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Chapter 11Chapter 11Data Administration, Data Administration,
Database Administration, Database Administration, and Data Dictionariesand Data Dictionaries
Fundamentals of Database Management Systemsby
Mark L. Gillenson, Ph.D.
University of Memphis
Presentation by: Amita Goyal Chin, Ph.D.
Virginia Commonwealth University
John Wiley & Sons, Inc.
11-11-22
Chapter ObjectivesChapter Objectives
Define and compare data administration Define and compare data administration and database administration.and database administration.
List and describe the advantages of data List and describe the advantages of data administration. administration.
List and describe the advantages of List and describe the advantages of database administration. database administration.
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Chapter ObjectivesChapter Objectives
List and describe the responsibilities of List and describe the responsibilities of data administration. data administration.
List and describe the responsibilities of List and describe the responsibilities of database administration. database administration.
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Chapter ObjectivesChapter Objectives
Explain the concept of metadata. Explain the concept of metadata.
List and describe such metadata List and describe such metadata realizations as passive and active data realizations as passive and active data dictionaries, relational DBMS catalogs, dictionaries, relational DBMS catalogs, and data repositories. and data repositories.
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Database ManagementDatabase Management
The “people side” of database The “people side” of database management consists of two parts:management consists of two parts:
Data AdministrationData Administration
Database AdministrationDatabase Administration
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Data AdministrationData Administration
A planning and analysis function that is A planning and analysis function that is responsible for:responsible for: setting data policy and standardssetting data policy and standards promoting the company’s data as a promoting the company’s data as a
competitive resourcecompetitive resource accounting for the use of dataaccounting for the use of data providing liaison support to systems analysts providing liaison support to systems analysts
during application developmentduring application development
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Database AdministrationDatabase Administration
More operationally oriented.More operationally oriented.
Responsible for the day-to-day monitoring and Responsible for the day-to-day monitoring and management of the company’s various active management of the company’s various active databases.databases.
Responsible for providing liaison support to program Responsible for providing liaison support to program designers during application development.designers during application development.
Carries out many of the policies set by data Carries out many of the policies set by data administration.administration.
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Advantages of Data and Advantages of Data and Database AdministrationDatabase Administration
Data as a shared corporate resources. Efficiency in job specialization. Operational management of data. Managing externally acquired databases. Managing data in the decentralized
environment.
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Data as a Shared Corporate Data as a Shared Corporate ResourceResource
Virtually all aspects of business have Virtually all aspects of business have become dependent on their information become dependent on their information systems and the data flowing through systems and the data flowing through them.them.
Data may well be the most important Data may well be the most important corporate resource because it describes corporate resource because it describes all of the others.all of the others.
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Data as a SharedData as a SharedCorporate ResourceCorporate Resource
The effective use of its data can give a company The effective use of its data can give a company a significant competitive advantage.a significant competitive advantage.
Data, like other resources, tends to be scarce.Data, like other resources, tends to be scarce.
The dedicated departments that manage the The dedicated departments that manage the company’s data are the data administration and company’s data are the data administration and database administration departments.database administration departments.
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Efficiency in Job Efficiency in Job SpecializationSpecialization
Many of the functions involved in the Many of the functions involved in the management of data are highly management of data are highly specialized and require specific expertise.specialized and require specific expertise.
This argues for a full-time staff of This argues for a full-time staff of specialists who do nothing but manage a specialists who do nothing but manage a company’s data and databases. company’s data and databases.
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Operational ManagementOperational Managementof Dataof Data
At the operational level, for the day-to-day At the operational level, for the day-to-day management of the company’s production management of the company’s production databases, an independent department databases, an independent department must be responsible.must be responsible.
Data should be managed by an Data should be managed by an independent group whose loyalty is to the independent group whose loyalty is to the overall company and not to any individual overall company and not to any individual function.function.
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Managing ExternallyManaging ExternallyAcquired DatabasesAcquired Databases
Some databases are not designed by a Some databases are not designed by a company’s own personnel but are company’s own personnel but are acquired as part of purchased software acquired as part of purchased software packages.packages.
For example, Enterprise Resource For example, Enterprise Resource Planning (ERP) software.Planning (ERP) software.
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Managing Data in the Managing Data in the Decentralized EnvironmentDecentralized Environment
Permits user departments all over the Permits user departments all over the company to handle some or all of their company to handle some or all of their information systems needs on their own, information systems needs on their own, without having to rely on the central without having to rely on the central information systems organization.information systems organization.
Decentralization is a fact of life to a greater Decentralization is a fact of life to a greater or lesser degree in virtually all companies.or lesser degree in virtually all companies.
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Managing Data in the Managing Data in the Decentralized EnvironmentDecentralized Environment
Many people are quite content to develop their Many people are quite content to develop their own databases on their PCs.own databases on their PCs.
However, there is a very strong argument that However, there is a very strong argument that says that data and database administration are says that data and database administration are even more important in a decentralized even more important in a decentralized environment than in a centralized one.environment than in a centralized one.
Most companies have a hybrid Most companies have a hybrid centralized/decentralized environment.centralized/decentralized environment.
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The Responsibilities of Data The Responsibilities of Data AdministrationAdministration
Data coordination.Data coordination. Data planning.Data planning. Data standards.Data standards. Liaison to systems analysts and programmers.Liaison to systems analysts and programmers. Training.Training. Arbitration of disputes and usage authorization.Arbitration of disputes and usage authorization. Documentation and publicity.Documentation and publicity. Data’s competitive advantage.Data’s competitive advantage.
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Data CoordinationData Coordination
In the centralized/decentralized environment, In the centralized/decentralized environment, with data and copies of data scattered among with data and copies of data scattered among mainframe computers, local area network mainframe computers, local area network servers, and even PCs, the possibility of servers, and even PCs, the possibility of inconsistency and error increases.inconsistency and error increases.
Data coordination becomes the job of the data Data coordination becomes the job of the data administrators, by which they maintain a administrators, by which they maintain a reasonable amount of control over the reasonable amount of control over the company’s data. company’s data.
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Data PlanningData Planning
Begins with determining what data will be Begins with determining what data will be needed for future company business efforts and needed for future company business efforts and the applications that will support them.the applications that will support them.
Related to strategic data planning is the matter Related to strategic data planning is the matter of what hardware and software will be needed to of what hardware and software will be needed to support the company’s information systems support the company’s information systems operations in the future.operations in the future.
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Data StandardsData Standards
For example, controlling the way that For example, controlling the way that attribute names, table names, and other attribute names, table names, and other data related names are formed.data related names are formed.
For example, insisting on consistency in For example, insisting on consistency in the way the programs that access the the way the programs that access the database are written, especially in regard database are written, especially in regard to the database call instructions.to the database call instructions.
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Liaison to Systems Analysts Liaison to Systems Analysts and Programmersand Programmers
Data administrators are responsible for providing Data administrators are responsible for providing support to the systems analysts and support to the systems analysts and programmers in all matters concerning the data programmers in all matters concerning the data needed by an application.needed by an application.
Data analysts are generally involved in database Data analysts are generally involved in database design at some level, but the decision of what design at some level, but the decision of what that precise level of involvement should be is that precise level of involvement should be is dependent on a number of factors.dependent on a number of factors.
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TrainingTraining
Data administration may be responsible Data administration may be responsible for training all those in the company who for training all those in the company who have a reason to understand the have a reason to understand the company’s data and, in some cases, the company’s data and, in some cases, the DBMS environment. DBMS environment.
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Data OwnershipData Ownership
Who owns the data?Who owns the data?
Since data is a resource of value to the Since data is a resource of value to the company, the data “belongs” to the company, the data “belongs” to the company’s owners or stockholders.company’s owners or stockholders.
Practically, data is controlled by its user or Practically, data is controlled by its user or primary user.primary user.
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Data OwnershipData Ownership
If ownership has been established and a If ownership has been established and a new application requires the use of new application requires the use of existing data, then it is the job of data existing data, then it is the job of data administration to act as an intermediary administration to act as an intermediary and approach the owner of the data with and approach the owner of the data with the request for data sharing.the request for data sharing.
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Arbitration of Disputes and Arbitration of Disputes and Usage AuthorizationUsage Authorization
If there is a dispute over data sharing, then If there is a dispute over data sharing, then the data administration group acts as an the data administration group acts as an arbitrator between the disagreeing parties.arbitrator between the disagreeing parties.
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Documentation and PublicityDocumentation and Publicity
The data management function is The data management function is responsible for documenting the data responsible for documenting the data environment.environment.
Documentation includes:Documentation includes: a description of the data and the databases, a description of the data and the databases,
plus programs, reports, and which people plus programs, reports, and which people have access to these items.have access to these items.
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Documentation and PublicityDocumentation and Publicity
The data management group should The data management group should perform a publicity function, informing perform a publicity function, informing potential users of what data already exists potential users of what data already exists in the database.in the database.
May help employees discover how to May help employees discover how to automate more of their work.automate more of their work.
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Data’s Competitive AdvantageData’s Competitive Advantage
Data can provide a competitive advantage Data can provide a competitive advantage for the company.for the company.
Data administrators are in a unique Data administrators are in a unique position to understand how the company position to understand how the company “works.”“works.”
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Data’s Competitive AdvantageData’s Competitive Advantage
It is the responsibility of the data It is the responsibility of the data administration function to respond to administration function to respond to questions about how the company’s questions about how the company’s business procedures can be adjusted or business procedures can be adjusted or modified to improve the company’s modified to improve the company’s operating efficiency.operating efficiency.
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The Responsibilities of The Responsibilities of Database AdministrationDatabase Administration
DBMS performance monitoring. DBMS troubleshooting. DBMS usage and security monitoring. Data dictionary operations. DBMS data and software maintenance. Database design.
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Database Performance Database Performance MonitoringMonitoring
One of the key functions performed by One of the key functions performed by database administration.database administration.
It is important to know how fast the various It is important to know how fast the various applications are executing as part of applications are executing as part of ensuring that response time requirements ensuring that response time requirements are being met.are being met.
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DBMS TroubleshootingDBMS Troubleshooting
The database administrators should be the The database administrators should be the troubleshooting interface. troubleshooting interface.
Make an assessment of what went wrong Make an assessment of what went wrong and coordinate the appropriate personnel and coordinate the appropriate personnel needed to fix it, including systems needed to fix it, including systems programmers, application programmers, programmers, application programmers, and the data administrators themselves. and the data administrators themselves.
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DBMS Usage and DBMS Usage and Security MonitoringSecurity Monitoring
Database administrators keep track of which Database administrators keep track of which applications are running in the database applications are running in the database environment and can track who is accessing the environment and can track who is accessing the data in the database at any moment.data in the database at any moment.
Security: making sure that only authorized Security: making sure that only authorized personnel access the data.personnel access the data.
Usage: the need to maintain records on the Usage: the need to maintain records on the amount of use the various users make of the amount of use the various users make of the database.database.
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Data Dictionary OperationsData Dictionary Operations
The database administration group is The database administration group is responsible for the operational aspects, as responsible for the operational aspects, as opposed to the planning aspects, of the opposed to the planning aspects, of the data dictionary and any other metadata data dictionary and any other metadata tools.tools.
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DBMS Data and DBMS Data and Software MaintenanceSoftware Maintenance
These activities include:These activities include: installing new versions of the DBMSinstalling new versions of the DBMS installing “fixes” or “patches” to the DBMSinstalling “fixes” or “patches” to the DBMS performing backup and recovery operationsperforming backup and recovery operations any other tasks related to repairing or any other tasks related to repairing or
upgrading the DBMS or the database.upgrading the DBMS or the database.
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Database DesignDatabase Design
There is a wide range in database administration There is a wide range in database administration responsibilities for database design.responsibilities for database design.
In the centralized environment, database In the centralized environment, database administration is responsible for physical administration is responsible for physical database design and possibly logical database database design and possibly logical database design.design.
In the decentralized environment, database In the decentralized environment, database administration role is usually of a consultant.administration role is usually of a consultant.
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Data DictionariesData Dictionaries
The IS function has been so busy developing The IS function has been so busy developing and running systems to support all the other and running systems to support all the other corporate functions that it took a long time corporate functions that it took a long time before it could invest the resources to develop before it could invest the resources to develop information systems to support itself. information systems to support itself.
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Data DictionariesData Dictionaries
Metadata - data about dataMetadata - data about data
Data dictionary - a database about dataData dictionary - a database about data
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An Example of MetadataAn Example of Metadata
General General Hardware Hardware Company’s Company’s databasedatabase
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A Simple Data DictionaryA Simple Data Dictionary
Metadata stored in the data dictionary database.Metadata stored in the data dictionary database.
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Data DictionaryData Dictionary
In addition to tracking the basic facts about In addition to tracking the basic facts about the represented entities, a data dictionary the represented entities, a data dictionary must keep track of the relationships must keep track of the relationships between the entities. between the entities.
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Data DictionaryData Dictionary
Represents the Represents the many-to-many many-to-many relationship between relationship between the tables and the tables and attributes shown in attributes shown in the data dictionary’s the data dictionary’s TABLES table and TABLES table and ATTRIBUTES table.ATTRIBUTES table.
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Passive and Active Passive and Active Data DictionariesData Dictionaries
Passive Data DictionaryPassive Data Dictionary Used for documentation purposes.Used for documentation purposes. Data about the entities in the IS environment Data about the entities in the IS environment
are entered into the dictionary and cross-are entered into the dictionary and cross-referenced as one-to-many and many-to-referenced as one-to-many and many-to-many relationships.many relationships.
A self-contained database used for A self-contained database used for documenting the IS environment. documenting the IS environment.
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Passive and Active Passive and Active Data DictionariesData Dictionaries
Active Data DictionaryActive Data Dictionary Interacts with the IS environment on a real-Interacts with the IS environment on a real-
time basis.time basis. Input into the data dictionaryInput into the data dictionary Output from the data dictionaryOutput from the data dictionary
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Data Dictionary:Data Dictionary:Entities and AttributesEntities and Attributes
Data-Related EntitiesData-Related Entities DatabasesDatabases TablesTables AttributesAttributes Web PagesWeb Pages
Software-Related EntitiesSoftware-Related Entities Application ProgramsApplication Programs Database Management SystemsDatabase Management Systems JobsJobs
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Data Dictionary:Data Dictionary:Entities and AttributesEntities and Attributes
Hardware-Related EntitiesHardware-Related Entities ComputersComputers DisksDisks Local-Area NetworksLocal-Area Networks
OutputsOutputs ReportsReports QueriesQueries
PeoplePeople
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Data Dictionary: Data Dictionary: RelationshipsRelationships
Table (or file) Construction: Which attributes Table (or file) Construction: Which attributes (or fields) appear in which tables (or files). (or fields) appear in which tables (or files).
Security: Which people have access to Security: Which people have access to which databases or tables or files.which databases or tables or files.
Impact of Change: Which programs might Impact of Change: Which programs might be affected by changes to which tables or be affected by changes to which tables or files. (Note: this has become much less of files. (Note: this has become much less of an issue due to the data independence of an issue due to the data independence of relational databases.)relational databases.)
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Data Dictionary: Data Dictionary: RelationshipsRelationships
Physical Residence: Which tables or Physical Residence: Which tables or files are on which disks. files are on which disks.
Program Data Requirements: Which Program Data Requirements: Which programs use which tables or files.programs use which tables or files.
Responsibility: Which people are Responsibility: Which people are responsible for updating which responsible for updating which databases or tables or files.databases or tables or files.
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Uses and UsersUses and Users
The heaviest users of the data dictionary will be The heaviest users of the data dictionary will be IS management and the data administration and IS management and the data administration and database administration functions under them.database administration functions under them.
Systems analysts and program designers can Systems analysts and program designers can use the data dictionary:use the data dictionary: as a source of information about what entities, as a source of information about what entities,
attributes, and so forth already exist in the IS attributes, and so forth already exist in the IS environment.environment.
as a documentation device for new information.as a documentation device for new information.
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Relational DBMS CatalogsRelational DBMS Catalogs
A highly active but limited-scope data A highly active but limited-scope data dictionary that is very closely tied in to the dictionary that is very closely tied in to the operations of the relational DBMS.operations of the relational DBMS.
Composed of relational tables and may be Composed of relational tables and may be queried with standard SQL commands. queried with standard SQL commands.
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Relational DBMS CatalogsRelational DBMS Catalogs
Database entity data stored includes:Database entity data stored includes: DatabasesDatabases TablesTables AttributesAttributes Views Views IndexesIndexes UsersUsers DisksDisks
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Relational DBMS CatalogsRelational DBMS Catalogs
Do not include such entities as reports and Do not include such entities as reports and nonrelational files.nonrelational files.
The main purpose of the relational catalog is to The main purpose of the relational catalog is to accurately support the relational query optimizer.accurately support the relational query optimizer.
Provides a roadmap through the database data Provides a roadmap through the database data for anyone who wants to query the data or for anyone who wants to query the data or explore new ways to use the data.explore new ways to use the data.
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Data RepositoriesData Repositories
A large-scale data dictionary that includes A large-scale data dictionary that includes entity types generated and needed by the entity types generated and needed by the latest IS technologies.latest IS technologies.
In the CASE environment, the data In the CASE environment, the data repository holds the same types of data repository holds the same types of data that traditional data dictionaries hold, as that traditional data dictionaries hold, as well as CASE-specific data such as well as CASE-specific data such as reusable code modules.reusable code modules.
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