer

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Q4 – How do database applications make databases more
useful?

n This figure depicts multi-user database processing. The

system must be managed properly to avoid the
following problems:
q Potential update loss because two users update same data at
the same time
q Potential locking problems
q Possible data conflicts

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 Q4 – How do database applications make databases more
useful?
n Here’s a comparison of an Enterprise DBMS versus a Personal DBMS.
qEnterprise DBMS qPersonal DBMS
nLarge nSmaller, simpler
organizational applications
and workgroup nPersonal or small
databases workgroup
nThousands of applications
users nFewer than 100
nMany different users
database nMicrosoft Access
applications is both a DBMS
n24/7 operations and application
nDB2, SQL Server, development
Oracle product as this
figure depicts.

Fig 5-14 Personal Database System

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Q5 – How are data models used for database development?

n User involvement is critical for database development for these

reasons:
q A database’s design depends on how users view their business
environment and how they do their jobs.
q Database developers do not and cannot know what to include
because they don’t work with the data everyday. They must rely
on users to tell them what data are important and how they’re
used.
n A data model is similar to blueprints for a house. It’s a logical
representation of database data that describes data and their
relationships.


Fig 5-15 Database Development Process

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Q5 – How are data models used for database development?

n An entity-relationship data model helps developers define things

(entities) that will be stored in the database as they are building a
data model. It also defines relationships among those entities.
n
n Entities are things users want to track. It can be a physical object
(inventory items) or a logical transaction (sales order). The
names are always singular.
n
n Each entity has attributes that describe its characteristics. The entity
“Order” has attributes like “OrderNumber” and “OrderDate”.
n
n An identifier is an attribute whose value is associated with one and
only one entity instance. “OrderNumber” is the identifier for the
“Order” entity because there should only be one number for each
order.

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Q5 – How are data models used for database development?

nStudent, Department, Advisor, Email, and Office_Visit are the entity

names in this model.
nThe entity identifiers are StudentNumber, DeptName, and
AdvisorName. Not all entities require an identifier.

Fig 5-16 Student Data Model Entities



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 Q5 – How are data models used for database development?

n Relationships join one

entity to another entity
q One-to-one – 1:1

q One-to-many – 1:N

q Many-to-many –

N:M


n This diagram shows that

each Department
Entity can have
multiple Adviser
Entities in a one-to-
many relationship.
Adviser Entities can
have a many-to-many
relationship with
Student Entities.

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Q5 – How are data models used for database development?

n The line style between entities describes the type of relationship as

shown in the entity-relationship diagram below.
n This diagram depicts crow’s feet between the entities to describe
the relationships. It shows a one-to-many (1:M) relationship
between Department and Adviser and a many-to-many (N:M)
relationship between Adviser and Student entities.
n

Fig 5-19 Sample Relationships – Version 1

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Q5 – How are data models used for database development?

nThe entity-relationship diagram below shows a many-to-many (N:M)

relationship between Department and Adviser and a one-to-many
(1:M) relationship between Adviser and Student.
nBecause relationships among entities can vary, only the user can
describe the entity-relationship. That’s why it’s so important for
users to help design databases.

 Fig 5-19 Sample Relationships – Version 2

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Q5 – How are data models used for database development?

nMaximum cardinality represents the maximum number of entities that

can be involved in a relationship.
nMinimum cardinality represents the minimum number of entities that
can be involved in a relationship.
nThe vertical bar below indicates that at least one entity is required
between Department and Adviser and between Adviser and
Student.
nThe oval below indicates that an entity is optional and doesn’t require
a relationship.

Fig 5-20 Sample Relationships Showing Maximum/Minimum Cardinality



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Q6 How is a data model transformed into a database design?

nConverting a poorly structured table into two or more well-structured

tables is called normalization.
nThe table below is poorly designed because it includes the DeptName
as part of the Employee record, making it difficult to update.
nIt also creates data integrity

problems because
the DeptName is not
consistent throughout
the table after the
data were updated.

Fig 5-21 Poorly Designed Employee Table



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Q6 How is a data model transformed into a database design?

n Normalizing the tables by splitting the Department data into a

separate table, as shown below, allows each table to describe a
single topic or theme. The tables have been transformed into a
normal form.
n By eliminating the duplicate data, you eliminate data integrity
problems. That’s called
 normalizing for data integrity.
n Now, the department
 name only needs to
 be updated in one place
 in the normalized tables.


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Q6 How is a data model transformed into a database design?

n This chart shows the necessary steps to transform a

data model into a relational database design.

Fig 5-23 Transforming a Data Model into a Database Design

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Q6 How is a data model transformed into a database design?

nThe figures below and on the next slide depict the steps used to
create a well structured database that will produce useful
information.
nThe figure on the left represents the relationship between tables. The
figure on the right shows a normalized table for each entity.

From Figure 5-24 Representing a 1:N Relationship

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Q6 How is a data model transformed into a database design?

nThe figure below shows how relationships are represented using

foreign keys. It’s the last step in transforming a data model into a
database design.

From Figure 5-24 Representing a 1:N Relationship

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Q7 – What is the user's role in the development of databases?

n Your role in the database development process is to decide what

data should be included and how records should relate to one
another.


n The best time to change a database structure is during the data

modeling stage. It’s easier and cheaper to change your mind
before anything is actually built. The costs of correcting the
database in time and money later on may be very high.


n Each entity must contain all the data you need to do your job.


n Each relationship must accurately reflect the appropriate view of

your business.


n You must be the final judge of how well the database will serve your
needs. Do not go forward until the data model is accurate.

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Q8 – What are the responsibilities for database
administration?

n Databases are an important resource for most

businesses.


n As databases touch more aspects of systems and

business functions, the utility of a database increases
as do potential problems.


n Database administration manages the development,

operation, and maintenance of databases.
n

n Database administration must protect the database and

maximize its availability for authorized use.

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Q8 – What are the responsibilities for database
administration?

nDatabase administration tasks are divided into four

categories as shown below and on the next slide.

 Fig 5-26 Summary of Database Administration Tasks

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Q8 – What are the responsibilities for database
administration?

 Fig 5-26 Summary of Database Administration Tasks, continued

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Samantha Green owns and operates Twigs Tree Trimming
Service. Recall that Samantha has a degree from a
forestry program and recently opened her business in St.
Louis, Missouri. Her business consists of many one-time
operations (e.g., remove a tree or stump), as well as
recurring services (e.g., trimming customers’ trees every
year or two). When business is slow, Samantha calls
former clients to remind them of her services and of the
need to trim their trees on a regular basis.
 a. Name and describe tables of data that Samantha
will need to run her business. Indicate possible fields for
each table.
n

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b. Could Samantha use a spreadsheet to keep track of this
data? What would be the advantage and disadvantages
of doing so?
c. Using your answer to question a, give an example of two

relationships that Samantha needs to track. Show the

keys and foreign keys for each.
d. Which of the following components of a database

application is Samantha likely to need: data entry, forms,

reports, queries, or application program? Explain one
use for each that she needs.
e. Will this application be for one user or for multiple users?

Will she need a personal DBMS or an enterprise DBMS?

If a personal DBMs, which product will she use?

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 FiredUp, Inc is a small business owned by Curt and Julie Robards.
Based in Brisbane, Australia, FiredUp manufactures and sells
FiredUp, a light-weight camping stove. Recall that Curt used his
previous experience as an aerospace engineer to invent a burning
nozzle that enables the stove to stay lit in very high winds. Using her
industrial design training, Julie designed the stove so that it is small,
lightweight, easy to set up, and very stable. Curt and Julie sell the
stove directly to their customers over the Internet and via phone.
The warranty on the stove covers 5 years of cost-free repair for
stoves used for recreational purposes.


 FiredUp wants to track every stove and the customer who purchased
it. They want to know which customers own which stoves in case
they need notify customers of safety problems or need to order a
stove recall. Curt and Julie also want to keep track of any repairs
they have performed

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a. Name and describe tables of data that FiredUp will need. Indicate
possible fields for each table.
b. Could FiredUp use a spreadsheet to keep track of this data? What
would be the advantages and disadvantages of doing so?
c. Using your answer to question a, give an example of two
relationships that FiredUp needs to track. Show the keys and
foreign keys for each.
d. Which of the following components of a database application is
FiredUp likely to need: data entry forms, reports, queries, or
application program? Explain one use for each needed
component.
e. Will this application be for one user or for multiple users? Will
FiredUp need a personal DBMS, which product will it use? If an
enterprise DBMS, which product cant they obtain licence-free?

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