UNIVERSITY OF MINDANAO

College of Accounting Education

Bachelor of Science in Accounting Information System

Physically Distanced but Academically

Engaged

Self-Instructional Manual (SIM) for Self-Directed Learning

(SDL)

Course/Subject: AIS422/L Management Information

System

Name of Teacher : Ryann F. Pilapil

THIS SIM/SDL MANUAL IS A DRAFT VERSION ONLY; NOT FOR

REPRODUCTION AND DISTRIBUTION OUTSIDE OF ITS
INTENDED USE.
THIS IS INTENDED ONLY FOR THE USE OF THE STUDENTS
WHO ARE OFFICIALLY ENROLLED IN THE COURSE/SUBJECT.
EXPECT REVISIONS OF THE MANUAL.
 College of Computing Education
3rd Floor, DPT Building
Matina Campus, Davao City
Telefax: (082)
Phone No.: (082)300-5456/305-0647 Local 116

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 College of Computing Education
3rd Floor, DPT Building
Matina Campus, Davao City
Telefax: (082)
Phone No.: (082)300-5456/305-0647 Local 116

Course Outline : AIS 422L / Management Information System

Course Coordinator: Ryann F. Pilapil

Email: ryann_pilapil@umindanao.edu.ph
Student Consultation: By appointment
Mobile:
Phone: 300-5456 loc 116
Effectivity Date: May 2020
Mode of Delivery: Blended (On-Line with face to face or virtual sessions)
Time Frame: 54 Hours
Student Workload: Expected Self-Directed Learning
Requisites: None
Credit: 3
Attendance Requirements: Attendance is required at all scheduled Virtual or
face to face sessions or chat sessions

Course Outline Policy

Areas of Concern Details

Contact and Non-contact Hours This 3-unit course self-instructional manual is
designed for blended learning mode of instructional
delivery with scheduled face to face or virtual
sessions. The expected number of hours will be 54
including the face to face or virtual sessions. The
face to face sessions shall include the summative
assessment tasks (exams).
Assessment Task Submission Submission of assessment tasks shall be on 3rd, 5th,
7th and 9th week of the term. The assessment paper
shall be attached with a cover page indicating the
title of the assessment task (if the task is
performance), the name of the course coordinator,
date of submission and name of the student. The
document should be submitted through the
Blackboard Learning Management System.

If the assessment task is done in real time through

the features in the Blackboard Learning
Management System, the schedule shall be
arranged ahead of time by the course coordinator.

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3rd Floor, DPT Building
Matina Campus, Davao City
Telefax: (082)
Phone No.: (082)300-5456/305-0647 Local 116

Penalties for Late The score for an assessment item submitted after
Assignments/Assessments the designated time on the due date, without an
approved extension of time, will be reduced by 5
points of the possible maximum score for that
assessment item for each day or part day that the
assessment item is late.

However, if the late submission of assessment paper

has a valid reason, a letter of explanation should be
submitted and approved by the course coordinator.
If necessary, you will also be required to
present/attach evidences.
Return of Assessment tasks will be returned to you up to two
Assignments/ (2) weeks after the submission. This will be
Assessments returned via Blackboard portal.

For group assessment tasks, the course

coordinator will require some or few of the students
for online or virtual sessions to ask clarificatory
questions to validate the originality of the
assessment task submitted and to ensure that all
the group members are involved.

Assignment Resubmission You should request in writing addressed to the

course coordinator your intention to resubmit an
assessment task. The resubmission is premised on
the student’s failure to comply with the similarity
index and other reasonable grounds such as
academic literacy standards or other reasonable
circumstances e.g. illness, accidents financial
constraints
Re-marking of Assessment You should request in writing addressed to the
Papers and Appeal program coordinator your intention to appeal or
contest the score given to an assessment task. The
letter should explicitly explain the reasons/points to
contest the grade. The program coordinator shall
communicate with the students on the approval and
disapproval of the request.

If disapproved by the course coordinator, you can

elevate your case to the program head or the dean
with the original letter of request. The final decision
will come from the dean of the college.

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3rd Floor, DPT Building
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Telefax: (082)
Phone No.: (082)300-5456/305-0647 Local 116

Grading System The grading system composed of Lecture and

Laboratory. Please refer to the assessment method
below:

LECTURE 40%
Examinations 60%
Exam 1 10%
Exam 2 10%
Exam 3 10%
Exam 4 30%
Class Participation 40%
Assignments 5%
Quizzes 10%
Oral Recitation10%
Research 15%
TOTAL 100%
LABORATORY 60%
Examinations 50%
Exam 1 15%
Exam 2 15%
Final Exam 20%
Lab Quizzes 10%
Lab Exer/Assign/Field Work 40%
TOTAL 100%

Preferred Referencing Style The use of APA 6th Edition is required to

assignments and hands-on activities with research
Student Communication components.
You are required to create a umindanao email
account which is a requirement to access the
Blackboard portal. Then, the course coordinator
shall enroll the students to have access to the
materials and resources of the course. All
communication formats: chat, submission of
assessment tasks, requests etc. shall be through
the portal and other university recognized platforms.

You can also meet the course coordinator in person

through the scheduled face to face sessions to raise
your issues and concerns.

For students who have not created their student

email, please contact the course coordinator or
program head.
Contact Details of the Dean Lord Eddie I. Aguilar
Email: aguilar_lordEddie@umindanao.edu.ph
Phone: (082) 3050645 local 137

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 College of Computing Education
3rd Floor, DPT Building
Matina Campus, Davao City
Telefax: (082)
Phone No.: (082)300-5456/305-0647 Local 116

Contact Details of the Program Devzon U. Porras

Head (BSIA, BSAIS)
Email: dporras@umindanao.edu.ph
Phone: (082) 3050645 local 137
Students with Special Needs Students with special needs shall communicate with
the course coordinator about the nature of his or her
special needs. Depending on the nature of the
need, the course coordinator with the approval of
the program coordinator may provide alternative
assessment tasks or extension of the deadline of
submission of assessment tasks. However, the
alternative assessment tasks should still
be in the service of achieving the desired
course learning outcomes.
Library Contact You can contact the Learning and Information
Center head to access the online databases for
reading materials, to wit:

Name: Brigida Bacani

Email: aydzbacani@gmail.com
Phone: 082-3050647 loc 140
Well-Being Welfare Support Ronadora E. Deala
Help Desk Email: Ronadora_deala@umindanao.edu.ph
09212122846
GSTC Facilitator
Zerdszen P. Rañises
Emai: gstcmain@umindanao.edu.ph
09058924090
GSTC Facebook Page:
https://facebook.com/UM-GSTC-Main-CAE-
111901303784349/?modal=admin_todo_tour

Course Information – see/download course syllabus in the Black Board LMS

CC’s Voice: Hello, future data analyst! Welcome to this course- AIS
422L: Management Information System. MIS will give ideas
to help you realize maximum benefit from investment in
personnel, equipment, and business processes. Learning
MIS will make you be a people-oriented field with an
emphasis on service through technology. So lets have fun
while learning.

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 College of Computing Education
3rd Floor, DPT Building
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Telefax: (082)
Phone No.: (082)300-5456/305-0647 Local 116
CO To become an excellent internal auditor and risk manager, you will
need to learn not only the fundamentals of accounting, but also its
allied area of disciplines. In this course you are expected to apply
key concepts in Enterprise Risk Management, its benefits and how
it should be applied to organizations. As being part of the program
you have chosen, you are expected to be honed with the necessary
knowledge, and apply the same on the next subjects you will have
as you progress.

Let us begin!

Big Picture

Week 4-5: Unit Learning Outcomes (ULO): At the end of the unit, you are
expected to

a. Assess quality of information for decision making through

data and information modelling.

Big Picture in Focus: ULO a. Assess quality of information for

decision making through data and information modelling.

Metalanguage
In this section, you will learn:
• Data modelling
• Information modelling
• Database management system

1. Data modeling - is the process of creating a visual representation of either a

whole information system or parts of it to communicate connections between
data points and structures.
2. Database management system (DBMS) - is a software package designed to
define, manipulate, retrieve and manage data in a database. A DBMS
generally manipulates the data itself, the data format, field names, record
structure and file structure. It also defines rules to validate and manipulate this
data.
3. Information - is organized or classified data, which has some meaningful
values for the receiver. Information is the processed data on which decisions
and actions are based.
4. Entity-Relationship (ER) Model - is based on the notion of real-world entities
and relationships among them.

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Essential Knowledge

Quality of Information for Decision Making

Quality of information is the quality of the content of information systems. It is often

pragmatically defined as: "The fitness for use of the information provided".
Information Quality frameworks also provides a tangible approach to assess and
measure DQ/IQ in a robust and rigorous manner.

Information plays a vital role in decision-making. Even to take very simple decisions,
we need information. To understand the role played by information in decision-
making, we have to understand how decisions are taken.

Traditionally, information has been viewed as a by-product of a computer system or

an event. From this viewpoint, the focus is on designing and delivering computer
systems, rather than designing and delivering information. To increase the quality of
information available to information consumers, organizations need to carefully and
seriously treat information as a vital product being intentionally produced for those
who will use that information. This means actively managing information and its
quality. Such an information product approach focuses attention on information
quality, like delivering high-quality information that is fit for use by information
consumers, rather than solely on data quality, i.e., maintaining the quality of the data
stored in databases or data warehouses. While the terms “data” and “information”
are often used interchangeably in the information and data quality literature, the term
information quality is more often used in studies that take an IP approach and
explicitly.

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Presentation of Information for Decision-Making

MIS provides regular information to managers to allow them to make decisions

based on data rather than guesses. Certain data and analysis can play a very useful
role in making good decisions about where and when to use human and other
resources to achieve the mission of an organization.

Management information systems help decision-makers understand the implications

of their decisions. The systems collate raw data into reports in a format that enables
decision-makers to quickly identify patterns and trends that would not have been
obvious in the raw data.

To run a business you need data, records, reports, analysis, accurate information
about assets, debts, liabilities, profits; and that is why Accounting is Importance for
any business activities.

The accounting information professionals is very important for the management or

the decision making the body of an organization. Management cannot decide without
reasonable information for backing it up. To make a decision, it has to be based on
genuine facts and figures. For deciding every level of management, information is
crucial.

Sample MIS reports used for top managers decision-making

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The information developed by the accountant’s information system can be useful to:

• Managers in planning, controlling, and evaluating their organization’s

activities.
• Owners, directors, and others in evaluating the performance of the
organization and determining operating, compensation, and other policies.
• Union, governmental, regulatory, taxing, environmental, and other entities in
evaluating whether the organization. is conforming with applicable contracts,
rules, laws, and public policies and/or whether changes are needed.
• Existing and potential owners, lenders, employees, customers, and suppliers
in evaluating their current and future commitments to the organization.
• Accounting researchers, security analysts, security brokers and dealers,
mutual-fund managers, and others in their analyses and evaluations of
enterprises, capital markets, and/or investors.

Data Modelling

What is data modelling?

Data modeling is the process of creating a visual representation of either a whole
information system or parts of it to communicate connections between data points
and structures. The goal is to illustrate the types of data used and stored within the
system, the relationships among these data types, the ways the data can be grouped
and organized and its formats and attributes.

Data models are built around business needs. Rules and requirements are defined
upfront through feedback from business stakeholders so they can be incorporated
into the design of a new system or adapted in the iteration of an existing one.

Data can be modeled at various levels of abstraction. The process begins by

collecting information about business requirements from stakeholders and end
users. These business rules are then translated into data structures to formulate a
concrete database design. A data model can be compared to a roadmap, an
architect’s blueprint or any formal diagram that facilitates a deeper understanding of

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what is being designed.

Data modeling employs standardized schemas and formal techniques. This provides
a common, consistent, and predictable way of defining and managing data resources
across an organization, or even beyond.

Ideally, data models are living documents that evolve along with changing business
needs. They play an important role in supporting business processes and planning
IT architecture and strategy. Data models can be shared with vendors, partners,
and/or industry peers.

Types of data models

Like any design process, database and information system design begins at a high
level of abstraction and becomes increasingly more concrete and specific. Data
models can generally be divided into three categories, which vary according to their
degree of abstraction. The process will start with a conceptual model, progress to a
logical model and conclude with a physical model. Each type of data model is
discussed in more detail below:

- Conceptual data models. They are also referred to as domain models and
offer a big-picture view of what the system will contain, how it will be
organized, and which business rules are involved. Conceptual models are
usually created as part of the process of gathering initial project requirements.
Typically, they include entity classes (defining the types of things that are
important for the business to represent in the data model), their characteristics
and constraints, the relationships between them and relevant security and
data integrity requirements. Any notation is typically simple.

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- Logical data models. They are less abstract and provide greater detail about
the concepts and relationships in the domain under consideration. One of
several formal data modeling notation systems is followed. These indicate
data attributes, such as data types and their corresponding lengths, and show
the relationships among entities. Logical data models don’t specify any
technical system requirements. This stage is frequently omitted in agile or
DevOps practices. Logical data models can be useful in highly procedural
implementation environments, or for projects that are data-oriented by nature,
such as data warehouse design or reporting system development.

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- Physical data models. They provide a schema for how the data will be
physically stored within a database. As such, they’re the least abstract of all.
They offer a finalized design that can be implemented as a relational
database, including associative tables that illustrate the relationships among
entities as well as the primary keys and foreign keys that will be used to
maintain those relationships. Physical data models can include database
management system (DBMS)-specific properties, including performance
tuning.

Data modeling process

As a discipline, data modeling invites stakeholders to evaluate data processing and

storage in painstaking detail. Data modeling techniques have different conventions
that dictate which symbols are used to represent the data, how models are laid out,
and how business requirements are conveyed. All approaches provide formalized
workflows that include a sequence of tasks to be performed in an iterative manner.
Those workflows generally look like this:
1. Identify the entities. The process of data modeling begins with the
identification of the things, events or concepts that are represented in the
data set that is to be modeled. Each entity should be cohesive and logically
discrete from all others.

2. Identify key properties of each entity. Each entity type can be

differentiated from all others because it has one or more unique properties,
called attributes. For instance, an entity called “customer” might possess
such attributes as a first name, last name, telephone number and salutation,
while an entity called “address” might include a street name and number, a
city, state, country and zip code.

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3. Identify relationships among entities. The earliest draft of a data model
will specify the nature of the relationships each entity has with the others. In
the above example, each customer “lives at” an address. If that model were
expanded to include an entity called “orders,” each order would be shipped
to and billed to an address as well. These relationships are usually
documented via unified modeling language (UML).

4. Map attributes to entities completely. This will ensure the model reflects
how the business will use the data. Several formal data modeling patterns
are in widespread use. Object-oriented developers often apply analysis
patterns or design patterns, while stakeholders from other business domains
may turn to other patterns.

5. Assign keys as needed, and decide on a degree of normalization that

balances the need to reduce redundancy with performance
requirements. Normalization is a technique for organizing data models (and
the databases they represent) in which numerical identifiers, called keys, are
assigned to groups of data to represent relationships between them without
repeating the data. For instance, if customers are each assigned a key, that
key can be linked to both their address and their order history without having
to repeat this information in the table of customer names. Normalization
tends to reduce the amount of storage space a database will require, but it
can at cost to query performance.

6. Finalize and validate the data model. Data modeling is an iterative

process that should be repeated and refined as business needs change.

Types of data modeling

Data modeling has evolved alongside database management systems, with model
types increasing in complexity as businesses' data storage needs have grown. Here
are several model types:
• Hierarchical data models represent one-to-many relationships in a treelike
format. In this type of model, each record has a single root or parent which
maps to one or more child tables. This model was implemented in the IBM
Information Management System (IMS), which was introduced in 1966 and
rapidly found widespread use, especially in banking. Though this approach
is less efficient than more recently developed database models, it’s still used
in Extensible Markup Language (XML) systems and geographic information
systems (GISs).
• Relational data models were initially proposed by IBM researcher E.F.
Codd in 1970. They are still implemented today in the many different
relational databases commonly used in enterprise computing. Relational
data modeling doesn’t require a detailed understanding of the physical
properties of the data storage being used. In it, data segments are explicitly
joined through the use of tables, reducing database complexity.
Relational databases frequently employ structured query language (SQL) for data
management. These databases work well for maintaining data integrity and

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minimizing redundancy. They’re often used in point-of-sale systems, as well as for
other types of transaction processing.
• Entity-relationship (ER) data models use formal diagrams to represent the
relationships between entities in a database. Several ER modeling tools are
used by data architects to create visual maps that convey database design
objectives.
• Object-oriented data models gained traction as object-oriented
programming and it became popular in the mid-1990s. The “objects”
involved are abstractions of real-world entities. Objects are grouped in class
hierarchies, and have associated features. Object-oriented databases can
incorporate tables, but can also support more complex data relationships.
This approach is employed in multimedia and hypertext databases as well
as other use cases.
• Dimensional data models were developed by Ralph Kimball, and they were
designed to optimize data retrieval speeds for analytic purposes in a data
warehouse. While relational and ER models emphasize efficient storage,
dimensional models increase redundancy in order to make it easier to locate
information for reporting and retrieval. This modeling is typically used
across OLAP systems.
Two popular dimensional data models are the star schema, in which data is
organized into facts (measurable items) and dimensions (reference information),
where each fact is surrounded by its associated dimensions in a star-like pattern.
The other is the snowflake schema, which resembles the star schema but includes
additional layers of associated dimensions, making the branching pattern more
complex.

Benefits of data modeling

Data modeling makes it easier for developers, data architects, business analysts,
and other stakeholders to view and understand relationships among the data in a
database or data warehouse. In addition, it can:
• Reduce errors in software and database development.
• Increase consistency in documentation and system design across the
enterprise.
• Improve application and database performance.
• Ease data mapping throughout the organization.
• Improve communication between developers and business intelligence
teams.
• Ease and speed the process of database design at the conceptual, logical
and physical levels.

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Data modeling tools

Numerous commercial and open-source computer-aided software engineering

(CASE) solutions are widely used today, including multiple data modeling,
diagramming and visualization tools. Here are several examples:
• erwin Data Modeler is a data modeling tool based on the Integration
DEFinition for information modeling (IDEF1X) data modeling language that
now supports other notation methodologies, including a dimensional
approach.
• Enterprise Architect is a visual modeling and design tool that supports the
modeling of enterprise information systems and architectures as well as
software applications and databases. It’s based on object-oriented
languages and standards.
• ER/Studio is database design software that’s compatible with several of
today’s most popular database management systems. It supports both
relational and dimensional data modeling.
• Free data modeling tools include open-source solutions such as Open
ModelSphere.

Data Management System

Database Management System or DBMS in short refers to the technology of storing
and retrieving usersí data with utmost efficiency along with appropriate security
measures. This tutorial explains the basics of DBMS such as its architecture, data
models, data schemas, data independence, E-R model, relation model, relational
database design, and storage and file structure and much more.

Why to Learn DBMS?

Traditionally, data was organized in file formats. DBMS was a new concept then,
and all the research was done to make it overcome the deficiencies in traditional
style of data management. A modern DBMS has the following characteristics −

• Real-world entity − A modern DBMS is more realistic and uses real-world

entities to design its architecture. It uses the behavior and attributes too. For
example, a school database may use students as an entity and their age as
an attribute.

• Relation-based tables − DBMS allows entities and relations among them to

form tables. A user can understand the architecture of a database just by
looking at the table names.

• Isolation of data and application − A database system is entirely different

than its data. A database is an active entity, whereas data is said to be
passive, on which the database works and organizes. DBMS also stores
metadata, which is data about data, to ease its own process.

• Less redundancy − DBMS follows the rules of normalization, which splits a

relation when any of its attributes is having redundancy in values.

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Normalization is a mathematically rich and scientific process that reduces
data redundancy.

• Consistency − Consistency is a state where every relation in a database

remains consistent. There exist methods and techniques, which can detect
attempt of leaving database in inconsistent state. A DBMS can provide
greater consistency as compared to earlier forms of data storing applications
like file-processing systems.

• Query Language − DBMS is equipped with query language, which makes it

more efficient to retrieve and manipulate data. A user can apply as many and
as different filtering options as required to retrieve a set of data. Traditionally
it was not possible where file-processing system was used.

Applications of DBMS

Database is a collection of related data and data is a collection of facts and figures
that can be processed to produce information.

Mostly data represents recordable facts. Data aids in producing information, which
is based on facts. For example, if we have data about marks obtained by all
students, we can then conclude about toppers and average marks.

A database management system stores data in such a way that it becomes easier
to retrieve, manipulate, and produce information. Following are the important
characteristics and applications of DBMS.

• ACID Properties − DBMS follows the concepts of Atomicity, Consistency,

Isolation, and Durability (normally shortened as ACID). These concepts are
applied on transactions, which manipulate data in a database. ACID
properties help the database stay healthy in multi-transactional environments
and in case of failure.

• Multiuser and Concurrent Access − DBMS supports multi-user

environment and allows them to access and manipulate data in parallel.
Though there are restrictions on transactions when users attempt to handle
the same data item, but users are always unaware of them.

• Multiple views − DBMS offers multiple views for different users. A user who
is in the Sales department will have a different view of database than a
person working in the Production department. This feature enables the users
to have a concentrate view of the database according to their requirements.

• Security − Features like multiple views offer security to some extent where
users are unable to access data of other users and departments. DBMS
offers methods to impose constraints while entering data into the database
and retrieving the same at a later stage. DBMS offers many different levels of
security features, which enables multiple users to have different views with
different features. For example, a user in the Sales department cannot see

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the data that belongs to the Purchase department. Additionally, it can also be
managed how much data of the Sales department should be displayed to the
user. Since a DBMS is not saved on the disk as traditional file systems, it is
very hard for miscreants to break the code.

Users

A typical DBMS has users with different rights and permissions who use it for
different purposes. Some users retrieve data and some back it up. The users of a
DBMS can be broadly categorized as follows −

• Administrators − Administrators maintain the DBMS and are responsible for

administrating the database. They are responsible to look after its usage and
by whom it should be used. They create access profiles for users and apply
limitations to maintain isolation and force security. Administrators also look
after DBMS resources like system license, required tools, and other software
and hardware related maintenance.

• Designers − Designers are the group of people who actually work on the
designing part of the database. They keep a close watch on what data
should be kept and in what format. They identify and design the whole set of
entities, relations, constraints, and views.

• End Users − End users are those who actually reap the benefits of having a
DBMS. End users can range from simple viewers who pay attention to the
logs or market rates to sophisticated users such as business analysts.

DBMS - Data Models

As discussed, data models define how the logical structure of a database is

modeled. Data Models are fundamental entities to introduce abstraction in a DBMS.
Data models define how data is connected to each other and how they are
processed and stored inside the system.

The very first data model could be flat data-models, where all the data used are to be
kept in the same plane. Earlier data models were not so scientific; hence they were
prone to introduce lots of duplication and update anomalies.

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Entity-Relationship Model

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.

ER Model is best used for the conceptual design of a database.

ER Model is based on −

• Entities and their attributes.

• Relationships among entities.

These concepts are explained below.

• Entity − An entity in an ER Model is a real-world entity having properties

called attributes. Every attribute is defined by its set of values
called domain. For example, in a school database, a student is considered
as an entity. Student has various attributes like name, age, class, etc.

• Relationship − The logical association among entities is called relationship.

Relationships are mapped with entities in various ways. Mapping cardinalities
define the number of associations between two entities.

Mapping cardinalities −

o one to one
o one to many
o many to one
o many to many

Relational Model

The most popular data model in DBMS is the Relational Model. It is more scientific
a model than others. This model is based on first-order predicate logic and defines
a table as an n-ary relation.

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The main highlights of this model are −

• Data is stored in tables called relations.

• Relations can be normalized.
• In normalized relations, values saved are atomic values.
• Each row in a relation contains a unique value.
• Each column in a relation contains values from a same domain.

Database Schema

A database schema is the skeleton structure that represents the logical view of the
entire database. It defines how the data is organized and how the relations among
them are associated. It formulates all the constraints that are to be applied on the
data.

A database schema defines its entities and the relationship among them. It contains
a descriptive detail of the database, which can be depicted by means of schema
diagrams. It’s the database designers who design the schema to help programmers
understand the database and make it useful.

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A database schema can be divided broadly into two categories −

• Physical Database Schema − This schema pertains to the actual storage of

data and its form of storage like files, indices, etc. It defines how the data will
be stored in a secondary storage.

• Logical Database Schema − This schema defines all the logical constraints
that need to be applied on the data stored. It defines tables, views, and
integrity constraints.
Database Instance

It is important that we distinguish these two terms individually. Database schema is

the skeleton of database. It is designed when the database doesn't exist at all.
Once the database is operational, it is very difficult to make any changes to it. A
database schema does not contain any data or information.

A database instance is a state of operational database with data at any given time.
It contains a snapshot of the database. Database instances tend to change with
time. A DBMS ensures that its every instance (state) is in a valid state, by diligently
following all the validations, constraints, and conditions that the database designers
have imposed.

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ER Model - Basic Concepts

The ER model defines the conceptual view of a database. It works around real-
world entities and the associations among them. At view level, the ER model is
considered a good option for designing databases.
Entity

An entity can be a real-world object, either animate or inanimate, that can be easily
identifiable. For example, in a school database, students, teachers, classes, and
courses offered can be considered as entities. All these entities have some
attributes or properties that give them their identity.

An entity set is a collection of similar types of entities. An entity set may contain
entities with attribute sharing similar values. For example, a Students set may
contain all the students of a school; likewise a Teachers set may contain all the
teachers of a school from all faculties. Entity sets need not be disjoint.
Attributes

Entities are represented by means of their properties, called attributes. All

attributes have values. For example, a student entity may have name, class, and
age as attributes.

There exists a domain or range of values that can be assigned to attributes. For
example, a student's name cannot be a numeric value. It has to be alphabetic. A
student's age cannot be negative, etc.
Types of Attributes

• Simple attribute − Simple attributes are atomic values, which cannot be

divided further. For example, a student's phone number is an atomic value of
10 digits.

• Composite attribute − Composite attributes are made of more than one

simple attribute. For example, a student's complete name may have
first_name and last_name.

• Derived attribute − Derived attributes are the attributes that do not exist in
the physical database, but their values are derived from other attributes
present in the database. For example, average_salary in a department
should not be saved directly in the database, instead it can be derived. For
another example, age can be derived from data_of_birth.

• Single-value attribute − Single-value attributes contain single value. For

example − Social_Security_Number.

• Multi-value attribute − Multi-value attributes may contain more than one

values. For example, a person can have more than one phone number,
email_address, etc.

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These attribute types can come together in a way like −

• simple single-valued attributes

• simple multi-valued attributes
• composite single-valued attributes
• composite multi-valued attributes

Entity-Set and Keys

Key is an attribute or collection of attributes that uniquely identifies an entity among

entity set.

For example, the roll number of a student makes him/her identifiable among
students.

• Super Key − A set of attributes (one or more) that collectively identifies an

entity in an entity set.

• Candidate Key − A minimal super key is called a candidate key. An entity set
may have more than one candidate key.

• Primary Key − A primary key is one of the candidate keys chosen by the
database designer to uniquely identify the entity set.
Relationship

The association among entities is called a relationship. For example, an

employee works_at a department, a student enrolls in a course. Here, Works_at
and Enrolls are called relationships.
Relationship Set

A set of relationships of similar type is called a relationship set. Like entities, a

relationship too can have attributes. These attributes are called descriptive
attributes.
Degree of Relationship

The number of participating entities in a relationship defines the degree of the

relationship.

• Binary = degree 2
• Ternary = degree 3
• n-ary = degree

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Mapping Cardinalities

Cardinality defines the number of entities in one entity set, which can be
associated with the number of entities of other set via relationship set.

• One-to-one − One entity from entity set A can be associated with at most
one entity of entity set B and vice versa.

• One-to-many − One entity from entity set A can be associated with more
than one entities of entity set B however an entity from entity set B, can be
associated with at most one entity.

• Many-to-one − More than one entities from entity set A can be associated
with at most one entity of entity set B, however an entity from entity set B can
be associated with more than one entity from entity set A.

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• Many-to-many − One entity from A can be associated with more than one
entity from B and vice versa.

ER Diagram Representation

Entity

Entities are represented by means of rectangles. Rectangles are named with the
entity set they represent.

Attributes

Attributes are the properties of entities. Attributes are represented by means of

ellipses. Every ellipse represents one attribute and is directly connected to its entity
(rectangle).

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If the attributes are composite, they are further divided in a tree like structure.
Every node is then connected to its attribute. That is, composite attributes are
represented by ellipses that are connected with an ellipse.

Multivalued attributes are depicted by double ellipse.

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Derived attributes are depicted by dashed ellipse.

Relationship

Relationships are represented by diamond-shaped box. Name of the relationship is

written inside the diamond-box. All the entities (rectangles) participating in a
relationship, are connected to it by a line.
Binary Relationship and Cardinality

A relationship where two entities are participating is called a binary relationship.

Cardinality is the number of instances of an entity from a relation that can be
associated with the relation.

• One-to-one − When only one instance of an entity is associated with the

relationship, it is marked as '1:1'. The following image reflects that only one
instance of each entity should be associated with the relationship. It depicts
one-to-one relationship.

• One-to-many − When more than one instance of an entity is associated with

a relationship, it is marked as '1:N'. The following image reflects that only one
instance of entity on the left and more than one instance of an entity on the

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right can be associated with the relationship. It depicts one-to-many
relationship.

• 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.

• 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.

Participation Constraints

• Total Participation − Each entity is involved in the relationship. Total

participation is represented by double lines.

• Partial participation − Not all entities are involved in the relationship. Partial
participation is represented by single lines.

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Data Modelling using ERD with Crow Foot Notation

Crow's foot diagrams represent entities as boxes, and relationships as lines between
the boxes. Different shapes at the ends of these lines represent the relative
cardinality of the relationship.

Crow’s Foot Notation is useful for illustrating the relationships and cardinality of the
entities, but it’s also difficult to remember which symbols and notations are
appropriate. Consider the following scenarios:

A gym member belongs to a gym.

A gym member has one gym pass and a gym pass has one member.

A gym member attends many yoga classes and a yoga class has many members.

A gym member has one and only one locker.

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A gym member can have one or many towels.

A gym member can have zero or one pool pass.

A gym member can have zero or many gym visits. Don’t judge…

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What is the difference between Chen and Crow’s Foot notation?

Chen and Crow’s Foot notation use different approaches to represent relationships.
Some people prefer one over the other, but they ultimately show the same
information.

Chen notation uses a diamond and connecting lines with symbols to describe
relationship and cardinality, while Crow’s Foot just uses lines with symbols on the
end. Cardinality is essential for showing the numerical relationship between entities.

Self-Help: You can also refer to the sources below to help you further
understand the lesson:
Suggested Reference:
• Sousa, K. and Oz, E. (2015) Management Information Systems 7th Edition.
Cengage Learning.

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Let’s Check
Answer the following questions.
1. Are the properties of entities and represented by means of ellipses in Chen
Model. Attributes
2. A cardinality on which one entity from entity set A can be associated with at
most one entity of entity set B and vice versa. One to one
3. This schema pertains to the actual storage of data and its form of storage like
files and indices. It defines how the data will be stored in a secondary storage.
Physical Database Schema
4. In DBMS, a collection of records or documents dealing with one organization,
person, area or subject is known as:
a. File
b. Table
c. Database
d. Data
5. It is an organized collection of logically related data.
a. Information
b. File
c. Database
d. Table
6. A Stored representation of objects and events that have meaning and importance
in the user’s environment.
a. Table
b. Data
c. Information
d. Data Dictionary
7. These are data that describe the properties or characteristics of end-user data
and the context of those data.
a. Data Dictionary
b. Database Management System
c. Information
d. Metadata
8. Software system used to define, create, maintain and provide controlled access
to the database and its metadata.
a. Data Dictionary
b. Database Management System
c. Metadata
d. File
9. It is a set of values for all attributes of a particular entity, also known as tuples or
rows.
a. File
b. Records
c. Enterprise

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d. Primary Key

10. In DBMS, this term refers to a person, place thing or concept.

a. Enterprise
b. Entity
c. Key
d. Data Values

11-20 Determine the type of attribute for the following entities:

a. Simple single-valued attribute
b. Simple multi-valued attribute
c. Composite single valued attribute
d. Composite multi-valued attribute
e. Derived attribute

11. Customer Name a b c d e

12. Age a b c d e

13. Birth Date a b c d e

14. Address a b c d e

15. Mobile Number a b c d e

16 Email a b c d e

17. Gender a b c d e

18. BIR T.I.N. a b c d e

19. Price a b c d e

20. Type of Payment a b c d e

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Let’s Analyze
Research and answer the following questions. Justify your answers by giving an
actual/real example for each of your answers.

Questions
1. What is a primary key? Do you think PK is very important?
2. How important quality of information for decision-making? Top Management
does not care about the data that comes-in and comes-out to the
organization. Agree or disagree?
3. Where do you think quality of information starts?
4. You as an Accounting information professional how vital is your work in the
decision making of the management/organization?

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In a Nutshell In a Nutshell
Activity. On this part of the SIM, I am pretty much sure that you have now the
understanding of how to have a good data modelling for quality if information. Also,
the importance of identifying the correct attributes for each of the entity and their
relationships because it will literally affect how are data to be processed to become
a more useful and credible information that are used for the knowledge of the
management/organization. But before we get deeper on to these things on a
different section of this module, I want you to write anything about the topics that
has been laid down on this ULO.

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QUESTION AND ANSWER LIST

Do you have any questions for clarification?

Questions/ Issues Answers

1.

2.

3.

KEYWORDS INDEX

Primary key DBMS ERD

Attribute Chen Notation Cardinality

Entity Crow’s Foot Entity Sets and Keys

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Course Schedule

Our online class scheduled is every Wednesday at 5:30PM – 7:30PM, unless otherwise postponed
due to some situations. You will be notified in advance if there are changes. You are encouraged to
read the SIM first and participate actively during these meetings. Please see schedule below for your
guidance

Date
Regular Class Session 1 August 11, 2021
Regular Class Session 2 August 16, 2021
Regular Class Session 3 August 17, 2021
First Examination
Regular Class Session 4
Regular Class Session 5
Second Examination
Regular Class Session 6
Special Class Session 7

Third Examination
Regular Class Session 8
Project Presentation
Final Examination

Course prepared by:

RYANN F. PILAPIL
AIS422L Facilitator/Faculty

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