ACINSY

MODULE 7
DATABASE MANAGEMENT SYSTEM

DISCUSSION QUESTION

1. In the flat-file data management environment, users are said to own their data files. What
is meant by the ownership concept?         

  The ownership of data of users is a natural consequence of the problems that arise from
the use of the legacy-system era. This is to overcome the limitation that it had which is why it
comes into existence. These are because of barriers that normally prevent integration when
we say integration this would entail the entity-wide integration of data. Another is the lack of
technology in the structure of the unique needs of the users. Flat files are owned by
individuals or users who tend to keep data for themselves. Thus making the flat-file data
management an individual task and is not a collective effort as data are not exclusively
shared among others. Typically, these programs are specific in nature and the user of the
application data tends to be proprietary on their data and in their application as it is not easily
shared. 

2. As users determine new computer application needs, requests must be sent to both the
system programmers and the DBA. Why is it important that these two groups perform
separate functions, and what are these functions?

The request is set out are being handled through the formal system of development
procedures which would produce the programmed applications. The request also goes to the
DBA which will evaluate what are the user’s database needs. The functions of both roles
must be kept at a clear distinction when it comes to access of authority from systems
development in order to maintain better control and security on its database. Any intentional
or unintentional attempts to any unauthorized access are more likely to be discovered if both
are held separate from each other. The system programmers must not have any access to data
unless when it comes to temporarily testing out applications or programs, The database
administrator function covers a wide aspect of function where it will take up the role of
database planning, design, implementation, operation, and maintenance and in change and
growth of new technology. If ever one person has the authority to both write programs and
access data. Then control issues become a concern. 

3. Replicated databases create considerable data redundancy, which is in conflict with the
database concept. Explain the justification of this approach.

If there replication of databases at each site, there might be a problem arising wherein
there is data traffic between sites and is reduced considerably. The primary justification for
this approach is the support of read-only queries. With the approach of replicating data at
each site, there can be data access for query purposes which can be ensured. There can also
be lockouts and delays due to network traffic minimized. However, a potential problem
arises from this, whenever the database is being replicated there is a need to update each
 transaction. This is so because each site being replicated will be updated by different
transactions and thus at any point, in time will result in different and unique values. Thus,
system designers need to employ currency control techniques to assure that each transaction
is processed at different locations is accurately reflected in its designated database. 

4. Give three examples that illustrate how cardinality reflects an organization's underlying
business rules.

Any organization's business rules would directly affect or have an impact on the structure
of the database tables. If the database is to function appropriately, the designers need to
understand the organization’s business rules first as well as the specific needs of the
individual user. For example;
1. When an organization decides whether to purchase the same items of inventory from
different suppliers or vendors, the cardinality here is between the supplier and the
inventory table formulated M: M
2. Assume a company purchases or acquires all items of a certain type from only one
supplier, the cardinality existing is between the Supplier and the Inventory tables which is
1:M respectively.
3. Last example where a policy is imposed that there must be a separate receiving report be
prepared in the receipt of goods of a specified single purchase order will result in the
cardinality of 1:1 between the receiving report and the purchase order tables. But the is
there are instances that there are multiple purchase orders then these are combined into a
single receiving report, then the Cardinality will result in a 1:M respectively. 

5. In a relational database environment, certain accounting records (for example, journals,

subsidiary ledgers, and event general ledger accounts) may not exist. How is this possible?

The loss of critical accounting records might be because of the reason of deletion
anomaly. It can be the unintentional deletion of data from the table. The existence of a
deletion anomaly is conspicuous but then gives a serious impact than those that are related to
the insertion and update anomalies. This is because a flawed system design that prevents the
insertion of any update can cause to be attracted attention very quickly since it is very
noticeable. The deletion anomaly would be unintentional in this manner and that the user
comes unaware of the deletion of the data table which is important. Another reason can also
be the nature of the database accounting system which focuses more on the transaction than
the account thus leaving the emphasis on identifying accounts, hence details like these can be
potentially be lost in the process. The transaction tables are then to be used to reconstruct
traditional accounting records, such as Accounts Receivable and Accounts Payable.

6. As an accountant, why would you need to be familiar with data normalization techniques?

The normalization process is a technique used in identifying and removing structural

dependencies from those tables that are under review and most possibly prevent database
anomalies that would hinder a business from achieving operational efficiency. The need to
familiarize this technique is to be able to avoid that if ever tables are not normalized it would
 contain anomalies that would require excessive updates to tables, prevent data from stored in
is the appropriate database, and may cause structural problems like unintentional deletion of
data. Thus, there is a need for an accountant to familiarize such in order to conquer those
normalization issues that arise since these anomalies threaten the integrity of the financial
data being reported in the organization. These anomalies being solved would cover the
update anomaly, insert anomaly, and unintentional deletion of the supplier data. Therefore,
there is a degree of association of resulting tables being normalized.
  
7. Explain the purpose of an ER diagram in database design.

An entity-relationship (ER) diagram is a graphical representation technique used in

depicting or showing a data model. In the association of relations, each entity in a data model
is named under a singular noun for example are that Customer rather than being termed as
Customers. The labeled line that connects or links two entities entails the nature of the
association of both of them. Such association is represented with a verb such as those used in
transactions like shipped, requests, receives. The Entity Relation or ER Diagram also shows
the cardinality which is the degree of association between two entities. Moreover, the four
basic forms of cardinality are possible, zero or one, and one and only one, and zero or many
and one or many. These are combined to represent logical associations between entities from
the mentioned prior will result in the following 1:1, 1:0, M, and M: M.

8. Explain how linkages between relational tables are accomplished.

It is common sense that relational tables must be physically connected in order to achieve
the associations described in the data model. In order to achieve such linkages between
relational tables are through the use of foreign keys. For example in a Sales Invoice Table
(INVOICE NUM) there is an embedded foreign key there in the Line Item table- which
comprises the invoice number and the item number. With foreign keys in place, the
application design will be able to navigate among tables among databases and provide the
user with the data they need in their day-to-day tasks and decision-making. Moreover, there
must be a degree of association between the tables or the cardinality itself, which determines
the linking that occurs. The key assignment would be said to be true 1:1 association exists
when the primary of the 1 side is embedded as foreign keys in the related table. Another way
is where a 1:M or a 1:0, M association will exist when the primary of the 1 side is embedded
in the table of the M-side. Whereas, to represent the M: M association between tables, when
there is a combination of a composite key consisting of the primary keys of two related
tables. 

9. Discuss the potential aggravations you might face as a student as a result of your
university using a flat-file data management environment, that is, different files for the
registrar, library, parking, and so on.
The detriment that might possibly arise if the flat-file data management environment was
used different from the registrar, library, parking, and the like would be very difficult. The
tendency here is that the number of forms that must be filled out will be a handful since there
are different data at each department. For example, if you were to move during the semester
to a different apartment, the university should be notified. In this situation, a couple of things
 could happen. You could be required to go to each service individually and fill out an address
form or go to each location just to fill out the forms which are sent to the different areas in
the university to keep track of its update. In any case, the address can be keyed correctly by
the registrar. And thereupon will be the receiving of correspondence from the registrar
assuming that the address correction was already made. However, there is an instance that the
library had a keypunch error occurring where there might be a past due library book that
must be notified about. There can also be that at the end of a semester there won’t be may
final grade report received. And when the registrar was called, the library reported that5 an
overdue book that the grades are held until the book is returned and the fine is paid. 

10. Discuss why control procedures over access to the data resource become more crucial
under the database approach than in the flat-file environment. What role does the DBMS
play in helping to control the database environment?

Under the Database Management System, the data becomes centrally stored with many
different users accessing the database. However, each user should not be able to access the
whole database. Under the traditional data management approach, where the data are limited
to a single application, and the user's access problem is not that a threat at all. The DMBS is a
special software system that is programmed to know which data each user is authorized to
access. This controlled authorization is crucial in centrally stored DBMSs. This database
access, which is the most important feature of the DMBS is to permit authorized user access
to the database. The purpose of the DBMS is to provide controlled access to the database.
Therefore the DMBS validates and authorizes access to the database in accordance with the
user’s level of authority. The DMBS will deny requests for data that the user is unauthorized
to access.