Systematic Arrangement and Storage of Data - Assignment Example

BACHELORS DEGREEASSIGNMENT SPECIFICATION       P number: Programme: BA Business Portfolio Module: Business Information Systems Module Level (4, 5, 6): 4 Module code: M1X9042 Contribution to Overall Module Assessment (%): 50% Lecturer: Chris Thomas Internal Verifier: Rhian Pole Assignment Title: The Software Development Lifecycle Assignment No (x of x): 2 of 2 Hand Out Date: January 2014 Submission deadline: 15th May 2014 TASK 1. Question 1: Answer 1.1. Advantages of a Relational Database Relational database systems have many advantages compared to flat file systems such as Microsoft Excel. The benefits of database systems is in the systematic arrangement and storage of data, the integrity and consistency of data, Data Security, the ease of data search, the ease of integration and migration, object orientation and the dynamic operation through servers. 1.1.1. Systematic Arrangement and storage of data The arrangement of data and storage in the database is controlled by standard rules such as the field names, primary keys and foreign keys. These rules make sure that the there is no duplication of records and that each record in the database is uniquely identified. In the contrary, Excel does not control the entry of data records hence duplication is possible. 1.1.2. Data Integrity and Consistency The quality of data entered in the database is consistent and have high integrity. Every data is presented in special data type assigned to it during the creation of the data table. The search for data generates the results that meet the exact need and criteria that have been set. Databases do not compromise on the rules of storing and retrieving data. In excel, rules can be set in conditional formatting, but cannot match the integrity in the database systems. Through the normalization process it is possible to create relationships between the tables and enforce integrity. 1.1.3. Data Security Databases have the administrative functions that control the security of its data. The functions include encryption and authentication. Relational databases such as access have multitier authentication capabilities of protecting the security of data. On the other hand, excel and other files only have password protection, which is not as reliable as in the database. 1.1.4. Ease of Data Search and Manipulation Databases operate with schemas, which are collections of objects such as tables, queries, triggers, views, indexes, procedures and packages. Apart from the objects, there are other tools such as reports, pages and forms for easy manipulation of data through the user interfaces. Through the querying mechanism, it is quicker to search for data using the set criteria than in excel. This is done through data manipulation scripts, SQL (Structured Query Language). 1.1.5. Dynamic Connectivity and Operation through Servers Databases can be configured to run on server platforms, enabling them to integrate into many services such as web applications. This connectivity is important because many applications run on client-server connectivity. Excel and other files are not able to run on servers and support dynamic data management. 1.2. Disadvantages of a Relational Database The only disadvantage with databases is that they require special skills to manage. The configuration of databases is a complex process especially where it integrates to web based applications. Excel is easier to use because like any ordinary file, it does not require any configuration. 1.3. Why Access Should be used Access is suitable for use as a database because apart from other database properties, it is simplicity and portability. It can easily be transferred from one computer to another. 1) Systems Design - Input and output Specification List and description of the type of input (data entry specification). The descriptions of the input specification include the names of the fields and their validation procedures. 1.4. List and description of Input The inputs in this project include fields for data entry about the courses that the students take. These fields vary from one module to another. The modules are login, Courses, lecturers and students. With these modules, the inputs expected are as follows: 1.4.1. Log in Module Inputs Fields (Description) User Name (Text) Password (text) Domain (text) 1.4.2. Courses Module Inputs Fields (Description) Course Name (text) Course Code (number) Lecturer’s name (text) Department (text) 1.4.3. Lecturers Module Inputs Fields (Description) Lecturer’s Name (text) Lecturers ID (number) Department (text) Contact (text) 1.4.4. Students Module Inputs Fields (Description) Student Name (text) Registration number (Number) Passport number / National Identity number (text) Course (text) Department (text) In all the fields, the descriptions of the validation properties are in the database design views. 1.5. List and description of Output This system is expected to generate various output data from the processing of the input data. The data are displayed in the reports and the forms. Part of the output will also be displayed in the queries, where data search can take place using customizable criteria. The output will be as described below 1.5.1. Log in Report / Query Output User Name Domain The password remains confidential 1.5.2. Courses Report / Query Output Course Name Course Code Lecturer’s name Department 1.5.3. Lecturers Report / Query Inputs Fields Lecturer’s Name Lecturers ID Department Contact 1.5.4. Students Report / Query Inputs Fields Student Name Registration number Passport number / National Identity number Course Department 1.6. Output Description 1.6.1. The Purpose / Recipient of the Output The purpose of the output is to assist the students, lecturers and the administration to plan for the lessons and to prepare the timetable for the courses the students are taking. It is entirely for internal use within the institution. 1.6.2. The Output Method The output is presented in form of screens. Queries exist for the sake of data manipulation in SQL form. Secondly, there are printable reports for every output. Finally, the forms on which the data appears act as input as well as output interfaces (screens). 1.6.3. Output Type The output is presented in report, form, data labels, dialogs and interactive messages or warnings. 2. Design You are required to develop the database to meet the requirements of the college’s student Tables Forms Relationships Queries Reports The tables, forms, relationships, queries and reports are already in the database. 2.1. Documentation: Screen Capture from the Relationship Diagram Figure 1: College Relationships Model Screen Capture for each form used Figure 2: Courses Form Figure 3: Lecturers Form Figure 4: Login Form Figure 5: Student Form 3. Review 3.1. Report to the Vice Chancellor The system was successful in its objective to demonstrate the system development life cycle. It exhaustively articulated the data input and output for the students, login, lecturer and the courses. The forms are interactive and have the necessary interface for the students, administration and the academic staff (lecturers). The forms have communicative interface with control tools such as the navigation and the data manipulation operations. The system can therefore accommodate the incrementally growing numbers of students, lecturers, courses and users. The system has sufficient data searching interface through the queries, forms and the reports. The reports obtain the data from the queries, making the results relevant for the search objective. This is an improvement from the traditional use of files in the institutions. One vital property of the reports is that they are printable, making it easier to print the relevant records for audit purposes. 3.2. Suggestions for Improved with additional fields or tables The areas that require improvement in the system is the migration of the data to advanced database systems such as SQL server, MySQL or Oracle. This will be able to improve the security of the data stored in it, and makes it possible to convert the system into a web based system. Access will not be able to run on the client server platform across a wide area network or the internet because of incompatibility in the configuration and also its weakness in the security of data. Obviously, the system is presently a standalone application. The second need for improvement is to convert the system into a web based system, using separate web scripting and dynamic web development tools. This will avail the data for the stakeholders in a wider network than if it remains in the present state. As the institution grows, the access of the data will have to be made easier by enabling the stakeholders to locate the data from various points, and probably in the internet. The third area of improvement is to add other important functions such as the search button and the data update buttons on the forms. This reduces the need of the user to define the queries and their criteria on the query tools. Rather, the search commands are to be embedded in the buttons on the GUI interface to make the forms easier to use for the search exercise. The update button should enable the user to make necessary changes to the already existing records. Fourthly, there should be additional fields in the forms to capture more information. For example, student age, gender and the years of study can be added to the student form Finally, there is need to use standard inputs in drop down menus instead of having to type every detail. For example, the names of the courses are already known. These should not be typed all over again by the user; neither should the user memorize them. They should be held in the dropdown menus. Works Cited Read More