Discovering Computers

Technology in a World of Computers, Mobile Devices and the Internet

Chapter 8
Managing A Database

Discovering Computers 2014: Chapter 11_14 1

Objectives Overview

Discuss hierarchy of
Define the term Define data integrity
data and data
database, data and and characteristics of
maintenance and
information valuable Information
validation techniques

Differentiate between Explain the functions Describe the types of

file processing and of database databases and their
database approach management systems characteristics

Discuss Web database

and roles of database
administrators

See Page 514 2

Discovering Computers 2014: Chapter 11_14
Objectives Overview

Discuss hierarchy of
Define the term Define data integrity
data and data
database, data and and characteristics of
maintenance and
information valuable Information
validation techniques

Differentiate between Explain the functions Describe the types of

file processing and of database databases and their
database approach management systems characteristics

Discuss Web database

and roles of database
administrators

See Page 514 3

Discovering Computers 2014: Chapter 11_14
Objectives Overview

Discuss hierarchy of
Define the term Define data integrity
data and data
database, data and and characteristics of
maintenance and
information valuable Information
validation techniques

Differentiate between Explain the functions Describe the types of

file processing and of database databases and their
database approach management systems characteristics

Discuss Web database

and roles of database
administrators

See Page 514 4

Discovering Computers 2014: Chapter 11_14
Databases, Data, and Information
• Data stored on
computer has the
following
characteristic :
• Data is digital
• Data is in a logical
sequence to
allows access or
retrieval.
• Data is stored in
databases.

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Discovering Computers 2014: Chapter 11_14
Databases, Data, and Information

Database Data Information

• Collection of data • Collection of • Processed data
organized in a unprocessed • Organized
manner that items • Meaningful
allows access, • Text • Useful
retrieval, and use • Numbers
of that data. • Images
• Both information • Audio
and data are • Video
stored in the
same database.

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Discovering Computers 2014: Chapter 11_14
Databases, Data, and Information

Database software, often called a database

management system (DBMS), allows users to:

Create a computerized Add, modify, and

database delete data

Create forms and

Sort and retrieve data
reports from the data

Page 515 7
Discovering Computers 2014: Chapter 11_14
Objectives Overview

Discuss hierarchy of
Define the term Define data integrity
data and data
database, data and and characteristics of
maintenance and
information valuable Information
validation techniques

Differentiate between Explain the functions Describe the types of

file processing and of database databases and their
database approach management systems characteristics

Discuss Web database

and roles of database
administrators

See Page 514 8

Discovering Computers 2014: Chapter 11_14
Data Integrity

Data integrity
identifies the quality
of the data

More data errors , It is important : people

lower use information to
make decisions and
its integrity take actions
Page 516 9
Discovering Computers 2014: Chapter 11_14
Data Integrity
Valuable information have the following
characteristics:
Accurate Verifiable Timely
• Error free • Can be proven • Has an aged
as correct or suited to its use
incorrect

Organized
Accessible Useful
• Arranged to suit the
• Available when • Meaning to the
needs and
requirements of the you need it person receiving
decision maker it.

Cost-effective
• Give more value
than it cost to
Pages 516 produce.
Discovering Computers 2014: Chapter 11_14
10
Objectives Overview

Discuss : (1) hierarchy

Define the term Define data integrity
of data (2) data
database, data and and characteristics of
maintenance and (3)
information valuable Information
validation techniques

Differentiate between Explain the functions Describe the types of

file processing and of database databases and their
database approach management systems characteristics

Discuss Web database

and roles of database
administrators

See Page 514 11

Discovering Computers 2014: Chapter 11_14
Hierarchy of Data
Data is organized in layers
• Files, records, fields, characters

Pages 517 12
Discovering Computers 2014: Chapter 11_14
Hierarchy of Data
A character is one byte
• Numbers, letters, space,
punctuation marks, or other
symbols

A field is a combination of
one or more related
characters
• Field name
• Field size
• Data type

Page518 13
Discovering Computers 2014: Chapter 11_14
Hierarchy of Data
A primary key is a field in
A record is a group of
that uniquely identifies
related fields
each record

Page518 14
Discovering Computers 2014: Chapter 11_14
Hierarchy of Data

A file or data file is a

collection of related
records stored on a
storage medium

A database contains files

Page518 15
Discovering Computers 2014: Chapter 11_14
Hierarchy of Data

• Common data types include:

Text Number AutoNumber Currency

Date Memo Yes/No Hyperlink

Object Attachment

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Discovering Computers 2014: Chapter 11_14
Data Maintenance
File maintenance refers to the procedures that
keep data current

Adding Modifying
records records

Deleting
records
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Discovering Computers 2014: Chapter 11_14
Data Maintenance
Users add new records to a file when they
obtain new data

Pages 520 18
Discovering Computers 2014: Chapter 11_14
Data Maintenance
When a record no longer is needed, a user deletes
it from a file

Page 472 19
Discovering Computers 2014: Chapter 11_14
Figure 11-7
Data Validation Techniques

Validation is a process where data is

checked to see if it satisfies certain criteria
(e.g falls within accepted boundaries).

Validation compares data with a set of rules

or values to find out if the data is correct

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Discovering Computers 2014: Chapter 11_14
Data Validation Techniques

A number of validation techniques exist:

Alphabetic/Numeric
Range check Consistency check
check

Completeness check Check digit Other checks

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Discovering Computers 2014: Chapter 11_14
Data Validation Techniques

Page 522 22
Discovering Computers 2014: Chapter 11_14
Data Validation Techniques
Automatic stock control systems rely on the use of
barcodes.

• Barcodes are made up of alternating dark and light lines.

• They are scanned by a barcode reader.
• They allow quick identification of product details : country code,
manufacturer’s code, product code and a check digit
• The check digit is a form of validation used to make sure no errors
occurred during the reading of the barcode.

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Discovering Computers 2014: Chapter 11_14
Global Trade Item Numbers (GTIN)

• Two barcode formats used:

 UPC (Universal Product Code) and
 EAN (European Article Number).
 UPC format is 12 barcode digits (11 digits plus one check
digit)
 UPC is used only in the US and Canada
 EAN is 13 barcode digits (12 digits plus one check digit)
 EAN is used everywhere else globally.
 Global Trade Item Numbers (GTIN)
 Also known as UPC/EAN numbers
 Used by companies to uniquely identify all of their trade items.
24
Discovering Computers 2014: Chapter 11_14
Types of Global Trade Item Numbers (GTIN)

GTIN-12: 12-digit barcode number. GTIN-13: 13-digit barcode number. To

For products coming from or will be identify product items. The last digit (13th
traded in USA and Canada. The last digit) is the Check Digit. Used everywhere else
digit (12th digit) is the Check Digit. globally.

25
Discovering Computers 2014: Chapter 11_14
Global Trade Item Numbers (GTIN)

 A GTIN is a unique and internationally recognized identifier for

a product.
 Trade items include any product that is priced, ordered or
invoiced by a company.
 In a GTIN-12 which consists of twelve numeric characters
that uniquely identify a company's individual product.
 The first six numbers of the barcode is the manufacturer's
identification number.
 The next five digits represent the item's number.
 The last number is called a check digit.

26
Discovering Computers 2014: Chapter 11_14
Calculate Your Check Digit

• Check digit ensures the numbers are correct

• All Global Trade Item Numbers (GTINs) end with a
Check Digit.
• This digit is the result of an algorithm (called the
Modulo-10 algorithm) which uses the other
numbers in the GTIN to ensure its correct
composition.
• To learn how to generate barcode numbers and
assign them to products and trade items
27
Discovering Computers 2014: Chapter 11_14
Types of Global Trade Item Numbers (GTIN)

• GTIN-12: 12-digit barcode number. For products

coming from or will be traded in USA and Canada.
The last digit (12th digit) is the Check Digit.

28
Discovering Computers 2014: Chapter 11_14
Data Validation Techniques

The check digit can be calculated in a

number of ways, some contain codes
with 11 digits
Consider the following code:
51043112017

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Discovering Computers 2014: Chapter 11_14
Check Digit Validation Technique
5 0 3 1 0 7 odd digit positions

51043112017 1 4 1 2 1 even digit positions

Add together the digits in the odd positions and

multiply the sum by 3:

1 3 5 7 9 11
5 + 0 + 3 +1 + 0 + 7 = 16 (16 × 3 = 48)
51043112017
2 4 6 8 10 Add together the digits in the even positions: 1 + 4 +
1+2+1=9

Add the two results together: 48 + 9 = 57

The final code is
510431120173 To find the check digit, calculate what needs to be
added to 57 to make the next multiple of 10 i.e. 60.

Page 522 30
Thus, the check digit is 3. (60-57=3)
Discovering Computers 2014: Chapter 11_14
Objectives Overview

Discuss : (1) hierarchy

Define the term Define data integrity
of data (2) data
database, data and and characteristics of
maintenance and (3)
information valuable Information
validation techniques

Differentiate between Explain the functions Describe the types of

file processing and of database databases and their
database approach management systems characteristics

Discuss Web database

and roles of database
administrators

See Page 514 31

Discovering Computers 2014: Chapter 11_14
Compute the check digit

• Global Trade Item Numbers (GTIN-13) is a 13-digit barcode

number (12 digits plus one check digit). To identify product
items. the last digit (13th digit) is the Check Digit used
everywhere else globally.
• Consider the following code: 9 5 5 6 1 3 5 1 8 5 0 0
Given:
a) The sum of the odd digit positions: 9 5 1 5 8 0 = 28
• b) The sum of the even digit positions : 5 6 3 1 5 0 = 20
• c) Use a multiple of 3 for the even position.

Determine the check digit (a= 1, b=2, c=3, d=4)

32
 Business Benefits of using barcodes
Barcodes were developed to improve the speed of sales transactions, but there are

other potential benefits to businesses, including:

Better accuracy - Relying on a barcode to process data is far more accurate than relying on
manually-entered data, which is prone to errors.

Data is immediately available - Because of the processing speed, information about inventory
levels or sales is available in real time.
Reduced training requirements - Thanks to the simplicity of the barcode scanner, employees
need little in the way of training in how to use it. Additionally, thanks to barcodes, there is
much less for employees to have to learn and retain.
Improved inventory control - Being able to scan and track inventory yields a much more
accurate count, as well as a better calculation of inventory turn. Companies can hold less
inventory when they know how soon they will need it.
Low cost implementation - Generating barcodes is quick and easy, as is installing a barcode
system. Potential savings can be realized almost immediately.
33
File Processing Versus Databases
File processing system Database approach
• Traditional approach to • Programs and users share data
data management • Reduced data redundancy
• Each department has its • Improved data integrity
own set of files • Shared data
• Have data redundancy • Easier access
• Isolate data • Reduced development time
• Easy to expand the database
• Security of data is easier to
monitor and maintain.

Page 524 34
Discovering Computers 2014: Chapter 11_14
File Processing Versus Databases

Page 525 35
Discovering Computers 2014: Chapter 11_14
Objectives Overview

Discuss : (1) hierarchy

Define the term Define data integrity
of data (2) data
database, data and and characteristics of
maintenance and (3)
information valuable Information
validation techniques

Differentiate between Explain the functions Describe the types of

file processing and of database databases and their
database approach management systems characteristics

Discuss Web database

and roles of database
administrators

See Page 514 36

Discovering Computers 2014: Chapter 11_14
Database Management Systems (DBMS)
Functions

A DBMS performs the following functions :

File Retrieval
Data
and
Dictionary
Maintenance

Data Backup
Data Security and Recovery

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Discovering Computers 2014: Chapter 11_14
Data Dictionary Function
A data dictionary contains data about each file
in the database and each field in those files
• It contains data about programs and users
• It keeps track of who accessed data and when they
accessed

Page 527 38
Discovering Computers 2014: Chapter 11_14
File Retrieval and Maintenance Function
A DBMS provides several tools that allow users and
programs to retrieve and maintain data in the database

Query language – English like statements

Query by example – Structured Query

Language

Form – data entry

Report writer – design report

Page 526 39
Discovering Computers 2014: Chapter 11_14
File Retrieval and Maintenance Function
A query language consists of simple, English-like
statements that allow users to specify the data to display,
print, store, update, or delete

Structured Query Language (SQL) is a popular query

language that allows users to manage, update, and
retrieve data

Many DBMSs provide tools to guide nontechnical users

through the steps of creating a query

Page 528 40
Discovering Computers 2014: Chapter 11_14
File Retrieval and Maintenance Function

Page 529 41
Discovering Computers 2014: Chapter 11_14
File Retrieval and Maintenance Function
Most DBMSs include query by example (QBE), a
feature that has a graphical user interface to assist
users with retrieving data

Page 528 42
Discovering Computers 2014: Chapter 11_14
File Retrieval and Maintenance Function
A form is a window on the screen that provides areas for entering
or modifying data in a database

A report writer allows users to design a report on the screen,

retrieve data into the report design, and then display or print the
report

Page530 43
Discovering Computers 2014: Chapter 11_14
Data Security

A DBMS provides means to

ensure that only authorized
users access data
• Access privileges
• Principle of least privilege policy
Page 531 44
Discovering Computers 2014: Chapter 11_14
Data Backup and Recovery
A DMBS provides a variety of techniques to restore
the database to a usable form in case it is damaged
or destroyed

Backup Recovery utility

Log (activities)
(regular) (restoration)

Continuous
backup
(only changes)
Page 531 45
Discovering Computers 2014: Chapter 11_14
Objectives Overview

Discuss : (1) hierarchy

Define the term Define data integrity
of data (2) data
database, data and and characteristics of
maintenance and (3)
information valuable Information
validation techniques

Differentiate between Explain the functions Describe the types of

file processing and of database databases and their
database approach management systems characteristics

Discuss Web database

and roles of database
administrators

See Page 514 46

Discovering Computers 2014: Chapter 11_14
Relational, Object-Oriented, and
Multidimensional Databases
A data model defines how users view the organization
of the data

Page 533 47
Discovering Computers 2014: Chapter 11_14
Relational, Object-Oriented, and
Multidimensional Databases

A relational database
stores data in tables that
consist of rows and
columns
• Each row has a primary key
• Each column has a unique name

A relationship is a link
within the data

Pages 533 48
Discovering Computers 2014: Chapter 11_14
Relational, Object-Oriented, and
Multidimensional Databases
An object-oriented database (OODB) stores data in objects

Examples of applications appropriate for an object-oriented

database include:
Groupware
Media database database (memos,
(video, images) documents,
reports)

CAD database
(graphic designs)

Pages 534 49
Discovering Computers 2014: Chapter 11_14
Relational, Object-Oriented, and
Multidimensional Databases

A multidimensional database
can store data in more than two
dimensions of data

• Sometimes known as a hypercube

• Can consolidate data much faster than a
relational database

A data warehouse is a huge

database that stores and
manages the data required to
analyze historical and current
transactions

Pages 536 50
Discovering Computers 2014: Chapter 11_14
Objectives Overview

Discuss : (1) hierarchy

Define the term Define data integrity
of data (2) data
database, data and and characteristics of
maintenance and (3)
information valuable Information
validation techniques

Differentiate between Explain the functions Describe the types of

file processing and of database databases and their
database approach management systems characteristics

Discuss Web database

and roles of database
administrators

See Page 514 51

Discovering Computers 2014: Chapter 11_14
Web Databases
The web offers information about:

Television
Jobs Travel Destinations
programming

Local and
Photos Movies Videos national
weather

Sporting Legislative
events information

Page 536 52
Discovering Computers 2014: Chapter 11_14
 Database Administration
Database analysts and administrators are responsible
for managing and coordinating all database activities

Database Analyst (DA) Database Administrator (DBA)

1. Manage the placement of 1. Creates and maintains the data
fields, defines data relationship, dictionary
2. Identify users’ access privileges 2. Manage security of the database
3. Monitors the performance of the
database
4. Checks backup and recovery procedures

Page 538 53
Discovering Computers 2014: Chapter 11_14
Tutorial – Multiple choice questions
1. ______ information has an aged suited to its use
a) Organised
b) Timely
c) Cost-effective
d) Verifiable
2. A ________ is a field that uniquely identifies each record in a file.
a) Composite key
b) Primary key
c) Secondary key
d) Key field
3. _______ procedures include adding records to modifying records in and deleting records from
a file
a) Backup
b) Range check
c) Validation
d) File maintenance
4. A range check ____
a) Ensures that users enter only alphabetic data into a field
b) Determines whether a number is within a specified range
c) Ensures the users enter only numeric data into a field
d) Verifies that a required field contains data
Page 522 54
Discovering Computers 2014: Chapter 11_14
Tutorial – Multiple choice questions
5. All of the following are strengths of the database approach, except ____
a) Less complexity
b) Improved data integrity
c) Easier access
d) Reduced development time

6. A _________contains data about each file in the database and each field in those
files
e) Data mart
f) Data warehouse
g) Data modeler
h) Data dictionary

7. The database analyst ______

i) Decides on the proper placement of fields
j) Creates and maintains the data dictionary
k) Monitors the performance of the database
l) Checks backup and recovery procedures
Page 522 55
Discovering Computers 2014: Chapter 11_14
Tutorial - Questions
1. Distinguish between data and information.
2. What is a Database?
3. How does a database interact with Data and
Information?

Page 522 56
Discovering Computers 2014: Chapter 11_14
Tutorial - Suggested Answers
1. Distinguish between data and information.
 Data is a collection of unprocessed items
which includes :Text, Numbers, Images, Audio
and Video.
 Computer process data into information.
 Information is processed data that is Organized,
Meaningful and Useful.
2. What is a Database?
 A database is a collection of data organized in a
manner that allows access, retrieval, and use of
that data. Both information and data are
Page 522
stored in the same database.
Discovering Computers 2014: Chapter 11_14
57
Tutorial - Suggested Answers

3. How does a database interact with Data and Information?

 Database software, often called a database management

system (DBMS), allows users to:
Create a computerized database
Add, modify, and delete data
Sort and retrieve data
Create forms and reports from the data

Page 522 58
Discovering Computers 2014: Chapter 11_14
Tutorial - Questions
1. What is Data Integrity?
2. Why Data Integrity is important to an
organization?
3. What are the qualities of valuable information?

Page 522 59
Discovering Computers 2014: Chapter 11_14
Tutorial- suggested answers
1. What is Data Integrity
 Data integrity identifies the quality of the data
 The more errors the data contains, the lower its integrity
2. Why data integrity is important?
 Data integrity is important because computers and people use information to make
decisions and take actions
 For a computer to produce correct information, the data that is entered in a database
must have integrity.
 Because data is used to generate information, many organization realize that data is one
of their more valuable assets.
3. What are the qualities of valuable information?
Valuable information should have the following characteristics:
 Accurate : Error free
 Verifiable : Can be proven as correct or incorrect
 Timely : Has an aged suited to its use
 Organized : Arranged to suit the needs and requirements of the decision maker
 Accessible : Available when you need it
 Useful: has meaning to the person receiving it.
 Cost-effective: Give more Discovering
Page 522 value than it cost2014:
Computers to produce
Chapter 11_14
60
Tutorial- suggested answers
1. Define Hierarchy of Data
 Data is organized in layers or classified in a hierarchy.
 Each higher level of data consists of one or more items from the lower.
 A database contains files, a file contains records, a record contains fields, and a field is
made up of one or more character.
 A character is one byte. A byte consists of 8 bits. Eight bits grouped together in a unit
form a byte. Each byte represents a character which can be a numbers, letters, space,
punctuation marks, or other symbols. A bit is the smallest unit of data the computer can
process.
 A combination of characters forms a field.
 A field is a combination of one or more related characters
 A field name uniquely identifies each field
 The field size defines the maximum number of characters a field contains
 The field type specifies the type of data a field can contain and how the field is used.
 A combination of related fields forms a record.
 A record is a group of related fields
 A file or data file is a collection of related records stored on a storage medium such as
hard disk or optical disc.

Page 522 A database contains files 61
Discovering Computers 2014: Chapter 11_14
Tutorial - Questions
1. What is File maintenance?
2. What is data validation ?
3. What are five types of validity checks?
4. How is File processing approach different from the
database approach?
5. Identify and describe the common functions of a
Database Management Systems
6. What are the responsibilities of Database Analyst
and Administrators?

Page 522 62
Discovering Computers 2014: Chapter 11_14
Tutorial- suggested answers
1. What is File maintenance?
 File maintenance refers to the procedures that keep data current which
include: adding records when new data is obtained, modifying records to
correct inaccurate data or to update old data with new data and deleting
records when they no longer are needed.
2. What is data validation?
 Validation a process of comparing data with a set of rules or values to find out
if the data is correct. Many programs perform a validity check that analyse
data either as you enter it or after you enter it to help ensure that it is correct.

3. What are five types of validity checks?

 The types of validity checks include Alphabetic/Numeric check, Range check,
Consistency check, Completeness check and Check digit

Page 522 63
Discovering Computers 2014: Chapter 11_14
Tutorial - Questions

1. Check digit looks at an extra digit which is

calculated from the digits of a number and then
put on the end of the number. Consider the
following bar code which contain 11 digits (6 2 1
5 4 2 2 3 1 2 6). Use a multiple of 2 for the odd
position, determine the check digit and show full
working.

64
Discovering Computers 2014: Chapter 11_14
Tutorial- suggested answers
3. How is File processing approach different from the database approach?
• File processing system
In a file processing system, each department has its own
set of data files. The records in one file may not relate to the records in any other file. The two major
weaknesses are :
(1) redundant data (the same fields are stored in multiple files - duplicated)
(2) Isolate data – it is difficult to access data stored in separate files in different departments
• Database approach
With a database approach, many programs and users share the data in a database.
The database approach :
(1) reduced data redundancy: Most data items are stored in only one file which greatly reduces duplicate
data. Only one copy of each data item needs to be kept.
(2) Improved data integrity: When users modify data in the database, they make changes to one file instead
of multiple files.
(3) Permits easier access and reduces development time.
A database, however can be more complex than a file processing system, requiring special training and
more computer memory , storage and processing power than file processing system.
Data in a database also can be vulnerable than data in the file processing system .

65
Discovering Computers 2014: Chapter 11_14
Tutorial- suggested answers
5. What are the responsibilities of Database Analyst and
Administrators?
• Database analysts and administrators are responsible
for managing and coordinating all database activities
• Database Analyst (DA) : decides on proper placement
of fields, defines data relationship, and identifies
users’ access privileges
• Database Administrator (DBA) : creates and maintains
the data dictionary, manages security of the database,
monitors the performance of the database, and
checks backup and recovery procedures
66
Discovering Computers 2014: Chapter 11_14
 Tutorial- suggested answers
4. Identify and describe the common functions of a Database Management Systems
• A database management system (DBMS) performs the following functions :
• Data Dictionary
• A data dictionary contains data about each file in the database and each field in those files
• It contains data about programs and users
• It keeps track of who accessed data and when they accessed.
• File Retrieval and Maintenance
• A DBMS provides several tools that allow users and programs to retrieve and maintain data in the database :
• Query language: A query language consists of simple, English-like statements that allow users to specify the data to display, print or
store.
• Structured Query Language (SQL) is a popular query language that allows users to manage, update, and retrieve data
• Many DBMSs provide tools to guide nontechnical users through the steps of creating a query
• Query by example (QBE): is a feature that has a graphical user interface to assist users with retrieving data.
• Form: A form, called a data entry form is a window on the screen that provides areas for entering or modifying data in a database.
• Report generator or writer: A report generator or writer allows users to design a report on the screen, retrieve data into the report
design and then display or print the report.
• Data Security
• A DBMS provides means to ensure that only authorized users access data
• Access privileges : for data involves establishing who can enter, modify, delete, and view data
• Principle of least privilege policy: User’s access privileges are limited to the lowest level necessary to perform required tasks.
• Data Backup and Recovery
• A DMBS provides a variety of techniques to restore the database to a usable form in case it is damaged or destroyed
• Backup : or copy of the database is made on a regular basis
• Log: maintain a listing of activities that modify the contents of the database.
• Recovery utility: uses the logs and/or backups to restore a database when it becomes damaged or destroyed.
• Continuous backup: is a backup plan in which all data is backed up whenever a change is made.

67
Discovering Computers 2014: Chapter 11_14
 Discovering Computers
Technology in a World of Computers, Mobile Devices and the Internet

Chapter 8
Managing A Database
(End)

Discovering Computers 2014: Chapter 11_14 68

Tutorial- suggested answers
1. Check digit looks at an extra digit which is calculated from the digits
of a number and then put on the end of the number. Consider the
following bar code which contain 11 digits (6 2 1 5 4 2 2 3 1 2 6). Use
a multiple of 2 for the odd position, determine the check digit and
show full working.

• odd = 6+1+4+2+1+6=19x2=38
• even = 2+5+2+3+2=14
• sum=52 (nearest is 60)
• check digit is 8
• 6 2 1 5 4 2 2 3 1 2 6 (8)
Note : The above answer should be (6) and Not (8) – spot the mistake
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Discovering Computers 2014: Chapter 11_14