Database Enviroment Essay

THE DATABASE ENVIRONMENT: A database defines a structure for storing information and it collects information that is organized in such a way that a computer program can quickly select desired pieces of data. A database can also be thought of as an electronic filing system. Data and information are extracted from a database by creating a query and then submitting it to the query database management system (DBMS) and it is posed in a language that only the DBMS can understand. PROBLEMS AND CONSTRAINTS: The museum’s current system is efficient but there seems to be some problems with the rights and privileges to the current users. For example, all users currently have the rights to input registration dates for certain events. The current system in not tracking the dates therefor there is no log of how many people are attending or the dates that they are supposed to attend. There seems to be lost inventory because the inventory does not match the reports that are generated. Some other problems that may exist is if artwork is removed and it is not enter into the database location it will not be updated. The reports also take too long to generate and scan the inventory. This requires the help of a user who has better access to the system rights. The administrator will have the rights to go in, access information and change and fix issues that occur. The basic employees will have limited rights to access certain information such as certain artist and artwork in the museum as well as dates that the artist will be in the museum. There is also a need for an explicit backup and recovery implementation. The administrator also needs to track openings for new artwork in the museum. Security The administrative support can use the systems database along with other authorized personal as long as he or she has a username and a password to access it. The system is password protected and is a secure system. Security is a plus when using a database where many users will be accessing the system. There will be a set standard to what a user can and cannot do based on what their position is on the databases. OBJECTIVES: The Museum of Fine Arts needs to install an updated database to track the new and existing art work along with the location of the art and artist as well as new artist. It needs to store all of the artists information as far as phone numbers, how many pieces of art they have in the museum, as well as clients that have purchased artwork or that is interested in certain pieces of art. The database also needs to store the quantity of art pieces sold and its current inventory at the museum along with the prices. They also need to log the attendance of the people that come to the museum. This system is maintained so that personnel have the ability to check the artist details, updated artwork as well as the entire museum notices, if any should be in the database. SCOPE AND BOUNDARIES: The scope is to design a database that holds the museums information in a secure environment. The database design will encompass one or more functions in a single environment or department. One of the boundaries is working with the existing hardware. Since the new database system will use standard reusable components, such as standard date routines or file access routines that will be modified. We will improve service by providing an information system to respond to customer inquiries which is all screen based. Cost of implementing the database, training and training materials for the employees might be another boundary. We will also, be implementing a disaster recovery plan for the system. Data Specifications List- Purpose- The purpose is to store information about the artists as well as current and new artwork in the museum. The database will also store information about the entire inventory that is currently in the museum along with the sale prices. A list of the major entities and the attributes about which information will be captured. Entities Attributes 1. ArtworkYear and Date Made, size, name 2. ArtistName, Artist ID number, Phone number, 3. PriceHow many   SaleDate of purchase, Item Purchases, Cost of Item Functionality- The data will be used to generate reports and track the inventory that is in the museum as well as facilitate searching and matching of the artist and artwork. Data Quality- The art museums manager and assistant manager will work to keep the data up to date. The data quality of the art museum is very important to the operation of the business. Without data quality for the museum it could lead to the loss of cliental, artist, revenue and potential closing of the art museum. Business Rules- There is many business rules that apply to the database. To determine whether a client is considered â€Å"active† or â€Å"inactive† they should have some type of communication and or contribute artwork to the museum every six months. Certain client’s information is mandatory such as address but we need to have at least their name and two contact numbers. The art museums manager is the only one who has the authority to authorize particular transactions. Classifications –The classification schemes that might be used by the database is alphabetical order or last names first. Data, which is categorized in a meaningful way, is much easier to search, sort and report on. User Interface-The user interface should look and behave in a simple manor for the user to navigate between different parts of the database. Specific functionality should be implemented and easy to use for such things as searching, adding new records and updating existing records. Reports- There are many reports that are required. There needs to be an inventory report done weakly to track the inventory. There needs to be an expense report generated as well as a loss and gain report. Security- The access to certain data needs to be restricted by user name and password because some information in the database contains sensitive information. The manager will be the only one that can add, edit or delete information. The types of art, prices and the artist information will be accessible to people outside of the museum via the internet. Scale- The museum needs a large database considering the amount of work it is required to do for example, the records the database will contain and the fact that it is available 24 hours a day. Operating Environment- The museum will need a system that can be added to in the future. References: Management-Hub.Com. (2013). Understanding the Objectives of Database Management in an Organization. Retrieved February 2, 2013, from URL http://www.management-hub.com/database-management-objectives.html Benda, S. (2011).Constraints and the Test-Driven Database Retrieved January 30, 2013, from URL http://www.simple-talk.com Peter, R. and Coronel, C. (2009). Database Systems: Design, Implementation, and Management –Computers, Scope and Boundaries. Retrieved February 1, 2013 from URL http://books.google.com University of Phoenix. (2004).Week Two overview. Retrieved February 1, 2013, from University of Phoenix, Week Two, Resource. DBM/380-Database Designs Web site: www.ecampus.phoenix.edu