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LESSON ONE DATABASE

Chapter Seven focuses on Database Management Systems, specifically using MS Access to create and manage databases. It covers essential concepts such as database terms, creating tables, queries, forms, and reports, as well as the benefits of using databases for information storage. The chapter also includes practical steps for working with MS Access and designing a student records database.

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16 views7 pages

LESSON ONE DATABASE

Chapter Seven focuses on Database Management Systems, specifically using MS Access to create and manage databases. It covers essential concepts such as database terms, creating tables, queries, forms, and reports, as well as the benefits of using databases for information storage. The chapter also includes practical steps for working with MS Access and designing a student records database.

Uploaded by

Vokez Hitch
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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CHAPTER SEVEN

E-learning
Department of Information Technology
Tutor: Mr. Kevin Osanya (0713665783
LESSON ONE

CHAPTER SEVEN

DATABASE MANAGEMENT SYSTEMS

At the end of the chapter the learner shall be able to;


• Explain the different database terms
• Open and use an existing database
• Design and create a simple database
• Save database objects with appropriate names
• Create simple queries
• Design input forms
• Design output reports

These are software that allow records to be entered in the system and to be retrieved in a
specified format. Examples are Ms Access, Paradox, Dbase, FoxPro, Sybase.
From the above examples, we shall look at Ms Access.

7.1 MS ACCESS
MS Access is a database tool used to store, maintain and use a collection of information that is
organized to serve a specific purpose.

A database is a collection of related information organized to serve a specific purpose.

Benefits of using database to store information


1. Fast retrieval of information i.e. data is easier to find.
2. Easy to maintain accurate and up to date data.
3. Easy to analyze and make summary reports on the stored data.
4. Easy to protect your data from unauthorized access.
5. Information can be accessed in many ways.

Database objects
Tables, Queries, Forms, Reports, Macros, Modules.

Tables
Collection of data about a specific subject e.g. customers, employees e.t.c. In a table,
data is organized in fields (columns) and records (rows) A table consists of:
(a) Field names
(b) Data types (c) Description
(a) Field name: - these are column headings for the table being created.
(b) Data types: - the attribute of a field that determines the type of data it can hold e.g. text,
Numeric, Currency etc.
(c) Description: - This column is optional but can be used to give a detailed of the field name.

Primary key: - This is a field that is used to uniquely identify each record stored in a table.

Queries

A query is a type of database search. It enables you to retrieve data that has met conditions you
specify, indicating data from tables.
The word ‘query’ literally means ‘to ask’. Access queries provide a way of asking about your
data. When you design a query, you identify the fields to be included and the records to be
retrieved from one or more tables.
You can as well update or delete multiple records at the same time, perform built in or custom
calculations on your data.

Forms

They are used for adding new data, editing or displaying existing data. This data can be in a table
or a query. Information entered directly in a form will appear in Tables automatically.

Reports

The desired result of any database is to provide information in the form of reports. You can
print reports from tables or queries in any desired format. Reports are used to summarize
and display data from your database. It displays the most up-to-date information.

Modules
They are collection of codes using Access Basic programming language. If programming is
necessary, you can write modules.

Database definitions
1. Field: This is any piece of information in a database e.g. Names, Age, Birth date.
2. Record: It is a collection of several related fields.
3. Database File: This is a collection of several records.
Applications of databases
1. Educational applications: Preparing students’ reports, class schedules.
2. Retail applications: This may include sales projections and Quotas, Market analysis e.t.c.
3. Legal applications: This may include client information and case schedules.
4. Financial applications: This may include stock market forecasting and end of year financial
reports.

PLANNING REQUIREMENTS
In order to plan an efficient database you need to ask yourself some questions, these include.

1. What information do I need to keep track on?


2. What is my hardware and software capability?
3. Who will be using the database?
4. What are the projected future database needs?
Using the example of student records database, let us design, implement and use Access as a
database manager.

The subject/object here is a student and the suggested field names could be;
i) Student’s name ii) Student’s
registration number iii) Student’s address
iv) Parent’s name
v) Age
vi) Sex vii) Course taken viii) Subjects ix) Hours a subject takes x) The lecturer xi)
Lecture’s rate per hour xii) Tuition fee xiii) Course duration xiv) Date of
admission xv) Amount paid

All the above listed is information about one object – student. There is need however to limit the list
to the subject area only.

Therefore the next stage you ask question (s) like:

➢ Do I want to store information about lecture’s records or student’s?


➢ If I want the student’s records, should I include fee payments records, timetable or
examination records?

Let us assume we wish to store student fee payment records only. This will reduce above list to the
following.

i) Student’s name ii) Student’s


registration number iii) Student’s address
iv) Course taken
v) Age
vi) Sex
vii) Date of admission
viii) Amount paid

7.2 WORKING WITH ACCESS 2000


Starting Access
1. Click start button and move to programs.
2. Move to Ms access and click.
3. The resulting dialog box prompts you to create a new database using either blank database,
database wizard or existing database.
4. Click ‘blank database, option since you are creating a new one. To open an existing one,
click the appropriate option.
5. The ‘file new database’ window appears. Enter the name of the database you want to create
i.e. (Macarl student record system) and click Create.
6. A database window appears. It is blank since there are no tables, queries, forms, and
reports.

NB: The database name (Macarl student record system) is displayed on the title bar of the database
window.

7.3 WORKING WITH TABLES


When you create a database in Ms Access a new table is created for the user. In order to customize
the table follow the following steps.

1. Select view under the datasheet tab.


2. Select design view
3. The ‘table window’ appears with field name, data type and description columns (as
discussed in tables earlier)
4. In the Field name, type the first field i.e. assuming we are creating a table on students, one
suggested field could be Student name. Therefore, type Student name.
5. Click data type column and select the data type, (in this case text)
6. Click the description column and describe the field you have just made. However it is
optional and could be skipped.
7. Define all other student’s detail fields by repeating steps 5-7.
8. Close the table and respond affirmatively to ‘save changes’ dialog box. Save the table as
‘students’
NB: your database now has one table object.

DATA TYPE USE EXAMPLE

Text (Default) text or combination of text Stephen, Mary, KAZ


& numbers as well as numbers that 078w KQ2534
don’t require calculations such as
phone numbers. The default size is
50 characters but up to 225
characters can be stored.

Memo Lengthy text or combination of text Notes and descriptions


and numbers. Can
store up to 64,000 characters

Number Numerical data used in 6634,76731,890987,33,978


mathematical calculations, except
that involving money.
Date and time Dates and times values for the years 2-jan, 17/8/90, 09:55AM
100 through 9999 4-march-1789
Currency Monetary values $5689,ksh9873, £5637

Auto number A unique sequential


(incremented by 1) number or
random number assigned by Ms
Access whenever a record is added.
AutoNumber cannot be updated

Yes/No Yes or No values or fields contains


only one or two values (true/false,
yes /no, on off)

OLE object Graphics and objects such that


Ms Excel spreadsheets, sounds can
be embedded to Access

A unique field is required in every table. This is an identification key like the national ID card
that identifies each person individually. The unique key is referred to as primary key in Access.
It is useful when you want to avoid entering duplicated records.
If what you design does not have a unique field, Access lets you include a special field called
AutoNumber which contains sequential or random numbers that Access automatically generates
as you add new records.

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