3. MIS Database

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The Technology Component



Information Technology ( IT) has changed the way

organisations function and carry out their activites.

Computers have fundamentally changed MIS from anabstract concept to concrete system that provide efficiency

and transparency in the Oraganisation.


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Computer Hardware

CPU

Primary Storage

Arithmetic LogicUnit

Control Unit

Data Bus

Address Bus

Control Bus

Input Devices

OutputDevices

SecondaryStorage


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Software Categories

Application Software

System Software

Hardware


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Data CommunicationData Communication consists of

Data Processing & Transactions Transaction is a fundamental organisational

function

Data Transmission

Transmission : Media, networks and paths

Processing :Getting/delivering the right message tothe right receiver

Control : Routing messages, structure maintenance.


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Database Technology

At the heart of the Information Systems o f a n O r g a n i s a t i o n i s t h e c e n t r a l repository of Organisation Data.


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Databases

Databases

Databases

Data - raw facts/details

DATABASE- A shared collection of logically relateddata.

Models real-world enterprise.

Entities

students, courses, instructors

Relationships

Suman is currently taking MB101

Vijay is currently taking MB102

Abhishe k is currently taking MB103 buttook MB101 last semester


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Databases

Databases

Database Management System (DBMS):

large software package designed to store and manage databases


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Databases are everywhere:

Your wallet is full of DB records

Driver's license

Credit cards Gym membership Individual checks Rs. 500 notes (w/serial numbers) Maybe even photos (ids on back)


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Why We Need DBMS?

There is an information explosion intoday's society Need to keep accurate records

Advantages of using a DBMS fall into threemain categories: Proper maintenance of the data Providing access to the data

Maintaining security of the data


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Traditional Approach

Applications developed in an ad-hoc andopportunistic manner

Data requirements for applications derivedindependently

Data files developed for individualapplications

Application programs are data dependent


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Interacting with a Database

DBMS

Database

ApplicationPrograms End Users


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Advantages

Sharing of data Enforcement of security

Enforcement of development andmaintenance standards

Reduction of redundancy Avoidance of inconsistency across

files

Maintenance of integrity Data independence


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3-levels ArchitectureEXTERNAL LEVEL

(individual view) VIEW 1 VIEW 2

CONCEPTUAL LEVEL(community view)

StructuralProperties

& Constraints

INTERNAL LEVEL

(storage view)

LogicalRepresentation

of Stored Records


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Complete DBMS

Hardware

Software

Utilities

Data

Users

Procedures


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Software

The actual DBMS. Allows the users to communicate with the

database. Controls access Includes utilities

Report writers Application development tools

Examples of DBMS software Microsoft SQL Server Oracle Corporation Personal OracleTM IBM DB2TM


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Data

The database should contain all the dataneeded by the organization.

Emphasis is on the relevant data pertaining

to one or more objects or entities.

Entity: a thing of significance about which information needs to be known.

The characteristics that describe or qualifyan entity are called attributes of the entity.


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Data continued...

For each attribute, the set of possible values that theattribute can take is called the domain of the attribute.

The domain of the date of birth would be all the

dates that might be reasonable in the student body.

No date in the 1700s would be expected.

Undergraduate class levels would probably berestricted to Part I Part II Part III No other values would be allowed.


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Users

Each type of user needs different software capabilities: The database administrator (DBA) is the person or

group in charge of implementing the database

system within the organization.

The end users are the people who sit atworkstations

and interact directly with the system. The application programmers interact with the

database by accessing the data from programs written in high-level languages such as Visual Basic etc.


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Data Models

Models generally allow people toconceptualize an abstract idea more easily Model airplanes Model homes

A data model is a way of explaining thelogical layout of the data and the relationship of various parts to each

other and the whole.

Different data models have been usedthroughout the years.


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0bject 0riented Database -00DBMS

Handle big and complex data that relational databasescould not.

Joining of object-oriented programming with databasetechnology, which provides an integrated application development system.


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Object Relational - ORDBMS

RDBMS extended to include Object Oriented conceptsand structures.

Handle new types of data such as audio, video, andimage files that relational databases were not equipped

to handle.

Advantages of ORDBMS i t a l lows organizat ions to continue using their

existing systems, without having to make major changes.

it al lows users and programmers to start using

object-oriented systems in parallel.


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MIS Design

The Concept of'Systems' is ofpivotal importance in MIS


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What is a System?

Systems are created to solve

problems.

S y s t e m s a p p r o a c h i s a n organized way of dealing with a problem.


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System Life Cycle

Organisational process of developingand maintaining systems.

Helps to establish a system projectplan.


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System Study

problem identification and projectinitiation

background analysis inference or findings


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Feasibility Study

Workability,

Meeting user's requirements,

Effective use of resources

Cost effectiveness.


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System Analysis

Specification of the new system

Functional hierarchy

Identify Data items


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System Design

preliminary or generaldesign Structure or detailed

designTools and techniques used for designing:

Flowchart Data flow diagram (DFDs) Data dictionary

Structured English Decision table Decision tree


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Testing

A test run of the system

Unit testing

System testing

Black box testing


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Maintenance

The review of the system is done for:

knowing the required changes orthe additional requirements

studying the performance

If a major change to a system is needed, a new project is set up to carry out the change. The new project will then proceed through all the above life cycle phases.


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Information System & Quality

ATMs

Computerised Railway Bookings

Telephone Network

We do not expect them to fail!


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Quality

"Quality indicates the degree of

excellence of a product or service"


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Quality of MIS application is relative to its users

Primary andsecondar sers operations personnel control personnel


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secondary users, operations personnel, control personnel,

maintenance personnel etc. It has following quality characteristics

Complete data : All items are capturedAccurate data : The correct data are recorded

Understandable output :

Timely output

Relevant output

Meaning full output : Formatted properly

User friendly operations :

Error resistant operation : Procedures for detection and correctionAuthorized use :

Protected system and operations : Security and recovery during

failure


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Duties of Information system executive

Establish and supervise quality assurance procedures for MIS

Establish and supervise various information system control functionsEstablish and monitor procedures to measure and report evidence of quality

as errors, downtime, reruns, application repair maintenance.

The major functions of quality control and assurance are

1. Librarian : to maintain all programs, files, documents2. Processing control : inputs by and distributing outputs to authorized

recipients, maintaining error log

3. Access control : follow up of violation in access rules

4. Database administration

5. Back up and recovery6. Application development quality assurance : review of adequacy of

testing during development


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Quality assurance for application 25 50 % of activities and programs codes are for quality

assurance

Organizational commitment to quality : extra effort and

expenses for both maintenance and operations

Information processing discipline : Following established

procedures

QA in application development can be operated in

cooperative mode , adversary mode or combined

QA in application design state tend to have low error rates.

E.g design of input screen, document, visual verification,

sufficient information on output


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Case study


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Case study

A university is faced with the problem of maintaining the accuracy and

completeness of data in student transcripts. The providers of the data are

removed from users. In fact, many uses may occur after the student has

graduated. The duration from the time an error is made to the errors

having effect can therefore be very long. There is no natural, easy

verification of the transcript data. All these factors contribute to quality

problems . Offsetting these are good data discipline in the transcript

office and well established, regular procedures.

One university sends each student a copy of his or her transcripts with a

request that student identify the error and return the transcript for

correction.

Question :

1. Is this procedure a good example of quality assurance over data?

Justify

2. What other quality assurance procedures might be necessary or

feasible?


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Information Breach

Unauthorised reading of data

Unauthorised modification of data

Unauthorised destruction of data


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Why break I.T. System Security?

Revenge

Money

Notoriety

The challenge of doing "IT"


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Information Security

Your future is not secure

if your information is not secure

Information Resources need to be

guarded, protected and controlled


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Security Threats

The External Threats

The Internal Threats


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Security Threats

The External Threats

Organisation's connection to Internet

Corporate

Network

Internet Firewall

Public Access

Private Access


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Security Threats

The Internal Threats Passwords

User Termination

Special Privilege IDs

Access Reviews

Authorisation levels User information

Routine maintenance

Software updates

The

Greatest

Security

Threats

Come

from

within

Virus checking / checks Physicalconsiderations Audit Trails


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Implement short term. Plan long-term.

3. MIS Database

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