Ch. 11 Key Terms
5 Disadvantages of a Database Approach
Can be more complex than a file processing system since only people with special training usually develop larger databases and their associated applications Require more memory and processing power than file processing systems Data in a database can be more vulnerable than data in file processing systems because it can store a lot of data in a single file Since many users and programs share and depend on this data, if the database is not operating properly or is damaged or destroyed, users may not able to perform their jobs Unauthorized users potentially could gain access to a single database file that contains personal and confidential data so therefore, individuals and companies should establish and follow security procedures
Verifiable Information
Can be proven as correct or incorrect
Hyperlink Data Check
Can be tested to ensure that the address follows the correct format
Attachment Data Types Check
Can be validated by confirming that the file exists
2 Advantages of a Multidimenstional Database
Can consolidate (reinforce or strengthen) data much faster than a relational database Users obtained summarized results very quickly
Alphabetic Check
Ensures that users enter only alphabetic data into a field
Numeric Check
Ensures that users enter only numeric data into a field
4 Things that Database Analyst and Database Administrator Must Identify in Designing a Database
Entities (tables, files, or objects) involved in the database Entities' (tables, files, or objects) attributes (fields) Primary Keys Relationships
7 Details Stored in the Fields in Those Files for the Database
Field Name Description Field Type Field Size Default Value Validation Rules Field's relationship to other fields
Primary Key
Field that uniquely identifies each record in a file
3 Things a File Processing Environment Use to Represent Data
File Record Field
4 Details Stored in Each File in the Database
File Name Description File's relationship to other files Number of records in the file
2 Ways to Access Data in a Web Database
Fill in an e-form Enter search text on a webpage
Database Analyst (DA) (Data Modeler)
Focuses on the meaning and usage of data Decides on the proper placement of fields, defines the relationships among data, and identifies users' access privileges
3 Examples of Items Stored in a Media Database
GIS (Geographic Information System) Database Voice Mail System Database Television News Station Database
4 Advantages of Object-Oriented Databases Over Relational Databases
Store more types of data Access this data faster Allow programmers to reuse objects Stores unstructured data more efficiently than a relational database
Television News Station Database
Stores audio and video clips
Voice Mail System Database
Stores audio messages
CAD (Computer-Aided Design) Database
Stores data about engineering, architectural, and scientific designs
Multidimenstional Database
Stores data in dimensions Can store more than 2 dimensions of data Multiple dimensions allows users to access and analyze any view of the database data
Object-Oriented Database (OODB)
Stores data in objects
Groupware Database
Stores documents such as schedules, calendars, manuals, memos, and reports
Media Database
Stores images, audio clips, and / or video clips
GIS (Geographic Information System) Database
Stores maps and other geographic data
3 Things a User of a Relational Database Use to Represent Data
Table Row Column
Garbage In, Garbage Out (GIGO)
Technology phrase that points out the accuracy of output depends on the accuracy of the input If incorrect data is entered into a computer (garbage in), the computer will produce incorrect information (garbage out)
Consistency Check
Tests the data in 2 or more associated fields to ensure that the relationship is logical and their data is in the correct format
10 Common Data Types
Text Number (Also called Numeric Values) AutoNumber Currency Date (Also called Date/Time) Memo (Also called Long Text) Yes/No (Also called Boolean) Hyperlink Object (Also called BLOB, for Binary Large Object) Attachment
Default Value
Value that the DBMS initially displays in a field User does not have to type it in User can typically override it if it does not apply for a certain record
Completeness Check
Verifies that a required field contains data For example, some fields cannot be left blank; others require a minimum number of characters
Character
What each byte in the ASCII coding scheme represents, which can be a number (4), letter (R), space, punctuation mark (?), or other symbol (&)
Query by Example (QBE)
What most DBMSs include, which is a feature that has a graphical user interface to assist users with retrieving data
When Users Delete Records
When a record no longer is needed
2 Features of Improved Data Integrity in the Database Approach
When users modify data in the database, they make changes to 1 file instead of multiple files Reduce the possibility of introducing inconsistencies
Form (Data Entry Form)
Window on the screen that provides areas for entering or modifying the data in a database What you can use to retrieve and maintain the data in a database
Validation
Process of comparing data with a set of rules or values to determine if the data is correct
Database Design
Process of determining the organization of a database
Data Mining
Process that data warehouses often use to find patterns and relationships among data
Normalization
Process that database developers use to ensure that data within the relations contains the least amount of duplication
Information
Processed data Organized, meaningful, and useful
Front End
Program that generally has a more user-friendly interface than the DBMS
Online Analytical Processing (OLAP)
Programs that analyze data, such as those in a decision support system
Component of Currency in Data Types
Dollar and cent amounts or numbers containing decimal values
4 Examples of Unstructured Data in an Object-Oriented Database
Photos Video Clips Audio Clips Documents
Structured Query Language (SQL)
Popular query language that allows users to manage, update, and retrieve data Has special keywords and rules that users include in SQL statements
Component of Number (Also called Numeric Values) in Data Types
Positive or negative numbers, with or without decimal points
Foreign Key
An attribute (field) that exists in another entity (tables, files, or objects) as a primary key
E-Form
A form that sends entered data across a network or the Internet, short for electronic form
2 Features of Identifying Functional Dependencies That Exist Among the Attributes (Fields)
A functional dependency exists when 1 attribute (field) can be derived only when another attribute (field) is known When the value for 1 attribute enables you to determine a single value for a 2nd attribute, the 1st attribute is said to determine the 2nd attribute. Conversely, the 2nd attribute is said to be functionally dependent on the 1st.
Data Mart
A smaller version of a data warehouse that contains a database that helps a specific group or department make decisions
5 Things that Document Management System (DMS) Supports
Access Control Security Version Tracking of Documents Search Capabilities Ability of Users to Check in and Check out Documents
7 Features of Information In Order to Be Valuable
Accurate Verifiable Timely Organized Accessible Useful Cost Effective
Computer-Aided Engineering (CAE)
Aids in the development and testing of product designs, and often includes CAD (Computer-Aided Design)
Document Management System (DMS)
Allows for storage and management of a company's documents, such as word processing documents, presentations, and spreadsheets
Feature of Easier Access in the Database Approach
Allows nontechnical users to access and maintain data, providing they have the necessary privileges
Report Writer (Report Generator)
Allows users to design a report on the screen, retrieve data into the report design, and they display or print the report
Back End
An application that supports a front-end program, which could be the DBMS
Object
An item that contains data, as well as the actions that read or process the data
Market Research Systems
Analyze data gathered from demographics and surveys
Artificial Intelligience (AI)
Application of human intelligence to computers Senses a person's actions and, based on logical assumptions and prior experience, takes the appropriate action to complete the task Has a variety of capabilities, including speech recognition, logical reasoning, and creative responses
Organized Information
Arranged to suit the needs and requirements of the decision maker 2 different people may need the same information presented in a different manner
Accessible Information
Available when the decision maker needs it Having to wait for information may delay an important decision
4 Technqiues DBMS Provides to Restore the Database
Backup Log Recovery Utility Continuous Backup
Continuous Backup
Backup plan in which changes are backed up as they are made Can cost more than other backup strategies but is growing in popularity for businesses whose data must be available at all times, because it provides recovery of damaged data in a matter of seconds Organizations such as hospitals, communications companies, and financial institutions often use it
Database
Collection of data organized in a manner that allows access, retrieval, and use of that data
Data File (Often Simply Called a File)
Collection of related records stored on a storage medium such as a hard drive or optical disc
Data
Collection of unprocessed items Can include text, numbers, images, audio, and video
Field
Combination of 1 or more related characters or bytes and is the smallest unit of data a user accesses
Knowledge Base
Combined subject knowledge and experiences of the human experts
Object-Relational Database
Combines features of the relational and object-oriented data models
3 Advantages of Enterprise Resource Planning (ERP)
Complete integration of information systems across departments Better project management Improved customer service
Batch Processing
Computer collects data over time and processes all transactions later, as a group Used for routine processing tasks, such as printing monthly invoices or weekly paychecks
Online Transaction Processing (OLTP)
Computer processes each transaction as it is entered What most transaction processing systems use today because users need information immediately
2 Results if Data Fails a Validity Check
Computer should not allow the invalid data to be entered Computer should display an error message that instructs the user to enter the data again
Database Server
Computer that stores and provides access to a database What a web database for an organization usually resides on
Query Language
Consists of simple, English-like statements that allow users to specify the data they want to display, print, store, update, or delete
Summary Report
Consolidates dates data usually with totals, tables, or graphs, so that managers can review it quickly and easily
Data Dictionary (Repository)
Contains data about each file in the database and each field in those files
Computer-Aided Manufacturing (CAM)
Controls production equipment, such as drills, lathes, and milling machines
Backup
Copy of the entire database should be made on a regular basis Some have their own built-in backup tools Others require users to purchase a separate backup program, or use 1 included with the operating system
2 Times When Users Modify Records in a File
Correct inaccurate data Update old data with new data
External Sources
Could include interest rates, population trends, costs of new housing construction, or raw material pricing
2 Things Organizations Should Do if It is Not Easy to Place a Value on Information
Create information only on demand, that is, as people request it, instead of on a regular basis Make information available online so that users can access it as they need it
RollForward (Forward Recovery)
DBMS uses the log to reenter changes made to the database since the last save or backup
RollBack (Backward Recovery)
DBMS uses the log to undo any changes made to the database during a certain period Restores the database to its condition prior to the failure
Metadata
Data dictionary contains details about data (data about data)
3 Features of Shared Data in the Database Approach
Data in a database environment belongs to and is shared, usually over a network, by the entire organization Data is independent of, or separate from, the programs that access the data Organizations that use databases typically have security settings to define who can access, add, modify, and delete the data in a database
5 Levels of the Hierarchy of Data from Largest to Smallest
Database Data files Records Fields Characters
Relational Database
Database that stores data in tables that consists of rows and columns Each row has a primary key Each column has a unique name
Access Privileges
Define the actions that a specific user or group of users can perform on the data
Data Model
Defines how users view the organization of the data
Field Size
Defines the maximum number of characters a field can contain
Big Data
Describes the widespread growth of data, the variety of formats in which this data is available, and the processing required to make this data accessible in a timely manner Originates from a variety of sources, such as databases, social media posts, text messages, email messages, web traffic, files, documents, audio, video, and sensors Goal is to analyze its patterns and trends so that organizations can make effective decisions
2 Steps in Designing a Database
Determine its purpose Organization and the structure of the database
Range Check
Determines whether a number is within a specified range
2 Features of Isolated Data in the File Processing System
Difficult to access data that is stored in separate files in different departments Sharing data from multiple, separate files to generate a list in a file processing system often is a complicated procedure and usually requires an experienced programmer
Feature of Attachment in Data Types
Document or image that is or apps attached to the field, which can be opened in the program that created the document or image (functions similarly to email attachments)
File Processing System
Each department or area within an organization has its own set of files Records in 1 file may not relate to the records in any other file
2 Features of Examining the Requirements and Identifying the Entities (tables, files, or objects) Involved
Each entity (table, file, or object) should contain data about 1 subject Assign names to entities
2 Features of Reduced Development Time in the Database Approach
Easier and faster to develop programs that use the database approach Many DBMSs include several tools to assist in developing programs, which further reduces the development time
Feature of Hyperlink in Data Types
Email addresses or web address that links to a webpage on the Internet or document on a network
Content Management System (CMS)
Enables and manages the publishing, modification, organization, and access of various forms of documents and other files, including media and webpages, on a network or the web Include information about the files and data (metadata) Provides security controls for the content, such as who is allowed to add, view, and modify content and on which content the user is allowed to perform those operations
Accurate Information
Error free Inaccurate information can lead to incorrect decisions
5 Guidelines Used in Defining the Organization and Structure of the Database
Examine the requirements and identify the entities (tables, files, or objects) involved Identify the attributes (fields) for all the entities (tables, files, or objects) Identify the functional dependencies that exist among the attributes (fields) Use the functional dependencies to identify the entities (tables, files, or objects) Identify the relationships between entities (tables, files, or objects)
Distributed Database
Exists in many separate locations throughout a network or the Internet
Manufacturing Resource Planning II (MRP II)
Extension of MRP that also includes product packaging and shipping, machine scheduling, financial planning, demand forecasting, tracking labor productivity, and monitoring product quality
Record
Group of related files
Timely Information
Has an age suited to its use Most information loses value with time Some information, however, such as information about trends, gains value as time passes and more information is obtained
Useful Information
Has meaning to the person who receives it Most information is important only to certain people or groups of people Always consider the audience when collecting and reporting information Avoid distributing useless information
How to Reduce Data Entry Errors
Having well-designed forms validating the data as it is entered
Salesforce Automation (SFA)
Helps salespeople manage customer contacts, schedule customer meetings, log customer interactions, manage product information, and place customer orders
Decision Support System (DSS)
Helps users analyze information and make decisions Some are company specific and designed solely for managers Other are available to everyone on the web Some include their own query languages, statistical analyses, spreadsheets, and graphics that help users retrieve data and analyze the results Some also allow managers to create a model of the factors affecting a decision
Data Warehouse
Huge database that stores and manages the data required to analyze historical and current transactions Has a user-friendly interface, so that users easily can interact with its data
2 Other Types of Checks That DMBS Include
Hyperlink Attachment data types
Exception Report
Identifies data outside of a normal condition
Composite Key
In some tables, the primary key consists of multiple fields
3 Ways You Can Make the Form Attractive and Easy to Use
Incorporating color, shading, lines, boxes, and graphics Varying the fonts and font styles Using other formatting features
2 Features of Complete Integration
Information is shared rapidly Management receives a more complete and timely view of the organization through the information
Transaction Processing System (TPS)
Information system that captures and processes data from day-to-day business activities Examples of transactions are deposits, payments, orders, and reservations
Expert System
Information system that captures and stores the knowledge of human experts and then imitates human reasoning and decision making Help all levels of users to make decisions Enterprises may employ them in a variety of roles, such as answering customer questions, training new employees, and analyzing data Have successfully resolved such diverse problems as diagnosing illnesses, searching for oil, and making soup
Management Information System (MIS)
Information system that generates accurate, timely, and organization information, so that managers and other users can make decisions, solve problems, supervise activities, and track progress Often are integrated with transaction processing systems and focus on creating information that managers and other users need to perform their jobs Creates 3 basic types of reports: detailed, summary, and exception
Enterprise Resource Planning (ERP)
Integrates MRP II with the information flow across to an organization to manage and coordinate the ongoing activities of the enterprise, including product planning, manufacturing and distribution, accounting and finance, sales, human resources, and customer support
2 Sources in Which A Decision Support System Uses Data
Internal Sources External Sources
2 Main Components of Expert Systems
Knowledge Base Inference Rules
Feature of Memo (Also called Long Text) in Data Types
Lengthly text entries
3 Components of Text in Data Types
Letters Numeric characters Special characters
Relationship
Link within the data Can set up between tables at any time with the rule that the tables must have a common column (field) in a relational database
Log
Listing of activities that modify the contents of the database
Human-Resources Information System (HRIS)
Manages 1 or more administrative human resources functions, such as maintaining and managing employee benefits, schedules, and payroll
Customer Relationship Management (CRM)
Manages information about customers, past purchases, interests, and day-to-day interactions, such as phone calls, email messages, web communications, and instant messaging sessions
2 Features of Organizations Using the Database Approach
Many programs and users share the data in the database Secure its data, however, so that only authorized users can access certain data items
Internal Sources
Might include databases, sales orders, MRP and MRP II results, inventory records, or financial data from accounting and financial analyses
Material Requirements Planning (MRP)
Monitors and controls inventory, material purchases, and other processes related to manufacturing operations
4 Components of Date (Also called Date/Time) in Data Types
Month Day Year Sometimes Time
Feature of Data Redunancy in the Database Approach
Most data items are stored in only 1 file, which greatly reduces duplicate data
Check Digit
Number(s) or character(s) that is appended to or inserted in a primary key value Often confirms the accuracy of a primary key value
Function Creep
Occurs when a company uses the technology intended for 1 purpose for another One example could be when companies sell customer data collected through sales transactions to businesses that perform marketing surveys or generate credit reports
Feature of Yes/No (Also called Boolean) in Data Types
Only the values Yes or No (or True or False)
Exception Criteria
Out-of-the-ordinary conditions that define the normal activity or status range
3 Reasons Why the DBMS Uses the Data Dictionary
Perform validation checks to maintain the integrity of the data by verifying that the entered data matches the field's data type Limit the type of data that can be entered, often allowing a user to select from a list Specify a default value for a field to reduce the possibility of errors
Feature of Object (also called BLOB, for Binary Large Object) in Data Types
Photo, audio, video, or a document created in other programs or apps, such as word processing or spreadsheet, stored as a sequence of bytes in the database
Data Type
Specifies the kind of data a field can contain and how the field is used
Cost-Effective Information
Provide more value than it costs to produce An organization should review the information it produces to determine if it is still cost effective to produce
2 Ways a DBMS Provides Security
Provides means to ensure that only authorized users can access data Allow different levels of access privileges to be identified for each field in the database
5 Commonly Used Methods a DBMS uses to Retrieve and Maintain its Data
Query Languages Query by Example Forms Report Writers Importing Data
Object Query Language (OQL)
Query language that object-oriented and object-relational databases often use to manipulate and retrieve data
3 Types of Access Privileges Used by the DBMS
Read-Only (only view the file, but could not change them) Full-Update (can view and modify the data) None (cannot view or modify any data in the database)
3 Activities that a Clerical Staff Performs Associated with a Transaction Processing System in an Organization
Record a transaction Confirm an action or cause a response Maintain data
2 Results When DBMS Flags a Deleted Record
Record remains physically on the drive Record is deleted logically because DBMS would not process it. (Note: DBMS would ignore flagged records unless an instruction is issued to process them)
Validity Checks (Validation Rules)
Reduce data entry errors and thus enhance the data's integrity
5 Advantages of the Database Approach
Reduced Data Redundancy Improved Data Integrity Shared Data Easier Access Reduced Development Time
2 Major Weaknesses in File Processing System
Redundant Data Isolated Data
File Maintenance
Refers to the procedures that keep data current Includes adding records to, modifying records in, and deleting records from a file
Data Integrity
Reflects the quality of the data The more errors the data contains, the lower its integrity Important because computers and people use information to make decisions and take actions
3 Things a Developer of a Relational Database Use to Represent Data
Relation Tuple Attribute
2 Features of Identifying Relationships Between Entities (tables, files, or objects)
Relationships are established through primary keys and foreign keys A foreign key is an attribute (field) that exists in another entity (tables, files, or objects) as a primary key
2 Techniques DBMS Manage Deleted Records
Removes the record from the file immediately, which means the deleted record cannot be restored Places an asterisk (*) or some other character at the beginning of the record to indicate that it was deleted so that it would not process it again
Query
Request for specific data from the database Users can instruct the DBMS to display, print, or store the results of it Capability of querying a database is 1 of the more powerful database features
Database Administrator (DBA)
Requires a more technical inside view of the data Creates and maintains the data dictionary, manages security of the database, monitors the performance of the database, and checks backup and recovery procedures
3 Features of Redundant Data in the File Processing System
Same fields are stored in multiple files since each department or area in an organization has its own files in a file processing system Duplicating data in this manner wastes resources such as storage space and time Duplication can also increase the chance of errors
Information System
Set of hardware, software, data, people, and procedures that work together to produce information Support daily, short-term, and long-range activities of users in a company
Inference Rules
Set of logical judgements that are applied to the knowledge base each time a user describes a situation to the expert system
4 Features of Using Functional Dependencies to Identify the Entities (tables, files, or objects)
The attribute (field) or attributes (fields) on which all other attributes in the entity are dependent will be the primary key, or unique identifier for each record in the entity Some primary keys will consist of multiple attributes (fields), called a composite key If no natural attribute (field) exists as a primary key, you can use an AutoNumber data type Once you have determined all the attributes (fields) in an entity (tables, files, or objects), you can name the entity (tables, files, or objects)
5 Features of Identifying the Attributes (fields) for all the Entities (tables, files, or objects)
The same attribute (field) may be used in more than 1 entity (table, file, or object) Use separate attributes (fields) for logically distinct items: e.g. a name could be stored in 6 fields - Title (Mr., Mrs., Dr., etc.), First Name, Middle Name, Last Name, Suffix (Jr., Sr., etc.), and Nickname Do not create attributes (fields) for information that you can derive from entries in other attributes (fields) Allow enough space for each attribute by determining the maximum character length Determine default values for frequently entered data to ease data entry and ensure consistency
2 Features of AutoNumber in Data Types
Unique number automatically assigned by the DBMS to each added record Provides a value that identifies the record (such as a student ID)
Field Name
Uniquely identifies each field What you specify when searching for data in a database
4 Features of Report Writers
Used to only retrieve data Allow you to format page numbers and dates; titles and column headings; subtotals and totals; and fonts, font sizes, color, and shading Many allow you to include images Some allow you to create a report as a webpage, which can be interactive
Database Software (Database Management System) (DBMS)
Users create a computerized database; add, modify, and delete data in the database; sort and retrieve data from the database; and create forms and reports from the data in the database
When Users Add Records to a File
Users do it when they obtain new data
Collaborative Database
Users store and share photos, videos, recordings, and other personal media with other registered users
Principle of Least Privilege Policy
Users' access privileges are limited to the lowest level necessary to perform required tasks
Recovery Utility
Uses logs and / or backups, and either rollforward or a rollback technique, to restore a database when it becomes damaged or destroyed
Detailed Report
Usually lists just transactions
