12– 1 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Chapter Chapter 1212
File Processing and DataFile Processing and Data
Management ConceptsManagement Concepts
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Learning Objective 1Learning Objective 1
Define the basic terms usedDefine the basic terms used
in database technology.in database technology.
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Introductory TerminologyIntroductory Terminology
FieldField
Data itemsData items
AttributeAttribute
ElementsElements
These are usedThese are usedinterchangeablyinterchangeably to denote theto denote thesmallest blocksmallest block
of data that willof data that willbe stored andbe stored and
retrieved.retrieved.
12 – 4 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Introductory TerminologyIntroductory Terminology
A A fieldfield may be a single character or number, or it may be a single character or number, or itmay be composed of many characters or numbers.may be composed of many characters or numbers.
Customer nameCustomer name Employee social security numberEmployee social security number
Purchase order numberPurchase order number Customer account numberCustomer account number
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Introductory TerminologyIntroductory Terminology
Logical grouping of fields are called Logical grouping of fields are called recordsrecords..
An employeeAn employee A customerA customer
A vendorA vendor An invoiceAn invoice
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Data OccurrencesData Occurrences
A record occurrence is a specificA record occurrence is a specificset of data values for the record.set of data values for the record.
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Data OccurrencesData Occurrences
For the record EMPLOYEEFor the record EMPLOYEE(NAME,(NAME, NUMBER, AGE)NUMBER, AGE)
we might have the occurrencewe might have the occurrenceEMPLOYEE EMPLOYEE ((Brown, 111222333, 33)Brown, 111222333, 33)
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Fixed- and Variable-Length Fixed- and Variable-Length RecordsRecords
In a In a fixed-lengthfixed-length record, both the number record, both the numberof fields and the length (characterof fields and the length (character
size) of each field are fixed.size) of each field are fixed.
In In variable-lengthvariable-length records, the width of the records, the width of thefield can be adjusted to each data occurrence.field can be adjusted to each data occurrence.
A A trailertrailer record is an extension of a master record. record is an extension of a master record.
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Several Suppliers andSeveral Suppliers andWarehouses ExampleWarehouses Example
PART_NOPART_NO PNAMEPNAME TYPETYPE COSTCOST
PVEND – the name of the vendor or supplierPVEND – the name of the vendor or supplier
WARHSE – where the part is storedWARHSE – where the part is stored
LOC – the last two digits of the zip codeLOC – the last two digits of the zip code
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One Storage Location ExampleOne Storage Location Example
PART (PART_NO, PNAME, TYPE, COST,PART (PART_NO, PNAME, TYPE, COST,PVEND #1, WARHSE #1, LOC#1,PVEND #1, WARHSE #1, LOC#1,PVEND #2, WARHSE #2, LOC#2)PVEND #2, WARHSE #2, LOC#2)
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Repeated GroupsRepeated Groups
Repeated groupsRepeated groups are related groups of fields are related groups of fieldsthat repeat themselves in variable-length records.that repeat themselves in variable-length records.
SegmentsSegments GroupsGroups NodesNodes
PART, SUPPLIER, and LOCATIONPART, SUPPLIER, and LOCATIONcan be written as follows:can be written as follows:
PART (PART_NO, PNAME, TYPE, COST)PART (PART_NO, PNAME, TYPE, COST)
12 – 12 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Tree Diagram for PART,Tree Diagram for PART,SUPPLIER and LOCATIONSUPPLIER and LOCATION
PARTPART
SUPPLIERSUPPLIER LOCATIONLOCATION
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Record Key and File SequenceRecord Key and File Sequence
A A keykey or or record keyrecord key is a data item or is a data item orcombination of data items that uniquelycombination of data items that uniquely
identifies a particular record in a file.identifies a particular record in a file.
Primary sort keyPrimary sort key Secondary sort keySecondary sort key
Tertiary sort keysTertiary sort keys Relative random orderRelative random order
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Learning Objective 2Learning Objective 2
Identify the three levels ofIdentify the three levels of
database architecture.database architecture.
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Database Management Database Management Systems and Their ArchitectureSystems and Their Architecture
ConceptualConceptuallevellevel
Database contentsDatabase contentsUses of databaseUses of databaseDesired reportsDesired reportsInformation to be reviewedInformation to be reviewed
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Database Management Database Management Systems and Their ArchitectureSystems and Their Architecture
LogicalLogicallevellevel
Logical data structures:Logical data structures: Tree (hierarchical)Tree (hierarchical) NetworkNetwork RelationalRelational
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Database Management Database Management Systems and Their ArchitectureSystems and Their Architecture
PhysicalPhysicallevellevel
Access methods:Access methods: SequentialSequential Indexed-sequentialIndexed-sequential DirectDirect
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Conceptual ArchitectureConceptual Architecture
The The Entity-RelationshipEntity-Relationship (E-R) data model (E-R) data modelis a conceptual model for depicting theis a conceptual model for depicting the
relationships between segments in a database.relationships between segments in a database.
AttributeAttribute refers to individual fields or data items. refers to individual fields or data items.
12 – 19 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Conceptual ArchitectureConceptual Architecture
The The object-oriented modeling techniqueobject-oriented modeling technique(OMT)(OMT) views the components of the views the components of the
system being modeled as object classes.system being modeled as object classes.
Object classObject class corresponds to a segment. corresponds to a segment.
ObjectObject corresponds to a particular instance. corresponds to a particular instance.
12 – 20 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Example of Object-OrientedExample of Object-OrientedData Modeling TechniqueData Modeling Technique
PLANT_EQUIPMENTPLANT_EQUIPMENTACCOUNT_NOACCOUNT_NOCOSTCOSTDEPRECIATIONDEPRECIATION
HEAVY_EQUIPMENTHEAVY_EQUIPMENT MAINTENANCE_FREQMAINTENANCE_FREQ DATE_PURCHASEDDATE_PURCHASED
HAND_TOOLSHAND_TOOLSUSAGEUSAGE
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Learning Objective 3Learning Objective 3
Compare and contrastCompare and contrast
the different logicalthe different logical
models of databases.models of databases.
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Logical Data StructuresLogical Data Structures
The relationships that exist betweenThe relationships that exist betweenthe segments in the database arethe segments in the database are
determined by the determined by the logical data structurelogical data structure, , also called the also called the schemaschema or or database modeldatabase model..
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Logical Data StructuresLogical Data Structures
What are the three major modelsWhat are the three major modelsof logical data structure?of logical data structure?
1. Tree or hierarchical structures1. Tree or hierarchical structures
2. Network structures2. Network structures
3. Relational models3. Relational models
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Logical Data StructuresLogical Data Structures
Tree (hierarchical) modelTree (hierarchical) model(4 levels and 13 nodes)(4 levels and 13 nodes)
AA
BB CC DD EE
FF GG HH II JJ KK
LL MM
12 – 25 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Logical Data StructuresLogical Data Structures
AA BB CC
DD FFEE GG HH II
JJ KK
Network modelNetwork model(3 levels and 11 nodes)(3 levels and 11 nodes)
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Logical Data StructuresLogical Data Structures
Both trees and networks are implementedBoth trees and networks are implementedwith imbedded with imbedded pointer fieldspointer fields..
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Implementing Tree andImplementing Tree andNetwork StructuresNetwork Structures
In a In a list organizationlist organization,, each record each recordcontains one or more pointerscontains one or more pointers(fields) indicating the address(fields) indicating the address
of the next logical recordof the next logical recordwith the same attribute(s).with the same attribute(s).
A A ring structurering structure differs from a list differs from a listin that the last record in the ringin that the last record in the ring
list points back to the first record.list points back to the first record.
12 – 28 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Implementing Tree andImplementing Tree andNetwork StructuresNetwork Structures
What is a What is a multiple ring structuremultiple ring structure??
In this type of structure several ringsIn this type of structure several ringspass through individual records.pass through individual records.
12 – 29 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
List StructureList Structure
RecordsRecords 11 22 33 44 5544 55
22
11RedRed
BlueBlueIndexIndex
Location ofLocation offirst recordfirst record AttributeAttribute
Pointer fieldPointer fieldto next recordto next record
End of listEnd of listindicatorindicator
12 – 30 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Ring StructureRing Structure
RecordsRecords 11 22 33 44 5544 55
22
33VaVa
KyKyIndexIndex
Location ofLocation offirst recordfirst record AttributeAttribute
Pointer fieldPointer fieldto next recordto next record
Pointer fieldPointer fieldto first recordto first record
22
12 – 31 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Relational Data StructuresRelational Data Structures
What is the What is the relational modelrelational model??
It is a logical data structure thatIt is a logical data structure thatviews the database as a collectionviews the database as a collection
of two-dimensional tables.of two-dimensional tables.
There are no complicated pointers or lists.There are no complicated pointers or lists.
12 – 32 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Relational Data StructuresRelational Data Structures
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Relational Data StructuresRelational Data Structures
First normal formFirst normal form
Second normal formSecond normal form
Third normal formThird normal form
What are the three normal forms?What are the three normal forms?
12 – 34 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Learning Objective 4Learning Objective 4
Explain the different methodsExplain the different methods
of accessing files.of accessing files.
12 – 35 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Database Architecture:Database Architecture:The Physical LevelThe Physical Level
Indexed filesIndexed files
Directly accessed filesDirectly accessed files
Sequentially accessed filesSequentially accessed files
12 – 36 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Sequentially Accessed FilesSequentially Accessed Files
Sequential file organization is usefulSequential file organization is usefulwhen batch processing is required.when batch processing is required.
In a In a sequential access filesequential access file, records, recordscan only be accessed incan only be accessed in
their predefined sequence.their predefined sequence.
12 – 37 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Indexed FilesIndexed Files
One important type of indexedOne important type of indexedfile is an file is an indexed-sequential fileindexed-sequential file..
An An index fileindex file is one where an attribute has is one where an attribute hasbeen extracted from the records and usedbeen extracted from the records and used
to build a new file whose purpose is toto build a new file whose purpose is toprovide an index to the original file.provide an index to the original file.
Te lne t - sunny
File Disc onnec t Ed it Se tting Network He lp
Te lne t - VAX
File Disc onnec t Ed it Se tting Network He lp
Te lne t - sunny
File Disc onnec t Ed it Se tting Network He lp
Ping - IBM
File Host Op tions He lp
64 b yte s from p s2 (100.100.100.5 ) :
ic m p _se q = 91 ,
----p s2 PING Sta tistic ----
92 p a c ke ts tra nsm itte d , 92 p a c ke ts re c e ive d ,
0%
ro und -trip (m s) m in/a ug /m a x = 0 /0/20
[< /hom e /zui> ]< /hom e/zui>
64 byte s rec e ived , icm p_64 byte s rec e ived , icm p_
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Indexed FilesIndexed Files
These files are frequentlyThese files are frequentlyreferred to as ISAM files.referred to as ISAM files.
An An indexed-sequential fileindexed-sequential file is a sequential file is a sequential filethat is stored on a DASD and is both indexedthat is stored on a DASD and is both indexed
and physically sorted on the same field.and physically sorted on the same field.
Te lne t - sunny
File Disc onnec t Ed it Se tting Network He lp
Te lne t - VAX
File Disc onnec t Ed it Se tting Network He lp
Te lne t - sunny
File Disc onnec t Ed it Se tting Network He lp
Ping - IBM
File Host Op tions He lp
64 b yte s from p s2 (100.100.100.5 ) :
ic m p _se q = 91 ,
----p s2 PING Sta tistic ----
92 p a c ke ts tra nsm itte d , 92 p a c ke ts re c e ive d ,
0%
ro und -trip (m s) m in/a ug /m a x = 0 /0/20
[< /hom e /zui> ]< /hom e/zui>
64 byte s rec e ived , icm p_64 byte s rec e ived , icm p_
12 – 39 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Indexed FilesIndexed Files
An ISAM file structurally consistsAn ISAM file structurally consistsof three distinct areas:of three distinct areas:
The indexThe index The prime areaThe prime area The overflow areaThe overflow area
How would a computer locate a fileHow would a computer locate a filerecord whose key is 1002?record whose key is 1002?
Te lne t - sunny
File Disc onnec t Ed it Se tting Network He lp
Te lne t - VAX
File Disc onnec t Ed it Se tting Network He lp
Te lne t - sunny
File Disc onnec t Ed it Se tting Network He lp
Ping - IBM
File Host Op tions He lp
64 b yte s from p s2 (100.100.100.5 ) :
ic m p _se q = 91 ,
----p s2 PING Sta tistic ----
92 p a c ke ts tra nsm itte d , 92 p a c ke ts re c e ive d ,
0%
ro und -trip (m s) m in/a ug /m a x = 0 /0/20
[< /hom e /zui> ]< /hom e/zui>
64 byte s rec e ived , icm p_64 byte s rec e ived , icm p_
12 – 40 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Structure of an ISAM FileStructure of an ISAM File
Master IndexMaster Index
15001500 03000300
Track Index Track Index TrackTrack
addressaddress 03000300
10051005 03010301
Highest keyHighest keyon trackon trackPrime Area Prime Area
1002100203010301
----------------KeyKey DataData
Record foundRecord found
Track index address Track index address Highest keyHighest key
TrackTrackaddressaddress
Track address Track address
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Directly Accessed FilesDirectly Accessed Files
Each record is assigned to a storageEach record is assigned to a storagelocation that bears some relationshiplocation that bears some relationship
to the record’s key values.to the record’s key values.
Most direct-access file systems convertMost direct-access file systems converta key to a storage location address.a key to a storage location address.
Direct-accessDirect-access filesfiles allow individual allow individualrecords to be almost instantly retrievedrecords to be almost instantly retrieved
without the use of an index.without the use of an index.
12 – 42 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Use of a Direct-Access FileUse of a Direct-Access File
DataDatarecordsrecords
AddAddremainder toremainder todisplacementdisplacementaddress (10)address (10)
FileFilestoragestorage
areaarea
RandomizingRandomizingcomputationcomputation
(÷ 7)(÷ 7)
12 – 43 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Use of a Direct-Access FileUse of a Direct-Access File
RemainderRemainderafterafter
divisiondivisionby sevenby seven
DisplacementDisplacementfactorfactor
(initial address(initial addressof file area)of file area)KeyKeyRecordRecord
RecordRecordstoragestorageaddressaddress
11334411
1010101010101010
1515171711112222
11223344
1111131314141111
++ ==
OverflowOverflow
12 – 44 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Use of a Direct-Access FileUse of a Direct-Access File
Range ofRange ofrandomizingrandomizingcomputationcomputation
StorageStorageallocated forallocated for
overflowoverflowrecordsrecords
……Record 1 KEY 15Record 1 KEY 15**
……Record 2 KEY 17Record 2 KEY 17Record 3 KEY 11Record 3 KEY 11
…………
Record 4 KEY 22Record 4 KEY 22……
ContentsContentsAddressAddress
1010111112121313141415151616
17171818
OverflowOverflowindicatorindicator
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Economic Relations betweenEconomic Relations betweenFile Organization TechniquesFile Organization Techniques
What is the activity ratio?What is the activity ratio?
It is the number of accessed records dividedIt is the number of accessed records dividedby the number of records in the file.by the number of records in the file.
The second economic considerationThe second economic considerationconcerns concerns response timeresponse time..
The basic economics of file processing areThe basic economics of file processing arelargely determined by the largely determined by the activity ratioactivity ratio..
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Economic Relations betweenEconomic Relations betweenFile Organization TechniquesFile Organization Techniques
It is the length of time the user must waitIt is the length of time the user must waitfor the system to complete an operation.for the system to complete an operation.
Response time is affectedResponse time is affectedby the physical access time.by the physical access time.
Another factor that can affect response time is howAnother factor that can affect response time is howdata records are physically distributed on the disk.data records are physically distributed on the disk.
What is response time?What is response time?
12 – 47 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Learning Objectives 5 and 6Learning Objectives 5 and 6
Explain the benefitsExplain the benefitsof databaseof database
management systems.management systems.
Describe the considerationsDescribe the considerationsthat are appropriate to thethat are appropriate to thedesign of computer-baseddesign of computer-based
files and databases.files and databases.
12 – 48 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Database Management Database Management Systems and Databases in Systems and Databases in
PracticePractice
All DBMS contain three common attributesAll DBMS contain three common attributesfor managing and organizing data.for managing and organizing data.
Database Management Systems (DBMS)Database Management Systems (DBMS)are computer programs that enable a user toare computer programs that enable a user tocreate and update files, to select and retrievecreate and update files, to select and retrieve
data, and to generate various outputs and reports.data, and to generate various outputs and reports.
12 – 49 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Database Management Database Management Systems and Databases in Systems and Databases in
PracticePractice
Data description language (DDL)Data description language (DDL)
Data manipulation language (DML)Data manipulation language (DML)
Data query language (DQL)Data query language (DQL)
What are these attributes?What are these attributes?
12 – 50 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Why Database Management Why Database Management Systems are NeededSystems are Needed
In the absence ofIn the absence of integration, each type ofintegration, each type ofaccounting application such as sales, payroll,accounting application such as sales, payroll,
and receivables will maintain separate,and receivables will maintain separate,independent data files and computer programs.independent data files and computer programs.
DBMS DBMS integrateintegrate, , standardizestandardize, and , and provideprovidesecuritysecurity for various accounting applications. for various accounting applications.
12 – 51 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Database Management Database Management ConceptsConcepts
Application OneApplication One
XX YY BBAA
Application TwoApplication Two
XX YY CC DD
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Database Management Database Management ConceptsConcepts
XX YY AA BB CC DD
DDAAYYXX
XX YY AA BB
Logical file 1Logical file 1Application oneApplication one
Logical file 2Logical file 2Application twoApplication two
XX YY CC DD
DatabaseDatabasedictionary anddictionary and
access codesaccess codes
DataDatamanipulationmanipulation
routinesroutinesLogical file 3Logical file 3
Security screened inquiry fileSecurity screened inquiry file
DatabaseDatabasesystemsystem
12 – 53 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Database DocumentationDatabase Documentationand Administrationand Administration
The data dictionary is simply another file,The data dictionary is simply another file,sort of file of files, whose record occurrencessort of file of files, whose record occurrences
consist of data item descriptions.consist of data item descriptions.
Database dictionariesDatabase dictionaries are used both alone are used both aloneand with DBMS to centralize, document,and with DBMS to centralize, document,
control, and coordinate the use of datacontrol, and coordinate the use of datawithin an organization.within an organization.
12 – 54 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
Data Dictionary FormatData Dictionary Format
SpecificationsSpecifications NameName DefinitionDefinition AliasesAliases
CharacteristicsCharacteristics SizeSize Range of valuesRange of values EncodingEncoding Editing dataEditing data
UtilizationUtilization OwnerOwner Where usedWhere used Security codeSecurity code Last updateLast update
12– 55 2004 Prentice Hall Business Publishing, Accounting Information Systems, 9/e, by Bodnar/Hopwood
End of Chapter End of Chapter 1212