MANAGEMENT INFORMATION SYSTEM MANAGEMENT

INFORMATION SYSTEM

Practical file
MANAGEMENT INFORMATION SYSTEM
SUBMITTED TO: Mr. DILPREE SUBMITTED BY: PARMINDER PAL SINGH

Roll no : 15421160

MBA 1st

Section : D

[Pick the date]

 CONTENT
1. INTRODUCTION

1. WHAT IS DATA?

2. WHAT IS INFORMATION?

3. WHAT IS DATA BASE?

4. IMPORTANCE OF DATA BASE

5. DATA BASE MANAGEMENT SYSTEM (DBMS)

1. WHAT IS DBMS?

1. TYPES OF DBMS?

2. WHAT IS NORMALISATION?

3. TYPES OF KEYS IN DATA BASE

2. INTRODUCTION TO MS-ACCESS 2007

1. INTRODUCTION

2. CREATING A DATA BASE

3. UNDERSTANDING THE VIEWS

4. ENTERING DATA IN A TABLE

5. SORTING RECORDS IN A TABLE

6. QUERIES

7. CREATING A FORM USING A FORM WIZARD

8. REPORTS

3. DBMS WORKING WITH MS-ACCESS

1. TABLE 1 “CUSTOMERS”

2. TABLE 2 “ORDERS”

3. TABLE 3 “BOOKS”

4. CREATING RELATIONSHIPS
5. CREATING MS-ACCESS QUERIES

1. QUERY WIZARD

2. QUERY DESIGN

6. FORM CREATION

7. REPORTING
 INTRODUCTION

 What is DATA?
Data is a set of values of qualitative or quantitative variables; restated, pieces of data are
individual pieces of information. Data is measured, collected and reported, and analyzed,
whereupon it can be visualized using graphs or images. Data as a general concept refers to
the fact that some existing information or knowledge is represented or coded in some form
suitable for better usage or processing. Data is distinct pieces of information,
usually formatted in a special way. All software is divided into two general categories:
data and programs. Programs are collections of instructions for manipulating data.

Data can exist in a variety of forms -- as numbers or text on pieces of paper,

as bits and bytes stored in electronic memory, or as facts stored in a person's mind.

Strictly speaking, data is the plural of datum, a single piece of information. In practice,
however, people use data as both the singular and plural form of the word.

 What is INFORMATION?
Information is that which informs. In other words, it is the answer to a question of some kind.
It is also that from which Data and knowledge can be derived, as data represents values
attributed to parameters, and knowledge signifies understanding of real things or abstract
concepts. As it regards data, the information's existence is not necessarily coupled to an
observer while in the case of knowledge, the information requires a cognitive observer.

At its most fundamental, information is any propagation of cause and effect within a system.
Information is conveyed either as the content of a message or through direct or
indirect observation of something. That which is perceived can be construed as a message in
its own right, and in that sense, information is always conveyed as the content of a message.
Information can be encoded into various forms for transmission and interpretation. It can also
be encrypted for safe storage and communication.

 What is DATABASE?

A database is an organized collection of data. It is the collection of schemas, tables, queries,

reports, views and other objects. Databases are sometimes classified according to their
organizational approach. The most prevalent approach is there National database, a tabular
database in which data is defined so that it can be reorganized and accessed in a number of
 different ways. A distributed database is one that can be dispersed or replicated among
different points in a network. An object-oriented programmingdatabase is one that is
congruent with the data defined in object classes and subclasses.

 Importance of DATABASE

A database management system is important because it manages data efficiently and allows
users to perform multiple tasks with ease. A database management system stores, organizes
and manages a large amount of information within a single software application. Use of this
system increases efficiency of business operations and reduces overall costs.
Database management systems are important to businesses and organizations because they
provide a highly efficient method for handling multiple types of data. Some of the data that
are easily managed with this type of system include: employee records, student information,
payroll, accounting, project management, inventory and library books. These systems are
built to be extremely versatile. Without database management, tasks have to be done
manually and take more time. Data can be categorized and structured to suit the needs of the
company or organization. Data is entered into the system and accessed on a routine basis by
assigned users. Each user may have an assigned password to gain access to their part of the
system. Multiple users can use the system at the same time in different ways.
For example, a company's human resources department uses the database to manage
employee records, distribute legal information to employees and create updated hiring
reports. A manufacturer might use this type of system to keep track of production, inventory
and distribution. In both scenarios, the database management system operates to create a
smoother and more organized working environment.
A simple database has a single table with rows for the data and columns that define the data
elements. For an address book, the table columns define data elements such as name, address,
city, state and phone number, while a table row, or record, contains data for each person in
the book. The query language provides a way to find specific types of data in each record and
return results that match the criteria. These results display in a form that uses the defined data
elements but only shows records that meet the criteria. These three components make up
almost every type of database.
Relational databases use multiple tables and define relationships between them using a
schema in addition to data elements. Records and data elements from each table merge, based
on the query, and display in the form. Routinely used queries often become reports. A report
uses the same query but reports on changes in data over time.
 Database Management System (DBMS)

 What is Database Management System (DBMS)?

A database management system (DBMS) is system software for creating and managing
databases. The DBMS provides users and programmers with a systematic way to create,
retrieve, update and manage data.A DBMS makes it possible for end users to create, read,
update and delete data in a database. The DBMS essentially serves as an interface between
the database and end users or application programs, ensuring that data is consistently
organized and remains easily accessible.A DBMS always provides data independence. Any
change in storage mechanism and formats are performed without modifying the entire
application.

 Types of Database Management System (DBMS)

 What is Normalization?

Database normalization is the process of organizing the columns (attributes)

and tables (relations) of a relational database to minimize data redundancy.
Normalization involves decomposing a table into less redundant tables without losing
information; defining foreign keys in the old table referencing the primary keys of the new
ones. The objective is to isolate data so that additions, deletions, and modifications of an
attribute can be made in just one table and then propagated through the rest of the database
using the defined foreign keys.
There are four forms of Normalization:

 First Normal Form: As per First Normal Form, no two Rows of data must contain
repeating group of information i.e. each set of column must have a unique value, such
that multiple columns cannot be used to fetch the same row. Each table should be
organized into rows, and each row should have a primary key that distinguishes it as
unique.

The Primary key is usually a single column, but sometimes more than one column can be
combined to create a single primary key. For example consider a table which is not in
First normal form.

Student Table:
Student Age Subject

Adam 15 Biology, Maths

Alex 14 Maths

Stuart 17 Maths

In First Normal Form, any row must not have a column in which more than one value is
saved, like separated with commas. Rather than that, we must separate such data into
multiple rows.
 Student Table following 1NF will be :
Student Age Subject

Adam 15 Biology

Adam 15 Maths

Alex 14 Maths

Stuart 17 Maths

Using the First Normal Form, data redundancy increases, as there will be many columns
with same data in multiple rows but each row as a whole will be unique.

 Second Normal Form: As per the Second Normal Form there must not be any partial
dependency of any column on primary key. It means that for a table that has concatenated
primary key, each column in the table that is not part of the primary key must depend
upon the entire concatenated key for its existence. If any column depends only on one
part of the concatenated key, then the table fails Second normal form.

In example of First Normal Form there are two rows for Adam, to include multiple
subjects that he has opted for. While this is searchable, and follows First normal form, it
is an inefficient use of space. Also in the above Table in First Normal Form, while the
candidate key is {Student, Subject}, Age of Student only depends on Student column,
which is incorrect as per Second Normal Form. To achieve second normal form, it would
be helpful to split out the subjects into an independent table, and match them up using the
student names as foreign keys.

New Student Table following 2NF will be:

Student Age

Adam 15

Alex 14

Stuart 17
 In Student Table the candidate key will be Student column, because all other column
i.e. Age is dependent on it.

New Subject Table introduced for 2NF will be:

Student Subject

Adam Biology

Adam Maths

Alex Maths

Stuart Maths

In Subject Table the candidate key will be {Student, Subject} column. Now, both the
above tables qualifies for Second Normal Form and will never suffer from Update
Anomalies. Although there are a few complex cases in which table in Second Normal
Form suffers Update Anomalies, and to handle those scenarios Third Normal Form is
there.

 Third Normal Form: Third Normal form applies that every non-prime attribute of table
must be dependent on primary key, or we can say that, there should not be the case that a
non-prime attribute is determined by another non-prime attribute. So this transitive
functional dependency should be removed from the table and also the table must be
in Second Normal form. For example, consider a table with following fields.

Student Detail Table:

Student ID Student Name DOB Street City State Pin

In this table Student id is Primary key, but street, city and state depends upon Zip. The
dependency between zip and other fields is called transitive dependency. Hence to
apply 3NF, we need to move the street, city and state to new table, with Pin as primary
key.

New Student Detail Table:

Student ID Student Name DOB Pin
 Address Table:
Pin Street City State

The advantage of removing transitive dependency is,

 Amount of data duplication is reduced.

 Data integrity achieved.

 Boyce and Coded Normal Form: Boyce and Coded Normal Form is a higher version of
the Third Normal form. This form deals with certain type of a namely that is not handled
by 3NF. A 3NF table which does not have multiple overlapping candidate keys is said to
be in BCNF. For a table to be in BCNF, following conditions must be satisfied:

 R must be in 3rd Normal Form

 and, for each functional dependency ( X -> Y ), X should be a super Key.

 Types of Keys in Database

Keys are very important part of Relational database. They are used to establish and identify
relation between tables. They also ensure that each record within a table can be uniquely
identified by combination of one or more fields within a table.

Following are the different types of keys:

 Super Key – An attribute or a combination of attribute that is used to identify the records
uniquely is known as Super Key. A table can have many Super Keys.
E.g. of Super Key
1. ID
2. ID, Name
3. ID, Address
4. ID, Department ID
5. ID, Salary
6. Name, Address
7. Name, Address, Department ID
So on as any combination which can identify the records uniquely will be a Super Key.
 Candidate Key – It can be defined as minimal Super Key or irreducible Super Key. In
other words an attribute or a combination of attribute that identifies the record uniquely
but none of its proper subsets can identify the records uniquely.
E.g. of Candidate Key
1. ID
2. Name, Address
For above table we have only two Candidate Keys used to identify the records from the
table uniquely. ID Key can identify the record uniquely and similarly combination of
Name and Address can identify the record uniquely, but neither Name nor Address can
be used to identify the records uniquely as it might be possible that we have two
employees with similar name or two employees from the same house.

 Primary Key – A Candidate Key that is used by the database designer for unique
identification of each row in a table is known as Primary Key. A Primary Key can consist
of one or more attributes of a table.
E.g. of Primary Key - Database designer can use one of the Candidate Key as a Primary
Key. In this case we have “ID” and “Name, Address” as Candidate Key, we will consider
“ID” Key as a Primary Key as the other key is the combination of more than one
attribute.

 Foreign Key – A foreign key is an attribute or combination of attribute in one base table
that points to the candidate key (generally it is the primary key) of another table. The
purpose of the foreign key is to ensure referential integrity of the data i.e. only values that
are supposed to appear in the database are permitted.
E.g. of Foreign Key – Let consider we have another table i.e. Department Table with
Attributes “Department ID”, “Department Name”, “Manager ID”, ”Location ID” with
Department ID as an Primary Key. Now the Department ID attribute of Employee Table
can be defined as the Foreign Key as it can reference to the Department ID attribute of
the Departments table, a Foreign Key value must match an existing value in the parent
table or be NULL.

 Composite Key – If we use multiple attributes to create a Primary Key then that Primary
Key is called Composite Key (also called a Compound Key or Concatenated Key).
E.g. of Composite Key, if we have used “Name, Address” as a Primary Key then it will
be our Composite Key.

 Alternate Key – Alternate Key can be any of the Candidate Keys except for the Primary
Key.
E.g. of Alternate Key is “Name, Address” as it is the only other Candidate Key which is
not a Primary Key.
  Secondary Key – The attributes that are not even the Super Key but can be still used for
identification of records (not unique) are known as Secondary Key.
E.g. of Secondary Key can be Name, Address, Salary, Department ID etc. as they can
identify the records but they might not be unique.

Introduction to Microsoft Access2007

 Introduction

Adatabaseisacollectionofinformationthat'srelated.Accessallowsyoutomanage your
information in one database file. Within Access there are four major areas: Tables,
Queries, Forms and Reports.

 Tables store your data in your database.

 Queries ask questions about information stored in your tables.
 Forms allow you to view data stored in your tables.
 Reports allow you to print data based on queries/tables that you have created.

 Creating a Database
 Start Access
  Select Blank Database.
 In the File Name field enter a name for the database.
 Click Create.

Microsoft Access automatically creates a new table in the database

calledTable1.Thisisatemporaryname until the table is saved.

 Understanding the Views

There are 2 basic views when you work in a table: Design View and Datasheet View .Design
View is used to set the data types, insert or delete fields, and set the Primary key. Datasheet
View is used to enter the data for the records. By default, Access places you in Datasheet
View.

To Switch to Design view

 Click the View button on the Home Ribbon.

 Type a name for the table.
 Click OK.

To Enter Fields in a Table

 Type a name for the first field in the table.

 Press Enter.
 Select a data type.
 Press Enter.
 Type a description for the field.
 Press Enter.
Continue this until all necessary fields have been entered into the table.
Note: The order that you enter the field names is the order the fields will appear in the
table and on a form.

To View the Datasheet

 Click the View button on the Ribbon.

Setting a Primary Key

The Primary Key is the unique identifier for each record in a table. Access will not allow
duplicate entries in a Primary Key field . By default ,Access sets the first field in the table as
the Primary Key field. An example of a Primary Key would be your Social Security
Number. This is something unique about you and should not be duplicated.
To Set a Primary Key:

 Switch to Design View.

 Position your cursor in the field you wish to set as the Primary Key.
 Click the Primary Key button on the Ribbon.
 To Switch Back to Datasheet View to Enter your Records

 Click the View button on the Ribbon.

 Entering Data in a Table

Once you have entered the fields and set the data types it is now time to enter the records
in a table.

To Enter Data in a Table

 Make sure you are in Datasheet View.

 Enter the data into the table by pressing the tab key to move from one cell to another.
 When you have completed the record (row), press Enter.

When inputting data into the table, Access automatically saves the data after each new
record.
 Sorting Records in a Table
By sorting your records in a table, you are easily able to view/locate records in your
table.

To Sort Records in a Table

 Position your cursor in the field that you wish to sort by, by clicking on any record in
that field.
 Click either the Sort Ascending or Sort Descending icon.

Notice, the table above has been sorted by the Last Name field in ascending order.

 Queries

You use Queries to view, change, and analyze data indifferent ways. You can also use them
as a source of records for forms and reports.

To Create a Query

 Click the Create tab on the Ribbon.

 Click Query Design icon.
 Double-click Create Query in Design View.
 Select the table that you would like to base your Query on.
 Click Add.
 Close the Show Table window.
The table(s) will now be displayed in the upper part of the Query Design Screen by boxes
containing the tables’ fields.
 Double click on the field names in the field list window which you would
like to include in the Query.

Defining Criteria in the Query

In order to control which records are displayed, you must define criteria in a Query
.The most common type of Query is the Select Records Query.

To Define Criteria for your Query

 Position your cursor in the criteria row in the field for which you wish to
define the criteria for.
 Enter the criteria.

Example: To find all people it the table who live in Edison:

 Position your cursor in the criteria row of the City field.

 Type Edison.
 Click the Run Query button.

Below is a picture of the result soft above query

 The result of a query is called a record set. A record set can be sorted, printed or filtered in
the same manner as a table.

To Save the Query

 Click the Save Icon.

 Enter a name for the Query.
 Click OK.

Note: When saving a select Query, you are saving the question that you are asking, not the
results that you see when you run the query.

 Creating a Form Using the Forms Wizard

A form is a database object that is used to enter or display data in a database.

To Create a Form Using the Wizard

 Navigate to the table you want to base the form on.

 Click Create on the Ribbon.
 Click Forms.

You are able to navigate using the navigation arrows at the bottom of the form.

Note: The form feeds the table. If you edit a record on the form, or create a new
record, that data will be passed to the table it is associated with.
 To Enter a Record on the Form
 Click the View button on the Ribbon to switch from Layout View to Form View.
 Enter the data for each field in the record, pressing the Enter key to move to the
next field.
 Press Enter after you have entered data for the last field.

This will send the record to the table.

 Reports

Reports can be based on tables or queries and can be made with the Report Wizard.

To Create a Report Using the Report Wizard

 Click the Create tab on the Ribbon.

 Click the Report Wizard icon.
 Select the table or query upon which the report will be based.
 Select the fields that you want to include on the report by double clicking on them.
 Click Next.
 If you would like to add grouping to your report, select the field you wish to group by
double clicking on it.(Example: City)
 Click Next.
 Select a style for the report.
 Click Next.
 Type a title for the report.
 Click Finish.

To Print a Report

 Open the report by double clicking on the object in the Navigation Pane.
 By default, there Porto pens in Print Preview.

To Adjust the Orientation

 Click the portrait or landscape icon on the Print Preview Ribbon.

To Adjust the Margins

 Click them Margins icon on the Print Preview Ribbon.

 Select a margin size.

To Print the Report

 Click the Print Icon on the Print Preview Ribbon.

 Select the Printer.
 Click OK.
 DBMS working with MS-Access

Microsoft Access is an application that stores and maintains data in a database. Access is an
example of a database management system (DBMS) used to manage a small database on a
personal computer.

Microsoft Access-One of the applications included in Microsoft Office and used to manage a
database. Use it to create and edit database tables and to build forms and reports that use the
tables.
Database management system-Software that stores and updates data in a database. A small-scale
DBMS manages a database on a personal computer, and a large-scale DBMS manages a
database on a mainframe computer with many personal computers updating that data. Access is
an example of a small-scale DBMS. SQL Server by Microsoft and Oracle by Oracle Corporation
are examples of a large-scale DBMS.
6

Creating and Using Databases with Microsoft Access

 Start Access

 Select Blank Database.

 In the File Name field enter a name for the database.
 Click Create
Draw table with using Design view & assign one primary key also set the data type as per
requirements.

Table1 “Customers”

 Type a name for the first field in the table.

 Press Enter.
 Select a data type.
 Press Enter.
 Type a description for the field.
 Press Enter.
 Switch to Design View.
 Position your cursor in the field you wish to set as the Primary Key.
 Click the Primary Key button on the Ribbon.
TABLE 2ND

 Make sure you are in Datasheet View.

 Enter the data into the table by pressing the tab key to move from one cell to another.
 When you have completed the record (row), press Enter
TABLE 3RD BOOK

 Type a name for the first field in the table.

 Press Enter.
 Select a data type.
 Press Enter.
 Type a description for the field.
 Press Enter.
 Switch to Design View.
 Position your cursor in the field you wish to set as the Primary Key.
 Click the Primary Key button on the Ribbon.
TABLE 4TH

 Make sure you are in Datasheet View.

 Enter the data into the table by pressing the tab key to move from one cell to another.
 When you have completed the record (row), press Enter.
TABLE 5TH ORDER

 Type a name for the first field in the table.

 Press Enter.
 Select a data type.
 Press Enter.
 Type a description for the field.
 Press Enter.
 Switch to Design View.
 Position your cursor in the field you wish to set as the Primary Key.
 Click the Primary Key button on the Ribbon.
TABLE 6TH

 Make sure you are in Datasheet View.

 Enter the data into the table by pressing the tab key to move from one cell to another.
 When you have completed the record (row), press Enter.
Creating Relationships

In Access, you store data in multiple tables and then use relationships to join the tables. After
you have created relationships, you can use data from all of the related tables in a query, form, or
report. A primary key is a field or combination of fields that uniquely identify each record in a
table. A foreign key is a value in one table that must match the primary key in another table. You
use primary keys and foreign keys to join tables together—in other words, you use primary keys
and foreign keys to create relationships.

There are two valid types of relationships: one-to-one and one-to-many. In a one-to-one
relationship, for every occurrence of a value in table A, there can only be one matching
occurrence of that value in table B, and for every occurrence of a value in table B, there can only
be one matching occurrence of that value in table A. One-to-one relationships are rare because if
there is a one-to-one relationship, the data is usually stored in a single table. However, a one-to-
one relationship can occur when you want to store the information in a separate table for security
reasons, when tables have a large number of fields, or for other reasons. In a one-to-many
relationship, for every occurrence of a value in table A, there can be zero or more matching
occurrences in table B, and for every one occurrence in table B, there can only be one matching
occurrence in table A.

When tables have a one-to-many relationship, the table with the one value is called the primary
table and the table with the many values is called the related table. Referential integrity ensures
that the validity of the relationship between two tables remains intact. It prohibits changes to the
primary table that would invalidate an entry in the related table. For example, a school has
students. Each student can make several payments, but each payment can only be from one
student. The Students table is the primary table and the Payments table is the related table.
  Select database tools
 Then press relationship key
 Add tables from table slect box
 Put primery key of book table to order table and customer table to order table
 Relationship between tables will be created

Creating Microsoft Access Queries

You can use a query to view a subset of your data or to answer questions about your data. For
example, if you want to view a list of student names and email addresses, but you do not want to
see addresses and other data, you can create a query that displays the student’s first name, last
name, and email address only. Alternatively, if you want to know which students live in DE, you
can restrict your list to those students. This lesson teaches you how to create a query.

Open Tables or Queries in Query Design View

A query can be based on tables or on other queries. To create a query, you open the tables or
queries on which you are going to base your query in Query Design view, and then use the
options in Design view to create your query. You then click the Run button to display the results.
You can save queries for later use.
Query Wizard

 Click on the create

 Select query wizard
 Add attributes
 Press finish
 Query wizard will be formed
Query Design
 Click the Create tab on the Ribbon.
 Click Query Design icon.
 Double-click Create Query in Design View.
 Select the table that you would like to base your Query on.
 Click Add.
 Close the Show Table window.
The table(s) will now be displayed in the upper part of the Query Design Screen
by boxes containing the tables’ fields.
 Double click on the field names in the field list window which you would like to
include in the Query.
 Position your cursor in the criteria row in the field for which you wish to define
the criteria for.
 Enter the criteria.
 Position your cursor in the criteria row of the City field.
 Type Edison.
Click the Run Query button.

FORM WIZARD CREATION

 Click on the form wizard

 Add attributes
 Select the format of the view
 Select the order
 Finish
FORM DESIGN

 Open form design

 Select tables from right-side window
 choose attributes which u want in the form
 then select form view
 form will be shown
REPORTING

 Click the Create tab on the Ribbon.

 Click the Report Wizard icon.
 Select the table or query upon which the report will be based.
 Select the fields that you want to include on the report by double clicking on them.
 Click Next.
 If you would like to add grouping to your report, select the field you wish to group by
double clicking on it.(Example: City)
 Click Next.
 Select a style for the report.
 Click Next.
 Type a title for the report.
 Click Finish.
 Open the report by double clicking on the object in the Navigation Pane.
 By default, there Porto pens in Print Preview.
 Click the portrait or landscape icon on the Print Preview Ribbon.
 Click them Margins icon on the Print Preview Ribbon.
 Select a margin size
 .
 Click the Print Icon on the Print Preview Ribbon.
 Select the Printer.
 Click OK.
REPORTING DESIGN

 Open form design

 Select tables from right-side window
 choose attributes which u want in the form
 then select form view
 form will be shown