PHS 3233 – HR INFORMATION SYSTEM

TEST 2

NAME : LAAVANYAH MANIMARAN

MATRIC NO. : 4183002971
GROUP : G3 30

Instruction: Answer ALL questions. (30 MARKS)

Sanctuary Sdn. Bhd. wants to migrate its current traditional filing system to an online-based
database management system (DBMS). All human resource related information will be stored
and process using this new DBMS. The ICT department argues that the current file-oriented
database system could not efficiently handle the amount of data that the company needs to
store and process. The top management has agreed to purchase the systems and decided that
the shift to the newer database management system needs to be done in three months’ time.
However, this decision was not readily accepted by some of the managers. Most of these
managers do not understand the new system and they argue that everyone in the organisation
are used to the file-oriented database system.

1. How is database management system (DBMS) different from database?

(2 points @ 4 marks)
DIFFERENT DATABASE DBMS
Storage Besides computers, databases In a database management
can even be maintained in system (DBMS), all the
physical ledgers, books or records are maintained only
papers. on a computer.
Access The databases are not The database management
designed for a large number system is designed for a large
of people who can access data number of people who can
at the same time, rather it is access the data at the same
designed for a very small time.
number of people (preferably
few people) who access data
at different times.

2. What are the shortcomings of current filing system?

(3 points @ 6 marks)

Limited Data Sharing:

 Data are scattered in various files.also different files may have different formats and these
files may be stored in different folders may be of different departments.

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  So, due to this data isolation, it is difficult to share data among different applications.

Integrity Problems:
 Data integrity means that the data contained in the database in both correct and
consistent.For this purpose the data stored in database must satisfy correct and
constraints.

Atomicity Problems:

 Any operation on database must be atomic.This means, it must happen in its entirely or

not at all.

3. With a diagram, explain the key steps that Sanctuary Sdn Bhd needs to take to properly
initiate the new DBMS project

(6 points @ 12 marks)

Requirements Gathering

The first step is requirements gathering. During this step, the database designers have to
interview the customers (database users) to understand the proposed system and obtain and
document the data and functional requirements. The result of this step is a document that
includes the detailed requirements provided by the users.Establishing requirements involves
consultation with, and agreement among, all the users as to what persistent data they want to
store along with an agreement as to the meaning and interpretation of the data elements. The data

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administrator plays a key role in this process as they overview the business, legal and ethical
issues within the organization that impact on the data requirements.

Analysis

Data analysis begins with the statement of data requirements and then produces a conceptual data
model. The aim of analysis is to obtain a detailed description of the data that will suit user
requirements so that both high and low level properties of data and their use are dealt with. These
include properties such as the possible range of values that can be permitted for attributes (e.g.,
in the school database example, the student course code, course title and credit points).The
conceptual data model provides a shared, formal representation of what is being communicated
between clients and developers during database development – it is focused on the data in a
database, irrespective of the eventual use of that data in user processes or implementation of the
data in specific computer environments. 

Logical Design

Database design starts with a conceptual data model and produces a specification of a logical
schema; this will determine the specific type of database system (network, relational, object-
oriented) that is required. The relational representation is still independent of any specific
DBMS; it is another conceptual data model.We can use a relational representation of the
conceptual data model as input to the logical design process. The output of this stage is a detailed
relational specification, the logical schema, of all the tables and constraints needed to satisfy the
description of the data in the conceptual data model. It is during this design activity that choices
are made as to which tables are most appropriate for representing the data in a database.

Implementation

Implementation involves the construction of a database according to the specification of a logical

schema. This will include the specification of an appropriate storage schema, security
enforcement, external schema and so on. Implementation is heavily influenced by the choice of
available DBMSs, database tools and operating environment. There are additional tasks beyond
simply creating a database schema and implementing the constraints data must be entered into
the tables, issues relating to the users and user processes need to be addressed, and the
management activities associated with wider aspects of corporate data management need to be
supported. In keeping with the DBMS approach, we want as many of these concerns as possible
to be addressed within the DBMS. We look at some of these concerns briefly now.In practice,
implementation of the logical schema in a given DBMS requires a very detailed knowledge of
the specific features and facilities that the DBMS has to offer.

Realizing the Design

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After the logical design has been created, we need our database to be created according to the
definitions we have produced. For an implementation with a relational DBMS, this will probably
involve the use of SQL to create tables and constraints that satisfy the logical schema description
and the choice of appropriate storage schema (if the DBMS permits that level of control).One
way to achieve this is to write the appropriate SQL DDL statements into a file that can be
executed by a DBMS so that there is an independent record, a text file, of the SQL statements
defining the database. Another method is to work interactively using a database tool like SQL
Server Management Studio or Microsoft Access. After a database has been created, there are two
ways of populating the tables either from existing data or through the use of the user applications
developed for the database.For some tables, there may be existing data from another database or
data files. For example, in establishing a database for a hospital, you would expect that there are
already some records of all the staff that have to be included in the database.

Maintenance
Databases are one of the more enduring software engineering artifacts; it is not uncommon to
find database implementations whose use can be traced back for 15 years or more. Consequently,
maintenance of the database is a key issue.Maintenance forms are Operational maintenance,
where the performance of the database is monitored. If it falls below some acceptable standard,
then reorganization of the database, usually in the form of adjustments to the storage schema,
takes place to ensure that performance is maintained at an acceptable level.Next,Porting and
implementation maintenance, in which the DBMS, the user processes, the underlying computer
system or some other aspect undergoes changes that require the database implementation to be
revised. Of course, the extreme form of porting occurs when the database is to be entirely
replaced – in which case the entire development life cycle is usually followed using the existing
database and its limitations as the starting point for requirements analysis. Adjustments to the
storage schema are almost inevitable as new data storage capabilities become available. This can
involve both restructuring and reorganization, depending on the scope of the changes taking
place.

4. Recommend some of the individuals who would be logical members of the DBMS project
team and explain why.
(4 points @ 8 marks)

PROJECT MANAGER (PM)

The Project Manager (PM) is responsible for knowing the “who, what, where, when and why” of
the software project. This means knowing the stakeholders of the project and being able to
effectively communicate with each of them.The Project Manager is also responsible for creating
and managing the project budget and schedule as well as processes including scope management,
issues management and risk management.Some of the Project Manager duties can include
Developing a software project plan,Manage deliverables according to the software project plan
and Recruiting software project staff.

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SOFTWARE DEVELOPERS
The Software Developers (front-end and back-end) are responsible for using the technical
requirements from the Technical Lead to create cost and timeline estimates.The Software
Developers are also responsible for building the deliverables and communicating the status of the
software project to the Technical Lead or Project Manager.It is critical that the other team
members effectively communicate the technical requirements to the Software Developers to
reduce project risk and provide the software project with the greatest chance of success.

TECHNICAL LEAD
This person translates the business requirements into a technical solution. Because of this
responsibility, it is beneficial to have the Technical Lead involved in the planning phase to hear
the business requirements from the customer’s point of view and ask questions.The Technical
Lead is the development team leader and works with the developers to provide technical details
and estimates for the proposed solution. This information is used by the Project Manager to
create the Statement of Work and the Work Breakdown Structure documents for the software
project.It is critical that the Technical Lead can effectively communicate the status of the
software project to the Project Manager so that issues or variances can be effectively addressed
as soon as possible.The Technical Lead is also responsible for establishing and enforcing
standards and practices with the software development team.

SOFTWARE TESTERS
The Software Testers ensure that the software solution meets the business requirements and that
it is free of bugs, errors and defects.In the test planning and preparation phases of the software
testing, Software Testers should review and contribute to test plans, as well as be analysing,
reviewing and assessing technical requirements and design specifications.Software Testers are
involved in identifying test conditions and creating test designs, test cases, test procedure
specifications and test data, and may automate or help to automate the tests.

END OF QUESTIONS

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