Data, Information and Information Systems

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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

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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.

201
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.

202
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.

203
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.

204
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.

205
In the School Resource System, system developers can use the Entity
Relationship Diagram to describe all Tables and their fields.

207
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.

208
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.

209
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.

210
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.

211
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.

212
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.

213
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.

214
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.

215
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.

216
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.

217
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.

218
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.

219
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.

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