Databases and Information Systems

Database Concepts
Data is any unorganized text, graphics, sounds, or videos A database is a collection of data Database programs enable people to add, sort, group, summarize, and print data Information is data that has been processed in a meaningful and useful way

The Levels of Data in a Database

The layers in a database are:
Bits The lowest layer made of 1s and 0s Characters Letters, numbers, and symbols Fields Areas that contain data identified by field names (Examples: First Name; Address; City) Records Contain a group of fields Data files Contain related records

Databases The top layer made of one or more data files (Example: ABC Company Address Book Mailing list, Employee list, Vendor list)

Data Type

Data usually consists of text, numbers, currency, and dates Logical data Only yes or no answers are allowed Objects Non-textual data Binary large objects (BLOBs) Very large objects Default value Pre-defined values such as todays date

Data Type

One field in a record is identified as the key field or primary key The key field must be a unique entry such as a social security number or student ID

Types of Database Programs

File Management Programs:
Create flat files containing one file or table Files can not be linked to other files Are easy to use and customize Are not as complex as database management systems

Types of Database Programs

Database Management Systems (DBMS):
Contain multiple files or tables Are programs that enable data to be stored, modified, and extracted from a database Are more difficult to learn than file management systems

Relational Database Management Systems

Relational database management systems are the most widely used type of DBMS Data in several files are related through the use of a common key field

Data Warehousing and Data Mining

Data Warehousing:
Supplements DBMSs by bringing together all data into one huge database Organizes managements decision-making process Uses a technique called drill-down to view performance data of the entire company

Data Warehousing and Data Mining

Data marts support one division of an organization rather than an entire firm Data Mining:
Is a data exploration technique Is used to find unknown patterns of data

Client/Server Database Systems

Data server Professionally administered program that runs on a local area network (LAN); it responds to requests for data Client A user-friendly program that accesses the server; users can add data, maintain records, perform queries, and generate reports
Clients request data using a query language called Structured Query Language (SQL)

Client/Server Database Systems

Query
Specially phrased question used to access specific information

The Internet Connection: Going Public With Data

Web-based integration is the latest trend in database software Information is stored in databases that are available through the Internet

Advantages of Database Management Systems

The areas of importance for building a quality database are:

Data integrity security isdatarefers Data independence validity of the Data is the refers to how Data maintenance Avoidance of the Data integrity data. is stored soprocedures be to data unavailability can forused to the that it of data to redundancy refers Data different typesthe applicationof with validation whoof repetition people defines acceptable adding, updating, and avoiding would misuse Data independence input programs. data. records. it. deleting Avoidance of data redundancy ranges for each field. Types of data validation are: from Data is also protected Data security Alphabetic check loss due to equipment Numeric check failure. Data maintenance Range check Consistency check Completeness check

Information Systems: Tools for Global Competitiveness

An information system is designed to bring data, computers, procedures, and people together to manage information important to an organizations mission To be valuable, information must be:
Accessible Accurate Complete Economical Relevant

Reliable Secure Simple Timely Verifiable

Functional Divisions of an Organization

Transaction Processing Systems (TPSs)

TPSs handle an organizations accounting needs Early TPSs used batch processing systems Online processing consists of entering transaction data and viewing the results immediately TPSs enable managers to make operational decisions TPSs can produce summary and exception reports

Management Information Systems (MISs)

MISs are computer-based systems that support the information needs of different levels of management

MISs help management make informed tactical decisions

MISs work with transaction processing systems

MISs inform managers if their goals are being met

Drawbacks of MISs:
Reports may contain unwanted information Information may not be available when needed Reams of printouts

Decision Support Systems (DSSs)

DSSs enable managers to ask questions that cant be answered by MIS reports Online Analytical Processing (OLAP) enables managers to import up-to-the-minute reports from transaction databases

Executive Information Systems (EISs)

EISs are also known as executive support systems (ESSs)

EISs support strategic decisions made by top level management that will affect the entire company
EISs filter critical information so that trends are apparent

Types of Decisions and Information Systems for Managers

Strategic decisions
Organizational Pyramid

Tactical decisions Operational decisions

Knowledge Management Systems

Knowledge management systems are used to capture knowledge created by employees and make it available when needed

Expert Systems
Expert systems are systems that deal with expert knowledge in a particular area

Expert systems:
Help in making decisions Use artificial intelligence principles Provide technical support for customers

Computers and Databases in the Retail Sector

Computers and databases are used for the checkout process and strategic purposes At the checkout stand:
Point of sale terminals are replacing the cash register Optical scanners read the universal product code (UPC) label that identifies items, their costs, and any sale prices Credit card authorization terminals are used to process credit card transactions by placing a call to a call center which provides authorization numbers

Computers and Databases in the Retail Sector

At the checkout stand (continued):
Check-screening systems read the checks account number, then compare it with delinquent accounts Signature capture systems capture a customers signature on a pressure sensitive pad Photo checkout systems display a customers photo when a credit card is used

Summary
Database software transforms data into information Information is data that is organized to be meaningful and useful A database file is made of: Characters Fields Records File management programs work with one database file DBMSs can work with two or more database files at a time A good database system contains: Data integrity Data independence Data redundancy avoidance measures Data security Data maintenance procedures

Summary continued
A computer information system provides essential services to an organization Information systems include: Transaction processing systems (TPS) Management information systems (MIS) Decision support systems (DSS) Executive information systems (EIS) Knowledge management systems (KMS) Expert systems (ES) Computers and databases provide an indispensable resource for the retail sector