Page 149 - DMGT505_MANAGEMENT_INFORMATION_SYSTEM

Management Information Systems

Notes Introduction

Effective use of information depends on how data are stored, organised and accessed in an
organisation. Proper delivery of information not only depends upon the capabilities of computer
hardware and software but also on the organisation’s ability to manage data as an important
resource. After seeing the various methods and approaches of system development, now, let us
have some understanding of how important are the data resources in an organisation and how
the information system we developed is going to handle them.

It has been very difficult for organizations to manage their data effectively. In trying to do so,
we have to meet two very big challenges which are standing out. Implementing a database
requires a widespread organisational change in the role of information and information
managers, the allocation of power at senior levels, the ownership and sharing of information,
and patterns of organisational agreement. A database management system (DBMS) challenges
the existing power arrangements in an organisation and for that reason often generate political
resistance. In a traditional file environment, each department constructed files and programs to
fulfill its specific needs. Now, with a database, files and programs must be built that take into
account the full organization’s interest in data. Although the organisation has spent the money
on hardware and software for a database environment, it may not reap the benefits it should if
it is unwilling to make the requisite organisational changes.

8.1 Database

A database is a collection of data, which is organized in a way that allows for easy data retrieval
and manipulation. While a folder with several files in it may be viewed as a simple database,
database professionals usually require that a database have a database management system
(DBMS). A DBMS is a software tool, which stores data in a specified form and provides access to
this data for a user or an application. Specifically, a DBMS provides some or all of the following
functionality:
1. Data Definition: A DBMS must define a structure for stored data, and provide a means for
a user to define and organize their data within that structure.

2. Data Retrieval: A DBMS must provide a toolset that allows a user to retrieve data stored
in the database (for instance, query tools).
3. Access Control: The database administrator should be able to define data access for an
individual or a group.
4. Data Sharing: More than one user should be able to use the database at the same time
without a danger of overwriting each other’s data changes.

5. Data Integrity: A DBMS should provide mechanisms for maintaining data integrity through
system failures and inconsistent, or incomplete, updates.

Self Assessment

Fill in the blanks:

1. A .................................. is a collection of data, which is organized in a way that allows for
easy data retrieval and manipulation.
2. A DBMS is a .................................. tool, which stores data in a specified form and provides
access to this data for a user or an application.

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