ICS Notes Computer Science Part 2

Chapter 1: Data Basics

Q1. What is data?

Ans. Raw facts and figures are called data. It is used to perform certain operations
in an organization. It gives the status of past activities. Data may be numerical like
inventory figures, test scores, etc. Data may be non-numerical like your name and
address.

Q2. What is information?

Ans. Processed data is called information. It is usually output of a process and is
meaningful. The grade of a student in a particular subject in a semester precisely
gives the complete information of the performance of a student.

Q3. What is the difference between data and information?

Ans. Data is raw facts whereas information is processed form of data. Data is
given to the computer for input and information is received from the computer in
the form of output.

Q4. Define data processing.

Ans. Data processing is any computer process that converts data into information
or knowledge. The processing is usually assumed to be automated an running on a
computer. It can also be defined "The manipulation of data to achieve some
required objective is called data processing.

Q5. What is data manipulation?

Ans. Applying different operations on data is called data manipulation. This
operation includes classification, calculation, sorting, and summarizing.

Q6. Define field?

Ans. Each column of a table in relational database is called a field. It represents the
attributes of the entity. In table it is represented as a column header.
Q7. Define record.
Ans. A collection of related fields treated as a single unit is called record. If we
collect different attributes of a student then it will be called student record.

Q8. Define file.

Ans. A collection of related records treated as a single unit is called a file. If we
collect the records of students then collective it will be called a student file.

Q9. Name the file types from usage point of view.

Ans. Types of files from usage point of view

 Master file
 Transaction file
 Back up file

Q10. Name the file types from function point of view.

Ans. Types of files from function point of view.

 Program files
 Data files

Q11. What is program file?

Ans.A file that contains software instructions. The source files and executable files
are examples of program file.

Q12. What do you mean by file organization?

Ans. The physical arrangement of records of a file on secondary storage devices is
called file organization. There are a lot of methods to store files on secondary
storage. All the methods have their own advantages and disadvantages.
Q 13. Name different types of file organization?
Ans. Different types of file organization

 Sequential files
 Direct or random access files
 Indexed sequential files

Q 14. What are sequential files?

Ans. In sequential files records are stored sequentially. These files store data as it
arrives one after another in the sequence. These files take more time to store data.
The best reason for using sequential files is there degree of portability to other
program. The drawback to sequential files is that you only have sequential access
to your data.

Q 15. What are direct or random access files?

Ans. In random files records are accessed directly without going through the
preceding records. Record in this type of file is stored on a calculate address. In
random file the data is stored exactly as it appears in memory, thus saving
processing time.

Q 16. What are indexed sequential files?

Ans. The data in this type of file can be accessed sequentially as well as randomly
based on a key value. As records are stored in the form of key-pointer pair in the
indexed file, therefore, it requires more space on the disk as compared to random
files. It's processing is as fast as random files.

Q 17. What is an index?

Ans. A database index is a data structure that improves the speed of operations on
a database table. It is a table created by system developers or DBA containing the
key attributes of the table for which the index is created. Indexes can be created
using one or more columns of a database table, providing the bases for both rapid
random lookups and efficient access of ordered records.
Q 18. Define database?
Ans. A database is 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
term database refers to the collection of related records or related data sets or files,
and the software which is used to manipulate the database is database management
system or DBMS.

Q 19.What is database management system?

Ans. A collection of programs that enables you to store, modify and extract
information from a database. There are many different types of DBMS, ranging
from small systems that run on personal computers to huge systems that run on
mainframes. The DBMS is used for large and medium sized organizations having
different types of files for different purposes.

Q 20. What is data dictionary?

Ans. DBMS uses a file to store the data definition or description of the structure of
database is called data dictionary i.e. data about database. It holds the name, type,
range of values, source, and authorization for access for each data elements in the
organization's files and databases.

Q 21. What do you mean by consistency constraint?

Ans. These are the rules that must be followed to enter data in the database e.g. in
name field there must not be a numerical value, in date of birth field there must be
a date.

Q 22. What is meant by data independence?

Ans. Data independence means that data and application programs are separate
from each other. Physical implementation of data is hidden from application
program. DBMS lies between the application program and database.

Q 23. Name some large databases developed.

Ans. NADRA, Google, VISA and Amazon books database are a few commonly
known large databases around the world.
Q 24. Write down any two disadvantages of database system.
Ans. Disadvantages of database system

 Additional training is required.

 Additional hardware cost.
 Additional software cost.

Q 25. What are the activities performed on data?

Ans. The user of database normally has the following facilities.

 Adding new files to the database.

 Removing existing files from the database.
 Inserting new data into the existing files.
 Retrieving data from existing files.
 Updating data in existing files.
 Deleting data from existing files.

Q 26. Name the four major components of database system.

Ans. Four major components of database system
Data:

 Raw facts that become information after processing.

Hardware:
The physical components of a system it includes:

 Input / Output (I/O) Devices.

 Primary storage
 Secondary storage devices
 I/O channels
 Processor.
Software:
All kinds of programs which includes:

 User / System software

 Utilities

Personnel:
People who involve with the system:

 Programmer / Analyst
 End Users
 Database Administrator.
Chapter 2: Basic Concepts and Terminology
Q 1. Define relation.
Ans. In relational database the table in which data is stored is called a relation.
Collection of rows and column is called table. Each intersection of a row and
column is called cell. Table contains the descriptive information about an entity.
Table is also called relation. Each file in a file management system corresponds to
a table in database management system.

Q 2. What is an Entity?
Ans. Anything about which we want to store data is called entity. It can be a
person, place or event etc. Entity always has a unique name with in a domain.

Q 3. What is the use of views?

Ans. Views are virtual table used to keep data safe and secure from unauthorized
access. Unlike ordinary table in a relational database, a view is not a part of
physical schema. It is dynamic, virtual table computed from data in the database.
Changing the data in a table alters the data shown in view.

Q 4. What is a key?
Ans. A key field is a field or set of fields of a database table which together form a
unique identifier for a database record. The aggregate of these fields is usually
referred to simply as "the key". A key field also defines searches.

Q 5. Define primary key.

Ans. In a relation the attribute or a combination of attributes that uniquely
identifies a row or a record. e.g. A social security number, ISBN, student roll
number, etc.

Q 6. Define secondary key.

Ans. A secondary key is a non-unique field that is used as a secondary or alternate
key. Sometimes records are required to be accessed by a field other than the
primary key. In these situations another key that is used is called secondary key or
alternate key.
Q 7. Define candidate key.
Ans. There can be more than one keys or key combinations that qualify to be
selected as primary key. In a relation there can be only one primary key at a time.
Rest of the keys or key combinations are called candidate keys.

Q8. Define composite key.

Ans. Composite key consists of two or more than two fields. Composite key is also
designated as a primary key. It is created in a situation when no single field fulfills
the property of uniqueness. To make unique more than one field are combined and
used as primary key.

Q9. Define sort key.

Ans. A field or a set of fields in a record that dictates the sequence of the file
according to our requirement. For example the sort keys STATE and NAME
arrange the table data alphabetically by name within state. STATE is the major sort
key, and NAME is the minor sort key.

Q 10. What is the use of index file?

Ans. Indexes are stored in index file. DBMS uses index files to speed up the
sorting and searching operations.

Q 11. Who is end user?

Ans. It is the person who uses the database management system for his need. He
must have knowledge of information technology. He does not need to have the
detail knowledge of the computer system. He should be aware of the usage details
of the software he intends to use.

Q 12. Who is data administrator?

Ans. The DA department is responsible for the definition, organization,
supervision and protection of data in order to provide good quality, shareable and
accessible data throughout the enterprise. The Data Administrator manages a staff
that is responsible for establishing and implementing the Data Administration
Program.
Q 13. Who is database administrator?
Ans. A database administrator (DBA) is a person who is responsible for the
environmental aspects of a database. In general, these include:

 Recoverability: Creating and testing backups.

 Integrity: Verifying or helping to verify data integrity.
 Security: Defining and/or implementing access controls to the data.
 Availability: Ensuring maximum up time.
 Performance: Ensuring maximum performance given budgetary
constraints.
 Development and testing support: Helping programmers and engineers to
efficiently utilize the database.

Q 14. List two properties of a relation.

Ans. Properties of a relation:

 It has unique column names.

 The order of column is insignificant.
 The order of row is insignificant.

Q 15. Discuss the data manipulation in DBMS system?

Ans. Data manipulation of database management system is different from file
management system. In database management system

 Data is stored in relation or tables.

 A database may have more than one relation with unique names.
 Relations in a database relate to each other using primary and foreign keys.
 DBMS uses index to quickly access the data stored in relation.
 Database query language i.e. SQL is used for data manipulation in database.
Chapter 3: Database Design Process
Q 1. Define analysis.
Ans. A process of studying the existing system is known as analysis. The analysis
also determines what should take place in the new system. It is very important
activity for the development of database system. The person responsible for the
requirement analysis is called "Analyst".

Q 2. What is the importance of project planning?

Ans. Project planning is part of project management. Initially the project scope is
defined and the appropriate methods for completing the project are determined.
Following this steps, the duration for the various tasks necessary to complete the
work listed and grouped into a work breakdown structure. Then the necessary
resources can be estimated and costs for each activity can be allocated to each
resource, giving the total project cost.

Q 3. What is data modeling?

Ans. The identification of data objects and their relationships to other data objects.
Data modeling is often the first step in database design. Designers first create a
conceptual model of how data items relate to each other. Data modeling involves a
progression from conceptual model to logical model to physical schema.

Q 4. Define cardinality.
Ans. The number of entity occurrences of first entity associated with one or more
occurrences of the second entity is known as cardinality. It is expressed as one or
many e.g. a country can have many cities but a country can have only one capital.

Q 5. Define Modality.
Ans. Modality defines whether the participation of an entity in a relationship is
mandatory or optional. If a relationship has a cardinality of zero, then is is an
optional relationship. If relationship has cardinality of at least one the relationship
is mandatory.
Q 6. What is E-R diagram?
Ans. An entity relationship E-R diagram is a specialized graphic that illustrates the
interrelationships between entities in a database. ER diagram often use symbols to
represent three different types of information.

Q 7. What is logical database design?

Ans. It is the process of mapping the conceptual model to the structures of target
DBMS. If the target database is relational then it will be mapped on normalized
relations.

Q 8. What is physical database design?

Ans. Physical database design is the last step of database design. The objective of
physical database design is to implement the database as a set of stored, records,
files, indexes and other data structures. These data structures provide performance
and also ensure data integrity, security and recoverability.

Q 9. What is meant by centralized database distribution?

Ans. In centralized database all the data is stored at single location. It is easy but
have a few disadvantages. Data communications may be high in some cases. Data
is not readily accessible by remote users. If central server fails, whole database
fails.

Q 10. What is partitioned database distribution?

Ans. In partition distribution data is divided into fragments and these fragments of
data are placed at different computers. It is more accessible than centralized
database strategy.

Q 11. What is replicated database distribution?

Ans. Full copy of database is stored on some other computer. Any change in parent
computer is replicated to the others. In this strategy more storage is required. There
can be a huge communication cost while replication. Frequent synchronization is
also required.
Chapter 4: Data Integrity and Normalization

Q 1. What is meant by entity integrity?

Ans. It is a constraint on entity. Entity integrity is an integrity rule which states that
every table must have a primary key and that the column or columns chosen to be
the primary key should be unique and not null. A direct consequences of this
integrity rule is that duplicate are forbidden in a table. If each value of a primary
key must be unique no duplicate rows can logically appear in a table. This NOT
NULL characteristic of a primary key ensures that a value can be used to identify
all rows in a table.

Q 2. What is referential integrity?

Ans. It is a constraint on foreign key. If a foreign exists in a relation then either the
foreign key value must match the primary key value of some tuple in its parent
table or the foreign key value must be completely NULL.

Q 3. What is redundancy?
Ans. Redundancy appears when same data values are stored more than once in a
table. It is also called redundancy if the same values are stored in more than one
table.

Q 4. What is normalization?
Ans. Normalization is s process of converting complex data structures into simple
and stable data structures. It is a technique for reviewing the list of entities and
their attributes to ensure that attributes are stored from where they belong. In other
words we can say that it is a process of analyzing the dependencies of attributes
within entities.

Q 5. What is repeating group?

Ans. Repeating group is a set of one or more data items that may occur a variable
number of times in a tuple.
Q 6. What are database anomalies?
Ans. These are certain situations created when one or more records are deleted,
modified or inserted in the database and the databases goes into an inconsistent
state.

Q 7. What is insertion anomaly?

Ans. Insertion anomaly occurs when a new record is inserted in the relation. In this
anomaly user cannot insert a fact about an entity until he has an additional fact
about another entity.

Q 8. What is deletion anomaly?

Ans. The deletion anomaly occurs when a record is deleted. In this anomaly the
deletion of a record automatically deletes the fact of another entity.

Q 9. What is modification anomaly?

Ans. The modification anomaly occurs when the record is updated in the relation.
In this case the modification in the value of specific attribute requires modification
in all records in which that value occurs.

Q 10. What is partial dependency?

Ans. A type of dependency in which one or more non-key attributes are
functionally dependent on a part of primary key.

Q 11. What is transitive dependency?

Ans. The transitive dependency is a type of functional dependency between two or
more non-key attributes. It exists if a non-key attribute depends on any other non-
key attribute.

Q 12. What is integrity constraint?

Ans. Integrity means the correctness and consistency of the data. Integrity is
usually expressed in terms of certain constraints which are the consistency
rules that the database is not permitted to violate. Integrity is also concerned with
the quality of data. Integrity is maintained with the help of integrity constraints.
These constraints are the rules that are designed to keep data consistent and
correct.

Q 13. What is 1st Normal form?

Ans. A relation is in 1st normal form if and only if all underlying domain contain
atomic values only. Each cell should contain only one value and relation does not
contain any repeating group.

Q 14. What is 2nd Normal form?

Ans. A relation is in 2nd normal form if it is in 1st normal form and every non-key
attribute is fully functionally dependent on the primary key. All on-key attribute
must depend on primary key.
Following are a few conditions for 2nd normal form.

 The primary key consist of only one attribute.

 No non-key attributes exist in the relation.
 Every non-key attribute is functionally dependent on the primary key.

Q 15. What is 3rd Normal form?

Ans. A relation is in 3rd normal form if it is in 2nd normal form and no transitive
dependencies exist. Transitive dependency is a functional dependency between two
or more non-key attributes of a relation.
Chapter 5: Introduction to Microsoft Access
Q 1. What is Microsoft Access?
Ans. It is one of the most popular and powerful DBMS. It provides the features to
the users to create and maintain databases. We can create tables, forms, queries and
reports using MS Access.

Q 2. What is wizard?
Ans. A wizard is a helper application that makes performing complex tasks easier.
A wizard has a simple decision in a window, which has back and next buttons
underneath. When you have filled in the required data, you click the next button to
go to the next window, or you can click the back button to change your previous
decision.

Q 3. What is menu bar?

Ans. It is the second bar from top. It consists of many words. Each word on this
bar represents a menu. Every word on this bar also has a character underlined. This
underlined character represents the short cut key combination for that particular
menu.

Q 4. What is database object?

Ans. A component of database system is known as database object. These database
objects are used to manage data.

Q 5. What is a table?
Ans. Table is a collection of rows and columns. All the intersection points of rows
and columns are called cells. In these cells data can be stored. Each column of
table represents a field. Each field is specified to store a particular type of data.
Table can be viewed in different ways but most commonly used are datasheet view
and design view.

Q 6. What is a query?
Ans. Query is a database object used to get data from the database. In query we
can specify a certain criteria to get the required data. The actual objective of data
storage is that it can be retrieved when ever required. Using query object data can
also be deleted and updated.

Q 7. What is a form?
Ans. The window that is used to enter data into the database is called a form.
Using form data can be entered, edited and even viewed in Microsoft Access. Data
entered in forms directly goes to the tables. Forms are always made after table
creation. The fields on forms are linked to the table fields.

Q 8. What are reports?

Ans. Reports are database objects used to represents queried data in a presentable
format. Not all but most of the RDBMS provides this facility to its users. Reports
can be generated on the basis of tables and queries. We can apply formatting on the
reports to make them more presentable and understandable.

Q 9. What is an IDE?
Ans. IDE stands for integrated development environment. It is a simple and easy
way to do a task. It presents graphical objects like buttons, icons and menus to
perform certain operations. Using IDE a new user and programmer can easily do
their jobs. MS Access also provides the same facility for its users.
Chapter 6: Table and Query
Q 1. What is a table?
Ans. Table is a collection of rows and columns. Each intersection of row and
column is called a cell. Cell is the place where data is placed. Table is the
fundamental object of relational database. Table is also known as relation. Each
row represents a tuple and each column represents an attribute of an entity. Table
or relation itself represents an entity.

Q 2. What is meant by degree of relation?

Ans. The number of fields of a relation is called the degree of the relation. A
table's degree is specified at the time of creation. But as a rule it can be changed at
any time. Change in degree of a table may cause data loss.

Q 3. What is meant by the cardinality of the relation?

Ans. The number of records in a table is called the cardinality of that table.
Cardinality of a table changes as new records are added or previous records are
deleted. For example a table having 40 rows/records has cardinality 40.
Q 4. What are two two table views available in Microsoft Access?
Ans. Design view and Datasheet view.

Q 5. What is Test data type?

Ans. It is the default data type of a field in MS Access. It can contain text or
combination of text and numbers, as well as numbers that don't require
calculations, such as phone numbers. Its size is 255 characters or the length set by
the Field Size property, whichever is less. Microsoft Access does not reserve space
for unused portions of a text field.

Q 6. What is Memo data type?

Ans. A text type field that can contain more than 64000 characters. It is used for
long description.

Q 7. What is Number data type?

Ans. This field is used to store numeric data for mathematical calculations. Size of
this data type can be 1. 2. 4 or 8 bytes (16 bytes if the field Size property is set to
Replication ID).

Q 8. What is AutoNumber data type?

Ans. A unique sequential (incremented by 1) number or random number assigned
by Microsoft Access whenever a new record is added to a table. AutoNumber
fields can't be updated. Its size is 4 bytes.

Q 9. What is the use of Default view?

Ans. In some cases, the value of all records in a certain field is same. A default
value can be set in this case. The user does not need to type the same value again
and again. The property set the default value is used to set default value for a field.

Q 10. What is sorting?

Ans. Arrangement of data in a particular sequence is called sorting. The sequence
can be in ascending or descending order.

Q 11. What is referential integrity?

Ans. Referential integrity is a system of rules that ensures that relationship
between records in related tables are valid and that you don't accidentally delete or
change related data. To enforce referential integrity both tables must have at least
one common field, which have same data type and size.

Q 12. What is a query?

Ans. A query is a question that requires some data from the database. A query is
created by specifying fields to display their from a table or another query. It can
also specify condition for extracting data. Queries select records from one or more
tables in a database.

Q 13. What is a join?

Ans. A query that extracts data from multiple tables is called join. It uses the
relationship of tables to get data.

Q 14. What are wildcards?

Ans. Wildcards is a special symbol that is used in queries to search data. Some
important wildcards are *, ? and #. Wildcards characters are meant to be used with
fields that have the Text data type. You can sometimes use them successfully with
other data types, such as dates.

Q 15. Define criteria in a query?

Ans. A condition used to limit the number of rows extracted from database is
called criteria. For example, instead of viewing all the suppliers that your company
uses, you can view just suppliers form China. To do this, you specify criteria that
limits the results to records whose Country field is "China".
Chapter 7: Microsoft Access Forms and Reports
Q 1. What is a form?
Ans. A window that consists of visual components for input and displays data is
called form. A form is constructed from a collection of individual design elements.
These elements are called controls. The common elements are text boxes, labels,
check boxes etc.These elements are used for different purposes.

Q 2. Write a few uses of Form?

Ans. Form is used to add data in the database. It is used to delete data from the
database. Using form data can included in the database. Data can be viewed using
forms. Data can also be searched with the help of forms. Forms are also used as a
custom dialog box that accepts user input and carries out an action based on the
input.

Q 3. What is a sub form?

Ans. The sub form is a form that is placed in a parent form. The parent form is
called the main form. Sub form is also called child form. It is useful for the tables
when they have relationship of one to many. The table having foreign key is used
for sub-form.

Q 4. What is conditional formatting?

Ans. The conditional formatting is a special type of formatting. This formatting
depends on the control's value and can be added to text boxes, lists and combo
boxes.

Q 5. What is a report?
Ans. Reports are the output of database application. The user can generate
different types of reports by manipulating the database.

Q 6. What is linking?
Ans. The process of linking in MS Access creates a link to an object in another
database table. In this method table is not copied from its original location but just
linked.
Q 7. What is a switch board?
Ans. A switchboard is essentially a Microsoft Access form that allows you to
facilitate navigation or perform tasks within your database application. This form
is basically a customized menu that contain user-defined commands, using either
buttons, labels, images or hyperlinks, that involve actions that will automatically
carry out tasks for you such as opening other forms, naming queries or printing
reports.

Q 8. What is keyboard shortcuts?

Ans. Keyboard shortcuts are the combinations of keys that are used to perform
different tasks. They can save time and effort.

Q 9. What is input mask?

Ans. An input mask controls the value of a cell to store it into a specific format e.g.
a database required to store a date field in a dd/mm/yy format. It will be
represented with input mask __/__/__.

Q 10. Define tabular form briefly?

Ans. In tabular forms multiple records are displayed with fields in columns and
records in rows. Each row represents a record. It is best for the situation when you
want to display a few records and of narrow fields and you want to see several
records at the same time.

Q 11. Define columnar form?

Ans. Form field and label are displayed side by side in columnar form. In this type
of form only one value is displayed at a time. Columnar form provides a record
navigation bar to traverse through records.

Q 12. Define Datasheet form?

Ans. A datasheet form displays data in datasheet view, Each row displays one
record at a time. Datasheet form provides record navigation bar to navigate through
different records. This type of form is often used for the basis of sub form.

Q 13. What is a list box?

Ans. It is a type of text box. Multiple values can be associated with list box and
more than one value can be displayed and selected at the same time.

Q 14. What is a combo box?

Ans. It is a type text box. Multiple values can be associated with combo box but
only one value can be displayed and selected at a time.

Q 15. What is a switch board?

Ans. It is a type of form used to display buttons linked to different database
objects. These buttons are used to open, close, or modify those objects.

Good Luck and Best of Luck