CU-BCOM-SEM-V-Management Information System-Second Draft

single box which has the same name as a box in an indenture above, signifying what information and actions flow inside a system to make that one action occur - similar how an OV-2b is often the expanded version of a single box in the OV-2a indenture. We cancelled all of our OV-2c diagrams early on and by the time the new system was finalized, we didn’t have time to model, but this is what it looked like when we had the quadcopter doing localization with an onboard camera. All swim lanes are of systems internal to the quadcopter subsystem, and eventually flow out to it keeping a fixed hover point. Capability View If you were modeling from the very beginning, capability and to some extent activity view would be very useful for requirements traceability. The capability view shows the very highest level capability and then breaks that down through indentures of what other capabilities it would need and what activities support that. You can see it as being sort of the structure behind the activity diagrams with the various blocks and diagrams all being activities but rather than relating to each other through time and information flow they relate by what capability they support and what higher level activity they feed. Since the MRSD project is somewhat rushed, it is unlikely you’ll use either view, but it is valuable to think about. For instance, each functional requirement should be a capability, what the system can 101 CU IDOL SELF LEARNING MATERIAL (SLM)

do. From there, you can flow down activities it would have to perform to have those capabilities and then activity diagrams to show the flow of information. CV and AV diagrams are very useful in keeping the team focused on requirements and doing what needs to be done. Data and Information You can always dive straight into DIV-2 rather than DIV-1, but if you start early with modeling a DIV-1 is useful. We’ll cover the second level here. Each line in the activity diagram had a name (or should have). That was a data flow, and these data flows naturally have information. In the DIV-2, you show what this information is. It may seem trivial at first, but these views show not just information, but their type, names, and what larger information boxes they flow into. This can make integration much easier as everyone knows what every subsystem needs from every other subsystem and if the naming conventions are kept to, there is no confusion in how to get that information. The flow up of these arrows show that the lower boxes become part of larger information packages sent along data flows at higher levels. In the above case, the multiple arrow means that more than one of these dockMotionFrequencyDomain objects may be included in the DockMotionDetail object/package. Interface design is much easier when the designer knows what information will flow through. Ideally one defines the name, type, and flow of every 102 CU IDOL SELF LEARNING MATERIAL (SLM)

variable that crosses a boundary, subsystem to subsystem or even internally between functions. There is software that will even turn these diagrams into functional code. In industry, it’s becoming a practice in some companies to complete these models and then build the system they show. While it doesn’t mean you can go without testing, it does mean that with a full system model, you can be confident that you’re satisfying requirements and minimizing the difficulty of integrating many subsystems into a system of systems. Most of these rely on sequence diagrams, which are the activity diagrams given a strict temporal progression. This system sends this data to this system which does this and outputs something else to another system or the user. 10.4 SUMMARY  A subsystem description is a system object that contains information defining the characteristics of an operating environment controlled by the system.  The system-recognized identifier for the object type is *SBSD.  A subsystem description defines how, where, and how much work enters a subsystem, and which resources the subsystem uses to perform the work.  An active subsystem takes on the simple name of the subsystem description.  The controlling subsystem is the interactive subsystem that starts automatically when the system starts, and it is the subsystem through which the system operator controls the system via the system console. 10.5 KEYWORD  Account Data -Account data consists of cardholder data and/or sensitive authentication data.  Anti-Virus-program or software capable of detecting, removing, and protecting against various  Application Includes all purchased and custom software programs or groups of programs, including both internal and external (for example, web) applications.  ASV Acronym for “Approved Scanning Vendor.” Company approved by the PCI SSC to conduct external vulnerability scanning services 10.6 LEARNING ACTIVITY 1. Define subsystem ___________________________________________________________________________ ___________________________________________________________________________ 103 CU IDOL SELF LEARNING MATERIAL (SLM)

2. State principles of dss ___________________________________________________________________________ ___________________________________________________________________________ 10.7UNIT END QUESTIONS A. Descriptive Questions Short Questions 1. Explain the sub system management information system? 2. Define decision support system? 3. Define business expert system? Long Questions 1. Note on transition processing system? 2. Note on management reporting system? 3. Explain the model sub system and user interface? B. Multiple Choice Questions 1. A ___ is a computer application used to support determinations, decisions, and courses of action in an organization or a business. a. Decision Support System (DSS) b. Transaction Process System c. Executive Support System d. None of these 2. A Decision Support System (DSS) is an application for information systems that helps in ___ a. System Design b. System Analysis c. Decision making d. All of these 3. DSS is most widely used in the ___, analysis in an organization. 104 a. Planning b. Support c. System maintenance CU IDOL SELF LEARNING MATERIAL (SLM)

d. All of these 4. A decision support system differs from an ordinary ___ a. Operating System b. Transaction Process System c. Operational Application d. None of these 5. A ___ can integrate all multiple variables and produces an outcome. a. ESS b. DSS c. TPS d. All of these Answers 1-a, 2-c, 3-a. 4-c, 5-b 10.8 REFERENCES References book  T1 D.P. Goyal: Management Information Systems. MacMillon.  T2 KhushdeepDharni:Management Information Systems  R1 Davis &Olson: Management Information Systems.  R2 Laudon&Laudon: Management Information System, Prentice Hall of India Pvt. Ltd. New Delhi. 105 CU IDOL SELF LEARNING MATERIAL (SLM)

UNIT 11: GROUP DECISION SUPPORT SYSTEMS STRUCTURE 11.0 Learning Objectives 11.1 Introduction 11.2 Group decision support systems 11.3 Summary 11.4 Keywords 11.5 Learning Activity 11.6 Unit End Questions 11.7 References 11.0 LEARNING OBJECTIVES After studying this unit, you will be able to:  Describe nature of Group Decision Support Systems  What are the components of DSS?  What are the types of DSS? 11.1 INTRODUCTION A decision support system (DSS) is an information system that aids a business in decision- making activities that require judgment, determination, and a sequence of actions. The information system assists the mid- and high-level management of an organization by analyzing huge volumes of unstructured data and accumulating information that can help to solve problems and help in decision-making. A DSS is either human-powered, automated, or a combination of both. Purpose of a Decision Support System A decision support system produces detailed information reports by gathering and analyzing data. Hence, a DSS is different from a normal operations application, whose goal is to collect data and not analyze it. In an organization, a DSS is used by the planning departments – such as the operations department – which collects data and creates a report that can be used by managers for decision-making. Mainly, a DSS is used in sales projection, for inventory and operations- related data, and to present information to customers in an easy-to-understand manner. Theoretically, a DSS can be employed in various knowledge domains from an organization to forest management and the medical field. One of the main applications of a DSS in an 106 CU IDOL SELF LEARNING MATERIAL (SLM)

organization is real-time reporting. It can be very helpful for organizations that take part in just-in-time (JIT) inventory management. In a JIT inventory system, the organization requires real-time data of their inventory levels to place orders “just in time” to prevent delays in production and cause a negative domino effect. Therefore, a DSS is more tailored to the individual or organization making the decision than a traditional system. Components of a Decision Support System The three main components of a DSS framework are: 1. Model Management System The model management system S=stores models that managers can use in their decision- making. The models are used in decision-making regarding the financial health of the organization and forecasting demand for a good or service. 2. User Interface The user interface includes tools that help the end-user of a DSS to navigate through the system. 3. Knowledge Base The knowledge base includes information from internal sources (information collected in a transaction process system) and external sources (newspapers and online databases). Types of Decision Support Systems  Communication-driven: Allows companies to support tasks that require more than one person to work on the task. It includes integrated tools such as Microsoft SharePoint Workspace and Google Docs.  Model-driven: Allows access to and the management of financial, organizational, and statistical models. Data is collected, and parameters are determined using the information provided by users. The information is created into a decision-making model to analyze situations. An example of a model-driven DSS is Dicodess – an open-source model-driven DSS.  Knowledge-driven: Provides factual and specialized solutions to situations using stored facts, procedures, rules, or interactive decision-making structures like flowcharts.  Document-driven: Manages unstructured information in different electronic formats.  Data-driven: Helps companies to store and analyze internal and external data. Advantages of a Decision Support System 107 CU IDOL SELF LEARNING MATERIAL (SLM)

 A decision support system increases the speed and efficiency of decision-making activities. It is possible, as a DSS can collect and analyze real-time data.  It promotes training within the organization, as specific skills must be developed to implement and run a DSS within an organization.  It automates monotonous managerial processes, which means more of the manager’s time can be spent on decision-making.  It improves interpersonal communication within the organization. Disadvantages of a Decision Support System  The cost to develop and implement a DSS is a huge capital investment, which makes it less accessible to smaller organizations.  A company can develop a dependence on a DSS, as it is integrated into daily decision-making processes to improve efficiency and speed. However, managers tend to rely on the system too much, which takes away the subjectivity aspect of decision- making.  A DSS may lead to information overload because an information system tends to consider all aspects of a problem. It creates a dilemma for end-users, as they are left with multiple choices.  Implementation of a DSS can cause fear and backlash from lower-level employees. Many of them are not comfortable with new technology and are afraid of losing their jobs to technology. 11.2 GROUP DECISION SUPPORT SYSTEMS A group decision support system (GDSS) is composed of 3 main components, namely hardware, software tools, and people. Hardware: It includes electronic hardware like the computer, equipment used for networking, electronic display boards and audiovisual equipment. It also includes the conference facility, including the physical set up – the room, the tables, and the chairs – laid out in such a manner that they can support group discussion and teamwork. Software Tools: It includes various tools and techniques, such as electronic questionnaires, electronic brainstorming tools, idea organizers, tools for setting priority, policy formation tool, etc. The use of these software tools in a group meeting helps the group decision-makers to plan, organize ideas, gather information, establish priorities, take decisions and document the meeting proceedings. As a result, meetings become more productive. 108 CU IDOL SELF LEARNING MATERIAL (SLM)

People: It compromises the members participating in the meeting, a trained facilitator who helps with the proceedings of the meeting, and an expert staff to support the hardware and software. The GDSS components together provide a favorable environment for carrying out group meetings. 11.3 SUMMARY  Human Resource Management (HRM) is the function within an organization that focuses on recruitment of, management of, and providing direction for the people who work in the organization.  It is a pervasive force, action-oriented, individually-oriented, development-oriented, future-focused, and integrative in nature and is a comprehensive function.  HRM is moving away from traditional personnel, administration, and transactional roles, which are increasingly outsourced.  HRM is now expected to add value to the strategic utilization of employees and that employee programs impact the business in measurable ways.  HRM aims at achieving organizational goals meet the expectations of employees; develop the knowledge, skills and abilities of employees, improve the quality of working life and manage human resources in an ethical and socially responsible manner.  Effective HRM enables employees to contribute effectively and productively to the overall company direction and the accomplishment of the organization's goals and objectives. 11.4 KEYWORD  Directory-An area on a disk that contains files or additional divisions called \"subdirectories\" or \"folders\". Using directories helps to keep files organized into separate categories, such as by application, type, or usage.  Disaster recovery-Disaster recovery is the process, policies and procedures related to preparing for recovery or continuation of technology infrastructure critical to an organization after a natural or human-induced disaster. Disaster recovery is a subset of business continuity. While business continuity involves planning for keeping all aspects of a business functioning in the midst of disruptive events, disaster recovery focuses on the IT or technology systems that support business functions. Dataprise's specialist Disaster Recovery Consulting Team can help you devise a near bulletproof 109 CU IDOL SELF LEARNING MATERIAL (SLM)

Disaster Recovery Plan, so that you can have total piece of mind that your critical systems and processes are safe, and/or can recover from any potential data loss situation. To learn more please click here.  Dither-A means by which the illusion of new colors and shades is created by varying the pattern of dots; the more dither patterns a device or program supports, the more shades of gray it can represent. Also referred to as half toning in the context of printing.  DNS-Domain Name System; a service for accessing a networked computer by name rather than by numerical, (IP) address.  Domain art of an Internet address. The network hierarchy consists of domains and subdomains. At the top are a number of major categories (e.g., com, Edu, gov); next are domains within these categories (e.g., ohio-state); and then there are subdomains. The computer name is at the lowest level of the hierarchy. 11.5 LEARNING ACTIVITY 1. Define DNS ___________________________________________________________________________ ___________________________________________________________________________ 3. State the principles of Domain art ___________________________________________________________________________ ___________________________________________________________________________ 11.6UNIT END QUESTIONS A. Descriptive Questions Short Questions 1. Define HRM? Explain the scope of HRM 2. Identify and discuss HRM functions? 3. Elaborate about the nature of HRM and its relevance in present scenario. 4. What are the criteria that determine whether an organization’s HRM practices are effective? 5. Identify the typical need of human resource management in today’s competitive world. 110 CU IDOL SELF LEARNING MATERIAL (SLM)

6. Critically analyse the evolution and present state of human resource management in India. Long Questions 1. What is a package tour? Explain the various types of Tour packages? 2. Describe the evolution of travel agency and package tours. 3. What are the components of Tour Package? 4. Describe about the history of Thomas cook and travel company. 5. Explain Cox’s & Kings and its contribution to tourism industry. B. Multiple Choice Questions 1. Which of the following is / are some of the main areas of operation of DSS. a. Transaction processing b. Production, finance, and marketing c. Executive Support System d. None of the mentioned above 2. Which of the following is a good characteristic of a DSS? a. It has an increment model b. Responds quickly to decision makers to help in decision making c. Automates decision making process d. None of the mentioned above 3. Which of the following is / are the components of a Decision Support System. a. Knowledge Base b. Model Management System c. User Interface d. All of these 4. The ___ includes tools that help the end-user of a DSS to navigate through the system. a. User Interface b. Transaction Process System 111 CU IDOL SELF LEARNING MATERIAL (SLM)

c. Executive Support System d. None of the mentioned above 5. Database is just like a container which stores data in a ___ manner. a. Organized b. Systematic c. Ordered d. All of the mentioned above Answers 1-b, 2-b, 3-d. 4-a, 5-d 11.7 REFERENCES References book  T1 D.P. Goyal: Management Information Systems. MacMillon.  T2 KhushdeepDharni:Management Information Systems  R1 Davis &Olson: Management Information Systems.  R2 Laudon&Laudon: Management Information System, Prentice Hall of India Pvt. Ltd. New Delhi. 112 CU IDOL SELF LEARNING MATERIAL (SLM)

UNIT 12: INTRODUCTION TO DATABASE MANAGEMENT STRUCTURE 12.0 Learning Objectives 12.1 Introduction 12.2 Database Management with MS-Access: 12.2.1 Introduction to Database and MS Access 12.2.2 Creating database 12.2.3Adding records 12.2.4 Editing records. 12.3 Summary 12.4 Keywords 12.5 Learning Activity 12.6 Unit End Questions 12.7 References 12.0 LEARNING OBJECTIVES After studying this unit, you will be able to:  Describe nature of DBMS  Identify scope of MS Access  State the need and importance of creating database 12.1 INTRODUCTION DBMS software primarily functions as an interface between the end user and the database, simultaneously managing the data, the database engine, and the database schema in order to facilitate the organization and manipulation of data. Though functions of DBMS vary greatly, general-purpose DBMS features and capabilities should include: a user accessible catalog describing metadata, DBMS library management system, data abstraction and independence, data security, logging and auditing of activity, support for concurrency and transactions, support for authorization of access, access support from remote locations, DBMS data recovery support in the event of damage, and enforcement of constraints to ensure the data follows certain rules. 113 CU IDOL SELF LEARNING MATERIAL (SLM)

A database schema design technique that functions to increase clarity in organizing data is referred to as normalization. Normalization in DBMS modifies an existing schema to minimize redundancy and dependency of data by splitting a large table into smaller tables and defining the relationship between them. DBMS Output is a built-in package SQL in DBMS that enables the user to display debugging information and output, and send messages from subprograms, packages, PL/SQL blocks, and triggers. Oracle originally developed the DBMS File Transfer package, which provides procedures to copy a binary file within a database or to transfer a binary file between databases. A database management system functions through the use of system commands, first receiving instructions from a database administrator in DBMS, then instructing the system accordingly, either to retrieve data, modify data, or load existing data from the system. Popular DBMS examples include cloud-based database management systems, in-memory database management systems (IMDBMS), columnar database management systems (CDBMS), and NoSQL in DBMS. RDBMS vs DBMS A relational database management system (RDBMS) refers to a collection of programs and capabilities that is designed to enable the user to create, update, and administer a relational database, which is characterized by its structuring of data into logically independent tables. There are several features that distinguish a Relational DBMS from a DBMS, including:  Structure: Where data is structured in hierarchical form in a DBMS, data is structured in tabular form in a RDBMS.  User capacity: A RDBMS is capable of operating with multiple users. DBMS can only manage one user at a time.  Software/hardware requirements: A RDBMS has greater software and hardware requirements.  Programs managed: DBMS maintains databases within the computer network and system hard disks. A RDBMS manages the relationships between its incorporated tables of data.  Data capacity: A DBMS is capable of managing small amounts of data and a RDBMS can manage an unlimited amount of data.  Distributed databases: A DBMS does not provide support for distributed databases while a RDBMS does.  ACID implementation: A RDBMS bases the structure of its data on the ACID (Atomicity, Consistency, Isolation, and Durability) model. 114 CU IDOL SELF LEARNING MATERIAL (SLM)

Difference between Data and Information in DBMS Data is raw, unprocessed, unorganized facts that are seemingly random and do not yet carry any significance or meaning. Information refers to data that has been organized, interpreted, and contextualized by a human or machine so that it possess relevance and purpose. Information is filtered data that has been made systematic and useful, and is considered to be more reliable and valuable to researchers as proper analysis and refinement has been conducted. A DBMS is concerned with the manipulation of data in a database. Difference between Data Models in DBMS A data model is an abstract model that organizes elements of data, documents the way data is stored and retrieved, standardizes how different data elements relate to one another and to the properties of real-world entities, and designs the responses needed for information system requirements. There are three main types of DBMS data models: relational, network, and hierarchical.  Relational data model: Data is organized as logically independent tables.  Network data model: All entities are organized in graphical representations.  Hierarchical data model: Data is organized into a tree-like structure. Other data models include entity-relationship, record base, object-oriented, object relation, semi-structured, associative, context, and flat data models. Database system architecture in DBMS is categorized as either single tier, in which the DBMS is the only entity where the user directly sits on the DBMS and uses it, or multi-tier, in which nearly all components are independent and can be changed independently. Features of Distributed Database Management System A distributed database is a collection of related data in multiple interconnected databases that are logically interrelated, but physically stored across multiple physical locations. Distributed databases are categorized as either homogeneous, in which all the physical locations use the same hardware and run the same operating systems and applications, or heterogeneous, in which each location may have different data, software, and hardware structures. A distributed database management system (DDBMS) refers to a centralized application that functions to create and manipulate distributed databases, synchronize the database at regular intervals and provide transparent access mechanisms to the user, ensure universal application of data modifications, maintain data security and integrity of the database, can be accessed by several users simultaneously, and is used in applications that process large volumes of data. 12.2 DATABASE MANAGEMENT WITH MS-ACCESS Microsoft Access is a Database Management System (DBMS) from Microsoft that combines the relational Microsoft Jet Database Engine with a graphical user interface and software 115 CU IDOL SELF LEARNING MATERIAL (SLM)

development tools. It is a member of the Microsoft Office suite of applications, included in the professional and higher editions.  Microsoft Access is just one part of Microsoft’s overall data management product strategy.  It stores data in its own format based on the Access Jet Database Engine.  Like relational databases, Microsoft Access also allows you to link related information easily. For example, customer and order data. However, Access 2013 also complements other database products because it has several powerful connectivity features.  It can also import or link directly to data stored in other applications and databases.  As its name implies, Access can work directly with data from other sources, including many popular PC database programs, with many SQL (Structured Query Language) databases on the desktop, on servers, on minicomputers, or on mainframes, and with data stored on Internet or intranet web servers.  Access can also understand and use a wide variety of other data formats, including many other database file structures.  You can export data to and import data from word processing files, spreadsheets, or database files directly.  Access can work with most popular databases that support the Open Database Connectivity (ODBC) standard, including SQL Server, Oracle, and DB2.  Software developers can use Microsoft Access to develop application software. Microsoft Access stores information which is called a database. To use MS Access, you will need to follow these four steps −  Database Creation − Create your Microsoft Access database and specify what kind of data you will be storing.  Data Input − after your database is created, the data of every business day can be entered into the Access database.  Query − this is a fancy term to basically describe the process of retrieving information from the database.  Report (optional) − Information from the database is organized in a nice presentation that can be printed in an Access Report. Architecture 116 CU IDOL SELF LEARNING MATERIAL (SLM)

 Access calls anything that can have a name an object. Within an Access desktop database, the main objects are tables, queries, forms, reports, macros, data macros, and modules.  If you have worked with other database systems on desktop computers, you might have seen the term database used to refer to only those files in which you store data.  But, in Access, a desktop database (.accdb) also includes all the major objects related to the stored data, including objects you define to automate the use of your data. 12.2.1 Introduction to Database and Ms Access Microsoft Access has the look and feel of other Microsoft Office products as far as its layout and navigational aspects are concerned, but MS Access is a database and, more specifically, a relational database.  Before MS Access 2007, the file extension was *.mdb, but in MS Access 2007 the extension has been changed to *.accdb extension.  Early versions of Access cannot read accdb extensions but MS Access 2007 and later versions can read and change earlier versions of Access.  An Access desktop database (.accdb or .mdb) is a fully functional RDBMS.  It provides all the data definition, data manipulation, and data control features that you need to manage large volumes of data.  You can use an Access desktop database (.accdb or .mdb) either as a standalone RDBMS on a single workstation or in a shared client/server mode across a network.  A desktop database can also act as the data source for data displayed on webpages on your company intranet.  When you build an application with an Access desktop database, Access is the RDBMS. Data Definition Let us now understand what Data Definition is −  In document or a spreadsheet, you generally have complete freedom to define the contents of the document or each cell in the spreadsheet.  In a document, you can include paragraphs of text, a table, a chart, or multiple columns of data displayed with multiple fonts. 117 CU IDOL SELF LEARNING MATERIAL (SLM)

 In spreadsheet, you can have text data at the top to define a column header for printing or display, and you might have various numeric formats within the same column, depending on the function of the row.  An RDBMS allows you to define the kind of data you have and how the data should be stored.  You can also usually define rules that the RDBMS can use to ensure the integrity of your data.  For example, a validation rule might ensure that the user can’t accidentally store alphabetic characters in a field that should contain a number. Data Manipulation Working with data in RDBMS is very different from working with data in a word processing or spreadsheet program.  In a word processing document, you can include tabular data and perform a limited set of functions on the data in the document.  You can also search for text strings in the original document and, with ActiveX controls, include tables, charts, or pictures from other applications.  In a spreadsheet, some cells contain functions that determine the result you want, and in other cells, you enter the data that provides the source information for the functions.  An RDBMS provides you many ways to work with your data. For example,  You can search a single table for information or request a complex search across several related tables.  You can update a single field or many records with a single command.  You can write programs that use RDBMS commands to fetch data that you want to display and allow the user to update the data. Access uses the powerful SQL database language to process data in your tables. Using SQL, you can define the set of information that you need to solve a particular problem, including data from perhaps many tables. Data Control Spreadsheets and word processing documents are great for solving single-user problems, but they are difficult to use when more than one person needs to share the data.  When you need to share your information with others, RDBMS gives you the flexibility to allow multiple users to read or update your data. 118 CU IDOL SELF LEARNING MATERIAL (SLM)

 An RDBMS that is designed to allow data sharing also provides features to ensure that no two people can change the same data at the same time.  The best systems also allow you to group changes (which is also known as transaction) so that either all the changes or none of the changes appear in your data.  You might also want to be sure that no one else can view any part of the order until you have entered all of it.  Because you can share your Access data with other users, you might need to set some restrictions on what various users are allowed to see or update. 12.2.2 Creating Database Create a database from a template, we first need to open MS Access and you will see the following screen in which different Access database templates are displayed. To view the all the possible databases, you can scroll down or you can also use the search box. Let us enter project in the search box and press Enter. You will see the database templates related to project management. 119 CU IDOL SELF LEARNING MATERIAL (SLM)

Select the first template. You will see more information related to this template. After selecting a template related to your requirements, enter a name in the File name field and you can also specify another location for your file if you want. 120 CU IDOL SELF LEARNING MATERIAL (SLM)

Now, press the Create option. Access will download that database template and open a new blank database as shown in the following screenshot. Now, click the Navigation pane on the left side and you will see all the other objects that come with this database. 121 CU IDOL SELF LEARNING MATERIAL (SLM)

Click the Projects Navigation and select the Object Type in the menu. You will now see all the objects types — tables, queries, etc. 122 CU IDOL SELF LEARNING MATERIAL (SLM)

Create Blank Database Sometimes database requirements can be so specific that using and modifying the existing templates requires more work than just creating a database from scratch. In such case, we make use of blank database. Step 1 − Let us now start by opening MS Access. Step 2 − Select Blank desktop database. Enter the name and click the Create button. 123 CU IDOL SELF LEARNING MATERIAL (SLM)

Step 3 − Access will create a new blank database and will open up the table which is also completely blank. Every field in a table has properties and these properties define the field's characteristics and behavior. The most important property for a field is its data type. A field's data type determines what kind of data it can store. MS Access supports different types of data, each with a specific purpose. 124 CU IDOL SELF LEARNING MATERIAL (SLM)

 The data type determines the kind of the values that users can store in any given field.  Each field can store data consisting of only a single data type. Here are some of the most common data types you will find used in a typical Microsoft Access database. Type of Data Description Size Text or combinations of text and Up to 255 characters. numbers, including numbers that Short Text do not require calculating (e.g. phone numbers). Long Text Lengthy text or combinations of Up to 63, 999 characters. text and numbers. Number Numeric data used in mathematical 1, 2, 4, or 8 bytes (16 bytes if set to calculations. Replication ID). Date/Time Date and time values for the years 8 bytes 100 through 9999. Currency values and numeric data 8 bytes used in mathematical calculations Currency involving data with one to four decimal places. A unique sequential (incremented 4 bytes (16 bytes if set to by 1) number or random number Replication ID). assigned by Microsoft Access AutoNumber whenever a new record is added to a table. 125 CU IDOL SELF LEARNING MATERIAL (SLM)

Yes and No values and fields that 1 bit. contain only one of two values Yes/No (Yes/No, True/False, or On/Off).  If you use previous versions of Access, you will notice a difference for two of those data types.  In Access 2013, we now have two data types — short text and long text. In previous versions of Access these data types were called text and memo.  The text field is referred to as short text and your memo field is now called long text. Here are some of the other more specialized data types, you can choose from in Access. Data Types Description Size Files, such as digital photos. Multiple files Up to about 2 GB. can be attached per record. This data type is Attachment not available in earlier versions of Access. OLE objects OLE objects can store pictures, audio, video, Up to about 2 GB. or other BLOBs (Binary Large Objects) Hyperlink Text or combinations of text and numbers Up to 8,192 (each part stored as text and used as a hyperlink of a Hyperlink data address. type can contain up to 2048 characters). The Lookup Wizard entry in the Data Type Dependent on the data column in the Design view is not actually a type of the lookup data type. When you choose this entry, a field. wizard starts to help you define either a Lookup Wizard simple or complex lookup field. A simple lookup field uses the contents of another table or a value list to validate the contents of a single value per row. A complex lookup field allows you to store multiple values of the same data type in each 126 CU IDOL SELF LEARNING MATERIAL (SLM)

row. Calculated You can create an expression that uses data You can create an from one or more fields. You can designate expression that uses different result data types from the data from one or more expression. fields. You can designate different result data types from the expression. These are all the different data types that you can choose from when creating fields in a Microsoft Access table. When you create a database, you store your data in tables. Because other database objects depend so heavily on tables, you should always start your design of a database by creating all of its tables and then creating any other object. Before you create tables, carefully consider your requirements and determine all the tables that you need. Let us try and create the first table that will store the basic contact information concerning the employees as shown in the following table − Field Name Data Type EmployeelD AutoNumber FirstName Short Text LastName Short Text Address1 Short Text Address2 Short Text 127 CU IDOL SELF LEARNING MATERIAL (SLM)

City Short Text State Short Text Zip Short Text Phone Short Text Phone Type Short Text Let us now have short text as the data type for all these fields and open a blank database in Access. This is where we left things off. We created the database and then Access automatically opened up this table-one-datasheet view for a table. 128 CU IDOL SELF LEARNING MATERIAL (SLM)

Let us now go to the Field tab and you will see that it is also automatically created. The ID which is an AutoNumber field acts as our unique identifier and is the primary key for this table. The ID field has already been created and we now want to rename it to suit our conditions. This is an Employee table and this will be the unique identifier for our employees. 129 CU IDOL SELF LEARNING MATERIAL (SLM)

Click on the Name & Caption option in the Ribbon and you will see the following dialog box. Change the name of this field to EmployeeID to make it more specific to this table. Enter the other optional information if you want and click Ok. We now have our employee ID field with the caption Employee ID. This is automatically set to auto number so we don't really need to change the data type. Let us now add some more fields by clicking on click to add. 130 CU IDOL SELF LEARNING MATERIAL (SLM)

Choose Short Text as the field. When you choose short text, Access will then highlight that field name automatically and all you have to do is type the field name. Type FirstName as the field name. Similarly, add all the required fields as shown in the following screenshot. 131 CU IDOL SELF LEARNING MATERIAL (SLM)

Once all the fields are added, click the Save icon. You will now see the Save as dialog box, where you can enter a table name for the table. Enter the name of your table in the Table Name field. Here the tbl prefix stands for table. Let us click Ok and you will see your table in the navigation pane. 132 CU IDOL SELF LEARNING MATERIAL (SLM)

Table Design View As we have already created one table using Datasheet View. We will now create another table using the Table Design View. We will be creating the following fields in this table. These tables will store some of the information for various book projects. Field Name Data Type Project ID AutoNumber Project Name Short Text Managing Editor Short Text Author Short Text PStatus Short Text 133 CU IDOL SELF LEARNING MATERIAL (SLM)

Contracts Attachment Project Start Date/Time ProjectEnd Date/Time Budget Currency Project Notes Long Text Let us now go to the Create tab. In the tables group, click on Table and you can see this looks completely different from the Datasheet View. In this view, you can see the field name and data type side by side. 134 CU IDOL SELF LEARNING MATERIAL (SLM)

We now need to make Project ID a primary key for this table, so let us select Project ID and click on Primary Key option in the ribbon. 135 CU IDOL SELF LEARNING MATERIAL (SLM)

You can now see a little key icon that will show up next to that field. This shows that the field is part of the table’s primary key. Let us save this table and give this table a name. Click Ok and you can now see what this table looks like in the Datasheet View. 136 CU IDOL SELF LEARNING MATERIAL (SLM)

Let us click the datasheet view button on the top left corner of the ribbon. 137 CU IDOL SELF LEARNING MATERIAL (SLM)

If you ever want to make changes to this table or any specific field, you don't always have to go back to the Design View to change it. You can also change it from the Datasheet View. Let us update the PStatus field as shown in the following screenshot. Click Ok and you will see the changes. 12.2.3 Adding Database An Access database is not a file in the same sense as a Microsoft Office Word document or a Microsoft Office PowerPoint are. Instead, an Access database is a collection of objects like tables, forms, reports, queries etc. that must work together for a database to function properly. We have now created two tables with all of the fields and field properties necessary in our database. To view, change, insert, or delete data in a table within Access, you can use the table’s Datasheet View.  A datasheet is a simple way to look at your data in rows and columns without any special formatting. 138 CU IDOL SELF LEARNING MATERIAL (SLM)

 Whenever you create a new web table, Access automatically creates two views that you can start using immediately for data entry.  A table open in Datasheet View resembles an Excel worksheet, and you can type or paste data into one or more fields.  You do not need to explicitly save your data. Access commits your changes to the table when you move the cursor to a new field in the same row, or when you move the cursor to another row.  By default, the fields in an Access database are set to accept a specific type of data, such as text or numbers. You must enter the type of data that the field is set to accept. If you don't, Access displays an error message − Let us add some data into your tables by opening the Access database we have created. Select the Views → Datasheet View option in the ribbon and add some data as shown in the following screenshot. 139 CU IDOL SELF LEARNING MATERIAL (SLM)

Similarly, add some data in the second table as well as shown in the following screenshot. You can now see that inserting a new data and updating the existing data is very simple in Datasheet View as working in spreadsheet. But if you want to delete any data you need to select the entire row first as shown in the following screenshot. 140 CU IDOL SELF LEARNING MATERIAL (SLM)

Now press the delete button. This will display the confirmation message. Click yes and you will see that the selected record is deleted now. 141 CU IDOL SELF LEARNING MATERIAL (SLM)

12.2.4 Editing Database Creates an update query that changes values in fields in a specified table based on specified criteria. Syntax UPDATE table SET new value WHERE criteria; The UPDATE statement has these parts: SYNTAX Part Description table The name of the table containing the data you want to modify. new value An expression that determines the value to be inserted into a particular field in the updated records. criteria An expression that determines which records will be updated. Only records that satisfy the expression are updated. Remarks UPDATE is especially useful when you want to change many records or when the records that you want to change are in multiple tables. You can change several fields at the same time. The following example increases the Order Amount values by 10 percent and the Freight values by 3 percent for shippers in the United Kingdom: SQLCopy UPDATE Orders SET Order Amount = Order Amount * 1.1, Freight = Freight * 1.03 WHERE Ship Country = 'UK'; Important  UPDATE does not generate a result set. Also, after you update records using an update query, you cannot undo the operation. If you want to know which records were updated, first examine the results of a select query that uses the same criteria, and then run the update query.  Maintain backup copies of your data at all times. If you update the wrong records, you can retrieve them from your backup copies. Example 142 CU IDOL SELF LEARNING MATERIAL (SLM)

This example changes values in the Reports to field to 5 for all employee records that currently have Reports to values of 2. VBCopy Sub UpdateX() Dim dbs As Database Dim qdf As QueryDef ‘Modify this line to include the path to Northwind ‘On your computer. Set dbs = Open Database (\"Northwind.mdb\") ‘Change values in the Reports to field to 5 for all ‘Employee records that currently have Reports To ‘Values of 2. Dbs. Execute \"UPDATE Employees” _ & \"SET Reports To = 5 \" _ & \"WHERE Reports To = 2;\" Dbs. Close End Sub 12.3 SUMMARY  The primary goal of a DBMS is to provide an environment that is both convenient and efficient for people to use in retrieving and storing information.  Database systems are ubiquitous today, and most people interact, either directly or indirectly, with databases many times every day.  Database systems are designed to store large bodies of information. The management of data involves both the definition of structures for the storage of information and the provision of mechanisms for the manipulation of information. In addition, the 143 CU IDOL SELF LEARNING MATERIAL (SLM)

database system must provide for the safety of the information stored, in the face of system crashes or attempts at unauthorized access.  If data are to be shared among several users, the system must avoid possible anomalous results.  A major purpose of a database system is to provide users with an abstract view of the data. That is, the system hides certain details of how the data are stored and maintained. 12.4 KEYWORD  DLL - Dynamic Link Library. A library of related functions that are not loaded into memory until they are called by the application program. All RDM APIs are contained in DLLs on those operating systems that support them (e.g., MS-Windows). These are sometimes called shared libraries on some systems.  DML - Database Manipulation Language. In SQL, such statements as UPDATE, INSERT and DELETE are considered DML.  Documentation - All product-related materials, specifications, technical manuals, user manuals, flow diagrams, file descriptions, or other written information either included with products or otherwise. Raima's documentation is online.  Domain - An alternate name for a base data type that is defined using the RDM SQL create domain statement.  Durability - The property of a transaction in which the DBMS guarantees that all committed transactions will survive any kind of system failure.  Dynamic DDL - The ability to change the definition of a database (its schema) after data has been stored in the database without having to take the database off-line or restructure its files. 12.5 LEARNING ACTIVITY 1. Define ddl ___________________________________________________________________________ ___________________________________________________________________________ 2. State the principles of Database 144 CU IDOL SELF LEARNING MATERIAL (SLM)

___________________________________________________________________________ ___________________________________________________________________________ 12.6UNIT END QUESTIONS A. Descriptive Questions Short Questions 1. Define DDL 2. Define DML 3. Define Database 4. Define DBMS 5. Define Domain Long Questions 1. Explain adding database 2. Describe updating of database 3. Explain editing concept in database 4. Explain Creating an database 5. Explain Dropping of database B. Multiple Choice Questions 1. Which of the following hardware component is the most important to the operation of a database management system? a. High resolution video display b. Printer c. High speed, large capacity disk d. Mouse 2. The information about data in a database is called _______ a. Metadata b. Hyper data c. Tera data d. None of these 3. The DBMS acts as an interface between what two components of an enterprise-class database system? 145 CU IDOL SELF LEARNING MATERIAL (SLM)

a. Database application and the database b. Data and the database c. The user and the database application d. Database application and SQL 4. A relational database consists of a collection of a. Tables b. Fields c. Records d. Keys 5. ________ is the smallest unit of allocation in an Oracle database. a. Database b. Instance c. Table space d. Database Block Answers 1-c, 2-a, 3-a. 4-a, 5-d 12.7 REFERENCES References book  T1 D.P. Goyal: Management Information Systems. MacMillon.  T2 KhushdeepDharni:Management Information Systems  R1 Davis &Olson: Management Information Systems.  R2 Laudon&Laudon: Management Information System, Prentice Hall of India Pvt. Ltd. New Delhi. 146 CU IDOL SELF LEARNING MATERIAL (SLM)

UNIT 13: QUERYING STRUCTURE 13.0 Learning Objectives 13.1 Introduction 13.2 Creating 13.3 Saving 13.4 Editing 13.5 Creating and using Forms 13.6 Summary 13.7 Keywords 13.8 Learning Activity 13.9 Unit End Questions 13.10 References 13.0 LEARNING OBJECTIVES After studying this unit, you will be able to:  Describe nature of creating a query.  Identify scope of saving  State the need and importance of editing 13.1 INTRODUCTION A query is a request for data or information from a database table or combination of tables. This data may be generated as results returned by Structured Query Language (SQL) or as pictorials, graphs or complex results, e.g., trend analyses from data-mining tools. One of several different query languages may be used to perform a range of simple to complex database queries. SQL, the most well-known and widely-used query language, is familiar to most database administrators (DBAs). 13.2 CREATING Preparation-determine the tables and fields required by the database Because the MIS system we want to create is a small management system, it is not necessary to create several tables, just one table. The fields in this table include: Number, film name, 147 CU IDOL SELF LEARNING MATERIAL (SLM)

leading role, Director, Distribution Company, film type, and whether or not to win the award. The \"Number\" is the primary keyword that uniquely identifies the field or field set of each record. 2. Create a database (1) Use the \"Database Wizard\" to create a database: When Microsoft Access is started, a dialog box is displayed, showing the options for creating a database or opening an existing database. Click Database Wizard, and then click OK. In the create blank database dialog box, click OK, specify the name and location of the database, and click Create to start the new database. Create a new table, enter the corresponding field name and data type, and set the field size, index, and other items. Do not fill in other items or take the default value. The maximum value of a field is 255 bytes. The data types include text, remarks, values, date/time, currency, automatic number, and OLE object. You can select the value based on your requirements. (2) Do not use the Wizard to create a database When Microsoft Access is started, a dialog box is displayed, showing the options for creating a database or opening an existing database. Click \"null Database\" and then click \"OK \". If the database is already opened or the dialog box displayed when access is opened is closed, click the \"create database\" button on the toolbar and double-click the empty database icon on the \"common\" tab. Specify the database name and location, and click \"CREATE. 3. Basic Database Operations After the database structure is created, what we need to do next is to perform a series of basic operations on the database. Add record: Open the corresponding form in the \"data table\" view or \"form\" view, click the \"New Record\" button on the toolbar, type the required data, and press the tab key to go to the next field, at the end of the record, press the tab key to go to the next record. Edit record: If you want to edit the data in a field, click the field to be edited. If you want to replace the value of the entire field, point to the leftmost field. When the cursor changes to the plus sign, click the field, enter the text to insert. Note: If you enter an error, press the backspace key. If you want to cancel the changes to the current field, press the ESC key. If you want to cancel the changes to the entire record, press ESC again before removing this field. When you move from a record to another record, access will save the changes to this record. Copy or move data: in other applications, such as Excel or word, select one or more rows to copy or move. If you copy data from word, make sure that the records have been arranged in the table or are separated by tabs before selection. If you paste the data to the data table, make sure that the columns in the data table are in the same order as the data to be copied or moved. If you paste the data to the form, and the corresponding control name on the form is 148 CU IDOL SELF LEARNING MATERIAL (SLM)

the same as the name of the copied data column, access will paste the data to the control with the same name. In access, open the data table or form to which you want to paste the record. If you want to replace the existing record, select the record to replace, click the append or paste button on the toolbar. If the record selector in the form is unavailable, select the current record, click the \"select record\" command in the \"edit\" menu. Delete record: Click the record to be deleted and click the delete record button on the toolbar. 4. Sort, filter, and query data If you want to make the videos in your VCD database neatly arranged and easy to query, it is very important to know how to sort, query, and filter the databases. Sorting records: In the form view or data table view, click the field to be used to sort records. Right-click the field to select the ascending or descending order of the field. In a data table, you can select two or more adjacent fields for sorting. Microsoft Access sorts records from the leftmost column selected. Microsoft Access saves the sort order when saving the form or data table. Create filter: If you can easily find and select an instance in a form, sub form, or data table that you want to filter the values in a record, you can use \"filter by selected content \". Click \"filter\" in the \"record\" submenu to \"filter by selected content. If you want to select a value from the list and do not want to browse all records in the data table or form, or you want to specify multiple criteria at a time, you can use \"filter by form \". If the focus is in fields of a form or data table, and you need to enter the searched value or the expression that uses the result as the criterion, you can use \"input filter target \". For more complex filtering, you can use \"Advanced filtering/sorting \". Create query: You can use different methods to view, change, and analyze data through queries. You can also use query as the record source for forms and reports. The most common Query type is query. SELECT query to install the specified criterion, obtain data from one or more tables, and display the data in the desired order. Specific Operation: click \"query\" in the database view, press \"new\", select design view, \"OK\", select table and query, add table, and then press \"add \", select \"field\" in the \"SELECT query\" table, confirm the sorting requirements, and save the query. In this way, a SELECT query is complete. You can also select the simple query wizard, cross tabulation query wizard, duplicate query wizard, and query mismatch wizard in \"New\" to create a query. 5. Report Creation 149 CU IDOL SELF LEARNING MATERIAL (SLM)

Maybe you want to print out your VCD database and check it at any time. If you are the owner of the VCD store, this will also be the best publicity. The report function in Microsoft Access allows you to control the size and display mode of each object in the report and display the corresponding content as needed. Specific Operation: click \"Report Wizard\", select available fields in the \"Report Wizard\" dialog box, and click \"Next\". Then, select \"Sort fields\". Up to four fields can be sorted, click \"Next\", select the report layout, and click \"finish \". There are other report design methods, such as automatic report (vertical column table), automatic report (table), icon wizard, and label wizard. I will not talk about them one by one. You can try it on your own. 6. Share the database with other software (1) There is a problem with database type conversion. Access database files can be easily converted to other formats. After creating a new empty table, select the table and right-click it to import some other formats (mdb, xls, * dBase, etc.), but the MDF file of sqlserver cannot be transferred! In the past, different databases often failed to share information they created. If you used to use DBASE to create a database, but because of the arrival of the Windows world, the boss issued a command to catch up with the trend. In the future, the company will not use DBASE to create a database, you need to re-enter all the databases created on DBASE to the database of Access 97. When you hear this message, you must have been crying and helpless. Even if you have one thousand reasons for using Access 97, you are reluctant to change the database. In fact, Access 97 has long been ready for countermeasures. Access 97 provides multiple methods such as calling and exporting to convert your database. Click \"Convert Database\" in the \"Tools\" menu \"database utility\" sub-menu, and select other types of databases to be converted, such as DBASE, the database will be successfully converted from DBASE to access 97, very simple. (2) Call Access Data in Word You can save the output of data tables, forms, or reports in the. RTF format file. You can use Microsoft Word, other Windows Word processing programs, or desktop publishing programs to open rich text files. For example, in Microsoft Access, Open Table 1 of the CD and VCD Management System databases, click \"Save As/export\", and save table 1 in the RTF format, open Table 1 at the specified position in the Microsoft Word file. You can do that. (3) Export access data to excel: As shown in tables, in the Database window, click the name of the table or query to export, table 1, and then click the Save As/Export command on the \"file\" menu, in the \"Save as\" dialog box, click \"Save as an external file or database\", and then click \"OK. In the Save Type 150 CU IDOL SELF LEARNING MATERIAL (SLM)