Week 1&2 - Office Management Tool-2

OOFFICEFFICE M MANAGEMENTANAGEMENT T TOOLOOL-II-II

BBBBAA-6-6th th SemesterSemester

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INTRODUCTION TO OFFICE MANAGEMENT TOOL-II

Microsoft Access

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Week-1

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Introduction to Database

Who need a Database?

Data vs Information

Data Processing and their Activities

Database Terminology

Keys Used in DBMS

Database Management System

Relational Database Management System

Week-2

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Introduction to Database (Cont’d)

Types of DatabaseTypes of Database

DBMS ApplicationsDBMS Applications

Database User’sDatabase User’s

Components of DBMSComponents of DBMS

Database ModelsDatabase Models

Objectives of RDBMSObjectives of RDBMS

Introduction

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Definition The term database means different things to different

people. However, the following definitions are used in the literature: A database is a collection of logically related data sets or files.

Each file may contain different types of information and are used for specific purpose.

The files may be organized in different ways to meet different processing and retrieval requirements of the users.

A Database is an organized collection of stored data. OR Database is a structure collection of logically related data.

OR An organized collection of information in computerized format.

or A Computerized representation of any organizations flow of

information and storage of data.

Introduction (Cont’d)

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Example A bank may have separate files for the clients as follows:

Saving A/C, Automobile Loan, Personal Loan, Clients Information etc

The client database of bank will consist of the records from all of the above files. The data of any client can be added, retrieved, or updated by using database program.

The facilities of database are: Adding new file to database Inserting new data in existing files Retrieving data from existing files Updating data in existing files Deleting data from existing files Removing existing files from database

Who Needs a Database?

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Anyone who uses information to market their business.

Anyone who uses information to provide goods or services to their customers.

Anyone who wants to save time and improve the efficiency of using their business information.

Anyone who wants to be more organized about their business information.

Anyone who wants to use information about their business more consistently.

Anyone who wishes to present their business documents or output more professionally.


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Data (Cont’d)

The database is the collection of data about anything, Like cricket teams, students and many more, anything about which you want to store data.

What we mean by data; simply the facts or figures. Following table shows the things and the data that we may

want to store about them:Cricket Player

Country, name, date of birth, specialty, matches played, runs etc.

Scholars Name, data of birth, age, country, field, books published etc.

Movies Name, director, language (Punjabi is default in case of Pakistan) etc.

Food Name, ingredients, taste, preferred time, origin, etc.


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Data (Cont’d)

Data is a collection of facts made up of text, numbers, figures, dates and objects. An objects can be a person, event or anything about which data is gathered.

Data is a valuable resource to any business. Data can be used by the managers to perform effective and

successful operations of management. It provide a view of past activities related to the rise and

fall of an organization. It also enable the user to make better decision for future. Date is very useful for generating reports and graphs.


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Data (Cont’d)

Example Data can be names, addresses, phone numbers, dates etc.

Mr. Khan 35000 7/18/86

Data can be processed to create useful information. Information is the meaning given to data in the way it is interpreted:

Mr. Khan is a sales person whose annual salary is $35,000 and whose hire date is July 18, 1986.

The manipulated and processed form of data is called information. It is more meaningful than data.


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Data vs Information Data is unprocessed raw facts about a particular entity while

Information is the processed form of data. Data is used as input in the computer while Information is the

output of computer. Data in normally huge in the volume while Information is

normally short in the volume. Data is the asset of organization and is not available to people for

sale while Information is normally available to people for sale. Data is difficult or impossible to reproduce while Information is

easier to reproduce if lost. Data is used rarely while Information is used frequently. Data is an independent entity while information depends on data.


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Levels of Data

Data Processing and Activities

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The process of manipulating data to achieve the required objectives and results is called Data Processing.

Software used to process raw data and converts raw data into meaningful information.

Series of actions or operations are performed on data to get required output or results.

Activities on Data Processing Data Capturing

Data Manipulation

Managing output results

Data Processing and Activities (Cont’d)

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Data Capturing Process of recording the data in some form is called Data Capturing. Data may recorded from source documents. Or Data can also be given directly to the computer through input

devices.

Data Manipulation Process of applying different operations on data is called Data

manipulation. The following operation can be performed on data:

Classifying Process of organizing data into classes or groups is called classifying. Example: Data in college can be classified in two groups: Student & Teacher Calculation Process of applying arithmetic operations on data is called Calculation.


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Sorting Process of arranging data in logical sequence is called sorting Summarizing Process of reducing a large amount of data in a more concise

and usable form is called summarizing.

Managing output results The following activities can be performed on data after the data

has been captured and manipulated. Storage Process of retaining data for future use is called data storage. Different storage medium used to store data.


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Retrieval Process of accessing or fetching the store data is called data

retrieval. Data can be retrieved when required.

Communication Process of transferring data from source to destination for

further processing is called communication.

Reproduction Process of copying or duplicating data is called reproduction of

data. Data can be reproduced if different users need data at different

locations.

Database Terminology

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Database File The main file that include the entire database and that is saved to

your hard-drive or floppy disk. For example StudentDatabase.mdb in access 2003 and .accdb in access 2007 & 2010

Also called Master files or Latest updated files These files are updated when any change in their are required.

Transaction File It is used to store input data before processing. It may be temporary file or may exist until the master file is

updated. It may also be used to maintain a permanent record of the data

about a transaction.

Database Terminology (Cont’d)

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Backup File It is used to take backup of important data. It is permanent file. It is used to store an additional copy of data. Data can be recovered from this file if the original file is lost or

damaged. Backup files are mostly created by using specific software utilities.

Entity Real world things (entities) you need to store information about. For example Employees, Products, Customers, Orders. Entities are represented by tables in the database Entities are represented by rectangles


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Table A two dimensional array of data that contains descriptive

information about an entity is known as table or relation. A table is a collection of data about a specific topic, such as

students or contacts, Customers, Orders, or products. Field

Facts (attributes) you need to know about each entity, e.g. an Employee’s date of birth, salary.

Attributes are represented by fields in the tables A field is a single characteristic of a person, place, object,

event or idea. Attributes are represented by oval.


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Record A set of related field values. e.g. An employee record

includes a set of fields about the employee such as Employee no, name etc.

Degree Degree is the number of attributes in a relation.

Cardinality Cardinality is the number of tuples in a relation.

Example

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Records

Fields

Pharmacy392-3900Khan101

Economics846-5656Imran103

Statistics392-5555Jawad102

DepartmentPhoneStudent Name

Student ID

101Botany1001

102SPSS1002

Student IDCourse Name

Course Code

Relationship A logical connection between different entities is called

relationship

Primary Key & Foreign Key

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Primary Key To ensure that each record is unique in each table, we can

set one field to be a Primary Key field. A Primary Key is a field that will contain no duplicates and

no blank values. Or A Primary key is a field, or a collection of fields, whose

values uniquely identify each record

Foreign Key When the primary key is included in a second table, it’s

called as a Foreign key Foreign Keys link to data in other tables

Candidate/Alternate, Composite & Secondary Key

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Candidate/Alternate Key Field or combination of fields that are not used as a primary key. Users can also access data by using an alternate key. e.g. If student relation contain a Roll No, it can be used as primary key

because one Roll No can be assigned to only one student. Suppose the relation contains another field Registration No that has

been used as primary key. In this situation, Roll No becomes an alternate key.

Composite Key Primary key that consist of two or more attributes e.g. Relation uses two fields Registration No and Subject to identify each

tuple, then it is called Composite key. Secondary Key

A field or combination of fields that is basis for retrieval is known as secondary key.

Secondary is a non-unique field. One secondary key may refers to many records.

Fields, Records and a Table

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Relating Tables Using a Common Field

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Relating Tables Using a Common Field (Cont’d)

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Database Management System

A DBMS is a software tool that allows multiple users to store, access, and process data into useful information.

Used for Organizing, Storing, Maintaining, Retrieving, and Sorting data.

A RDBMS is a collection of tables that are related to one another based on a common field.

A relational database uses multiple tables

Example: Microsoft Access, dBASE, FOXPRO, Oracle. To manage databases, companies purchase programs called

RDBMS Student Information System Inventory System

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Relational Database Management System (RDBMS)

Relationships between the entities in the database; i.e. what attributes do they have in common.

Relationships are formed in the database between entities that have common attributes. They have common fields in the related tables.

For example, customer ‘Hassan’ can place an order for product ‘Laptop’.

So the Orders table has relationships with Customers table & Products table

DON’T DUPLICATE DATA

That is, once relationships are created, tables can “talk” to each other. We can link (relate) the tables to find:

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DBMS Applications

DBMS touch all aspects of our lives Banking: all transactions Airlines: reservations, schedules

Universities: registration, grades

Sales: customers, products, purchases

Online retailers: order tracking, customized recommendations

Manufacturing: production, inventory, orders, supply chain

Human resources: employee records, salaries, tax deductions

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DBMS Applications (Cont’d)

The purpose of a relational database management system is to transformto transform

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DataData InformationInformation KnowledgeKnowledge ActionAction

Data driven decision makingData driven decision making

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Types of Database

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Two types of databases are Centralized & Distributed Database

Centralized Database A logically interrelated collection of shared data, physically

located on a central computer and the user access this data base through their terminals.

All the processing is performed on that central computer. It provide greater control over accessing and updating

data than distributed databases, however, Centralized databases are more vulnerable to failure since

they depend on resources at a central location. Examples

Personal Computer Databases- those used in small businesses (Accounting, Inventory)

Types of Database (Cont’d)

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Central Computer Databases- Usually involve very large, integrated databases accessible to a large number of users (Airline reservation system, Financial Institutions, etc.)

Client/Server Database- Designed for distribution of work on a computer network in which many clients share services of a single server.


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Distributed Database A logically interrelated collection of shared data,

physically distributed over a computer network. A distributed database (DDB) is a collection of multiple,

logically interrelated databases distributed over a computer network.

The database must have a single logical data model. e.g. Banking and insurance applications DDB increase reliability and availability

When centralized database fails, the database is unavailable to all users. A distributed system will continue to function at some reduced level even when a component fails.


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Database User

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Users of Database Systems: Application Programmers End Users

Naïve User Sophisticated User Database Administrator

Application programmers: who create different types of database application programs Application programmers design the application according to the needs Application programmers are skilled people who have clear idea of the

structure of the database and know clearly about the needs of the organizations.

End Users: Group of users contains the people who use the database

application programs developed by the Application programmers. This category further contains three types of users

Database User (Cont’d)

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This category further contains three types of users Naïve Users Sophisticated Users Database Administrator Naïve Users

Simply use the application database programs created by the programmers.

Has no interaction with other parts of there database and only use the programs meant for them.

They have not to worry about the further working of the database. Sophisticated Users:

Have some additional rights over the Naïve users, which means that they can access the data stored in the database any of their desired way.

Can access data using the application programs as well as other ways of accessing data.


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Database Administrators (DBA): The most technical class of db users. Have the knowledge of how to design and manage the

database use as well as to manage the data in the database. DBA is a very responsible position in an organization for

development of any database system. Responsible for design, proper working, implementation,

operation of the database and RDBMS, has the responsibility of making proper database backups and make necessary actions for recovering the database in case of a database crash.

To fulfill the requirements of a DBA position a DBA needs vast experience and very elegant technical skills.


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Database Administrator takes over the charge and performs specific DBA related activities including: Installation of software Database maintenance Database Backup Grant of rights to database users

Responsible for grant of access rights to the database users. Granting and revoking (taking back) the rights

Monitoring of Running Jobs When a new database is created it takes a limited space but as a

result of daily activity the database acquires more data and grows in size very rapidly.

The DBA has to monitor the disk space usage and statistics to ensure that no data over flow occurs at any stage.

Managing Print jobs Restoring the system

Restoring the system in case of any problem or system crash.

Components of Database System

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The four major components of Database System are: Data

Data is the most important component of database system. Data covers the collection of facts stored in the database. Main purpose of database system to store, maintain and process

data for the user. Hardware

Physical components of a computer system are known as hardware. Hardware are used to perform different tasks as input, output,

storage, and processing. Software

Collection of programs used by computer within a database system. Most important software is DBMS itself.

Components of Database System (Cont’d)

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Three types of software to enable the database system function fully.

Operating System software It manages all the hardware components and enable other

software to run on the computer. RDBMS software

It manages the database in the database system Application Programs and Utilities

Used to access and manipulate the data stored in the database Personnel

People related to database system are called Personnel e.g. DBA, Programmer, & End User

Database ModelsDatabase Models

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Set of rules and standards that define how the database organizes data is called Database Model.

Three types of logical database models

Hierarchical Model

It arranges records in hierarchy like an organizational chart. Each record type in this model is called a node or segment. Node on the chart represents a particular entity. Each node is a subordinate of the node that is the next highest level. This kind of structure is often called inverted tree. The top-most node is called Root.

Database Models Database Models (Cont’d)(Cont’d)

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Hierarchical Model (Cont’d)


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Network Model

Each record can have multiple parents

Network model is similar to hierarchical model.

Major difference is that the subordinate entity may participate in as many subordinate relationships as required.

Subordinating entities are represented by arrows in the network model.

Require more complex program to represent a database. It also provide more flexibility than hierarchical model.


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Network Model (Cont’d)


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Relation Model Most commonly used database model and more flexible than others

Consists of simple relations and these relation represent a particular entity.

Relation are used to hold information about the entity to be represented in the database.

Relations are also called Tables

Tables are a series of row/column intersections, Tables related by sharing common entity characteristic(s)


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Relation Model (Cont’d)


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Represented in an entity relationship diagram (ERD) Based on entities, attributes, and relationships

RDBMS ObjectivesRDBMS Objectives

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RDBMS have some important objectives: Database Security

Protection from malicious attempts to steal or modify data. Database security means to protect the data from unauthorized

(access) users, which can modify, update, destroy or delete the data is known as Database security.

Thus data base is always under a responsible person called DBA.

Authentication and authorization mechanisms to allow specific users access only to required data.

Share ability An ability to share data resources Share ability means that the actual data must be shared among

different people and different processes at the same time. This capability allows user to store data at a central place.

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Availability It means that the users must be able to access data easily. The data should be available when and where it is required.

Integrity Protecting the existing database, maintaining the quality of

database and ensuring the privacy of database. The Integrity of a DB is concerned with its consistency,

correctness, validity and accuracy.

Database integrity refers to the validity and consistency of stored data.

Integrity is usually expressed in terms of constraints, which are consistency rules that database is not permitted to violate.

Enforcing integrity constraints generally requires access to a large amount of data that defines the constraints but which is not involved in the actual update operation itself.

In a distributed DBMS, the communication and processing costs that are required to enforce integrity constraints may be prohibitive.

DBMS Objectives DBMS Objectives (Cont’d)(Cont’d)

Types of Integrity Types of Integrity

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Relational IntegrityRelational Integrity CREATE Table Student The primary key can neither be null nor duplicate.

(Std-ID INTEGER NOT NULL)

Referential IntegrityReferential Integrity Thus referential integrity means that, if the foreign key contains

a value, that value must refer to an existing, valid row in the parent table.

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Think about the data that you may want to store about different things around you

List the changes that may arise during the working of any system,

lets say Railway Reservation System

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?IF ANY

Week 1&2 - Office Management Tool-2

Education

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