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INFORMATION SYSTEM LESSON 41 DATA, INFORMATION AND INFORMATION SYSTEM

DATA Data and information are used in our daily life. Each type of data has its own importance that contribute toward useful information.

Data is like raw material. It is not organised and has little value. Data can

include text, numbers, images, audio and video.

Text data consists of sentences and paragraphs.

Number or numerical data consists of digits from 0 to 9.

Image data are graphical images.

Audio data can be sound, voice or tones

Video data consist of moving images

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INFORMATION Information is organised data that is valuable and meaningful to a specific

user.

INFORMATION SYSTEM Information system is a set of a related components that collects data, processes data and provides

information.

For example: School Grading System is the information system used in schools. In this system, student’s mark

are the input data that must be obtained from the class teachers.

Process involves making calculations, comparing,

grading and storing data.

In a School Grading System, output usually in the form of documents.

Output can be digital or in printed format.

LESSON 42 USAGE OF INFORMATION SYSTEMS IN VARIOUS FIELDS

INFORMATION SYSTEMS IN EDUCATION

Keep track of students statistic and grades.

Help students and teachers in online learning and discussion – Learning Management System, example : Moodle, University Sains

Malaysia and Open University Malaysia.

Store subject content – for Online Learning Portal.

USAGE OF INFORMATION SYSTEMS IN BUSINESS

Carry out online buying and selling : In retail companies, information systems are used in online buying and

selling. Examples of information systems for a retail company are Amazon.com, Lelong.com and Maybank2U.com.

Help plan the delivery of goods and services :

In the transportation industry, information systems are used to help plan the delivery of goods and services. Examples of information

systems in the transportation industry are UPS.com, FedEx Express

and City-Link.

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Make room bookings and for checking the best rates :

In the hotel industry, information systems are used to make room bookings and for checking the best rates. Examples of information

systems in the hotel industry are Genting Online booking, Booking.com and Sabah Hotel Booking Center.

USAGE OF INFORMATION SYSTEMS IN

MANAGEMENT

See employee records : In human resource management, information systems are used to see things like employee records.

Analyse product, services and product prices : In marketing

management information systems are used to analyse products, services and product prices that give the best sales.

Process customer ordes, organise production times and keep track of product inventory : In manufacturing management,

information systems are used to process customers orders, organise production times and keep track of product inventory.

EXTENSION : INFORMATION SYSTEMS CAREERS

Graduates with information systems degrees usually

have a variety of job opportunities. Knowledge of information systems will help you develop skills on

application software.

Examples of jobs in information systems are database administrator, systems analysts and

system designer.

LESSON 43 INFORMATION SYSTEM COMPONENTS

COMPONENTS OF AN INFORMATION SYSTEM

An information system (IS) is a set of related components that collects data, process data and

provide information.

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The components of information systems are: data, hardware, software,

people and procedures.

DATA

Data is very important in information systems. Without data, decision and conclusion cannot be made. The right data in information systems helps us

to make the right decision.

For example, the stock status report in a book store helps the book store's manager to decide when to reorder their stocks.

HARDWARE

The hardware component in an information system means all computer equipment used to perform input, processing and output functions.

Hardware resources also include all media on which data is recorded, such as paper, floppy disks and compact discs.

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SOFTWARE The software component in an information system consists of programs for

the computers. These programs allow the computers to carry out most of the instructions related to information processing.

There are two types of software: system software and application

software.

System software controls basic computer operations. For example, the

Operating Systems are Microsoft Windows, Linux and Macintosh.

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Application software are the programs that allow users to do specific tasks.

Examples of application software are Microsoft Excel, Microsoft Access and SQL Server.

PEOPLE People involved is information systems personnel and end users.

INFORMATION SYSTEMS PERSONNEL

People involve in IS are the database

administrator, system analyst and system designer.

Database administrator : The database administrator monitors

database security and solves errors.

System analyst : A system analyst analyses the customer's needs by

providing specifications to customers.

System designer : A system designer designs database according to the specifications given by systems analysts.

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INFORMATION SYSTEMS END USER End users are people who use information systems. They can be customers,

managers and clerks.

PROCEDURES

Procedures are operating instructions

for the user of an information system.

Procedures can be in the form of

guidelines in the user manuals.

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INTERRELATIONSHIP BETWEEN INFORMATION

SYSTEMS COMPONENT

An information system consists of the interrelated component of data,

hardware, software, people and procedures.

These components work together to perform input, process and output. This

provides information products in order to meet the needs of and information system.

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For example, Dell Computer Corporation’s workers who receive input data,

will work on computers. This input data will be kept in the company’s databases.

The database system stores information about customer preferences on products

and also the technical problem faced.

Its customer service could give answers and suggestions quickly by having the database.

EXTENSION : THE COMPONENTS OF A PORTAL An enterprise portal is an information system which is a combination of databases, software and procedures. The components of a portal are

documents, drawings, multimedia and data. These components have to be processed, categorised, indexed and stored. This helps a company to

manage documents and media for future use.

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LESSON 44 TYPES OF INFORMATION SYSTEM

In the 70s, businessmen used a manual system to run their business. They used traditional filing systems to keep track their daily transactions.

They produced their reports based on a manual system. This caused the

delays in making decisions and in planning strategies.

Today, there are so may information systems available to help organisations in making better decisions in business.

TYPES OF INFORMATION SYSTEMS

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Organisations need different information systems for various levels of

management. There are three levels of management: Top management, middle management and low level management.

MANAGEMENT INFORMATION SYSTEM (MIS) Management Information Systems are used to provide regular information

about the daily activities of a business to the manager.

Management Information Systems are to help managers make the business

processes and activities more efficient compared to doing them manually.

TRANSACTION PROCESSING SYSTEMS (TPS) Transaction Processing Systems are used to record business transaction. Transaction Processing Systems keep track of daily transactions in a

database.

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DECISION SUPPORT SYSTEMS (DSS) Decision Support Systems provide managers with information to make the

best decisions.

Decision Support Systems help to analyse information, recognise problems and making decisions.

Most Decision Supports Systems reports are in the form of charts and diagrams.

EXECUTIVE INFORMATION SYSTEM (EIS) Executive Information System helps top-level management to plan

strategies.

An Executive Information System is used to forecast future trends.

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EXPERT SYSTEM (ES) Expert system is used to store knowledge and make logical suggestions for

the user.

Expert System users can be professionals like doctors and scientist.

Example : An Expert System can suggest conditions and estimate the probability of having illness.

EXTENSION : OFFICE INFORMATION SYSTEM (OIS) Office Information System is also known as office automation. Office

Information System is an information system that uses hardware, software and networks to enhance work flow among employees.

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For example, the administration department has a request to purchase a printer toner.

The purchasing department will issue a purchase order to the supplier.

The supplier will email the administration department about the purchase

order and the status of delivery.

LESSON 45 HIERARCHY OF DATA

BIT, BYTE, FIELD, RECORD AND FILE

The bit is represented by 0 for OFF or 1 for ON. It is a binary digit. It is the

smallest unit of data the computer can store in a database.

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A byte is a collection of bits. Each byte consists of eight bits. Each byte

represents a character.

For example : The letter S is made up of 0101 0011

A field is a unit of data consisting of one or more characters (bytes).

A field is the smallest unit of meaningful information in the database. Each field has a field name.

The field name describes the data that should be entered into the field, such

as StudentID (Student ID), Name, Address and MyKad Number.

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A record is a collection of related fields.

Example : Each record stores data about a students.

For example, a student record is a collection of fields about a student.

A file is a collection of related records. For example, a student file is a

collection of students’ records.

HIERARCHY OF DATA Hierarchy is a series of ordered groupings in a system, beginning

with the smallest unit to the largest.

Data is organised in a hierarchy

that begins with the smallest to the largest unit of data, as it

progresses up the hierarchy.

Together, bits, bytes, fields,

records, files and database form the hierarchy of data.

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EXTENSION : HIERARCHICAL DATA MODEL

OF DATABASE In a hierarchical database, data is organised in a family tree. As with a

family tree, the hierarchical database has branches made up of parent and child records.

Each parent record can have multiple child records. Each child records,

however, can have only one parent.

This is also a parent and child record.

In this model, records are searched from top to down. For example, to locate records of employees working in the IT department of a local

company, you starts with the Employees, then Local Company, and then IT.

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LESSON 46 DATABASE

A bookshop’s online system enables customers to search for books easily. A

person can receive search results in an instant. He selects his books, registers details online and completes the purchase.

DATABASE

Database is structured collection of information on specific subjects. We can

think of a database as an electronic filing system.

An example of the database is a telephone book which contains records of names, addresses and contact numbers.

A database allows its contents to be easily accessed, updated, stored and

retrieved.

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DATABASE MANAGEMENT SYSTEM (DBMS) A Database management System is a program that accesses information

from a database.

A Database Management System provides an interface between the database and the user.

A Database management System enables you to extract, modify and store

information from a database.

Examples of DBMS are Oracle, SQL Server and Microsoft Access.

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EXTENSION : SELECTING THE BEST DBMS Guidelines to select the best DBMS

Performance : How fast the database is able to update records can

be the most important performance criteria for some companies.

Integration – A good DBMS must be able to integrate with other applications and databases.

Features – Features such as security procedures, privacy protection and other access tools are important considerations.

An important feature like Report Generator is not included in the DBMS

program. You have to buy it separately.

LESSON 47 BENEFITS OF USING DATABASE

BENEFITS OF USING DATABASE Minimises Data Redundancy Most data item stored in only one file. With a database there is no need to

repeat recording the same data. This minimises data redundancy.

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For example, a school database would record a student’s name. address and

other details only once when the student enrols in the school.

Data Integrity Is Assured A database ensures that data is correct for all files. When a user modifies

data in one of the files in a database, the same data will change automatically in all the files. This is called data integrity.

Data Can Be Shared A database allows the ease of sharing data. Data can be shared over a

network, by a whole organisation.

Information Can Be Accessed Easily

A database makes information access easy.

Everyone can access and manage data in a database.

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LESSON 48 FEATURES OF MICROSOFT ACCESS

MICROSOFT ACCESS

We can use database software such as SQL Server, Oracle and Microsoft Access to organise data.

Among the three, Microsoft Access is easy to use with tools that enable you to build your own

database.

Microsoft Access is a database program that

allows users to store and manage large collections

of information.

Microsoft Access is a Database Management

System. It allows users to create tables, set relationships, design forms, queries and reports

very easily.

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FEATURES OF MICROSOFT ACCESS

Microsoft Access is part of the Microsoft Office Software, so the menus, toolbars and dialog

boxes work basically the same as other Microsoft Windows applications.

EXTENSION : THE FEATURES OF DBMS These are some features of Microsoft Access compared to SQL. Microsoft Access is more suitable for a small number of users. It is commonly used on

desktop computers and is not suitable for database driven Websites.

SQL can be assessed by hundreds or thousands of users at the same time.

SQL is used in servers of developers and more suited for database driven Websites.

Microsoft Access is cheaper as it comes along with Microsoft Office suite.

SQL requires extra cost to purchase.

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LESSON 49 FEATURES OF TABLE, QUERY, FORM AND REPORT

FEATURES OF A TABLE A table stores a collection of information about specific topic. For example you can use a table to store student’s information in your database.

FEATURES OF A QUERY A query is a type of a database objects in Microsoft Access. A query is a

request for a specific data from a database.

When you create a query, Microsoft Access helps to find information that meets user’s criteria quickly.

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FEATURES OF A FORM A form is an interface to enter information such as students’ details in your

database.

FEATURES OF A REPORT A report summarises information from the database.

LESSON 50 RELATIONSHIP BETWEEN FIELD, RECORD AND FILE

FIELD Field is a specific category of information in a table. In a table, fields are usually shown in columns and it has its own field name at the top.

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For example, StudentID, Name, MyKad Number, Date of Birth, Gender,

Address and Contact Number. All the data within the same field holds the same data type.

For example, StudentID, Name, Gender, Address and ContactNumber use text as data type.

MyKad Number uses number as data type.

Date Of Birth uses date as data type.

Several fields make up a record.

RECORD Record is a collection of fields about one person, place or thing in a table.

Records are arranged in rows.

The records consist of several data type such as of text, date or numerical data.

A record is also known as the row or tuple.

For example, we have a total of five records in this table.

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FILE A file is a set of data arranged in columns and rows. They are grouped

together for a specific purpose. For example, this is a Student Registration System which records all the students’ information.

To form a file, the file must have fields and records. A file is sometimes

called a table or relation. For example, a Book file and a Student file.

EXTENSION : GUIDELINES FOR PUTTING DATA IN A

FIELD

A field like address may contain a big

piece of data. It make the process of data searching slower.

You can break down the address field

into several smaller fields like, a house number, a street address, a

residential area, a post code, a town,

a state and even the country.

For example, if you want to know who lives in Damansara Jaya, you just key in Damansara Jaya in the Residential Area field. A list of persons who stay in

Damansara Jaya will be displayed.

This will make the search of your contacts easy.

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LESSON 51 PRIMARY KEY AND FOREIGN KEY

DEFINE THE PRIMARY KEY A primary key is the field that uniquely represents each record in a table. These keys must not have null values. Meaning, you must not leave these

keys blank.Each table in the database must have at least one primary key.

There is also another name for a primary key: the unique identifier.

In the student table, student name might not be a good primary key. For

example there are two Sulaiman bin Yahya in this school.

So, the Student Name is not a good primary key.

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You may use the MyKad Number as the primary key. Some students might

not have their own MyKad Number yet, the MyKad Number is sometimes rejected as the primary key.

To uniquely identify each student, you can add a special StudentID field to

be used as the primary key. For example, each StudentID represents a student.

DEFINE FOREIGN KEY A foreign key is the field that matches the primary key in another table. It

contains the same data as those of the primary key in the other table.

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Foreign key fields are linked to fields in other tables. While a primary key

must have unique values, a foreign key may have duplicate values.

For example, the StudentID is the primary key in the Student table, but the StudentID is a foreign key in the Subject table.

Since a student may take more than one subject, the foreign key

(StudentID) will have a duplicate value in the subject table.

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THE IMPORTANCE OF THE PRIMARY KEY A primary key ensures data integrity by uniquely identifying each record.

It helps to avoid duplicating records.

It prevents null values being entered in the unique field.

DIFFERENTIATE BETWEEN THE PRIMARY KEY AND

FOREIGN KEY

A foreign key links to a primary key in another table.

While primary keys must have unique values, foreign keys may have

duplicate values. These are the differences between the primary key and foreign key.

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EXTENSION : TYPES OF PRIMARY KEYS

There are three kinds of primary keys in Microsoft Access such as

AutoNumber primary keys, Single-field primary keys and Multiple-field primary keys.

AutoNumber It can be set to automatically enter a sequential number as each record is

added to the table.

If you don't set a primary key before saving a newly created table, Microsoft Access will ask if you want it to create a primary key for you.

If you answer Yes, Microsoft Access will create an AutoNumber primary key.

Single-field If you have a field that contains unique values such as ID numbers or part

numbers, you can assign that field as the primary key.

You can specify a primary key for a field provided it does not contain duplicate values.

Multiple-field In situations where you are unsure of the uniqueness of any single field, you

may assign two or more fields as the primary key.

If you are unsure whether you can select a multiple-field primary key, you should probably add an AutoNumber field and assign it as the primary key.

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LESSON 52 RELATIONSHIP BETWEEN PRIMARY KEY AND FOREIGN

KEY

RELATIONSHIP BETWEEN TWO TABLES Connections between fields of related tables having common values are called relationships.

A relationship works by matching data in key fields, usually a field with the

same name in both tables.

These matching fields are the primary key from one table and a foreign key

in the other table.

IMPORTANCE OF THE RELATIONSHIP BETWEEN

PRIMARY KEY AND FOREIGN KEY The primary key of one table becomes a foreign key of the other table.

By matching a foreign key with a primary key, the data does not need to be entered repeatedly.

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A primary key makes creating Queries, Forms and Reports easier.

A primary key improves data performance by relating smaller tables into

meaningful databases.

EXTENSION : ENFORCE REFERENTIAL INTEGRITY

Referential integrity is a set of rules that protect data from accidental

changes or deletions, if matching records still exist in a related table.

For example, if a patient wants to check out, the referential integrity will check whether this patient has any outstanding bills. If there is, referential

integrity will protect data from being deleted.

In Microsoft Access, to enforce referential integrity between two tables, double-click the line that connects the tables.

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The Relationships dialog box will appear.

Click on Enforce Referential Integrity

Microsoft Access provides two options of referential integrity.

When you change data in the primary key, Microsoft Access will

automatically update the matching data in all related records.

When you have deleted a record in the primary table, Microsoft Access will automatically delete matching records in the related table.

LESSON 53 RELATIONSHIP BETWEEN PRIMARY KEY AND FOREIGN KEY

DEFINE THE TABLE AS ONE OF THE DATABASE

OBJECTS Tables are one of the database objects in Microsoft Access. A Table is a collection of data that is organised as rows and columns.

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Every database object such as Queries, Forms and Reports are based on one ore more Tables.

A database contains at least one Table.

IDENTIFY A TABLE You can create new Tables using one of three methods:

Design view Wizard

Datasheet

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CREATING A TABLE IN DESIGN VIEW When creating a Table in Design view, you customise your fields, data types

and even enter descriptions for them.

In the Database window, click Tables on the Objects bar, and then double-click the Create table in Design view icon.

To add a field, click on the Field Name cell and type a field name.

To change data type, click the Data Type drop-down menu, and choose the

data type.

Click on a Description cell, and then type a description.

After that, you can define the Field Properties.

Assign Primary key.

Save the Table.

CREATING A TABLE BY USING WIZARD Microsoft Access lets you create a new Table based on their templates. In the Database window, click Tables on the Objects bar, and then double click

the Create table by using wizard icon.

There are templates for Business and Personal options.

Scroll through the list to find and choose Students.

Click Next to continue.

Type a name for the Table, or accept the suggested name.

Click No when Table Wizard wants to assign the primary key. Click Next to

continue.

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In the final wizard dialog box, click Enter data directly into the Table. Click

Finish.

We can also add another new column. Follow these steps.

Click Insert and select Column to add columns. Rename the field.

Change the data type.

Save the table.

The table is displayed in the Database windows.

CREATING A TABLE BY ENTERING DATA Create a Table in Database view, we can enter data into the Table.

In the Database window, click Tables on the Objects bar.

Double-click the icon for Create table by entering data.

Click to move from field to field.

To change a field name, double-click the field name, type the new name and then press Enter.

Enter all the data.

Click the save button on the toolbar.

Type a table name and then click OK.

When asked a primary key, choose No.

Assign Primary key.

Save the Table.

The table is displayed in the Database windows.

EXTENSION : ENFORCE REFERENTIAL INTEGRITY The Table Analyzer is a tool that breaks a large Table into small Tables. It

remove redundant data in the large Table.

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Then it generates smaller new Table only to keep the required data such as

address and telephone number.

The information in the new Table will be the same as the large table.

It reduces data redundancy and makes the data easier to maintain.

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LESSON 54 DATABASE OBJECT-QUERY

DEFINE THE QUERY AS ONE OF THE DATABASE

OBJECTS A Query is database object that retrieves specific information from a

database.

For example, you can retrieve a student’s name and address from the

database.

With Access Queries, you can do the following :

View specific data from Table. Perform calculations on selected records.

Delete record from a table.

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You can create new Queries using one of the methods.

Create query in Design View. Create query by using wizard.

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CREATING A RELATIONSHIP

You need to create the relationship between Tables

before you can create Queries.

- See Demonstrations From the CD

Referential Integrity is a set of rules that ensures relationships between Tables within a database are all valid.

CREATING A QUERY IN DESIGN VIEW


CREATING A QUERY BY USING WIZARD


TO RUN A QUERY


EXTENSION : USING PARAMETER Parameter is a value in a specific field used to retrieve information from the

Query such as BioLife in “Brand” field.

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Another example, you can type in the date of purchase of vitamin C for the month of August.

Only the information on vitamin C for the month of August which is specified in the perimeter will be displayed.

It is used when searching for a particular piece of information. This enhances the system performance speed.

LESSON 55 DATABASE OBJECT-FORM

DEFINE THE FORM AS ONE OF THE DATABASE

OBJECTS

A Form is a database object that allows users to add, modify and view information.

Form can be created based on the Table or Query.

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A Form is an organised and formatted view of selected fields from selected

Tables or Queries.

By using Table, you need to scroll down to fill in the new data. This data entry process will take time.

However, when From is used, it is easier as you need to click on the new record button to fill in the new data.

This will speed up the data entry process.

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When you add new data into Forms, you are automatically also adding the

data into the Table.

When you modify data on Forms, you are automatically also modifying the data in the Table.

You can create new Form using one of the methods. Create form in Design View.

Create form by using wizard.

CREATING A FORM IN

DESIGN VIEW


CREATING A FORM BY

USING WIZARD


ENTERING DATA IN A FORM - See Demonstrations From the CD

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EXTENSION : MAIN FORM AND SUBFORM

Sometimes, you want to get the information from two Tables to design a

Form.

For example, you want to design an invoice form to contain customer and product details.

In this situation, you need a main form and a subform. A main form contains

customer information.

A subform is inserted into a main form.

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The invoice form gets information from two Tables that are Customer Table

and Product Table.

In the invoice form, the Customer Table supplies data such as CustomerName, Address and ContactNumber for the main form.

Product Tablegives data for the subform. It contains specific details such as

ProductID, Details, Quantity and Price purchased by the customer.

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By using mail form and subform, you can view the information together. The

main form and subform appear in the same window.

LESSON 56 DATABASE OBJECT-REPORT

DEFINE THE REPORT AS ONE OF THE DATABASE

OBJECTS

A Report summarises information from the

database.

A Report is a database object that presents

selected information from Tables or Queries, for printing purposes.

When designing a Report, consider the

point you are making, the audience and the level of information they needed.

Reports can be created based on the Table or Query.

You can create new Queries using one of the methods.

Create report in Design View. Create report by using wizard.

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CREATING A REPORT IN DESIGN VIEW


CREATING A REPORT BY USING WIZARD


EXTENSION : PUBLISH YOUR REPORTS TO WEB

PAGE A Web Page is resource of information that can be accessed through a Web

browser.

The purpose of publishing your Reports on the Web is to allow people from

multiple locations in your organisation to view your Report.

For example, if your company sells many items, the inventory report has to

be updated weekly. You could produce inventory Report and export that Report as an HTML file. The Report has to be converted to HTML format

before being published.

This file is transferred to the Web Server and can be accessed by all staffs in

the organisation.

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LESSON 57 DATA MANIPULATION Data manipulation refers to the operations of accessing, locating, organising,

modifying and managing data contained in the database.

Basic operations of data manipulation : Update

Insert Delete

Retrieve Sort

Filter Search

UPDATING RECORDS The Update operation is used for changing data in a database Table.

- See Demonstrations From the CD.

INSERTING RECORDS The Insert operation is used for adding records to a database Table.


DELETING RECORDS The Delete operation is used for removing records from a database Table.


RETRIEVING RECORDS

The Retrieve operation is used for retrieving records from a database Table.


SORTING RECORDS The Sort operation is used for sorting records in a records in a database

Table.


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FILTERING RECORDS

The Filter operation is used for filtering records from a database table.

Instead of displaying all the records in a Table, you can use a filter to display only those records that you want to see or edit.


SEARCHING RECORDS

The Search operation is used for finding record from a database table.

You can use the Find function in Microsoft Access to search for the records.

You can use the “Find” feature to locate one or more records to find specific data.

EXTENSION : DATA EXPORT

The transferring of data from a format to another is called the data export.

For example, in Microsoft Access Table, Queries, Forms and Reports can be exported to a spreadsheet format.

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Sometimes, you will come across situations where your data is stored in

Microsoft Access but you need to move or copy it to Microsoft Excel.

For example, you might want to give your report to a group of users who like to view the data in the form of a chart or graph.

You might also want to manipulate your data using line chart where you can

see the shipping date clearer.

Data Export is a lot easier than retyping the data in a spreadsheet.

LESSON 58

PHASES OF SYSTEM DEVELOPMENT The system development phase is a series of steps used to develop a

database program.

These phases describe the processes that system developers carry out in order to develop a database program.

OVERVIEW OF SYSTEM DEVELOPMENT PHASES

Analysis Phase During the Analysis Phase, system developers will perform problem analysis by finding out the needs of target users.System developers also identify the

input, process and output for the new system.

Design Phase Based on the needs of target users, the system developers will design an Entity Relationship Diagram (ERD). This phase is known as the Design

Phase.

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Implementation Phase Implementation Phase is the phase where system developers create database using database software.

Testing Phase The system will be tested by the target users in the Testing Phase.If there is

any error detected, the system developers will fix the error.

Documentation Phase System developers will produce the documents for the program during the Documentation Phase.

Maintenance Phase The system developers continue to provide support during the Maintenance Phase. They monitor the system performance and make changes when

needed.

EXTENSION : PRACTICES OF DEVELOPING A NEW

INFORMATION SYSTEM

Some practices of developing a new information system:

Work as a group When you want to develop an information system, you must work as a group. All group members must work together to complete tasks like data

entry and analysis.

Involves many people Involve as many people as possible in your project. This means that you

should not only think of people in your group but also friends and teachers

who will use your information system.

Willing to accept changes Create a culture among yourselves to accept changes. For example, each of you should try changing roles throughout your project so that everyone

learns each other’s responsibilities.

You must be willing to accept changes when others give comments or recommendations.

Share with others Tell as many people as you can about what your group is doing. This

encourages sharing of ideas and learning from one another.

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LESSON 59 ANALYSIS PHASE

ANALYSIS PHASE OF SYSTEM DEVELOPMENT

The Analysis Phase is the first phase of system development.

In this phase, the system developers would need to define problems faced by

target users.

The target users will indicate their requirements. They need to give a

description of what a system must do and the main functions of the system.

By doing this, the system developers can define the purpose of the system. It would help system developers set the focus of the system.

PROBLEM ANALYSIS

During the Analysis Phase, the system developers will interview the target users to find out their needs.

For example, in the School Resource Centre,

the system developers found out that the target users are currently using the manual

system.

They are facing difficulties in keeping resource

materials organised as the volume of books is increasing.

The target users require a new system that is a School Resource System to

register and catalogue their books.

By doing problem analysis, the system developers would have to understand the needs of the target users.

The new system should store all book

details as in a manual system.

The new system should be faster, easier to

use and have a larger storage.

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In the School Resource System, the system developers need to identify the

input, process and output for the system.

The system developers identify the input, for example AuthorName, PublisherName, CategoryName, BookTitle and BookPrice.

The system developers identify the process for all the system. All new books

purchased by the School Resource Centre would have all their data keyed into the School Resource System.

The system developers identify the output for the system. For example, the

books which have been keyed in will be printed out as document references in the School Resource Centre.

By doing this problem analysis, the system developers can come up with the design of the system.

EXTENSION : STANDARDISATION Standardisation is a set of rules and procedures that system developers

require target users to accept and follow.

For example, system developers need standardisation for the coding of stock

name. In Analysis Phase, system developers need to understand the terms used by target users in order to set a standardisation for input, process and

output.

If the stock code is set to S00001, the target user must follow the standard

by using the prefix S for the rest of the stock code. For example S00002, S00003 and so on.

Standardisation is used to help people working on the same development

project to produce consistent results.Without standardisation, the system will not function correctly. Setting standards avoids confusion in the whole

process of system development.

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LESSON 60

DESIGN PHASE

DESIGN PHASE The Design Phase is the second phase in system development. It refers to

the planning of the system design.

GUIDELINES FOR DESIGNING A DATABASE:

Choose data Choose the neccessary data you need to store in the database. For example,

in the School Resource System, the necessary data are Author, Book,

Category and Publisher.

Ensure table contains the necessary data In this School Resource System, there are four Tables involved, namely Author, Book, Category and Publisher.

From the analysis, the system developers found out that:

An author can have one or more books. A publisher has one or more books.

A category has many books.

Determine field You need to ensure Tables contain the necessary data.

You need to determine what fields to include and the suitable data type

format for those fields. Author Table consists of AuthorID and AuthorName.

Book Table consists of BookID, BookTitle and BookPrice. Category Table consists of CategoryID and CategoryName.

Publisher Table consists of PublisherID and PublisherName.

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These are the technical plans we designed during the Design Phase.

In the Design Phase, the system developers will seek to provide input interface and output interface.

System developers will provide an input interface where the user can do

data entry.

The user can also retrieve information from a database using an output interface.

ENTITY RELATIONSHIP DIAGRAM Entity Relationship Diagram (ERD) is one of the diagrams that show how

Tables are organised and related to one another.

There are two symbols used in an Entity Relationship Diagram.

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In the School Resource System, system developers can use the Entity

Relationship Diagram to describe all Tables and their fields.

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EXTENSION : MOCKUP A mockup is a sample of the input or output that contains actual data. A mockup is needed when handling a big database program so that the

system developer and target user understands the system better.

The system developers show mockups to users for their approval.

It is important to involve users during input and output design stages because users finally will work with those designs.

Users must give their approval on all inputs and outputs before system

developers proceed with database design. A mockup ensures input and

output designs meet the needs of users.

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LESSON 61

IMPLEMENTATION PHASE

The Implementation Phase is the third phase of system development.

In the Implementation Phase, the system developers will convert the technical plan and design plan into a computer program.

The Implementation Phase is the phase where a system is created.

CREATING DATABASE

In this phase, a system developer uses database software such as Microsoft Access

as the development tool to create a Scholl

Resource System.


CREATING TABLES You can use Design View to create tables to store data. You are to create

four tables: Author, Book, Publisher and Category for the School Resource System.


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ASSIGNING TABLE RELATIONSHIP

See Demonstrations From the CD.

Referential Integrity is a set of rules that ensures relationships between

Tables within a database are all valid.

CREATING QUERIES


CREATING FORMS You can use Forms to perform data entry and retrieve related data.


CREATING REPORTS You can use Reports to summaries information from the database.You can

create new Report using wizard.

You can use Reports to retrieve information from the database using Table or Query.


EXTENSION : TYPES OF RELATIONSHIP One-To-One For example, each member has only one address record.

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One-To-Many For example, each book has only one category. Each Category has many books.

One-to-one relationships happen when there is only one record in Library

Member to another one record in Member Contact.

One-to-many relationships happen when each record in Book Category has many related records in Book.

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LESSON 62 TESTING PHASE

Testing Phase is the fourth phase of system development. It involves the system

developer and user in the Testing Phase.

To ensure the quality of a database, the system developers act as quality controllers

and will run tests on it.

The purpose of system testing is to ensure the system runs correctly and is error free.

DATA ENTRY IN TESTING PHASE Before testing the database, data must be entered into the Tables. Enter data for four Tables : Author, Book, Category and Publisher.


TESTING ON DATABASE OBJECT You can do the testing to verify that each database object is functioning. You need to conduct testing to detect any error present.


TESTING ON FUNCTIONALITY OF THE SYSTEM You can also conduct a test to verify that all systems work together

properly.


EXTENSION : DATA VALIDATION

Validation is the process of comparing the data to a set of rules or values to

determine if the data is accurate.

For example, the quantity a user keyed in should be less or equal to

1000. The message will pop up if the quantity is over 1000.

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A range check is another example of a validity check.

For example, the salary a user keyed in should be between 900 and 1500.

The message will pop up if the salary is over 1500.

By implementing data validation, it minimises data entry errors.

LESSON 63 DOCUMENTATION PHASE

The Documentation Phase is the fifth phase in system development.

Documentation refers to the written materials generated throughout phases of system development.

DOCUMENTATION Documentation is very important when the system requires changes in the future. Documentation tells new system developers what was done in the

program.

It helps to reduce the amount of time a new system developer spends learning about existing programs.

A number of documents are produced during the development of a new

computer application.

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User Manual

The User Manual helps the user to use the system.

User Manuals are written in simple language rather than technical language.

The User Manual should cover how to run the

system, how to enter data, how to modify data and how to save and print reports.

The User Manual should include ways to overcome

errors.

Technical Documentation

Technical Documentation is used by system

developers as a reference.

Technical Documentation is useful for system

improvement.

In Documentation Phase,

User Manual and Technical Documentation are found in

a folio.

You need to gather all the documents from the system

development phases into a

folio.

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You can compile your

Technical Documentation in the form of a hard

copy.

Documentation can also

be gathered in a soft copy.

All documentation must be ready by the end the system development. The system developers should ensure that all documentation is complete and

accurate.

EXTENSION : CREATING A HELP FILE A Help File is a documentation file that brings together help information of all the database objects in a project.

This file is a guideline for the user when the user needs

any help in operating the program.

System developers will create a Help File at the final

stage of a project.

For example, system developers can use Help Generator Wizard to create a Help File for School

Resource System.

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LESSON 64 MAINTENANCE PHASE

The Maintenance Phase is the last phase in system development.

Maintenance refers to the changes in

the system by fixing or enhancing its functionality.

System developers are involved in the

Maintenance Phase.

System maintenance involves checking, changing and enhancing to improve its performance.

All systems need to be maintained to take care of new requirements that were not discovered

previously.

CORRECTIVE MAINTENANCE Corrective Maintenance is changing maintenance carried out to repair an

error in system design.

This maintenance is used when errors are detected and need to be rectified.

For example, in the School Resource System, you need to add the

International Standard Book Number (ISBN) field.


PERFECTIVE MAINTENANCE Perfective Maintenance is a system maintenance performed to improve a computer program.

Perfective Maintenance is done when the users require changes in the

interfaces.

For example, in the School Resource System, you can modify the layout of

the Book Form by changing the font colour, type, size and adding "Book Form" title.

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PREVENTIVE MAINTENANCE

Preventive Maintenance is a

maintenance aimed at the prevention of future breakdowns and

failures.

This maintenance is carried out when there is a possibility or risk of

failure while operating.

For example, in the School Resource System, you want to assign a password before a user accesses the database.

Some users may only be allowed to view data in a

particular Table.

Some may only be allowed to add records to a Table while others may be given the right to view

and modify information.

The use of passwords thus helps to prevent unauthorised access to confidential information.

Preventive Maintenance needs to be done to avoid possible future problems.

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EXTENSION : BACKUP A DATABASE

Backup is a process of making copies of

data. To backup a database involves the backup of a whole database

system.

The backup can be used to restore the original data to prevent data loss

caused by virus or power failure.

Backup of database should be done regularly. In this way, you can still

access to your backup if anything goes wrong.

Backups should be done on an external medium with a USB memory stick,

external hard drive, CD, DVD or server.

LESSON 65 DEVELOP A DATABASE PROJECT

PROJECT WORK

- See example From the CD.

LESSON 66 WEB-BASED APPLICATIONS

Technological advancements in large database development and high speed

digital transmission networks will result in global information systems.

These developments will influence how people interact

with information. Through the

Internet, a user can get fast responses and have two-way

communication using video conferencing and e-mail.

By using the global information

systems, people from all over the world can be equipped with

knowledge in many areas.

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GLOBAL INFORMATION SYSTEM Web-based applications are delivered to users from a Web server over the

Internet.

Web-based applications store information in a database system such as Microsoft SQL Server or Oracle.

GLOBAL RESOURCE CENTRE Global Resource Center is a Web-based information system used in

developing human resources for health.

Global Resource Center offers a global library of human resources for health,

focusing on developing countries.

For example, healthcare personnel can store their individual details in this

database. This database can be accessed by a country that needs the healthcare support.

The healthcare personnel can then be contacted via this Web-based

database and called to the service.

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By using this system, countries with health needs can be met. This resources center is managed by Capacity Project and USAID-funded global project.

GLOBAL DISASTER ALERT AND COORDINATION

SYSTEM Global Disaster Alert and Coordination System is a Web-based disaster information management system.

Global Disaster Alert and Coordination System stores

disaster events in the database.

The data is automatically analysed to determine the help needed by the affected country.

For example, from the Current Disaster Events column, you can be informed of the flood that happened in China.

This alerts people of the surrounding regions to evacuate and move to safer

places. People living in Vietnam and Laos will take necessary precautions when

floods happen in China.

By using this system, it helps to coordinate the international responses during the disaster.

Global Disaster Alert and Coordination System is a joint initiative of the

United Nations and European Commission.

GLOBAL DATA MONITORING INFORMATION

SYSTEM Global Data Monitoring Information System is a

Web-based information system that collects data worldwide to sustain social and economic

progress in all countries.

Global Data Monitoring Information System is to help countries overcome problems of poverty,

health and education.

For example, data collected on HIV statistics is analysed and it was found that millions of death were caused by AIDS.

By using this system, medical assistance can be promptly given to those

countries affected.

It is an effort by Millennium Development Goals under the World Bank

group.

Education

Ict topic 6