AIS Ab - az.CH12

File Processing and Data Management Concepts
Chapter 12
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
12 1
Learning Objective 1
Define the basic terms used in database technology.
12 2
Introductory Terminology
Field Data items Attribute Elements
These are used interchangeably to denote the smallest block of data that will be stored and retrieved.
12 3
A field may be a single character or number, or it may be composed of many characters or numbers. Customer name Employee social security number Customer account number
Purchase order number
12 4
Logical grouping of fields are called records. An employee A customer
A vendor
An invoice
12 5
Data Occurrences
A record occurrence is a specific set of data values for the record.
12 6
Data Occurrences
For the record EMPLOYEE (NAME, NUMBER, AGE) we might have the occurrence EMPLOYEE (Brown, 111222333, 33)
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Fixed- and Variable-Length Records

In a fixed-length record, both the number of fields and the length (character size) of each field are fixed.
In variable-length records, the width of the field can be adjusted to each data occurrence. A trailer record is an extension of a master record.
2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood 12 8
Several Suppliers and Warehouses Example

PART_NO PNAME TYPE COST
PVEND the name of the vendor or supplier

WARHSE where the part is stored LOC the last two digits of the zip code
One Storage Location Example

PART (PART_NO, PNAME, TYPE, COST, PVEND #1, WARHSE #1, LOC#1, PVEND #2, WARHSE #2, LOC#2)
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Repeated Groups
Repeated groups are related groups of fields that repeat themselves in variable-length records. Segments Groups Nodes
PART, SUPPLIER, and LOCATION can be written as follows:

PART (PART_NO, PNAME, TYPE, COST)
Tree Diagram for PART, SUPPLIER and LOCATION
PART
SUPPLIER
LOCATION
12 12
Record Key and File Sequence

A key or record key is a data item or combination of data items that uniquely identifies a particular record in a file.
Primary sort key Tertiary sort keys Secondary sort key Relative random order
12 13
Identify the three levels of database architecture.
12 14
Database Management Systems and Their Architecture
Conceptual level
Database contents Uses of database Desired reports Information to be reviewed
12 15
Logical level
Logical data structures: Tree (hierarchical) Network Relational
12 16
Physical level
Access methods: Sequential Indexed-sequential Direct
12 17
Conceptual Architecture
The Entity-Relationship (E-R) data model is a conceptual model for depicting the relationships between segments in a database.
Attribute refers to individual fields or data items.

Conceptual Architecture
The object-oriented modeling technique (OMT) views the components of the system being modeled as object classes. Object class corresponds to a segment. Object corresponds to a particular instance.
12 19
Example of Object-Oriented Data Modeling Technique

PLANT_EQUIPMENT ACCOUNT_NO COST DEPRECIATION
HEAVY_EQUIPMENT MAINTENANCE_FREQ DATE_PURCHASED
HAND_TOOLS USAGE
12 20
Compare and contrast the different logical models of databases.
12 21
Logical Data Structures
The relationships that exist between the segments in the database are determined by the logical data structure, also called the schema or database model.
12 22

What are the three major models of logical data structure? 1. Tree or hierarchical structures
2. Network structures
3. Relational models

Tree (hierarchical) model (4 levels and 13 nodes) A B C D E
J
L
K
M
12 24

Network model (3 levels and 11 nodes)
G
J
H
K
12 25
Both trees and networks are implemented with imbedded pointer fields.
12 26
Implementing Tree and Network Structures

In a list organization, each record contains one or more pointers (fields) indicating the address of the next logical record with the same attribute(s). A ring structure differs from a list in that the last record in the ring list points back to the first record.
Implementing Tree and Network Structures

What is a multiple ring structure?
In this type of structure several rings pass through individual records.
12 28
List Structure
Location of first record Attribute
2 1 Red Blue
Index
Pointer field to next record
End of list indicator
Records
12 29
Ring Structure
Location of first record Attribute
2 3 Va Ky
Index
Pointer field to next record
Pointer field to first record
Records
12 30
Relational Data Structures
What is the relational model? It is a logical data structure that views the database as a collection of two-dimensional tables. There are no complicated pointers or lists.
12 32
What are the three normal forms? First normal form
Second normal form

Third normal form
Explain the different methods of accessing files.
12 34
Database Architecture: The Physical Level

Sequentially accessed files Indexed files Directly accessed files
12 35
Sequentially Accessed Files
In a sequential access file, records can only be accessed in their predefined sequence. Sequential file organization is useful when batch processing is required.
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File File
Disc o nn e c t Disc o n ne c t
Te ln e t - sunn y Ed it Se ttin g Ne two rk Te lne t - V AX Ed it Se tting Ne two rk
He lp He lp
Indexed Files
File
Disc o nn e c t
Te ln e t - sunn y Ed it Se ttin g Ne two rk
He lp
6 4 b yte s fro m p s2 (1 0 0 .1 0 0 .1 0 0 .5 ) : ic m p _se q = 9 1 , ----p s2 PING Sta tistic ---9 2 p a c ke ts tra n sm itte d , 9 2 p a c ke ts re c e ive d , 0% ro u n d -trip (m s) m in /a u g /m a x = 0 /0 /2 0 </h /h e /zu [< oo mm e /zu i> i> ]
File
Ho st
O p tio ns
Pin g - IBM He lp
6 4 b yte s re c e ive d , ic m p _ 6 4 b yte s re c e ive d , ic m p _
An index file is one where an attribute has been extracted from the records and used to build a new file whose purpose is to provide an index to the original file. One important type of indexed file is an indexed-sequential file.
File File
He lp He lp
Indexed Files
File
Disc o nn e c t
He lp
File
Ho st
O p tio ns
Pin g - IBM He lp
An indexed-sequential file is a sequential file that is stored on a DASD and is both indexed and physically sorted on the same field. These files are frequently referred to as ISAM files.
12 38
File File
He lp He lp
Indexed Files
File
Disc o nn e c t
He lp
File
Ho st
O p tio ns
Pin g - IBM He lp
An ISAM file structurally consists of three distinct areas: The index The prime area The overflow area
How would a computer locate a file record whose key is 1002?

Structure of an ISAM File

Highest key Track index address
Master Index 1500 0300

Track address
Track Index
0300 Prime Area
Track address Track address
1005
Key
0301
Data Highest key on track
1002
--------
Record found
0301
12 40
Directly Accessed Files

Direct-access files allow individual records to be almost instantly retrieved without the use of an index. Each record is assigned to a storage location that bears some relationship to the records key values. Most direct-access file systems convert a key to a storage location address.
Use of a Direct-Access File
Data records
Randomizing computation ( 7)
Add remainder to displacement address (10)
File storage area

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Remainder Displacement after factor + = Record division (initial address storage Record Key by seven of file area) address 1 15 1 10 11 2 17 3 10 13 3 11 4 10 14 4 22 1 10 11
Overflow
12 43
Address 10 11 Range of 12 randomizing 13 computation 14 15 16 Storage allocated for 17 overflow 18 records
Contents Record 1 KEY 15* Record 2 KEY 17 Record 3 KEY 11 Record 4 KEY 22
Overflow indicator
12 44
Economic Relations between File Organization Techniques

The basic economics of file processing are largely determined by the activity ratio. What is the activity ratio? It is the number of accessed records divided by the number of records in the file. The second economic consideration concerns response time.
Economic Relations between File Organization Techniques

What is response time? It is the length of time the user must wait for the system to complete an operation. Response time is affected by the physical access time. Another factor that can affect response time is how data records are physically distributed on the disk.
Learning Objectives 5 and 6 Explain the benefits of database management systems.
Describe the considerations that are appropriate to the design of computer-based files and databases.
Database Management Systems and Databases in Practice

Database Management Systems (DBMS) are computer programs that enable a user to create and update files, to select and retrieve data, and to generate various outputs and reports. All DBMS contain three common attributes for managing and organizing data.
Database Management Systems and Databases in Practice

What are these attributes? Data description language (DDL)
Data manipulation language (DML)

Data query language (DQL)
Why Database Management Systems are Needed

DBMS integrate, standardize, and provide security for various accounting applications. In the absence of integration, each type of accounting application such as sales, payroll, and receivables will maintain separate, independent data files and computer programs.
Database Management Concepts
Application One X Y A B
Application Two X Y C D
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Database Management Concepts
X
Database dictionary and access codes Data manipulation routines
D X Y A B
Logical file 1 Application one
Database system
X Y A D
X Y C D
Logical file 3 Logical file 2 Security screened inquiry file Application two
12 52
Database Documentation and Administration

Database dictionaries are used both alone and with DBMS to centralize, document, control, and coordinate the use of data within an organization.
The data dictionary is simply another file, sort of file of files, whose record occurrences consist of data item descriptions.
Data Dictionary Format
Specifications Name Definition Aliases
Characteristics Size Range of values Encoding Editing data
Utilization Owner Where used Security code Last update
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End of Chapter 12
12 55

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File Processing and Data Management Concepts

Define the basic terms used in database technology.

Field Data items Attribute Elements

Purchase order number

Logical grouping of fields are called records. An employee A customer

A record occurrence is a specific set of data values for the record.

Fixed- and Variable-Length Records

Several Suppliers and Warehouses Example

PVEND the name of the vendor or supplier

One Storage Location Example

PART, SUPPLIER, and LOCATION can be written as follows:

Tree Diagram for PART, SUPPLIER and LOCATION

Record Key and File Sequence

Identify the three levels of database architecture.

Database Management Systems and Their Architecture

Database contents Uses of database Desired reports Information to be reviewed

Database Management Systems and Their Architecture

Logical data structures: Tree (hierarchical) Network Relational

Database Management Systems and Their Architecture

Access methods: Sequential Indexed-sequential Direct

Attribute refers to individual fields or data items.

Example of Object-Oriented Data Modeling Technique

HEAVY_EQUIPMENT MAINTENANCE_FREQ DATE_PURCHASED

Compare and contrast the different logical models of databases.

Logical Data Structures

Logical Data Structures

Logical Data Structures

Logical Data Structures

Logical Data Structures

Implementing Tree and Network Structures

Implementing Tree and Network Structures

In this type of structure several rings pass through individual records.

Pointer field to next record

End of list indicator

Pointer field to next record

Pointer field to first record

Relational Data Structures

Relational Data Structures

Relational Data Structures

What are the three normal forms? First normal form

Second normal form

Explain the different methods of accessing files.

Database Architecture: The Physical Level

Sequentially Accessed Files

Te ln e t - sunn y Ed it Se ttin g Ne two rk Te lne t - V AX Ed it Se tting Ne two rk

Te ln e t - sunn y Ed it Se ttin g Ne two rk

6 4 b yte s re c e ive d , ic m p _ 6 4 b yte s re c e ive d , ic m p _

Te ln e t - sunn y Ed it Se ttin g Ne two rk Te lne t - V AX Ed it Se tting Ne two rk

Te ln e t - sunn y Ed it Se ttin g Ne two rk

6 4 b yte s re c e ive d , ic m p _ 6 4 b yte s re c e ive d , ic m p _

Te ln e t - sunn y Ed it Se ttin g Ne two rk Te lne t - V AX Ed it Se tting Ne two rk

Te ln e t - sunn y Ed it Se ttin g Ne two rk

6 4 b yte s re c e ive d , ic m p _ 6 4 b yte s re c e ive d , ic m p _

How would a computer locate a file record whose key is 1002?

Structure of an ISAM File

Master Index 1500 0300

Directly Accessed Files

Use of a Direct-Access File

Add remainder to displacement address (10)

File storage area

Use of a Direct-Access File

Use of a Direct-Access File