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0000CHAPTER THREE
DATABASESAS INFORMATION SYSTEMS
3.1 Introduction
Database is a collection of data, typically describing the activities of one or more related
organizations. Example University, Company, Secondary school.
Databases and database systems have become an essential component of everyday life in
modern society. In the course of a day, most of us encounter several activities that involve
some interaction with a database. Today, more than at any previous time, the success of an
organization depends on database its ability to acquire accurate and timely data about its
operations, to manage this data effectively, and to use it to analyze and guide its activities.
Phrases such as the information superhighway have become ubiquitous, and information
processing is a rapidly growing multibillion dollar [Link] example, a university
database might contain information about the following:
 Entities such as students, faculty, courses, and classrooms.
 Relationships between entities, such as students' enrollment in courses, faculty
teaching courses, and the use of rooms for courses.

3.2 Meaning of Information System

An information system is
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3.2.1 Data
Data is a collection of facts, such as numbers, words, measurements, observations or
descriptions of things.

3.2.2 Data Processing

It is a sequence of operations on data to convert it into useful information. The important
operations that can be performed on data are,
 Arithmetic and logical operations.
 To send and receive data from one location to another.
 Classification of data.
 Arranging data into a specific order etc.
The data processing can be accomplished through following methods:
 Manual Data Processing.
 Mechanical Data Processing.
 Electronic Data Processing.
3.2.3 Manual Data Processing
Manual data processing refers to data processing that requires humans to manage and
process the data throughout its existence files.
Manual data processing utilizes non-technological tools, which include:
 Paper,
 Writing utensils such as pen, pencil and
 Physical filing [Link] how you can arrange your data on paper.
Some example of Manual Data Processing
 Daily class attendance book,
 A book seller (a small book shop) records his daily transactions manually. He prepares
bills by pen, paper and carbon paper (brain is the main data processor in this case). At
the end of day he will use carbon copies made on a particular date to know how many
books he sold and how much income he got.

3.2.4 Benefits of Manual Data Processing System

 It’s easily to use and learn, for professional and non-professional.
 Its cheap compare to Electronics data processing system. Anyone can have it.

3.2.5 Disadvantage of Manual Data Processing

 Inconsistency in data entry, room for errors.
 Large ongoing staff training cost.
 System is dependent on good individuals.
 Reduction in sharing information and customer services.
 Time consuming and costly to produce reports.
 Lack of security.
 Duplication of data entry.

3.3 Mechanical Data Processing

In mechanical data processing, data is processed by using different tools like typewriters,
mechanical printers or other mechanical devices such as calculator.

Calculator Typewriter
3.4Electronic Data Processing
It is the modern technique to process data. The data is processed through computer. Data and
set of instructions are given to the computer as input and the computer automatically
processes the data according to given set of instructions.

It is the latest and fastest method of data processing. Data is processed with the help of
computer. First of all, data and set of instructions are given to the computer. Computer gives
output results after processing the data according to instructions. This method of data
processing is very fast and accurate.
Electronic data processing is used in
 Banks and business firms,
 Government offices,
 Colleges,
 Schools,
  Universities, and other institutes.
Electronic data processing is being used in almost every field of life.

Example: Suppose there are 10000 students in a University of Dodoma. There is a manual
library system in this college. If we want to know which students have not returned books
since one year? We will have to search registers for 10000 students’ record. But computer can
do this job within seconds.

Tools Used in Electronic Data Processing

 Computer
 Software such Microsoft Access, Xampp, MySQL etc.
3.4.1 Benefits of Electronics Data Processing
 It is more fast
 Is less time consuming
 Can process large amounts of data easily
 Can present information in more attractive way
 Will give 100 % error free results, if input and instructions are accurate.

3.4.2 Disadvantage of Electronics Data Processing

 Power failure,
 computer viruses and hackers are the problems of using computerized systems;
 Accounting system not properly set up to meet the requirement of the business due to
badly programmed or inappropriate software or hardware or personnel problems can
caused more problem
 Danger of computer fraud if proper level of control and security whether internal and
external are not properly been instituted

3.3.1Comparison of Manual and Electronic Data Processing Systems

 Both manual and electronic data processing need good mental brain.
 Both manual and electronic data processing deal with same information such as
number, name.
3.2.2 Application of Data Processing Systems
In Hospitals
 Hospitals tend to have information systems for data collection and reporting, staff who
are used to collecting registration and admissions data, and an organizational culture
that is familiar with the tools of quality improvement, they are relatively well positioned
to collect
 Also Data processing system help doctor to know details of patients in hospital.
 Sharing of information at different places concerning health [Link] within hospital or
across the world.

In Business
 Data processing system help to collect the related, structured activities or tasks that
produce a specific service or product for a particular customer or customers.
Example in banks, PRIDE, SACCOS
In Education
 Student registration. Details of student are obtained easily
 It used in library, e.g. it helps to show the details of who borrow books and also help to
show if the book is available in library.
In Government
It is involved in following:
 Population census data capture forms
 .}
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 Birth/death/marriage certificates
 Driving Licenses
 Customs
 Election
 Identity cards
 Requests for Passport / Visa / Work Permit
 Pension
 Social Security
 Income Tax

In Telecommunications
For keeping record of calls made.
In Human Resources
For recording information about employee salary, taxes.

3.5Database Concept and Terminology

3.3.1 Database
Due to the advancement in the electronic industry, the increased processing and storage
capacity of computer has opened the doors for computer scientists to develop various
techniques to store large amount of related data in an efficient and compact manner. The
concept of database was introduced by IBM in 1960s. Databases and database systems have
become an essential component of everyday life in modern society. In the course of a day, most
of us encounter several activities that involve some interaction with a database.
Definition of Database

Concept of Database
A database stores information in an organized way, and makes it easy to get
information in and out.
 A database is a collection of related files organized to satisfy particular organization
needs. It is a program enabling to store, modify and extract information from database.
A database is made up of file of related records. A record is made up of related fields. A
field is made up of related characters. A character is a small unit of data.

In one view, databases can be classified according to types of content: bibliographic, full-text,
numeric and images.
3.5.2 Database Terminologies
Files
This is a character or a string of characters that represent a data item
Records
This is a collection of related fields that represent a single entity
Fields.
This is a collection of related records
Database
This is a collection of related table or files
Index key
Is a key used to speed up searching and sorting records in a table
Primary key
Is a field that uniquely identifies each record stored in the table
Database management system
This is the program used to set up and manage database
For example, Microsoft access, Parradox and oracle
Object
This is the graphical component of a database management system used to manipulate a
database

Pencil
This is a symbol indicates that the current records entry is not yet saved
Asterisk
This is symbol marks a blank record below the current entry
Record locked
This symbol indicates that the current record is being edited by another user in multi-user or
networked environment
DATA TYPES
This refers to the type of data that used in database design
Text
This is type of data made up of alphanumeric and accommodate a maximum of 255 characters
Memo
This is the data type that accommodate as many as 32000 alphanumeric characters
Integer
This is the data type that contain number only
String
This is the data type that contain text and number
DATABASE MODEL
Database model
Refers to the methodology of storing data
There are several models which include HIERARCHICAL, NETWORK, RELATIONAL AND
OBJECT ORIENTED MODEL
.
3.5.3Types of Database Systems
Database system provides users with an abstract view of data, by hiding certain details of how
data is stored and manipulated.
It involves the following types.
 Single-file or flat file database
 Multi-file relational or structured database
i. Single File or Flat File Database
In single user system the database resides on one computer and is only accessed by one user at
a time. This one user may design, maintain, and write database programs.
ii. Multi-File Relational or Structured Database
Due to large amount of data management most systems are multi-user. In this situation the
data are both integrated and shared. A database is integrated when the same information is
not recorded in two places. For example, both the Library department and the Account
department of the college database may need student addresses. Even though both
departments may access different portions of the database, the students' addresses should only
reside in one place. It is the job of the Database Administrator to make sure that the DBMS
makes the correct addresses available from one central storage area.

3.5.4Importance of Database
 A database allows you to manage and use an incredible variety of information easily.
 It is easy to search and retrieve records
 Controls data duplication and redundancy
 It is easy to generate reports that can be used in decision making
 Ensures data security by providing security features such as encryption and password
Protection
 Allow the user to add, delete or modify records more easily
3.5.5Types of database
i. Relational Databases
This is the most common of all the different types of databases. In this, the data in a relational
database is stored in various data tables. Each table has a key field which is used to connect it
to other tables. Hence all the tables are related to each other through several key fields. These
databases are extensively used in various industries and will be the one you are most likely to
come across when working in IT.
Examples of relational databases are Oracle, Sybase and Microsoft SQL Server and they are
often key parts of the process of software development. Hence you should ensure you include
any work required on the database as part of your project when creating a project plan and
estimating project costs.
ii. Operational Databases
In its day to day operation, an organization generates a huge amount of data. Think of things
such as inventory management, purchases, transactions and financials. All this data is
collected in a database which is often known by several names such as operational/ production
database, subject-area database (SADB) or transaction databases.
An operational database is usually hugely important to Organizations as they include the
customer database, personal database and inventory database i.e. the details of how much of a
product the company has as well as information on the customers who buy them. The data
stored in operational databases can be changed and manipulated depending on what the
company requires.

iii. Database Warehouses

Organizations are required to keep all relevant data for several years. In the Tanzania it can
be as long as more years. This data is also an important source of information for analyzing
and comparing the current year data with that of the past years which also makes it easier to
determine key trends taking place. All this data from previous years are stored in a database
warehouse. Since the data stored has gone through all kinds of screening, editing and
integration it does not need any further editing or alteration.
With this database ensure that the software requirements specification (SRS) is formally
approved as part of the project quality plan.
iv. Distributed Databases
Many organizations have several office locations, manufacturing plants, regional offices,
branch offices and a head office at different geographic locations. Each of these work groups
may have their own database which together will form the main database of the company. This
is known as a distributed database.
v. End-User Databases
There is a variety of data available at the workstation of all the end users of any organization.
Each workstation is like a small database in itself which includes data in spreadsheets,
presentations, word files, note pads and downloaded files. All such small databases form a
different type of database called the end-user database.
vi. Document-Oriented Database
A document oriented database is a different type of database which is used in applications
which are document oriented. The data is stored in the form of text records instead of being
stored in a data table as usually happens.
vii. External Database
There is a sea of information available outside world which is required by an organization.
They are privately-owned data for which one can have conditional and limited access for a
fortune. This data is meant for commercial usage. All such databases outside the organization
which are of use and limited access are together called external database.
3.6 Database Operations
Operation of database based on creation, entering of data, updating of data and deleting of
data.

CREATING DATABASE USING MICROSOFT ACCESS

Creating Database
Microsoft Access is a database application design and deployment tool that you can use to
keep track of important information.
Microsoft access application window contain the following objects used to create and
manipulate database
i. Table –allow the user to organise data into rows and column
Row represent records while column are fields
ii. Queries- used to analyse or request for specific records from a database
iii. Forms –this are visual visual display that resembels an ordinary form used to enter or
view records from a table
iv. Reports-used to generates reports or summaries from an underlying table or query
v. Macro-is a set of one or more actions used to automate databse by performing a
particular task such as opening ,printing, maximising and minimising
vi. Modules- this is a visual basic programming environment that consist of a collection of
declarations and procedures used to automate other databse object
vii. Web-Pages-data access pages are used to create web-based database

1.0 Database Planning

 What your database will deals with.
 What it will contain/needs of your database.
 Limitation and principles of your Database
 How many rows and column your database will have.
 What kind of user will allowed to use your database?
  Naming Conversion of your data.e.g It may start with capital letter or not, no space
between the word or not or underscore between words.
2.0 PreparingTable Data Entry
How to create table of data entry
Stage 1: Double click Microsoft Access icon.

The interface will open then click Blank desktop Database to open Access page.

To form a table follow this procedure

1. after page open click CREATE
2. Then click to Table; Table1 will created.
3.0 Preparing Data Entry Table
3. Start add row and column by right click to click to add then select what you want to the
dropdown menu.
4.0 Entering Data Using Table
1. You can rename Field1, Field2…by double click it or right click either school then go
to the Rename field click.

2. If you want to enter data to the table

 In the Navigation Pane, double-click the table that you want to use. By default, Access
opens the table in Datasheet view — a grid that resembles an Excel worksheet.
 Click or otherwise place the focus on the first field that you want to use, and then enter
your data.
 To move to the next field in the same row, press TAB, use the Right or Left arrow keys,
or click the cell in the next field.

5.0 Preparing Data Entry Form

 After create table above
First select the data record which you want to create its form ELIAS, KITERAthen
1. Click to the CREATE tab then to the place of Forms.
2. Click Form.

Then form of ELIAS will appear.

Review Questions
Part 1: T and F
1. In multi user system the database resides on one computer and is only accessed by one
user at a time. This one user may design, maintain, and write database programs.
2. Field is a single piece of information.
3. What kind of user will allowed to use your database? This statement is one of database
planning.
4. Document-Oriented Database is a variety of data available at the workstation of all the end
users of any organization.
5. Database is not concerning about data relation since it can bring interrupt of the data.
6. Operation of database based on Creation, entering of data, updating of data and deleting
of data.
7. Can process large amounts of data easily is one of the disadvantage of database.
Part II: Descriptive Questions
1. List four examples of database systems.
2. Discuss the meaning of the following
a) Data
b) Database
c) Information System
3. Ten functions of database in our daily life.
4. Discuss with your fellow how you can plan the database of your school.
5. Importance of database in your school.
6. Discuss the Advantages and Disadvantages of Database.
REFERENCES
Database Management System, (Second Edition) by Raghu Ramakrishnan/Johannes Gehrke.