MODULE II

DATABASE
MANAGEMENT SYSTEM
(DBMS)

Module Author
JUDE CAPONPON, CPA, MBA, CTT

Accountancy Department
De La Salle University – Manila
 Database Management System increases the quality and ensures that the
Acquiring New data is maintained in accordance to business structure and its needs. It also
helps in data sharing and also enhances the data consistency in the system and
Knowledge
reduces program maintenance and data hacking. Bigger organizations have
complex databases. They must be able to support several users at one time,
including supporting applications and involves several databases.

Elements of the Database Concept

1. Program Development. The DBMS contains application software.

Both programmers and end users may employ this feature to create
applications to access the database.
2. Back-up and recovery. During processing, the DBMS periodically
makes back-up copies of the physical database. In the event of a
disaster (disk failure, program error, or malicious act) that renders the
database unusable, then DBMS can recover to an earlier version that is
known to be correct. Although some data loss may occur, without the
back-up and recovery feature the database would be vulnerable to total
destruction.
3. Database usage reporting. This feature captures statistics on what data
are being used, when they are used, and who uses them. This
information is used by the database administrator to help assign user
authorization and maintain the database.
4. Database access. The most important feature of a DBMS is to permit
authorized user access, both formal and informal, to the database.
 Figure 2.2.2

Elements of a Database Concept

Components of a Database Management System (DBMS)

A database system has four components. These four components are

important for understanding and designing the database system. These are:

1. Data
2. Hardware
3. Software
4. Users
DATA

Data is made up of data item or data aggregate. A Data item is the smallest
unit of named data: It may consist of bits or bytes. A Data item is often
referred to as field or data element. A Data aggregate is the collection of data
items within the record, which is given a name and referred as a whole. Data
can be collected orally or written. A database can be integrated and shared.
Data stored in a system is partition into one or two databases. So if by chance
data lost or damaged at one place, then it can be accessed from the second
place by using the sharing facility of data base system. So a shared data also
can be reused according to the user‟s requirement.

Also data must be in the integrated form. Integration means data should be in
unique form i.e. data collected by using a well-defined manner with no
redundancy, for example Roll number in a class is non-redundant form and so
these have unique resistance, but names in class may be in the redundant form
and can create lot of problems later on in using and accessing the data.

HARDWARE

Hardware is also a major and primary part of the database. Without hardware
nothing can be done. The definition of Hardware is “which we can touch and
see”, i.e. it has physical existences. All physical quantity or items are in this
category. For example, all the hardware input/output and storage devices like
keyboard, mouse, scanner, monitor, storage devices (hard disk, floppy disk,
magnetic disk, and magnetic drum) etc. are commonly used with a computer
system.

SOFTWARE

Software is another major part of the database system. It is the other side of
hardware. Hardware and software are two sides of a coin. They go side by
side. Software is a system. Software are further subdivided into two
categories, First type is system software (like all the operating systems, all the
languages and system packages etc.) and second one is an application
software (payroll, electricity billing, hospital management and hostel
administration etc.). We can define software as which we cannot touch and
see. Software only can execute. By using software, data can be manipulated
organized and stored.
USERS

Without user all of the above said components (data, hardware & software)
are meaningless. User can collect the data, operate and handle the hardware.
Also operator feeds the data and arranges the data in order by executing the
software. Other components:

1. People - Database administrator; system developer; end user.

2. CASE tools: Computer-aided Software Engineering (CASE) tools.
3. User interface - Microsoft Access; PowerBuilder.
4. Application Programs - PowerBuilder script language; Visual Basic;
C++; COBOL.
5. Repository - Store definitions of data called METADATA, screen and
report formats, menu definitions, etc.
6. Database - Store actual occurrences data.
7. DBMS - Provide tools to manage all of this - create data, maintain
data, and control security access to data and to the repository, etc.

Advantages of a Database Management System (DBMS)

One of the major advantages of using a database system is that the

organization can be handled easily and have centralized management and
control over the data by the DBA. Some more and main advantages of
database management system are given below:

The main advantages of DBMS are as follows:

1. Controlling Redundancy
In a DBMS there is no redundancy (duplicate data). If any type of duplicate
data arises, then DBA can control and arrange data in non-redundant way. It
stores the data on the basis of a primary key, which is always unique key and
have non-redundant information. For example, Roll no is the primary key to
store the student data.

In traditional file processing, every user group maintains its own files. Each
group independently keeps files on their database e.g., students. Therefore,
much of the data is stored twice or more. Redundancy leads to several
problems:
Duplication of effort
Storage space wasted when the same data is stored repeatedly

Files that represent the same data may become inconsistent (since the updates
are applied independently by each users group).We can use controlled
redundancy.

2. Restricting Unauthorized Access

A DBMS should provide a security and authorization subsystem.

Some database users will not be authorized to access all

information in the database (e.g., financial data).
Some users are allowed only to retrieve data.
Some users are allowed both to retrieve and to update database.

3. Providing Persistent Storage for Program Objects and Data

Structures
Data structure provided by DBMS must be compatible with the programming
language‟s data structures. E.g., object oriented DBMS are compatible with
programming languages and the DBMS software automatically performs
conversions between programming data structure and file formats.

4. Permitting Inference and Actions Using Deduction Rules

Deductive database systems provide capabilities for defining deduction rules
for inference new information from the stored database facts.

5. Inconsistency can be reduced

In a database system to some extent data is stored in, inconsistent way.
Inconsistency is another form of delicacy. Suppose that an employee “Janet”
work in department “Computer” is represented by two distinct entries in a
database. So way inconsistent data is stored and DBA can remove this
inconsistent data by using DBMS.
 6. Data can be shared
In a database system data can be easily shared by different users. For example,
student data can be share by teacher department, administrative block,
accounts branch arid laboratory etc.

7. Standard can be enforced or maintained

By using database system, standard can be maintained in an organization.
DBA is overall controller of database system. Database is manually
computed, but when DBA uses a DBMS and enter the data in computer, then
standard can be enforced or maintained by using the computerized system.

8. Security can be maintained

Passwords can be applied in a database system or file can be secured by DBA.
Also in a database system, there are different coding techniques to code the
data i.e. safe the data from unauthorized access. Also it provides login facility
to use for securing and saving the data either by accidental threat or by
intentional threat. Same recovery procedure can be also maintained to access
the data by using the DBMS facility.

9. Integrity can be maintained

In a database system, data can be written or stored in integrated way.
Integration means unification and sequencing of data. In other words it can be
defined as “the data contained in the data base is both accurate and
consistent”. „Data can be accessed if it is compiled in a unique form. We can
take primary key ad some secondary key for integration of data. Centralized
control can also ensure that adequate checks are incorporated in the DBMS to
provide data integrity.

10. Confliction can be removed

In a database system, data can be written or arranged in a well-defined manner
by DBA. So there is no confliction between the databases. DBA select the
best file structure and accessing strategy to get better performance for the
representation and use of the data.

11. Providing Multiple User Interfaces

For example query languages, programming languages interfaces, forms,
menu- driven interfaces, etc.
 12. Representing Complex Relationships among Data
It is used to represent Complex Relationships among Data

13. Providing Backup and Recovery

The DBMS also provides backup and recovery features.

Database Management System Actors

1. Database Administrator. The person responsible for the installation,

configuration, upgrade, administration, monitoring and maintenance of
databases in an organization. The role includes the development and
design of database strategies, monitoring and improving database
performance and capacity, and planning for future expansion
requirements. They may also plan, co-ordinate and implement security
measures to safeguard the database.

2. Systems Analyst. Researches problem, plans solutions, recommends

software and systems, and coordinates development to meet business
or other requirements. They will be familiar with a variety of
programming languages, operating systems, and computer hardware
platforms. Because they often write user requests into technical
specifications, the systems analysts are the liaisons between
vendors and information technology professionals. They may be
responsible for developing cost analysis, design considerations, and
implication time-lines.

3. DBMS Developers. Design and build the DBMS product, and the
only ones who touch its code. They are typically the employees of a
DBMS vendor (e.g., Oracle, IBM, Microsoft, Sybase), or, in the case
of Open source DBMSs (e.g., MySQL), volunteers or people
supported by interested companies and organizations. They are
typically skilled systems programmers. DBMS development is a
complicated task, and some of the popular DBMSs have been under
development and enhancement (also to follow progress in technology)
for decades.
 4. Application's end-users (e.g., accountants, insurance people, medical
doctors, etc.). They are the people who know the application and its
end-user interfaces, but need not know nor understand the underlying
DBMS. Thus, though they are the intended and main beneficiaries of a
DBMS, they are only indirectly involved with it.

Server Database Systems

Server based database systems are designed to run on a central server, so that
multiple users can access the same data simultaneously. The users normally
access the database through an application.

For example, a website could store all its content in a database. Whenever a
visitor views an article, they are retrieving data from the database. As you
know, websites aren't normally limited to just one user. So, at any given
moment, a website could be serving up hundreds or even thousands of articles
to its website visitors. At the same time, other users could be updating their
personal profile in the members' area, or subscribing to a newsletter or
anything else that website users do.

Generally, it's the application that provides the functionality to these visitors.
It is the database that stores the data and makes it available. Having said that,
SQL Server does include some useful features that can assist the
application in providing its functionality.
 Figure 2.2.3

Server Structure of a DBMS

Examples of a Database Management System (DBMS) Hardware

Database Management Software in those software‟s which help in keeping the

data guarded and safe. These tools help in reducing data redundancy and
maintaining the efficiency and throughput of data. Some of them are open
source some are commercial with specific features.

Based on our usage and work and requirement we chose a software tool which
gives us the desired output for our day to day work in the software industry.

1. ORACLE RDBMS. Oracle database is the most widely used object-

relational database management software. The latest version of this
tool is 12c where c means cloud computing.
2. IBM DB2. Latest release 11.1.Developed in the year 1983.The
language used is Assembly Language, C, C++ for writing it. It
supports multiple Windows, UNIX, and Linux versions.
3. MICROSOFT SQL SERVER. Developed in the year 1989.Latest
updated version came in 2016.The language used is Assembly C,
Linux, C++ for writing it. Works on Linux and windows operating
system.

Connecting SAP Business One to MSSQL Server

NOTE: During the course of this subject we will not connect a User created
Database to SAP B1 nor install SAP B1, because of data integrity of SAP B1
and only SAP certified technicians are allowed to install and manipulate
SAP Databases, thus if we would to connect our own created Databases on
SAP B1 it will void out the application license and we cannot run the
application anymore. So having that certain condition the following topic for
Connecting SAP B1 to MSSQL Server will be just for information or lecture.
 Figure 2.2.4

SAP SQL Data Management Connection

Figure 2.2.5

SAP Business One Architecture

SAP B1 are installed on all computers on the network including the Server
But only the Server computers have MSSQL Installed, the data that are
saved on Branch 1 and 2 are to be transferred to the Main Server by Batch
Processing wherein it will be transfer sequentially.

The connection between SAP B1 and MSSQL are set during the installation
of SAP B1, the picture below shows the step where the Database information
is being inputted.

Figure 2.2.6

SAP Business One Server Wizard

So for example, we need to integrate SAP Business One on Branch 1 of the

company:

1. We need to install MS SQL on the Server Computer.

2. Install SAP Business One Server Edition on Server Computer
3. Install SAP Business One Client Edition on Client Computers

Relational Database Management System (RDBMS)

An RDBMS is a DBMS designed specifically for relational databases.

Therefore, RDBMSes are a subset of DBMSes.
A relational database refers to a database that stores data in a structured
format, using rows and columns. This makes it easy to locate and access
specific values within the database. It is "relational" because the values within
each table are related to each other. Tables may also be related to other tables.
The relational structure makes it possible to run queries across multiple tables
at once.

Figure 2.2.7

Sample Structure of a Relational Database Management System

It is important to name a relation based on what values it holds. The relation

or table is named Customer since it contains information about customer. The
primary key of the table is the CustomerID denoted by an underline. Each
CustomerID uniquely identifies each customer inside the table. To further
elaborate each terminology, listed below are the definition:

A tuple corresponds to a row of a table and an attribute or field to a

column. For example, the second row in the example above is a tuple.
A tuple is synonymous to a row or a record.
A relation is composed of fields (attributes) and tuples. Relations are
stored as tables in a relational database system. Attributes are
individual characteristics, and tuples form the unordered set of
characteristics that describe a particular entity.
 A primary key is also called a major key. It is a key field that serves
as the unique identifier of a specific tuple in a relation. Generally
speaking, it is a field which occupies the first column within a certain
relation. A domain is a pool of legal values for a given attribute. For
example, the domain for CustomerID might be a list of unique, five-
digit numeric codes assigned to every customer.
A foreign key is a field in one table whose values are constrained to
be values of the primary key in another table. To further elaborate this
key, see how the tables below got their relationship to each other.

Figure 2.2.8

Relational Database of a Customer Table

Above tables shows three different relations: Customer, Items, and Sales
Summary. The primary key of relation Customer is CustomerID, while the
primary key of relation Items is ItemID. These primary keys can be used to
link another relation with the relation to whom they belong. The primary key
of another table that is used to do this is referred to as a foreign key.

Relationship Types

Entity-Relationship (ER) Model is based on the notion of real-world entities

and relationships among them. While formulating real-world scenario into the
database model, the ER Model creates entity set, relationship set, general
attributes and constraints. The following are the basic building blocks of this
model:

Entity is a real-world entity about which data are to be collected and

stored. It represents a particular kind of object that may either be a
physical or conceptual object. For example, in a SAP B1 database
under Business Partners, a VENDOR is considered as an entity.
Attribute is the characteristic of an entity. In other words, it describes
an entity. Based on our example above, a VENDOR entity may have
attributes such as Vendor Reference Number, Contact Person, Posting
Date and Status
Relationship describes the association among entities. For example, a
VENDOR to PRODUCT relationship may be described as: a
VENDOR may sell one or more PRODUCT. There are three types of
relationships used by database models and these are:
 One to one
 One to many
 Many to one
 Many to many

One to One

When only one instance of an entity is associated with the relationship, it is

marked as '1:1'. The image below reflects that only one instance of each entity
should be associated with the relationship. It depicts one-to-one relationship.
 Figure 2.2.9

One to One Relationship Type

One to Many

When more than one instance of an entity is associated with a relationship, it

is marked as '1:N'. The image below depicts that only one instance of entity
on the left and more than one instance of an entity on the right can be
associated with the relationship. It depicts one-to-many relationship.

Figure 2.2.10

One to Many Relationship Type

Many to One

When more than one instance of entity is associated with the relationship, it is
marked as 'N:1'. The following image reflects that more than one instance of
an entity on the left and only one instance of an entity on the right can be
associated with the relationship. It depicts many-to-one relationship.

Figure 2.2.11

Many to One Relationship Type

Many to Many

The following image reflects that more than one instance of an entity on the
left and more than one instance of an entity on the right can be associated with
the relationship. It depicts many-to-many relationship.

Figure 2.2.12

Many to Many Relationship Type

ENTITY RELATIONSHIP (ER) DIAGRAM

Below is a sample ER Model using an Entity-Relationship Diagram (ERD) for

a day-to-day process of the entities like the Warehouse, Products, Customers
and Vendor.

Checkpoint # 1. List down and observe all the relationships that work on the
diagram/entity.

Figure 2.2.13

Entity Relationship Diagram