ESKIDMS3 Database management software

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1 Overview This is the ability to use a software application designed to store and retrieve data needed for a variety of business functions. It also includes an understanding of the features and facilities of the software and the purpose for which the data is stored. Data management software is often implemented on relational database systems by providing pre-defined file and record structures, processes, reports and data-entry screens. This is about the use of these predefined objects. Examples of data management software include proprietary systems for: 1. Customer Relationship Management (CRM); 2. Management Information System (MIS) 3. Payroll; 4. Enterprise Resource Planning (ERP) The user may also work with bespoke databases such as: 5. membership records; 6. hire/rental records; 7. insurance quotes. ESKIDMS3 1

2 Performance criteria You must be able to: You must be able to: Enter, edit and maintain data records in a data management system P1. Enter data accurately into groups of records to meet requirements P2. Configure characteristics of groups of records P3. Check data records meet needs, using IT tools and making corrections as necessary P4. Interpret and respond appropriately to a range of data and application error messages P5. Handle data files effectively, in line with local and/or legal guidelines for the storage and use of data where available Retrieve and display data records to meet requirements P6. Create and use queries to search for and retrieve information from the system P7. Create, define and set up reports to output information to meet requirements P8. Use the file handling techniques of the software to import and export data P9. Use available techniques to combine and link data ESKIDMS3 2

3 Knowledge and understanding You need to know and understand: You need to know and understand: Enter, edit and maintain data records in a data management system K1. Discuss when and how to change or create a new data entry form K2. Discuss and explain how to locate and amend data records K3. Evaluate and explain the risks to data security and procedures used for data protection Retrieve and display data records to meet requirements K4. Determine and explain what queries and reports need to be run to output the required information ESKIDMS3 3

4 Additional Information Scope/range An advanced user can select and use advanced data management software tools and techniques efficiently to: 1. enter complex information; 2. retrieve information using complex selection criteria; and 3. produce customised reports from the system 4. set up menus or short cuts. The data management system tools, functions and techniques will be described as advanced because: 5. the software tools and functions involved will be complex and at times require new learning, which will involve having the idea that there may be a tool or function to do something (eg improve efficiency or create an effect), exploring technical support, self-teaching and applying; and 6. the input, manipulation and output techniques involved will be complex, which will involve research, identification and application. Examples of Content The examples given are indicative of the learning content at each level and are not intended to form a prescriptive list for the purpose of assessment Enter, edit and maintain data records in a data management system Benefits of data management system: accessible, reliable, rapid access, shared view, up-to-date, accurate, secure; simplifies data handling; constraints of using system, audit trail Enter data: Use of data entry form, create new record, add record to table, create new record, add record to table, select and update fields; groups of records Record characteristics: Attributes, categories, teams, flags, keys Check data: Spell check, format, consistency, remove duplication, verify data; data validation techniques, record housekeeping Error messages: Data entry; using help; troubleshooting; logging, reporting and dealing with application errors Security risks and procedures: Access control; authorised use, password protection and management, user authentication Handle data files: File storage, data import and export, restore lost data; identify ineffective backup storage ESKIDMS3 4

5 Guidelines for data storage and use: Set by: employer or organisation. Topics covered: security, backup, data format, compliance and reporting, data protection, audit trail Retrieve and display data records to meet requirements Search and retrieve: Alphanumeric sort, filter, multiple criteria Reports: Customised reports; define report parameters; for others; system reports; errors in reports Import and export data: to other systems or software; file formats; mail merge; data migration; data archiving ESKIDMS3 5

6 Developed by e-skills UK Version number Version 4 Date approved 31 March 2009 Indicative review date Validity Status Originating organisation Original URN Relevant occupations September 2012 Current Original e-skills UK SSC ESKIDMS3 Application Support; ICT for users; Information and Communication Technology Suite IT Users 6.2 Key words IT User, ICT, Information Technology, ITQ, Productivity ESKIDMS3 6

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