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© 2009 Prentice-Hall, Inc.
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Technology in Action
Chapter 11
Behind the Scenes:
Databases and Information Systems
© 2009 Prentice-Hall, Inc.
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Chapter Topics
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Databases and their uses
Database components
Types of databases
Database management systems
Relational databases
Data warehouses and data marts
Information systems
Data mining
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Databases
• Collections of related data
• Easily stored, sorted, organized, and queried
• Turn data into information
• Excel: create a simple list for 1 purpose
• Databases:
– complex lists
– Used for multiple purposes
– College Admissions, Marketing Department, Housing
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Advantages of Using Databases
• Store and retrieve large
quantities of information
• Enable information
sharing
• Provide data
centralization
• Promote data integrity
• Allow for flexible
use of data
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Database Management System
Goal: Retrieve and Report Information
Means: Entering and Storing the Data
Business Examples
 Customers
 Employees
 Products
 Orders
 Invoices
Personal Examples
 Mailing List
 DVD Collection
 Investments
 Household Inventory
 Recipes
Disadvantages of Databases
• Complex to construct
• Time consuming
• Expensive
• Privacy concerns
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Database Terminology
• Field: Category of information, displayed
in columns
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Database Terminology
• Record
– A group of related fields
Record
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Database Terminology
• Table
– A group of related records
Table
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Primary Key
Every table, should have a field designated or
created to be a primary key
• Is A Unique identifier in your table
• Examples:
– Social Security Id
– Patient Id
– Doctor Id
– An Auto number created by Access
Ids help you identify patients with the same name and
possibly living in the same home.
• John Johnson 610-555-4432 (FATHER)
• John Johnson 610-555-4432 (SON)
Database Terminology
• Primary key
– A field value unique to a record (Student Id)
Primary Key
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Database Types
• Relational databases
– Organize data in tables
– Link tables to each other through their primary
keys
• Object-oriented databases
• Multidimensional databases
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Database Management
Systems (DBMS)
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Application software designed to capture
and analyze data
Four main operations of a DBMS are:
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Creating databases and entering data
Viewing and sorting data
Extracting data
Outputting data
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Creating Databases and
Entering Data
• Create
field
names:
– Identify
each type
of data
– Data
dictionary
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Creating Databases and
Entering Data (cont.)
• Create
individual
records by:
– Key-in
– Import
– Input form
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Data Validation
• Validation
– Process of ensuring data entered into the database
is correct (or at least reasonable) and complete
• Validation rules
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Range check (age of student 13 – 99)
Completeness check (required fields like last name)
Consistency check (birth date < date enrolled)
Alphabetic/numeric checks (numbers only…)
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Data Validation
• Example of completeness check
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Viewing and Sorting Data
• Browse
through
records
• Sort
Before sort
records by
field name
After sort
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Extracting or Querying Data
• Query
– A question or
inquiry
– Provides
records based
on criteria
– Structured
query
language
(SQL)
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Outputting Data
• Reports:
– Printed
– Summary data reports
• Export data
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Relational Database Operations
• Organize data
into tables
• Relationships
are links
between
tables with
related data
• Common
fields between
tables need to
exist
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Relational Database Operations
• Normalization of data (recording data
once) reduces data redundancy
• Foreign key: The primary key of one table
included in another to establish
relationships with that other table
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Data Storage
• Data warehouses
– A large scale
repository of data
– Organizes all the
data related to an
organization
– Data is organized
by subject
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Populating Data Warehouses
• Source data
– Internal sources
• Company databases, etc.
– External sources
• Suppliers, vendors, etc.
– Customers or Web site visitors
• Clickstream data
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Data Warehouse Process
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Managing Data:
Information Systems
• Information systems
– Software-based solutions used to gather and
analyze information
• Functions performed by information
systems include
– Acquiring data
– Processing data into information
– Storing data
– Providing output options
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Information Systems Categories
• Office support systems
• Transaction processing systems
• Management information systems
• Decision support systems
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Office Support Systems (OSSs)
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Assist employees in day-to-day tasks
Improve communications
Example: Microsoft Office
Include e-mail, word processing,
spreadsheet, database, and presentation
programs
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Transaction Processing
Systems (TPSs)
• Keeps track of
everyday
business
activities
• Batch
processing
• Real-time
processing
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Management Information
Systems (MISs)
• Provide timely and accurate information for
managers to make business decisions
• Detail report:
– Transactions that
occur during a
period of time
• Summary report:
– Consolidate detailed
data
• Exception report:
– Show unusual
conditions
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Decision Support Systems
(DSSs)
• Help managers develop solutions for
specific problems
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Data Mining
• Process by which great amounts of data
are analyzed and investigated
• Objective is to spot patterns or trends
within the data
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Data Mining Methods
• Classification
– Define data classes
• Estimation
– Assign a value to data
• Affinity grouping or association rules
– Determine which data goes together
• Clustering
– Organize data into subgroups
• Description and visualization
– Get a clear picture of what is happening
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Let’s Get Started
? These questions may be on Access Test ?
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Score Keeper
½ Class write their name on a piece of paper
Pick 5-6 teams
Name of team – a favorite TV character
Help Desk – Understanding Databases
Multiple Choice and Fill in the Blanks
Help Desk – Using Databases
Sound Bytes and answer questions
On-Line Study Guide?