INSTITUTE OF ACCOUNTANCY ARUSHA

(IAA)

RESEARCH PROPOSAL ON

THE ROLE OF COMPUTERISED DATABASE MANAGEMENT SYSTEM

WITHIN AN ORGANIZATION
CASE STUDY OF NATIONAL BUREAU OF STATISTICS (NBS) HEAD
OFFICE- DAR-ES-SALAAM

PREPARED BY:

MABOTE, Asha .H.

ADVANCED DIPLOMA IN COMPUTER SCIENCE 2007/2008

SUPERVISED BY:

LIECHUKA J. YUSUPH
 A RESEARCH PROPOSAL SUBMITTED TO THE INSTITUTE OF
ACCOUNTANCY ARUSHA AS PARTIAL FULFULMENT OF AN AWARD OF
ADVANCED DIPLOMA IN COMPUTER SCIENCE

TABLE OF CONTENTS

EXECUTIVE SUMMARY iv

CHAPTER ONE 1
1.0 INTRODUCTION.....................................................................1
1.1 Background of the problem 1
1.2 Statement of the problem 2
1.3 Research questions 3
1.4 Objective of the study 3
1.5 Significance of the study 3
1.6 Scope of the study 4
1.7 Limitations of the study 4

CHAPTER TWO 6
2.0 LITERATURE REVIEW...........................................................6

CHAPTER THREE 10
3.1 Research design 10
3.2 Research techniques 10
3.3 Population (units of experiment) inquiring 11
The research will be conducted at National Bureau of Statistics NBS Headquarters
in Dar es Salaam. The researcher will select a sample that is believed to represent a
general view of Organization; however the area of concentration will be the
Management Information technology department as well as sales and marketing
department. 11
3.4 Sampling techniques 11

ii
 3.5 Sample size 11
3.6 Data collection methods 12
3.7 Types of data to be collected 13

CHAPTER FOUR. 13
4.0 ANNEXES............................................................................13
4.1 Budget breakdown 13
4.2 Schedule of activities 14
4.3 References 15

iii
 EXECUTIVE SUMMARY

The study is meant to examine the roles of database management systems within an
organization. As most of the organization use computer instead of files to processes their
data, they need database for controlling the data as well as the Data Based Management
System which manages the data files in the database and may provide independence of
programs and data.

The researcher by introduction includes background to the problem, Statement of the

problem, Research questions, Objective of the study, Significance of the study, and the
scope and limitation of the study.

The second chapter there is literature review, both theoretical and empirical literature
review in which there are some terms defined with relevant theories.

The third chapter explains about how the study will be conducted and techniques that will
be used in conducting the research study

The third chapter shows the schedule of activities and references.

iv
 CHAPTER ONE

1.0 INTRODUCTION

1.1 Background of the problem

Databases have been in use since the earliest days of electronic computing, but the vast
majority of these were custom programs written to access custom databases. Unlike
modern systems which can be applied to widely different databases and needs, these
systems were tightly linked to the database in order to gain speed at the expense of
flexibility.
Computerized database – Implies the use of Computers, Telecommunications and office
systems technologies for the collection, processing, storing, wrapping and broadcasting
of information (Haag, 2002)

According to Haag (2002) The Data Based Management System manages the data files
in the database and may provide independence of programs and data. Some applications
software products are designed to run on a number of different DBMS. The DBMS used
will have an impact on the flexibility and efficiency of processing and the overall price of
the software solution.

There is a major mobilization of using computerization database management system in

many institutional sectors in the world. DBMS is a program that allows users to define,
create, manipulate, store, maintain, retrieve and process the data in database in order to
produce meaningful information. It provides easy access to and support for computer
equipment to be used in activities such as capturing, processing, storing, retrieving data
and generates various forms of data output of data. DBMS help organization to put
together data, and problem-solving methods in planning and controlling organization
activities. DBMS provides the means for collecting, storing, encoding, processing,
analyzing, transmitting, receiving, and printing text, audio, or video information.

Many professionals and managers are adopting database management systems relatively
rapidly, though they often ask themselves about ways to organize positive forms of social
life around them

1
1.2 Statement of the problem

Before the advent of the ideas behind the modern database management systems, it was
common for different firm to store information using manual system. In manual systems
information concern all division in the firm were stored in dedicated room or each
division such as sales, account, production can store their own information in separate
offices. Room or office was furnished with shelves; different shelves hold records for
different subjects. A person use file number to retrieve the specific file.

This process was too intricate to be considered and thus vital information in the decision
making could be lost. It is against this sort of unsatisfactory background that the modern
database ideas were born and that is File Processing System (FPS). Information was
stored in groups of records in separate files. In the FPS there are limitations such as
Difficulty in representing data from the user's view, Data inflexibility; data
interdependency and data isolation limited the flexibility of file processing systems
in providing users with ad hoc Information request.

Due to this limitation, file processing systems were difficult to maintain as systems
become more complex. Modern Organizations today are widely dispersed, with offices
having large amount of data, Most of the organizations they need to process and store
their data often daily with the use of simple program. It is against these drawbacks of the
FPS that the concept of DBMS arises

Despite of the importance of using database management systems in Organization most

of the organizations in Tanzania do not apply this technology effectively and efficiently.
However it should be noted that database management system is associated with many
problems ranging from lack of knowledge about how to apply database system, network
failures and luck of resources.

2
1.3 Research questions

The following are the proposed questions will help the researcher to come up with
critical data from the research:

• What are the positive impacts of using computerized database management

systems in organization?

• What are the problems that face organization from using computerized database
management systems?

• What techniques the organizations use to increase efficiency and effectiveness of

computerized database systems?

• What are the benefits of using Database Management System (DBMS) over the
file management system?

1.4 Objective of the study

• To find out the benefits associated with the use of computerized database
management systems in organizations.

• To investigate out how data are secured with Database Management System
(DBMS)

• To examine the techniques those are used by the organizations so as to increase

the efficiency and effectiveness of computerized database management systems.

• To find out the problems brought by computerized database systems in

organizations.

1.5 Significance of the study

• The findings shall give out the knowledge and understanding of the importance of
using computerized database management systems in the organizations especially
for growing organizations in Tanzania and other areas around the word.

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 • Practically, it will encourage other researchers to take on the study of finding the
impacts of computerized database management systems in the Organizations.

• It shall serve as a starting point for other researchers who will be interested in
conducting further studies on this topic.

• For partial fulfillment of the requirements for the award of an Advanced Diploma
in Computer Science offered by the institute of Accountancy Arusha (IAA)

• The evaluations and recommendations from the study will be useful to the
management of the organization, especially as it will provide a clear picture on
how it can improve its computerized database system for the good of the
organization. It will generate new knowledge as far as the database management
system is concerned.

1.6 Scope of the study

The study is on the roles of computerized database management systems in the

organization. The study will be carried out in National Bureau of Statistics one of the
organization using database management systems in Tanzania. Thus the study will focus
on answering research objectives in the organization which is used as a case study.

1.7 Limitations of the study

In conducting out the research, several problems may be hindering the well successfully
of the study. These problems are;

i. Time factor

The time provided for the study may not be enough to carry out intensive and extensive
study since some of information is not easily and quickly available. Therefore the
researcher use extra time, weekends so as to able to collect, analyze and interpret the
collected data

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ii. Data Confidentiality

Most of organizations are not confidently on the provision of their data, so they may not
provide adequate and sufficient data. The researcher work honestly with management and
make them to trust the researcher that the data provided will be used for the research
purpose only, and not be disclosed to anyone who is not concern.

iii. Lack of enough funds

The fixed budgeted allocate for the study may not reflect the actual amount the researcher
need to effectively and efficiently run the project. The budget is a mere approximation.

Hence the researcher may narrow down the study so as to comply with the above stated
constraints when necessary.

5
 CHAPTER TWO

2.0 LITERATURE REVIEW

2.1 Relevance of theories and principles to the proposed study

According to Codd, E.F. (1970) a database management system (DBMS) is computer

software designed for the purpose of managing databases. Typical examples of DBMSs
include Oracle , Microsoft Access, Microsoft SQL Server, PostgreSQL, MySQL and
FileMaker. DBMS’s are typically used by Database administrators in the creation of
Database. A DBMS includes:

• A modeling language to define the schema of each database hosted in the DBMS,
according to the DBMS data model.

• The four most common types of organizations are the hierarchical, network,
relational and object models. Inverted lists and other methods are also used. A
given database management system may provide one or more of the four models.
The optimal structure depends on the natural organization of the application's
data, and on the application's requirements (which include transaction rate
(speed), reliability, maintainability, scalability, and cost).

• Data structures (fields, records, files and objects) optimized to deal with very
large amounts of data stored on a permanent data storage device (which implies
relatively slow access compared to volatile main memory).

• A database query language and report writer to allow users to interactively

interrogate the database, analyze its data and update it according to the users
privileges on data.

• It also controls the security of the database.

• Data security prevents unauthorized users from viewing or updating the database

According to Gordon C. Everest define DBMS as “a computer-based system to manage a

database, or a collection of databases or files.” But other scholars like James A. Senn

6
said,” A DBMS can be an extremely complex set of software programs that controls the
organization, storage and retrieval of data(fields, records and files) in a database. It also
controls the security and integrity of the database.” The DBMS accepts request for data
from the application program and instructs the operating system to transfer the
appropriate data. The three main features of a DBMS that make it attractive to use a
DBMS in preference to more conventional software are;

• Centralized data management

• Data independence

• System integration

2.1.1 Centralized database management

This feature enables the DBMS to control the organization storage and retrieval of data
(fields, records and files) in a database. It also deals with the security and the integrity of
the database.
2.1.2 Data independence

This means that, when the logical structure of a database changes, application programs
are only minimally affected and require very little, if any, modification. Data independent
programs need not be repeatedly revised, redesigned or rewritten as the database evolves
to accommodate new requirements.

2.1.3 System intergration

The progressive linking and testing of system components to merge their functional and
technical characteristics into a comprehensive interoperable system. The integration of
data systems allow data existing on disparate systems to be shared or accessed across
functional or system boundaries.

According to Free Online Dictionary of Computing the importance of DBMS is;

• It controls the security and integrity of data

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 • Enable information systems to be changed much more easily as the organization’s
information requirements change.

• The DBMS can maintain the integrity of the database by not only allowing more
than one user to update the same record at the same time

The database can keep duplicate of records out of the database; foe example, no two
customers with the same customer numbers (key fields) can be entered into the same
database.

2.2. Survey of previous similar studies (Empirical Literature Review)

Craig S. Mullins (June 2002) pointed out that, there are basically four types of DBMS
architecture that can be selected; enterprise, departmental, personal and mobile. The
selection depends on the nature and type of processing you plan to implement in your
organization.

a). An enterprise DBMS is designed for scalability and high performance. It must be
capable f supporting very large databases, a large number of concurrent users and
multiple types of applications. The enterprise DBMS will run on a large-scale machine,
typically a main frame or a high-end UNIX, Linux, or Windows NT machine.
Furthermore, an enterprise DBMS offers all of the “bells and whistles” available from the
DBMS vendor. Multi-processor support, support for parallel queries, clustering and other
advanced DBMS features will be core component of an enterprise DBMS.

b). A departmental DBMS, sometimes referred to as a workgroup DBMS, supports small

to medium sized workgroups within an organization, and typically runs on a Unix, Linux,
or Windows 2000 (or NT) server. The dividing line between a departmental database
server and an enterprise database server is gray. Hardware and software upgrades often
can allow a departmental DBMS to tackle tasks that previously could only be performed
by an enterprise DBMS.

c) A personal DBMS is designed to be used by a single user, typically on a low- to

medium-powered PC platform. Lotus Approach, Microsoft Access and dBase are
examples of personal database software. Of course, the major DBMS vendors also market

8
personal versions of their more high-powered solutions, Personal Oracle and DB2
Everyplace for example.

Sometimes the low cost of a personal DBMS causes misguided attempts to choose a
personal DBMS for a departmental or enterprise solution. But do not be lured by the low
cost. A personal DBMS product is suited only for small scale projects and should not be
used to deploy multi-user applications.

d) The mobile DBMS is a specialized version of a departmental or enterprise DBMS. It is

designed to be used by remote users who are not usually connected to the network. The
mobile DBMS enables local database access and modification on a laptop or handheld
device, such as a Palm PDA or Pocket-PC. Furthermore, the mobile DBMS provides a
mechanism for synchronizing remote database changes to a centralized, enterprise or
departmental database server.

A DBMS designed for one type of processing will likely be ill-suited for other uses. For
example, a personal DBMS is not designed for multiple users and an enterprise DBMS
generally will be too complex for single users. Be sure to understand the difference
between enterprise, departmental, personal, and mobile DBMS software, and choose the
appropriate DBMS for your specific data processing needs. Sometimes, you may need to
choose multiple DBMS types – that is, a DBMS for each level, with usage to be
determined based on the needs of each development project.

If your organization requires DBMS solutions at different levels, whenever possible favor
the selection of a group of DBMS solutions from the same vendor. Doing so will
minimize differences in access, development, and administration. For example, favor
Personal Oracle for your single user DBMS needs if your organization uses Oracle as the
enterprise DBMS of choice.

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 CHAPTER THREE

3.0 RESEARCH METHODOLOGY.

This chapter describes how the study will be conducted. The section covers the research
design, research technique. The unit of enquiry and analysis, sampling technique, sample
design, type of data to be collected, data collection method and the method of data
analysis to be used in the research process.

3.1 Research design

This will includes problem formulation, site selection, means of data collection and
measurement. Proper harmonization of these stages, will contribute to research to
archives great output with optimum information and minimal expenditure of efforts, time
including money. This study will bee in a single unit/case study. Case study is the type of
research design the researcher will going to use in doing his/her research. This sort of
design is all about studying or collecting information within one particular social setting
or an organization and hence concentrates on one unit only. In detailed manner, the study
will be conducted using exploratory research design.

3.2 Research techniques

A basic research technique to be used will qualitative and in several instances, where
necessary, quantitative technique will be adopted, so as to come up with a correct and
more convenient report.

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3.3 Population (units of experiment) inquiring

The research will be conducted at National Bureau of Statistics NBS Headquarters in Dar
es Salaam. The researcher will select a sample that is believed to represent a
general view of Organization; however the area of concentration will be the
Management Information technology department as well as sales and marketing
department.

3.4 Sampling techniques

In this proposal the following sampling procedure has been employed in this study:

3.4.1 Simple random sampling

Sampling method will be used to obtain the members of the staff from the selected
departments other than the officers. This will be done to avoid bias and thus to give an
equal chance to all elements (staff members) to be included in the sample. The researcher
will use this technique for random selection of employees (Staffs) from the Management
Information system department, statistics department, operation department and
accounting department. This will help to obtain the correct information for the study.

3.4.2 Stratified sampling

The researcher may opt to use proportional or disproportional stratified random sampling
technique to obtain a list of respondent where by the departmental head to be included in
the study. In this method the researcher will divide the population into groups (strata)
according to the number of specific group of population to be included in the sample.

3.5 Sample size

The sample size of 15 staffs (employees) will be chosen to be included in the sample.
Three (3) employees from Management information system, two (2) from statistics
department, five (5) from operation department and five (5) from accounting department.

11
3.6 Data collection methods

Data is to be carefully collected through inquiry using various methods for the purpose of
obtaining relevant information and data concerning the study. The Following technique
measures will be employed.

3.6.1 Observation

Under this technique, a researcher will be involved in day-to-day activities so as to

observe and collect information concerning the study. This technique will help to collect
information concerning altitude, behaviour and perception of respondents in the problem
area. The observation will be systematically planned to ensure validity and reliability.

3.6.2 Personal Interview

The interview will be carried out with the staff in management Information system and
other departments. Respondents will be given an opportunity to give their opinions on the
various aspects of the role of computerized database and controlling of complex data. It
will be an oral-verbal discussion with the targeted group.

3.6.3 Questionnaires

The casual questions are to be prepared by the researcher and distributed to the
employees in the area of field particularly MIS department and other departments.The
questionnaires are going to be distributed according to the number of respondents
included in the sample. And all the questionnaires will be returned with answers after
being filled by the respondents.

3.6.4 Documentary.

This method is to be employed to collect secondary data mostly from the organization’s
documents such as Database Requirement Specification and related documents and
various essential documents found by the researcher. These will include information
obtained from manuals, procedures, books, journals and other organization’s
publications.

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3.7 Types of data to be collected
3.7.1 Primary Data
Primary data will be collected from respondents included in the sample. Questionnaires,
Interviews and observation will be used to collect this kind of information.

3.7.2 Secondary Data

These are to be obtained from various documents like journals, books, Organization’s
Brochures and so on.

CHAPTER FOUR.

4.0 ANNEXES.

4.1 Budget breakdown

Meals and accommodation for 6,000/=per day 720,000/=

120 days

Stationary

2 ream photocopy paper @5000/= 10,000/=

1 ream of ruled paper @3,000/= 3,000/=

5 Note book @1000/= 5,000/=

2 ball pen @1,500/= 3,000/=

4 flash disk @45,000/= 45,000/=

1 Pencil Clutch Pencil @2,500/= 2,500/=

Secretarial services 50,000/= 50,000/=

Printing and binding 150,000/= 150,000/=

Miscellaneous 100,000/= 100,000/=

Transport 1,300/= per day 156,000/=

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GRAND TOTAL 1,244,500

4.2 Schedule of activities

The study will take 16 weeks from October 2006 to January 2007.
The activities of the study will comprise the following;

W W W W
W W W W W W W W W W W W
1 1 1 1
SSACTIVITY 1 2 3 4 5 6 7 8 9 0 11 12 3 4 5 16

Familiarization
to organization

Preliminary
data collection.

Preparation of
Questionnaires

Distribution of
Questionnaire

And
Conducting
Interviews.

Collection of
Questionnaire.

Data Analysis

Report writing
and

14
Submission.

4.3 References

1. Craig S. Mullins (June 2002), Database trends and application

2. ACM SIGMOND Record 35.2 (June 2006), Origins of database management systems
3. Philip Greenspun (July 2003), Introduction to DBMS third edition

4. Frederick H. Locrovsky (1997), Types of DBMS

5. Johannes Gehrke (2003), Importance of DBMS

6. Laudon, K., and J. P. Laudon (1996), Management Information Systems, Organization

and Technology, 4th edition, Upper Saddle River: Prentice-Hall.

7. Haag, Stephen (2002), Management Information System for the Information Age,
Third Edition. McGraw-Hill Irwin.

8. David R. Cook, Database Management From Crisis To Confidence, Oracle Services,

Salt Lake City, Utah USA [online] (cited on 4th September 2007) available

9. Simon, Herbert. (1977.) "What Computers Mean for Man & Society" Science,
195(4283)(March 18): 1186-1190
10. Rheingold, H. (1994); the Virtual Community. Finding connection in a computerized
World, London: Mandarin [online](cited on 23September 2007) Available from
http://www.well.com/user/hlr/vcbook/index.html
11. Papert, Seymour (1979). Computers and learning. Cambridge, MA: MIT Press
12. Project management (online) (cited on 4th September 2007) available from
http://www.management-hub.com/database-management-applications.html
13. Philip Greenspun (July 2003) Database Management Systems Chapter 12

15
14. Carey, M.J (1986) ,The architecture of the EXODUS extensible DBMS Press Los
Alamitos, Computer Society, CA, USA

APPENDIX

QUESTIONNAIRE SURVEY

This research paper is about “The use of Database Management systems within the
organization” is conducted by Asha H. Mabote a student from the Institute of
Accountancy Arusha Information Technology Department. The purpose of the research is
examining in which way the organization benefit from using database management
systems. I am requesting you to fill in the questionnaires below. It research is for
academic purposes; any information provided will be treated confidential and be used
only for intended purpose.

Put a tick for the selected answer.

1. Do you have a computer in your organization?

YES

NO

If yes, please mention the activities of it.

……………………………………………….

……………………………………………….

………………………………………………..

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The computers are connected to the network?

YES

NO

Are the computers used to store and retrieval of Data?

YES

NO

5. Do you know anything about database?

YES

NO

6. Do you have knowledge to use database management systems?

YES

NO

7. Are you trained enough to use Database management system?

YES

NO

If yes, for how long do you attend the training?

1 WEEK 1 MONTH 2 MONTH 3 MONTH MORE THAN 3 MONTH

8. Are there any benefits you have from the use of database in the organization?

Tick the appropriate answer.

YES

NO

If yes, please mention it.

……………………………………………………

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……………………………………………………

……………………………………………………

9. The following are the positive impacts of database management systems. Select two,
which apply to you.

Acquiring new skills Job satisfaction Increased Morale

10. The following are the negative impacts of computerized database. Select two, which
apply to you or your organization.

Delay of service to customers Loss of Job Loss of data security

11. Is there any need of proceeding using database management systems in your
organization?

YES

NO

If yes give your reasons for the continuation.

……………………………………………………………………………………………
……………………………………………………………………………………………
……………………………………………………………………………………………
……………………………………………………………………………………………
………………………………………………………………………………

12. Mention the techniques used by your organization to improve performance and
efficiency of the system.

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(a)……………………………………………….

(b)………………………………………………

(c)………………………………………………

13. Mention the techniques used by system administrator to ensure security of data.

(a)…………………………………………………….

(b)…………………………………………………….

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