Managing Databases minutes. Teacher Notes: Jorge Viegas B.Sci.(Chemical), Dip.Ed.,Associate Dip in Lab Technology

Transcription

1 Managing Databases VEA Inc 10 Mitchell Place Suite 103 White Plains, NY Phone: Fax: Website: minutes Teacher Notes: Jorge Viegas B.Sci.(Chemical), Dip.Ed.,Associate Dip in Lab Technology

2 Program Synopsis Databases are very powerful program software tools that allow business and individuals to organise their raw data into useful information. Organised information can then be very easily analysed, searched and sorted by the users. This program takes viewers through the basics of setting up and maintaining a database, covering areas such as setting up relationships, creating a data capture form, creating queries, setting up reports and creating and running macros. Introduction In computing, a database can be defined as a structured collection of records or data that is stored in a computer so that a program can consult it to answer queries. The records retrieved in answer to queries become information that can be used to make decisions. The computer program used to manage and query a database is known as a database management system (DBMS). Various techniques are used to model data structure. The flat (or table) model consists of a single, two-dimensional array of data elements, where all members of a given column are assumed to be similar values, and all members of a row are assumed to be related to one another. A relational database is a database that maintains a set of separate, related files (tables), but combines data elements from the files for queries and reports when required. Program Rationale This program is aimed at year 10 to 12 students who are first time users of Database Software Programs. Students will have an understanding of how Databases are one of the most powerful tools of the Information Age. It aims to give students a basic knowledge of Microsoft Office Access database objects including; tables, forms, reports, queries, switchboards and macros. Program Timeline 00:00:00 Introduction 00:02:20 Chapter 1 Database Demonstration 00:06:54 Chapter 2 Database Relationships part 1 00:09:35 Chapter 3 Database Relationships part 2 00:12:10 Chapter 4 A Friendly Interface 00:15:06 Chapter 5 Database Tools 00:19:44 Chapter 6 An Application of Database Management 00:24:12 Conclusion 00:24:54 Credits 00:26:14 End Program Useful Resources Books and Other Print Resources Information Technology VCE Information Technology Units 1& 2 Fourth Edition (Thomson/Nelson) Colin Potts Et Al Information Technology VCE Information Technology Units 3& 4 Second Edition (Thomson/Nelson) Colin Potts Et Al - 2 -

3 Program Worksheet Before the Program 1. If possible invite a guest speaker to your school, otherwise use your school librarian, IT technician, school accountant or school secretary to demonstrate and talk about the use of databases in the daily running of School business. 2. Practical database design stage - break into small groups to brainstorm, discuss, identify and document examples of information records related to individuals and items. You should identify the raw data which will create a full record of an individual or item. (Name, Surname, Address, Suburb, City, State, Post code, Phone number, etc). Examples: Personal details kept in doctor s clinics, lbrary, Medicare, tax department, banks, etc. Items in a library/book store, program store, supermarkets, retail store, pet store, other. Transactions in the form of photocopies of receipts/accounts eg electricity, gas, telephone/mobile, Internet bills, other. NOTE: This information can and should be used later on, to help you create your database

4 During the Program 1. What is a database? 2. What might a company use a database for? 3. What is a Database Management System (DBMS)? 4. Fill in the empty spaces. Most databases store information in one or more. A table is a two-dimensional array of data elements, similar to a spreadsheet. Each row of the table represents one.a record contains all of the information about a single subject, such as a person, a product or a transaction. Each piece of information in the record is stored in a.the fields are grouped into columns. 5. What is a primary key field? 6. What is the difference between design view and datasheet view? - 4 -

5 7. What is a relational database and why are they used? 8. How does a relationship work? 9. What are the most common relationship types? 10. Why is referential integrity important? 11. Many people who might use a database, such as sales staff and managers, may not be familiar with database management software. They may find the data entry process a little complex and confusing. The interface in a database is how the users interact with the program. a) What role do forms play in this process? b) What are the controls on the bottom of each form for? 12. What are reports in a database? - 5 -

6 13. Like forms and reports, queries can access information from more than one table. We specify what fields will be included in the query and how they are to be sorted. Define query. 14. Fill in the blanks. A specialised form or helps the user to navigate around the database. A switchboard is often the first thing a user sees when they open the database, and so it is also known as a that give users easy access to objects.. It generally contains a number of 15. What are macros and what are they are used for? - 6 -

7 After the Program 1. Research the web for databases/web databases and write a report to be presented to the class on the topic chosen. 2. Create your own databases. Start by creating a flat database and then a relational database. You can now make use of the information developed from the the first activity. Examples of flat database: your own music/book collection, friends directory, class contacts, other. Examples of relational database: library/program borrowing system, shops product/customer data sports carnivals, business transactions, school management systems,. Note:This requires at least two separate tables. One table contains information relating to individuals and the other to items/events. During the process of creating the databases, make use of the Help menu of the software program used (after all this is just another example of making use of a database). Furthermore, there are several free Microsoft Office Access Tutorials available on the Web that you can use to further your knowledge

8 Suggested Student Responses During the Program 1. What is a Database? A database is a collection of data that has been structured so that it can be sorted, searched and analysed. 2. What might a company use a data base for? A company might use a database to track information about sales, inventory and clients. 3. What is a Database Management System (DBMS)? A database software package that is used to manage a particular database. It enables the user to organise the information into a useful structure, to update the information, and also to sort, search and analyse the information in a variety of ways. 4. Fill in the empty spaces. Most databases store information in one or more tables. A table is a two-dimensional array of data elements, similar to a spreadsheet. Each row of the table represents one record. A record contains all of the information about a single subject, such as a person, a product or a transaction. Each piece of information in the record is stored in a field. The fields are grouped into columns. 5. What is a primary key field? A primary key field is a field that uniquely identifies each record in a table. 6. What is the difference between Design view and Datasheet view? Design view is used to create/design the tables. Datasheet view allows the creation of new records and enter data to the tables. 7. What is a relational Database and why are they used? Relation databases share data between linked tables and they avoid repetition of data entry. 8. How does a relationship work? A relationship works by matching data in key fields in two tables. 9. What are the most common relationship types? A one-to-one relationship and a one-to-many relationship. 10. Why is referential integrity important? Referential integrity is important because only values already existing in the parent table s primary key can be used. 11. Many people who might use a database, such as sales staff and managers, may not be familiar with database management software. They may find the data entry process a little complex and confusing. The interface in a database is how the users interact with the program. a) What roll do forms play in this process? Forms make data entry more user friendly. b) What are the controls on the bottom of each form for? They allow the user to navigate through the records. 12. What are reports in a database? A report is a tool/object used to retrieve information from a database and presenting it in a printable format

9 13. Like forms and reports, queries can access information from more than one table. We specify what fields will be included in the query and how they are to be sorted. Define query A query is a tool for asking questions of a database in order to obtain specific information. 14. Fill in the blanks. A specialised form or switchboard helps the user to navigate around the database. A switchboard is often the first thing a user sees when they open the database, and so it is also known as a startup form. It generally contains a number of buttons that give users easy access to objects. 15. What are macros and what are they are used for? Macros are set instructions that automatically perform actions. They can perform a single action, or they can perform a long series of actions. They are used to perform repetitive tasks and complex functions