The Importance of Licensing the System of a Data Management Tool

Organizations use different types of data management or information systems to manage their business process and to support their day-to-day activities. An information system is also necessary for sharing, storing, protecting, and retrieving the ever-increasing data in organizations. An information system is an important tool enables the organizations to run smoothly.

Without the system, it would be difficult to manage the large quantities of data. The development of the database management system is a process that involves different areas of concentration and experts.

Besides, right from designing to implementing the system involves some critical steps. The paper seeks to explore some aspects that are important in data management.

Among them are the roles and responsibilities in data management, the use of conceptual and high-level logical data models, and the suitability of the proposed database management system.

Besides, this paper seeks to evaluate other relevant data management tools and technologies and an analysis of the project in relation to laws.

Roles and Responsibilities

A number of specialists are involved in the design, development, implementation, and maintenance of a database management system. Specialists perform these vital roles through data and information management. Their roles have a significant impact on the management of the organization’s database and information systems. The most important role is the design and implementation of organization’s technology goals. Organization in need of effective database management system should contract a System Analyst.

System Analyst plays critical roles in data and information management, design, and implementation of a system. System Analysts are responsible for the overall organization’s technology and information goals.

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System Analysts are more of decision makers and action takers in the design and implementation of the database and information system in the organizations (Varshney 2012).

Another important responsibility is network and security management. Data contained in the database are prone to external attacks by hackers who take advantage of the vulnerability of a system to steal and alter information. Of paramount significance here, are database security and network administrator. Database security administrators oversee the network security. Additionally, they consult on issues regarding of the data and information whereas the network administrator carries out maintenance on the network infrastructure (Jeeva, Palanisamy, & Kanagaram 2012).

Further, (Varshey 2012), points out maintenance of the database system. Database system maintenance is the responsibility of the organization’s database administrator. Additionally, they oversee the efficiency of a system to ensure maximum performance. Besides, the organization’s management can consult them on matters relating to the system.

A system administrator installs, updates, and patches the operating system. They also offer assistance to users, configuring the system, troubleshooting, and fine-tuning the system. Database administrators play an important role in ensuring that the organization has a proper and well-functioning system that meets the organizational needs. Database administrators work hand in hand with the database analysts and network and security administrators.

Coronel & Morris (2016) assert that through their joint efforts is when the organization will be able to meet its needs. Successful implementation of the database management system will significantly reduce the database management task. The responsibility of managing the system will shift to database administrators. The administrators will be incharge and thus, they permission to carry out any work relating to the database. Without their approval, it will be almost difficult for any other individual to undertake any task within the system server.

Conceptual Data Model

A Conceptual Data Model (CDM) refers to a summary-level model used mostly on strategic projects. It describes an entire organization comprehensively. Conceptual data model helps in identifying the various organizational business concepts and their relationships. Conceptual data model technology neutral and it is not a solution model.

Organizations make use of this model for purposes of correction and confirmation. The developers normally design the model to be independent of data storage systems and database. The model helps the development team in exploring identifying high-levels concepts and static organizational structures (Brodie, Mylopoulos, & Schmidt 2012). According to Coronel & Morris (2016), conceptual data models helps the system developers in determining the main issues that the system should address.

Additionally, conceptual data model provides a clearer scope that will help the development team to agree on what to include and what to omit while developing a system. Brodie, Mylopoulos, & Schmidt (2012) add that a conceptual data model will simplify the system tuning for the development team. It is not easy to achieve optimal performance if in any case; the concepts in the system are not coherent. On top of that, the system developers can use the conceptual data model to estimate or determine the level of complexity of the database. Without this, it will almost be impossible to gain insight into the level of development and risks associated with the project.

High-Level Logical Data Model

On the other hand, Gunturi, & Shekhar (2014) explores the reasons for developing high-level logical data model sometimes referred to as a logical schema. Compared to the conceptual data model, the high-level logical data model is more complex considering that column types are set. The high-level logical data model represents the conceptual structure of a realm of information. It seeks to capture organizations processes and other indispensable things.

The system developers develop high-level logical data model as a basis for developing the actual system or the physical database in case it is validated or approved. Varhsney (2012) argues that high-level logical data model aids in comprehending the organization’s data elements and needs, it provides a development team with a foundation for developing a system, and eliminates instances of redundancy to avoid inconsistencies in the database. The high-level logical data model is a crucial tool to database system developers.

Security Needs

Security is vital for the information contained in the system. Many organizations come up with their security standards and controls for the database systems. Data is one of the assets that the organization has, and thus there is need to ensure maximum protection to avoid breaches of privacy and integrity of the confidential information in the database system.

Jeeva, Palanisamy, & Kanagaram (2012) outline several security needs for data contained in a database. Among the controls that will suit the system, include database- monitoring activity, which includes real-time monitoring of database activity. It aids in analyzing the traffic protocol and monitoring the activities of the database from the server. Monitoring goes a long way in enabling the database administrator to identify system breaches and exploits that indicate intrusion.

Additionally, a database needs a good database security program and control tool. The other important undertaking towards securing the data in the database is a regular review of the privileges granted to clients. For instance, for individuals’ accounts in the database, it is good to use “two-factor authentication” system for sufficient encryption and thus, to reduce access, which in turn reduces risks and system compromise. On top of those controls, is performing system audit on a regular basis to meet the security needs of the data in the database.

There are reasons for putting security control measures in place. The security breaches include misuse by authorized clients, hackers, and other unauthorized users. Besides, there is malware that may result in data leakages, alteration of data, interruption of the system server, and data corruption. Unauthorized users normally carry out attacks on the information system to gain certain information or to steal an identity. To secure the data, security controls and measures are essential.

Therefore, security is important to secure the database from hackers and unauthorized users who have malicious intentions. It is an imperative to consider the best possible measures that would ensure top security for the database. Otherwise, it will be possible for the hackers to compromise or alter the information, steal identity, or breach the confidentiality of the data in a database (Kim & Feamster 2013).

Appropriateness of Database System

The committee proposed an industry-standard system using MySQL and a cloud- based solution. Given the specifications of the committee, MySQL is an appropriate type of database that suits the organization’s needs. Compared to other similar databases, MySQL is one of the best systems to use in data management. MySQL is fast and reliable given that it offers a wide array of exceptional features.

Additionally, administration and setting up security controls is easy, compared to other databases in the market (Kim & Feamster 2013). Varshney (2012) points out that MySQL is suitable for companies that do not intend to process huge volumes of data. According to the committee, the population of the instructors in the county is approximately 7000.

However, it has self-expansion features to create more space for the data. However, participation will not be 100%. According to the committee’s statistics, the expected participation will be between 50% and 70% of the total population of instructors. Considering that the data is not enormous, MySQL will be a suitable database for managing the data.

According to Brodie, Mylopoulos, & Schmidt (2012), MySQL has several features that place it at the top of other similar databases. Among the most vital elements that MySQL offers include Scalability and Flexibility. Its server offers ultimate scalability with a capacity to support deeply embedded systems effectively. Additionally, it is flexible considering that it supports Linux, UNIX, and Windows.

Besides, MySQL is open source in nature thus allowing for complete customization in case the organization wants to add other unique features to the server. On top of that is the fact that MySQL performance is incredible. Coronel & Morris (2016) asserts that MySQL allows database administrators with other applications with the outcome being an incredible performance. It can meet the demands of any organizations in terms of performance expectations. It offers unique memory caches, full- text indices, and performance enhancing tools.

MySQL is also reliable and readily available. It offers a variety of high-end configurations. Due to its robustness in transactional processing, it is one of the most preferred databases in the market today. In light of this, it offers a number of features that can match the needs of the committee. Among the features is full integrity, which is essential considering that the committee intended to protect some critical and personal information submitted by the participants.

Brodie, Mylopoulos, & Schmidt (2012) further states that MySQL is a de-facto standard for the work due to its ability to handle large traffic. The high-performance engine enables it to handle the large traffic visiting the site. It guards the data strongly with its powerful security features allowing only the authorized users to gain entry into the website.

The database also provides backup and recovery features, mechanisms for a complete and real-time recovery. The ease of managing MySQL database makes it a suitable choice for the committee. Overall, the cost of owning the database is low. The proposal of the committee was to have a cheap and good database for the work. The price of MySQL database system is cheap compared to others in the market.

The system utilizes low-cost commodities whereas they can achieve the excellent levels of performance and scalability. The maintenance of cost of MySQL database is low as well. Besides the cost factor, maintenance is easy meaning it will not consume a lot of system administrator’s time. By considering the features that it offers, it is easy to conclude that it was an appropriate choice for the committee. It has everything that the committee would want in a system. The experience of using the system according to researchers is also amazing.

Alternate Database Type Solution

Other alternative solutions of databases exist in the market apart from MySQL. The difference between MySQL and them are the features and extent of services they offer. In this case, the immediate and most suitable alternative that the committee can adopt is Oracle. According to Brodie, Mylopoulos, & Schmidt (2012), Oracle is larger and can process huge volumes of data at a time.

In respect to the needs of the committee, Oracle is a suitable database that can serve their needs. However, one major limitation of Oracle database is its complexity. Remember, the committees had indicated that complexity could impede the instructors from participating. Therefore, due to the complexity, Oracle database for the committee considering that they were looking for an easy-to-use database. Additionally, compared to other databases, it is expensive due to the amounts of data it can process and the licensing costs.

The budget of the committee is relatively small making it an unsuitable alternative despite its power to process and store huge volumes of data. This makes the committee’s choice a cost effective option that will suit their needs and what they intend to carry out in the county. Additionally, complexity in using the system can turn off participants. Thus, it leaves the committee’s choice as the best option as well.

Evaluation of Data Management Tools and Technologies

In the case, the committee prefers an “open-source Object-relational” data management system. PostgreSQL can meet the requirements of the committee in the case. The main reason for that is the level of security it offers to data stored in the system. Security is important to avoid breaching the right to privacy. PostgreSQL offers maximum protection for information and data contained in the database. Additionally, the cost of acquiring and maintaining the database is low.

The Committee had emphasized the need to get a cheap database due to their relatively small budget. Again, it is reliable, stable, and easy to use. The committee emphasis was as well on the ease of using the database to avoid putting off the participants. The ease of use is of paramount significance to allow maximum participation from the county instructors. It is also available and compatible with every brand. The system can also meet the requirements of the committee taking into consideration the volume of data that it can store and the expected participants. PostgreSQL is also ADA compliant; therefore, it will not raise concerns if the committee chose to use it (Kim & Feamster 2013).

Adminer is also an important database tool that can suit the needs of the committee. Considering its features, Adminer is one of the top and most reliable tools that the committee can adopt. Among the various features that define its suitability is its user-friendliness. According to the case, the committee wants a user-friendly system to avoid putting off clients.

In other words, the committee expects maximum performance that would meet their 50% to 70% expectations. Adminer also is cheap to acquire and maintain. According to the committee’s expectations, they want a relatively cheap option that would meet their needs. On top of that, it is necessary to explore the suitability of the database regarding security. The security levels offered by the tool are sufficient to call it a perfect choice for the committee.

The committee in the case also needs a system that will be ADA compliant (Jeeva, Palanisamy, & Kanagaram 2012). Based on the requirements outlined by the committee, it suits to be an option. It is ADA compliant, user-friendly, it is secure to store data, and offers enough storage space that can handle the expected data and traffic as stated in the case. Additional Data Management Tools

Another good option that would have matched the requirements of the committee in the case is Microsoft SQL server. Microsoft SQL Server is a relational database system with an ability to store and retrieve data. It runs on both the computer and on a cloud allowing access from any point by the expected participants.

The database is easily accessible and user-friendly thus, it will allow the instructors to do more within a short period. In the case, the committee wanted a system that will allow the instructors to fill the forms with ease. In this case, Microsoft SQL Server will enable them to do more within a short time making it a suitable option.

Developing and troubleshooting are easy, and thus the cost of maintaining the system will be relatively lower compared to other data management tools in the market. On that note, the committee’s budget in the case is relatively small. It would have been right for them to consider Microsoft SQL Server data management tool as their appropriate database. Additionally, setting up the system to installing or rather implementing it will cost less time and money. Microsoft SQL Server is also ADA compliant thus its suitability (Kim & Feamster 2013).

Evaluation of the Solution

Protection of Pinellas instructor’s information should not be treated lightly. A good database should have stringent measures to protect information and personal data from hackers and unauthorized users. In the case, the system is a cloud-based system. Cloud-based system is accessible from any place around the world, thus prone to hackers and other intruders. Intruders will steal critical information if they manage to gain access into the system.

The database fall short of the requirements when the committee states that, no hot- based audits become an unnecessary undertaking. System audits and detections are of paramount significance. In addition, protection of the instructors’ confidential information should come first. Therefore, it is indispensable that the committee should note the importance of system audits and stringent protection measures. Otherwise, possible loss of data might arise considering that intruders might exploit vulnerabilities in the system (Rainer et al. 2013).

Additionally, licensing is important. Without a license, the system will be ADA incompliant and thus, unsuitable to operate and carry critical information pertaining Pinellas County Instructors. According to Rainer et al., (2013), licensing is important for the database to be ADA compliant. Additionally, cites the lack of many individuals with knowledge in MySQL. In as much as it could be the best option for the team due to the low cost of acquiring one, lack of capable MySQL experts will make them unable to develop and maintain the system in line with the requirements of the industry.

Therefore, lack of resourcesand experts to carry out the work is another area where they fall short of the requirements. Having a data center is not important according to the requirements. However, the committee decides to have a data center. Apparently, establishing one will come with a cost. The cost of establishing a data center will make the whole process a costly affair for the committee. Instead of focusing on data recovery center, they should have a backup for the data. Compared to a data recovery center, a cloud-based backup is cheaper and better.