Database Systems and Data Management
Introduction
A database management system is a program (software) that is used in controlling the storage, retrieval, organization and management of data stored in a database. Database management systems are categorized in accordance to their type and data structure. These systems accept query requests from application programs and in turn, instruct the operating system which transfers the required data. Information systems can be altered easily according to changes in the requirements of the organization’s information. Queries requesting data are received and submitted according to a conforming format in relation to applicable protocol/s. The addition of any new data categories in a database does not cause any disruption.On the other hand, spreadsheets are computer applications (software programs) which simulate a paper. They display a grid of multiple cells that form columns and rows. The cells contain numeric, text and alphanumeric text. Alternatively, these cells may contain formulae that determine the content of the cell through a calculation that may be based on values from other cells or cell. Thus, changes in one cell may cause changes in all cells that relate to it. Therefore, spreadsheets are used in management of financial information that continuously changes based on changes of related information. Thus, they are best applied in data that is inter-related and can affect the entire sheet of information.The two applications can be used in data management. However, greater considerations have to be made that take in to consideration the type of data to be managed and the use oft the data. The inter-relation of the data is also essential because the changes in one data element may have effect on other elements.
The choice of software application for Sorenson Medical data management
It would be logical to first look at the type of data that Mrs. Gains intends to manage because it will influence the choice of software application for use. The data details contain educational information and certification of the employees of Sorenson medical. Therefore, from this brief description I deduce various assumptions that could be used in decision-making (Scrag, 1997). Firstly, the data involving various entities is not related. This means, for example, the qualifications of one employee do not affect or relate to another staff member in any way. Secondly, the data contents are relatively fixed in value or content. Thus, the data’s elements are bound to have few or no changes in the long-run. Thirdly, there is a need to enhance multi-tasking that will enable access by multiple entities to the database simultaneously. Finally, there is a need for security because the information is confidential and is supposed to be used in audits. Thus, based on these data characteristics and requirements I would declare the use of spreadsheets unfit for this particular task. This is because spreadsheets cannot generate reports as is the case with database systems. Database systems easily respond to queries and go through the data and offer a quick report on requested information. Thus the use of spreadsheets would make access difficult for users because they would have to scroll through lots of information to get to what they want. Secondly, spreadsheet applications are best for data elements that need constant updating. However, our data in this case may not require updates because qualifications tend to remain constant for a long time. Thus, the use of a database system would be important because the data is bound to have very few changes in the future. Spreadsheets would also be an inferior choice because of possible conflicts of various users that may want to use and change the data at the same time. This poses a problem because the multiple-user environment is not enhanced in spreadsheets as is the case with databases.
Additionally, reports are restricted to a certain number of records whilst databases have greater capacities. This may in turn, mean that spreadsheets will require a lot of disc space. Spreadsheets are also prone to errors because any mistake on the cells’ formula could affect the whole spreadsheet and render the data useless (Scrag, 1997). Weaknesses inherent in spreadsheets’ data management include the conflict of multiple users, lack of report generation and number of record restriction. Others include the error prone nature of formulae entry in cells and high disc space consumption of spreadsheets (McNurlin & Sprague, 1986). As a result of this analysis, the use of database management systems (DBMS) becomes the best choice for Sorenson medical. This is because they can easily generate reports thus, improving accessibility. DBMS can allow the use of different user applications that may exist in Local Area network as well as allow multiple users to have access simultaneously. The access of information is simple because the user only enters a query that quickly generates a report instead of checking through all the data (McNurlin & Sprague, 1986). The integrity of the data is easy to maintain in databases because they incorporate security features that control access and modification of data. Additionally, new data categories can be added without causing disruptions in the future.
The DBMS also has data recovery mechanism that recovers lost data from back-ups. Therefore, I can conclude that the use of a DBMS would be best in this case. According to Microsoft (2010) the first step towards the design of a database for use the Sorenson Medical case would involve determining the required data and its purpose as well as its collection. This determination would then be followed by an analysis of the data to determine how it is inter-related. This process would involve describing the various data elements and determining their relation. After the information is gathered, the analyst should then organize it into tables. Then the information items should be turned into columns of data. Primary keys that identify each column should then be set after the columns are established. The analyst should then determine the relationship between tables and decide on how to relate data in one table to another. Finally, the designer should analyze and refine the table by checking for errors. After checking, sample data should be entered into the tables that were made to test whether they can respond to queries by giving correct answers on data requested. Finally, normalization rules should be applied to ensure the tables are correctly structured (‘Microsoft’, 2010).
References
McNurlin, C.B and Sprague, H. R. (1986). Information Systems Management in Practice. Upper Saddle River, NJ: Prentice Hall Publishers.
Microsoft Office Online. (2010). Database Design Basics. Retrieved on 21st May 2010 from, http://office.microsoft.com/en-us/access/ha012242471033.aspx.
Scrag, W.G. (1997). Problem Solving with Computers. Boston, MS: Jones and Bartlett Learning.
Is this your assignment or some part of it?
We can do it for you! Click to Order!
