COMMON DATABASE APPLICATION
A database is a collection of data (or facts) that are logically organized and
can easily be searched or manipulated. The term "database" nearly always refers to
such a collection in electronic form, which is stored on and can be searched by
computer. A database is in essence one or multiple computer files that encode data
in a highly structured format.
A database management system (DBMS) is the category of computer
software programs used for creating, organizing, retrieving, analyzing, and sorting
information in computer-based databases. Such software is often informally referred
to as "database software." The database and the DBMS, however, are distinct, just
as a text document is distinct from the word processing program used to create and
modify it.
Companies have many uses for accurate, comprehensive databases. Firms
commonly maintain databases of clients, vendors, employees, inventory, supplies,
product orders, and service requests, among other things. A database system that
can handle all the relevant attributes of a type of data and to provide the desired
methods for analyzing the data is an essential management tool for all but the
smallest of businesses. (Reference for Business, Encyclopedia of Business 2nd Ed., Database
Management System, http://www.referenceforbusiness.com/encyclopedia/ Cos-Des/Database-Management-
Systems.html#ixzz1eGID3sgh)
The following are some sample of information systems that uses database
that are commonly used in establishments.
A. RECORD MANAGEMENT
Records management, or RM, is the practice of maintaining the records of an
organization from the time they are created up to their eventual disposal. This may
include classifying, storing, securing, and destruction (or in some cases, archival
preservation) of records. A record can be either a tangible object or digital
information: for example, birth certificates, medical x-rays, office documents,
databases, application data, and e-mail. Records management is primarily
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concerned with the evidence of an organization's activities, and is usually applied
according to the value of the records rather than their physical format.
Record Management Systems:
1. Personnel Information System
2. Dental Record System
3. Medical Record System
4. Payroll System
PERSONNEL INFORMATION SYSTEM
The Personnel Information system is a computer based system for
maintenance of the service registers of individuals in an organization. The details
pertaining to personnel, postings, qualifications, departmental tests passed, training
attended, family details etc are stored in this system. Retrieval of information is
possible based on any individuals or on collective information grouped by certain
categories namely designation, retirement, length of service, place of working etc.
The personnel system can be categorized into modules namely Personal,
Address, Postings, Qualification, Departmental Tests Passed, Family, Nominations,
Loans, Disciplinary Action & Punishment, Properties, Leave, Previous Employment,
Daily Attendance.
Figure 4.1 – Sample Personnel Information System
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DENTAL RECORD SYSTEM
The recording of accurate patient information is essential to dentistry. The
dental record, also referred to as the patient chart, is the official office document that
records all diagnostic information, clinical notes, treatment performed and patient-
related communications that occur in the dental office, including instructions for
home care and consent to treatment.
The information in the dental record should primarily be clinical in nature. The
record includes a patient’s registration form with all the basic personal information.
The following are examples of what is typically included in the dental record:
• database information, such as name, birth date, address, and contact
information,
• place of employment and telephone numbers (home, work, mobile),
• medical and dental histories, notes and updates,
• progress and treatment notes,
• conversations about the nature of any proposed treatment, the potential
benefits and risks associated with that treatment, any alternatives to the
treatment proposed, and the potential risks and benefits of alternative
treatment, including no treatment,
• diagnostic records, including charts and study models
• medication prescriptions, including types, dose, amount, directions for use
and number of refills
• radiographs
• treatment plan notes
• patient complaints and resolutions
• laboratory work order forms
• mold and shade of teeth used in bridgework and dentures and shade of
synthetics and plastics
• referral letters and consultations with referring or referral dentists and/or
physicians
• patient noncompliance and missed appointment notes
• follow-up and periodic visit records
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• postoperative or home instructions (or reference to pamphlets given)
• consent forms
• waivers and authorizations
• conversations with patients dated and initialed (both in-office and on
telephone, even calls received outside the office)
• correspondence, including dismissal letter; if appropriate
Figure 4.2 – Sample Dental Record System
MEDICAL RECORD SYSTEM
An electronic medical record (EMR) is a computerized medical record created
in an organization that delivers care, such as a hospital or physician's office.
Electronic medical records tend to be a part of a local stand-alone health information
system that allows storage, retrieval and modification of records.
An electronic health record (EHR) (also electronic patient record (EPR) or
computerised patient record) is an evolving concept defined as a systematic
collection of electronic health information about individual patients or populations. It
is a record in digital format that is capable of being shared across different health
care settings, by being embedded in network-connected enterprise-wide information
systems. Such records may include a whole range of data in comprehensive or
summary form, including demographics, medical history, medication and allergies,
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immunization status, laboratory test results, radiology images, vital signs, personal
stats like age and weight, and billing information.
Figure 4.3 – Sample Medical Record System
PAYROLL SYSTEM
A payroll system is an important application that should be used by
businesses of any size. These systems are a guaranteed way to make sure your
paysheet is through on time and in compliance with all taxing authorities. Tax torah
and rates have continually changed in recent years, new tax credits, expiration of old
credits and rate changes can all affect the outcome of your payroll.
It is used to maintain a list of employees’ names, addresses and employment
information and is used to interactively calculate and print payroll checks.
Employees’ hours are entered and distributed to appropriate department/cost
centers. Annualized tax tables are then used to automatically compute deductions
before the check is printed on bank stock. Monthly and quarterly reports are used to
prepare tax filings, and provide analytical information.
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Figure 4.4 – Sample Payroll System
B. BILLING SYSTEM
A billing system is a combination of software and hardware that receives call
detail and service usage information, groups this information for specific accounts or
customers, produces invoices, creates reports for management, and records (posts)
payments made to customer accounts.
Billing Systems:
1. Hotel Reservation and Billing System
2. Internet Cafe Billing System
3. Airline Reservation System
4. Point-of-Sales System
HOTEL RESERVATION & BILLING SYSTEM
Hotel reservations systems, commonly known as a central reservation system
(CRS) is a computerized system that stores and distributes information of a hotel,
resort, or other lodging facilities.
Central reservation system commonly stores Room types, Rate plans
architecture, Room rates & conditions (guarantee, deposit, customized cancellation
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rules, minimum length of stay, maximum length of stay), Room inventories, Generic
hotel information (address, phone number, fax number), Distribution content
(descriptions, amenities, pictures, videos, local attractions...), and Reservation
information.
Figure 4.5 – Sample Hotel Reservation & Billing System
INTERNET CAFÉ BILLING SYSTEM
Internet cafe billing system or commonly called cafe management system, is
a system in which we collect and save all the records of the customers’ usage of the
computer unit in a internet cafe. Usage may include the time duration (start time and
end time), type of service (internet surfing, encoding, gaming), printing charges, and
other items sold in a cafe.
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Figure 4.6 – Sample Internet Cafe Billing System
AIRLINE RESERVATION SYSTEM
Airline reservation systems were first introduced in the late 1950s as relatively
simple standalone systems to control flight inventory, maintain flight schedules, seat
assignments and aircraft loading. The modern airline reservation system is
comprehensive suite of products to provide a system that assists with a variety of
airline management tasks and service customer needs from the time of initial
reservation through completion of the flight.
An airline reservation system is part of the so-called passenger service
systems (PSS), which are applications supporting the direct contact with the
passenger.
The airline reservations system (ARS) was one of the earliest changes to
improve efficiency. ARS eventually evolved into the computer reservations system
(CRS). A computer reservation system is used for the reservations of a particular
airline and interfaces with a global distribution system (GDS) which supports travel
agencies and other distribution channels in making reservations for most major
airlines in a single system.
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Figure 4.7 – Sample Airline Reservation System
POINT-OF-SALES SYSTEM
A Point of Sale (POS) system is a system for managing the sales of retail
goods. The term is used to refer to the software and hardware associated with check
out stands, and all of the bundled features which are included. Most retailers use a
POS system at their checkstands or counters, and several major manufacturers offer
POS systems designed for various types of businesses, ranging from grocery stores
to clothing boutiques. Using a POS system makes a business much more efficient,
lowering the costs of running the business while improving customer service and
making the business more pleasant to work in.
In the retail trade, the “point of sale” is the moment when a customer walks up
to a counter with goods and prepares to purchase them. A POS system handles the
transaction, whether it takes the form of an adding machine and a hand written
receipt pad, or a complex computer system. Except in the case of very small
businesses, a current POS system usually takes the form of a computer system.
POS (point of sale) is the physical location at which goods are sold to
customers. A point-of-sale (POS) software terminal is a computer replacement for a
cash register. More sophisticated than traditional cash registers, a POS (point of
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sale) software system includes the ability to track customer orders, process credit
cards, and manage inventory.
Figure 4.8 – Sample Point-Of-Sales System
C. INVENTORY SYSTEM
Inventory is basically the total amount of goods and materials held in stock by
a factory, store and other business. This can be the food held in stock by a
restaurant or the produce held for sale by a store. For a business to be run efficiently
it is important that they keep a record of their inventory as this keeps them informed
of when they are running short of something and need to restock to ensure they can
serve their customers. An inventory system is used for this purpose.
An inventory system is basically a process whereby a business keeps track of
the goods and material it has available. In its simplest sense it can be done manually
by a count at the end of each day. In this way it is possible to keep a record of the
goods coming in to the business and goods being sold. However this is only really
appropriate for small businesses that do not have a lot of stock. For larger business
it is more likely that a computerized system will be required.
There are many types of business that can benefit from using an inventory
system. Retail outlets which stock and sell goods, warehouses that have goods and
materials passing in and out on a daily basis and manufacturers that produce and
sell products are just a few of this. It can be essential for companies that have a high
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turnover of stock and need a simple way of keeping track of this to ensure their
business runs smoothly and efficiently.
Inventory Systems:
1. Materials and Equipment Inventory System
2. Stocks Inventory System
3. Sales Inventory System
MATERIALS & EQUIPMENT INVENTORY SYSTEM
The materials and equipments inventory system keeps track of the
consumable supplies and nonconsumeable items owned and used in a company.
Materials may include papers, pencils, inks, pens, etc. Equipments my include
chairs, tables, airconditioning unit, computers, electric fans, refregerator, toaster, etc.
Each material and equipment’s pertinent information are saved and managed in a
database. These material and equipment information may include the following:
• The date when the equipment was procured,
• The manner of procurement,
• The cost of the equipment,
• The number of items present,
• The product code, serial number, model, and brand,
• The room or office where it was designated,
• The personnel in charge of the maintenance of the said equipment,
• The status of operation of the equipment,
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Figure 4.9 – Sample Materials and Equpments Inventory System
STOCKS INVENTORY SYSTEM
Stocks inventory tend to monitor the in-coming and out-going of products
(called stocks) into and from the company. It records the time and date the product
left the warehouse or store. In such way, the owner will know when to have a re-
order of a specifc product. The stocks inventory system may have the following
modules:
• In-coming Stocks, this records all information of stocks ordered by the owner
and delivered by the supplier.
• Out-Going Stocks, this keeps track of the products that goes out of the
company such as purchased products by consumers. Thus, a deduction is
done from the total inventory of a particular item.
• Stocks Entry enables the management of new products of the company
• Inventory Report will generate a list of all existing products and its information
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Figure 4.10 – Sample Stocks Inventory System
D. SCHOOL-BASED SYSTEM
School-based systems are programs that are related to and processes
important tasks in a learning institution. It is divided into several sub-systems such
as the enrolment system, assessment, grading system, monitorings, record keeping,
information system, library system, voting system, etc.
School-Based Systems:
1. Library System
2. School Election Voting System
3. Grading System
4. Laboratory Usage Monitoring System
5. Students Locator System
LIBRARY SYSTEM
An integrated library system (ILS), also known as a library management
system (LMS), is an enterprise resource planning system for a library, used to track
items owned, orders made, bills paid, and patrons who have borrowed.
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An ILS usually comprises a relational database, software to interact with that
database, and two graphical user interfaces (one for patrons, one for staff). Most
ILSes separate software functions into discrete programs called modules, each of
them integrated with a unified interface. Examples of modules might include:
• acquisitions (ordering, receiving, and invoicing materials)
• cataloging (classifying and indexing materials)
• circulation (lending materials to patrons and receiving them back)
• serials (tracking magazine and newspaper holdings)
• the OPAC (public interface for users)
Each patron and item has a unique ID in the database that allows the ILS to
track its activity.
Larger libraries use an ILS to order and acquire, receive and invoice, catalog,
circulate, track and shelve materials. Smaller libraries, such as those in private
homes or non-profit organizations (like churches or synagogues, for instance), often
forgo the expense and maintenance required to run an ILS, and instead use a library
computer system.
Figure 4.11 – Sample Library System
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SCHOOL ELECTION VOTING SYSTEM
Electronic voting (also known as e-voting) is a term encompassing several
different types of voting, embracing both electronic means of casting a vote and
electronic means of counting votes.
Electronic voting technology can include punched cards, optical scan voting
systems and specialized voting kiosks (including self-contained direct-recording
electronic voting systems, or DRE). It can also involve transmission of ballots and
votes via telephones, private computer networks, or the Internet.
In general, two main types of e-Voting can be identified:
• e-voting which is physically supervised by representatives of
governmental or independent electoral authorities (e.g. electronic voting
machines located at polling stations);
• remote e-Voting where voting is performed within the voter's sole
influence, and is not physically supervised by representatives of
governmental authorities (e.g. voting from one's personal computer,mobile
phone,television via the internet (i-voting).
Electronic voting technology can speed the counting of ballots and can
provide improved accessibility for disabled voters.
Figure 4.12 – Sample SSC Voting System
GRADING SYSTEM
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A computerized grading system is a program that will enable the instructor or
teacher compute the grades of the students in a fast and accurate manner. Data
entries for the students information and subjects taken is needed to process the
grades of the students. Scores obtained and highest possibles scores ar entered on
all elements in computing grades. These could be the attendance, homework,
seatwork, recitation, projects, quizzes, written examination, exercises, and practical
examinations. A grade sheet or terminal report will be generated per subject of the
instructor.
Figure 4.13 – Sample Grading System
LABORATORY USAGE MONITORING SYSTEM (SIT–IN)
The Laboratory usage monitoring system for sit-ins is a program that records
the time-in and out of students in a particular computer laboratory. This is one way of
controlling the number of students using the computer laboratory in a given
schedule. The students has to have a maximum number of hours of laboratory sit-in
to give way to other students to enjoy such benefits. This system is applicable to
schools having limited number of computer laboratories with respect to the number
of student users. The concept is similar to an Internet Cafe Management System,
but differ in such way that the users will not be billed or asked for payment after
using the laboratory and the number of usage hours is limited.
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Figure 4.14 – Sample Laboratory Monitory System
STUDENTS LOCATOR SYSTEM
A Students Locator System is a program used in school campuses to
determine the current location of a particular student. The system will guide the user
to the location of a specific student as to the room assigned for the student enrolled
in a particular subject. If the student doesn’t have a class, the system will simply
prompt that the student doesn’t have a class. Otherwise, a geographical map of the
building will be shown and the specific room where the student should be at that
moment.
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