DATABASE MANAGEMENT SYSTEMS

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2 Database Management Systems 2 DATABASE MANAGEMENT SYSTEMS J.KEERTHIKA M.Sc., B.Ed., M.Phil., Assistant Professor Dept. of Computer applications St. Joseph s college of Arts and Science Kovoor, Chennai First Edition 2014 ISBN: Price: Rs.160/- Published by EXCELLENT PUBLISHERS (Regd.) 38/48, Ellappa Nagar, Kancheepuram Tamilnadu, India excellentpublishers2013@gmail.com

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5 5 UNIT - I 1.1. Introduction to Database A database is a collection of inter related data items that can be processed by one or more application systems. Data is a collection of raw information and information is a collection of processed data. A database also represents some aspects of the real world, sometimes called the mini-world or the Universe of Discourse (UOD). Database Applications o Banking: all transactions o Airlines: reservations, schedules o Universities: registration, grades o Sales: Customers, products, purchases o Manufacturing: production, inventory, orders Why do we need a Database? o Database has an availability of a storage system, the most obvious of these being persistence. We need persistent storage and storage must be reliable. o Several users and/or several tools must be able to safely access the same data concurrently by using the database. o We need a database, to share data of all kinds between users (except for very small systems), between tools working on them, and usually between different computers. All should be able to work with the same set of data. o Database also needed to build computerized business applications, to create business applications that operate in multiple locations, to conduct business on the internet and also to enable customers to place orders using the web. Database Management System (DBMS) It is software that defines a database, stores the data, supports a query language, produces reports, and creates data entry screens. In other words, it is a collection of programs that enables us to store, modify, and extract information from a database. : FoxPro Relational Database Management System (RDBMS) RDBMS stands for Relational Database Management System. RDBMS stores the data into collection of tables, which might be related by common field of database table columns. RDBMS also provide relational operators to manipulate the data stored into the database tables. : Oracle, SQL Server etc 1.2. Advantages of DBMS The DBMS (Database Management System) is preferred ever for the conventional file processing system due to the following advantages: o Minimal data Redundancy o Data consistency

6 Database Management Systems 6 o Integration of data o Sharing of data o Enforcement of standards o Ease of application development Uniform security,privacy and integrity o Data independence Minimal data Redundancy o Redundancy means repetition or duplication of data. o In DBMS, the data redundancy can be controlled or reduced but it is not removed completely. Sometimes, it is necessary to create duplicate copies of the same data items in order to relate tables with each other. o By controlling the data redundancy, you can save storage space. Similarly, it is useful for retrieving data from database using queries. Data consistency o The DBMS also has system to maintain data consistency with minimal effort. o Most systems enable us to create basic business rules when define the data. : Price field should always be greater than zero. These rules are enforced for every form, user or programs that access the data Integration of data o This is very easy in DBMS by using query language. o If programmers create a separate programs and independent files to store the data, combining the data would be difficult. o Since data in database is stored in tables, any data in the database can be easily retrieved combined and compared using the query system. Sharing of data In DBMS, data can be shared by authorized users of the organization. The DBA manages the data and gives rights to users to access the data. Many users can be authorized to access the same set of information simultaneously. Ease of application development The cost and time for developing new applications is also reduced. The DBMS provides tools that can be used to develop application programs. For example, some wizards are available to generate Forms and Reports. Stored procedures (stored on server side) also reduce the size of application programs. Uniform security, privacy and integrity Centralized control and standard procedures can improve data protection in DBMS. The uniform Security, privacy and integrity should be easily provided by DBMS. : The value of the sex field should be among the values (male, female), Average marks should fall between 0 to 100 etc.

7 7 Data independence It is the separation of the data definition from the program. It enables us to change the data definition without altering the program. Application Program Forms Query DBMS : Adding a new element or field to a table does not affect the existing queries, reports, forms or programs Components of DBMS Figure 1.1 shows the components of a database management system. A DBMS is evaluated based on the following components, o Database engine o Data dictionary o Query processor o Report writer o Forms generator o Application generator o Communication and integration o Security and other utilities Creating and changing the logical structure of a database Data Definition D B M Querying and making changes to the information Data Manipulation S Menus, Data entry screens, Reports and application software Application Generation E n g Database Data Dictionary Who can use and see what information, methods for backup and recovery Queries to see the effect of structural changes Data Administration Figure 1.1 I n e

8 Database Management Systems 8 Database Engine The database engine is the heart of DBMS. The engine is responsible for defining, storing and retrieving the data. The security subsystem of the engine identifies users and controls access to data. It affects the performance (speed) and the ability to handle large problems (scalability). It is a stand-alone component that can be purchased and used as a independent software module. : Microsoft jet engine Data Dictionary o The data dictionary holds the definition of all the tables. A data dictionary is a reserved space within a database which is used to store information about the database itself. o A data dictionary may contain information such as, database design information, stored SQL procedures, user permissions, user statistics, database process information, database growth statistics and database performance statistics. o Microsoft access keeps a list of all the tables in a hidden system table called Msys objects. o Oracle includes several system tables that provide information from the data dictionary. Sys.dba_tables holds data about the tables in the database. Query Processor o The query processor is a fundamental component of DBMS. It enables developers and users to store and retrieve data. o All database operations can be run through the query language. o The DBMS refers to the data dictionary to create a query. o When the query is run, the query processor communicates with the database engine to retrieve the requested data. Report Writer o Report is a summarization of data. Also called a report generator, a program, usually part of a database management system, which extracts information from one or more files and presents the information in a specified format. o A modern report writer enables to setup the report on the screen to specify how items will be displayed or calculated. o The report writer can be integrated into the DBMS or it can be a stand-alone application that the developer uses to generate code to create the needed report. Report writer of oracle provides with its forms and report tools.

9 9 UNIT II 2.1 Introduction to SQL The Structured Query Language is often abbreviated with the letters SQL. Some people pronounce it by spelling out the letters, as in ESS-CUE-ELL. Others pronounce it as sequel. Both pronunciations are fine, and both are used by respected professionals in the industry. SQL is a standard language for accessing and manipulating databases. SQL is a standard database query language. It was developed by IBM Research in the mid 70's and standardized by ANSI in QBE What is mean by Query? Queries are the primary mechanism for retrieving information from a database and consist of questions presented to the database in a predefined format. Many database management systems use the Structured Query Language (SQL) standard query format. QBE is a feature included with various database applications that provides a userfriendly method of running database queries. Typically without QBE, a user must write input commands using correct SQL (Structured Query Language) syntax. This is a standard language that nearly all database programs support. However, if the syntax is slightly incorrect the query may return the wrong results or may not run at all. The Query By feature provides a simple interface for a user to enter queries. Instead of writing an entire SQL command, the user can just fill in blanks or select items to define the query she wants to perform. For example, a user may want to select an entry from a table called "Table1" with an ID of 123. Query by example (QBE) method helps beginners to create SQL queries. This enables users to select items from lists, and handle the syntax details to make it easier to create ad hoc queries. QBE designs are easy to use and save time by minimizing typing Tasks of a Query Language SQL supports the following categories of commands. Data Definition Language: DDL is a subset of sql statements used for defining the objects in a database. CREATE CREATE TABLE: The create table command is used to create a new table in the database. CREATE TABLE TABLE_NAME (COLUMN_NAME DATATYPES[,...]); TABLE_NAME is the name of the new table. COLUMN_NAME is the of the column in the table.

10 Database Management Systems 10 DATATYPE is the system defined or user_defined datatype for the column. CREATE TABLE STU_DETAILS(REGNO VARCHAR2(20), NAME VARCHAR2(100), DOB DATE); ALTER ALTER TABLE: Alter command is used to change structure of a table. This change could be either to modify an existing attribute characteristic or probably to add a new attribute. To Modify existing column in table ALTER TABLE <TABLE_NAME>MODIFY(COLUMN DEFINITION...); To Add new column in table ALTER TABLE <TABLE_NAME> ADD(COLUMN DEFINITION...); ALTER TABLE STU_DETAILS MODIFY (NAME VARCHAR2(20)); ALTER TABLE STU_DETAILS ADD(ADDRESS VARCHAR2(20)); DROP Drop command is used to delete both the structure and the records stored in a table. DROP TABLE <TABLE_NAME>; DROP TABLE STU_DETAILS; TRUNCATE TRUNCATE command is used to delete all the rows from the table and free the space containing the table. TRUNCATE TABLE<TABLE_NAME>; TRUNCATE TABLE STU_DETAILS; Data Manipulation Language (DML) DML is a subset of sql statements used to retrieve and manipulate data from the tables. INSERT INSERTcommand is used to add one or more rows to a table. The values are separated by commas and the datatypes are enclosed in single quotes. The values must be

11 11 entered in the same order as they are defined in the table. INSERT INTO <TABLE_NAME> VALUES (A LIST OF DATA VALUES); INSERT INTO STU_DETAILS VALUES ('X001','AAA','20-MAY-1988','XXAA'); SELECT The select statement is used to retrieve data from the table SELECT <SELECT COLUMN LIST> FROM <TABLE_NAME>; SELECT * FROM STU_DETAILS; UPDATE The update command is used to change the existing data. The new data is specified using the set clause. UPDATE <TABLE-NAME> SET FIELD =VALUE,...WHERE CONDITION; UPDATE STU_DETAILS SET NAME='BBB' WHERE REGNO='X0002'; DELETE The delete statement is used to remove rows from the table. DELETE FROM <TABLE-NAME> WHERE CONDITION; DELETE FROM STU-DETAILS WHERE REGNO='X001'; Data Control Language (DCL) Data Control Language is used for the control of data. That is a user can access any data based on the privileges given to him. This is done through DATA CONTROL LANGUAGE. Some of the DCL Commands are: GRANT This command authorizes one or more users to perform an operation or a set of operations on an object. GRANT SELECT, UPDATE ON MY_TABLE TO SOME_USER, ANOTHER_USER; REVOKE This command eliminates a grant, which may be the default grant.

12 Database Management Systems 12 REVOKE SELECT, UPDATE ON MY_TABLE FROM <USER1>, <USER2>; Transaction Control Language (TCL) A transaction is a logical unit of work. All changes made to the database can be referred to as a transaction. Transaction changes can be made permanent to a database only if they are committed. A transaction begins with an executable sql statement and hence explicitly with either rollback or commit statements and implicitly (i.e.) automatically when a DDL statement is used. COMMIT This command causes all data changes in a transaction to be made permanent. COMMIT; SAVEPOINT Saves the state of the database at the current point in transaction. : SAVEPOINT SAVEPOINT_NAME; ROLLBACK This command causes all data changes since the last COMMIT or ROLLBACK to be discarded, leaving the state of the data as it was prior to those changes. Once the COMMIT statement completes, the transaction's changes cannot be rolled back ROLLBACK; Variations in SELECT statement Simple SELECT The select statement can be used to display specific column from a table by specifying the column names. SELECT COLUMN_NAME,... FROM TABLE_NAME; SELECT REGNO,STU_NAME FROM STU_DETAILS; SELECT with Distinct The distinct keyword is used along with the select statement to remove duplicate rows from the result. If DISTINCT is not specified, all rows are returned, including duplicates. SELECT DISTINCT <COLUMN_NAME> FROM TABLE_NAME; SELECT DISTINCT STU_NAME FROM STU_DETAILS;

13 UNIT - III 3.1. Introduction to Forms and Report Forms and reports are an important part of the database application. Designer use them to create an integrated application, making it easier for user to perform their task. Decision maker and clerical workers use forms and reports on a daily basis. Normally forms were used as input and report were used to display result. Nowadays, forms are also used to display result. Basic uses of forms are, Collect data Display query data Display analysis and computation result Switch board Direct manipulation of object like Graphics Reports are typically printed on paper, but they are increasingly begin created for direct display on the screen. Report can be used to format the data and present results from complex analysis. Forms and reports have several common features Effective Design of forms and Reports When designing forms and reports, one must remember that they are the primary contact with the users. The key to effective design is to determine the needs of the user. Research into human factors design has also led to several hints and guidelines that designers should follow when building forms and reports. There are some basic human factors design elements that system designers should incorporate in their applications. They are, User Control With current operating systems, the primary factor is that the users-not the programmer and not the application-should always have control. For example do not expect users to enter data in a particular sequence. Application responds to the events or triggers by performing calculations, retrieving or storing data, and offering new choices. Whenever possible, provide options for user customization. : Changing the display features such as color, typeface, or size.

14 Database Management Systems 14 Consistency To ensure consistency, there are two factors o At the beginning of the application establish a design standard and basic template for all designers to use. o Toward the end of the application development always go back and check for consistency. Clarity Clarity means keeping the application simple and well organized. If the application has multiple forms and reports, organize them according to user tasks. It helps to have a clear purpose for an application and to make sure the design enhances that purpose. Use precise terminology, avoid jargon, and stick with terms that are used within the organization. : If a company refers to its employees as Assocites, use that term, instead of Employees. Aesthetics Aesthetics also play an important role in the user interface. The goal is to use color and design to enhance the forms and reports. Although design and art are highly subjective, bad designs are immediately obvious to others. Graphics and art are important, and they provide an attractive and familiar environment for users. Feedback Uses of feedback include accepting input, acknowledging changes of data, highlighting completion of a task, or signifying the start or completion of some event. Several options can be used to provide feedback. Visually, the cursor can be changed, text can be highlighted, a button can be pushed in, or a box may change color. More direct forms of feedback, such as displaying messages on the screen, can be used in more complicated cases. Some systems use audio feedback, playing a musical theme or sound when the user selects a task or when the computer finishes an operation. Forgiveness Designers should provide the users with the possibility of, o Anticipation and correction of errors and confirmation on deletions and updates o Backup and recovery of data

15 Form Layout or types of forms Forms are used to collect data, display results and organize the overall system. s for forms are Business forms, Electronic spread sheet, ATM transaction layout, etc. Four basic types of forms are, Tabular forms Single-row forms Subform forms Switchboard forms Tabular Form o Tabular forms, which displays data in rows and columns. o It can be used as a subform and is rarely used as a stand-alone form. o In subforms, they collect and display a limited list of data that is related to the main form. o The main feature of tabular form is that it displays multiple rows of data for editing. Difference between the tabular and datasheet form is that the tabular form provides a little more control over the display-such as three-dimensional controls and individual color settings. As a subform, the datasheet view takes up less space than the tabular form and looks like a spreadsheet. o Advantage Tabular forms display multiple rows of data for editing. o Disadvantage Tabular form will not work very well to find a specific entry, when the table is too large in terms of number of rows and columns. Single Row or Columnar Form o A single row form displays data for one row at a time. o The goal is to display every column. o The designer can also use color, graphics, and command buttons to make the form easier to use. o The single-row form is generally the most-used form layout. o We can also include charts to help users make decisions. o The greatest feature is that the designer can display the data at any location on the form. o It is useful for designing a form that looks like a traditional paper form. o The navigation buttons on the bottom of the form enable the user to display different rows. 15

16 Database Management Systems 16 Sub Forms o Subform, which display data from two tables that have a one-to-many relationship. o A subform is usually a tabular form embedded on the main form. o The main form must be a single-row form, and the subform should be a tabular view. o Most database system enables to create forms that have multiple subforms. o The subforms can be either independent- as separate boxes on the main formor nested- where each subform lies inside another. o Subform contents are linked to the main form through a common column. Switchboard Form o Switchboard forms or menus which direct the user to other forms and reports in the application. o Switchboard or menu forms provide the overall structure to an application. o The switchboard form often contains images, and the design reflects the style of the company. o Command buttons or links are the most important features of the switchboard form. o When the user selects a button, a corresponding form or report is opened. o The key to a successful application begins with the switchboard form not just its design but also its content. o The forms should match the user's tasks Advantages of Forms A form provides an easy way to view data. Using forms, data can be entered easily. This saves time and prevents typographical errors. Forms present data in an attractive format with special fonts and other graphical effects such as color and shading. Forms offer the most convenient layout for entering, changing and viewing records present in the database. An entry field in a form can present a list of valid values from which users can pick to fill out the field easily Creating Forms The first step in creating a form is that the user should understand its purpose and how it will be used. Its usage dictates the specific data that needs to be displayed then, identify the database tables that hold that data. A form should only attempt to update data to one table at a time. Suppose if the data needs to be stored in four related tables, one should use the multiple linked forms or by creating sections within a form, where each section can hold data for a new linked table. One of these sections could be a subform that contains repeating rows of data linked to the main form. Updateable queries are used to display data from multiple tables.

17 UNIT - IV 4.1 Power of Applications An application is a program or group of programs designed for end users. Applications are complete systems that perform specific tasks. The task is defined by the user. Goal The goal of an application is to provide information and help users to make decisions. Applications serve two primary functions. They are, They establish and control the user interface. They ensure data integrity User Interface A user interface is the system by which people (users) interact with a machine. The user interface includes hardware (physical) and software (logical) components. User interfaces exist for various systems, and provide a means of: Input, allowing the users to manipulate a system Output, allowing the system to indicate the effects of the users' manipulation A good user interface provides a "user-friendly" experience, allowing the user to interact with the software or hardware in a natural and intuitive way. The basic concept of improving the user interface is that the application should reflect the way the user works. A primary purpose of an application is to integrate the input forms and reports. Users should not have to go searching for input forms and reports. They should be available at the click of a mouse. : If users customarily print order forms when they are entered, the orderentry form should have a button to print the corresponding report Ensure Data Integrity Data integrity means reliability and accuracy of data. Data integrity is a fundamental component of information security. A key purpose of applications is to ensure data integrity. : To maintain data integrity numeric columns/cells should not accept alphabetic data. The standard features to ensure data integrity are, Data validation Data validation is the process of ensuring that a program operates on clean, correct and useful data.

18 Database Management Systems 18 Price field should always be greater than 0. Automatic computations Application should also be used to automatically perform all computations. Computation of sales tax automatically. These business rules are generally written as code within the forms. Verification of totals After computation and storing totals in a database, we need to write additional code that verifies and corrects the totals. Quantity on Hand (QOH) is updated when an item is sold or purchased. A separate program is required to validate the current totals by examining all sales and purchases. Control of user access An application should have the power of control by accessing from the user. Transaction integrity Transaction processing is used to maintain database integrity by ensuring that set of SQL operations execute completely or not at all. The degree to which a transaction flowing through a network reaches its intended destination without impairment of its function, content or meaning. Backup and recovery Backup and recovery refer to the strategies and procedures involved in protecting the database against data loss and reconstructing the data in case of such data loss Application Structure The layout or structure of an application defines how the user will deal with the application. The first step in designing the structure or architecture of the application is to design each form. The objective of application structure is to organize all of the forms and reports to produce a complete application Designing Application The first step in designing the overall application structure is to identify the various users and outline the tasks that will be performed with the applications. A central switchboard form can be used to identify the user and direct him or her to the appropriate section. This segmentation reduces complexity for the users and simplifies their tasks.

19 UNIT V 5. DBA (Database Administration) Database management is among the fundamental processes in the software field of computing. Databases are used in almost every enterprise and the bigger the enterprise is, the bigger and more complicated the databases will have to be. Although facilitated to the greatest extent possible by database management system solutions, it still needs continuous human intervention. And while a system administrator can, in most cases, take care of the database, there are a lot of times when a specialist is needed, someone dedicated to database management. Database administrator (DBA) The people responsible for managing databases are called database administrators. A database administrator (DBA) directs or performs all activities related to maintaining a successful database environment. Responsibilities include designing, implementing, and maintaining the database system; establishing policies and procedures pertaining to the management, security, maintenance, and use of the database management system; and training employees in database management and use. The DBA position is generally staffed by a specialist who is trained in the administration of a particular DBMS. Role of DBA A database administrator's responsibilities can include the following tasks: Installing and upgrading the database server and application tools Allocating system storage and planning future storage requirements for the database system Creating primary database storage structures (table spaces) after application developers have designed an application Creating primary objects (tables, views, indexes) once application developers have designed an application Modifying the database structure, as necessary, from information given by application developers Enrolling users and maintaining system security Ensuring compliance with database vendor license agreement Controlling and monitoring user access to the database Monitoring and optimizing the performance of the database Planning for backup and recovery of database information Maintaining archived data on tape Backing up and restoring the database Contacting database vendor for technical support

20 Database Management Systems Database tasks by development stages The tasks of a database are performed by the application developers. Data base planning Database design Database implementation Database operation &maintenances Database Planning o The first step is to estimate the data storage requirements. o There initial estimates helps to determine the size and capacity of the hardware needed to support the application. o The initial investigation should also provide some idea of the number of forms and reports that will be needed, as well as their complexity. o These numbers will be used to estimate the time and cost required to develop the system. Database Design The goal of design stage is to identify the user needs and design the appropriate data tables. Team work coordination &project management are important administrative task at this stage. Team work is supported with data standards as defined by the DA. Communication is enhanced through a shared data repository, networked tools, E- mail, Computer aided software engineering (CASE) tools. The project is often split by assigning forms and reports to individual team members. Each person is then responsible for identifying the business assumptions and defining the normalized tables needed for the assigned forms. Database Implementation Developments of the application & user interface are the major steps in database implementation. Standards for application programming o User interface must be carefully chosen. o Programming structure and test procedures help ensures compatibility of the components and provide quality control. o Programming variable &objects. o Test procedure. Data access and ownership Loading database Backup and recovery have to be created and tested. Backups are handled in two forms: full back up at predefined checkpoints and complete backups to provide safer recovery. Complete backup are easier to restore and provide safer recovery. Training programs have to be created for operators and users.

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