Practical 1: Data entry and basic database

INTRODUCTION

A set of data can be interpreted into useful information by combining related data to form
meaningful information. In order to analyze and combine the data, those data need to be
stored into a database. A database lets you store and also manage all your data in an
organized manner. To store data into a database, a person would have to undergo a
process called data entry. To input data into a database, one must fully understand the
concept of data that can be understood by the database so that the database can function
perfectly. When all the input process is done, analysis of the information can be carried
out and presented in a more organized and easy to understand manner.

OBJECTIVE
§

 To understand the concept of data, information and data entry

 To construct a simple database using a set of data given

MATERIALS

Computer
Microsoft Excel
Datasheet

PROCEDURES

1. Start your Microsoft Excel

2. Familiarize yourself with the view, spreadsheet, formula bar and simple command
3. Using the set of data given, construct a database of health status of a group of people
given
4. Using the basic formula given, analyze the set of data given by producing a new set of
useful information : Body Mass Index, Hip to Waist Ratio, Body Fat Percentage using
the formula given
5. Produce a presentable analysis result, in the form of graphs and charts from the
information gathered to determine the health status of the set of people given
6. Save your database
7. Print out the spreadsheet and also the graphs or chart.

1
Practical 2: Data entry and basic database 2

INTRODUCTION

Different software gives the user different point of view and also different style of
handling and managing data. A powerful database software should give freedom to the
user to manage and also present data in an interesting and effective manner, another
important aspect of a database software is data input. Data input shouldn’t be a complex
process because data input is very important and slight error can cause a considerably
large damage to the organization.

OBJECTIVE

 To utilize different software for managing data (Microsoft Access)

 To construct a simple database using a set of data given

MATERIALS

Computer
Microsoft Access
Datasheet

PROCEDURES

8. Start your Microsoft Access

9. Familiarize yourself with the Database Windows
10. Click File in the menu, choose New. The New File pane will open on the right-hand
side of the screen
11. In the New File pane, select Blank Database option. This will open the File New
Database dialog box.
12. In the File New Database dialog box, type in a name for your database and click Create
13. In your Database Window, you can see three options, Create Table in Design View,
Create Table by Using Wizard, Create Table by Entering Data
14. Select Tables from the Objects bar in your Database Window.
15. Double-click the Create table by using wizard option. You will see the Table Wizard
dialog box
16. In the Table Wizard dialog box, select your table category, Business or Personal
17. Choose the purpose of your database under Sample Tables
18. Choose content fields for your database from the list under Sample Fields
19. Rename your filed using Rename Field and click OK.
20. The next step will ask you to name your table and set a Primary Key. Type in the name
for your table (do not use spaces or special characters). Then, choose No, I’ll set the
primary key . Click Next.
21. Next choose Numbers I enter when I add new records. Click Next.

2
22. In the next dialog box, select Enter data directly into the table. Click Finish.

Formatting Table

1. Go to Design View in your toolbar.

2. Customize your fields with the option given, Field Size, Format, Caption etc
3. Set your Primary Key, a Primary Key is usually a number unique to a certain record
like ID number or IC number
4. If you need to insert a column into your table, i.e. if you need to add a field, you can do it
from Design View.
5. Click the Design View button; Type in a title in a blank field
6. Click on the Data Sheet View button. You will see a dialog box asking you to
save the changes. Click OK.

Changing Data Type

1. Click in Design View,

2. Click in the cell next to the field you wish to format the data type for in Data Type
column.
3. Choose the desired type from the dropdown menu
4. Click on the Data Sheet View button. You will see a dialog box asking you to
save the changes. Click OK.

Setting Relationship

1. In the Database window, click Tables from the Objects bar.

2. Click Relationships button in the toolbar.
3. Click the Show Table button in the toolbar to view the other table
4. Select the second table from the list and click Add.
5. Close the dialog box. Now you can see both of your tables.
6. Go to Relationships in the main menu. Select Edit Relationships.
7. In Edit Relationships dialog box click Create New.
8. Select Left Table Name from the dropdown menu. This will be the name of your first
primary table
9. Select Right Table Name from the dropdown menu. This will be the name of your
second table
10. Select Left Column Name from the dropdown menu. This will be the name of the
primary key in the first table
11. Select Right Column Name from the dropdown menu. This will be the name of the
foreign key form the second table. Both Left Column Name and Right Column Name
should be the same.
12. Click OK. Then click Create. You will see a black line connecting the primary key and
the foreign key in both tables – this is the relationship between these two tables.

3
1. In the Database window select Queries from the Objects bar.
2. Double-click Create query by using wizard.
3. In the Simple Query Wizard dialog box, select one of your tables from the
Tables/Queries dropdown menu.
4. Double-click or use single arrows to choose fields for the query
5. Repeat steps 3 and 4 to add fields from other tables.
6. Once you have all the necessary fields, click Next.
7. In the next dialog box choose Detail and click Next.
8. Type in a name for your query in the dialog box (don’t use spaces or special characters),
select Open the query to view information, and click Finish.

Creating Form

1. Click the Forms icon in the Objects bar. You will see two options in the Database
window: Create form in Design view and Create form by using wizard.
2. Double-click Create form by using wizard. The Form Wizard dialog box will open.
3. In the Form Wizard dialog box, select your table from the Tables/Queries dropdown
menu
4. Double-click or use single arrows to choose fields from the Available Fields list
5. Once you have all the necessary fields, click Next.
6. Choose a design for your form by clicking one of the radio buttons. You can preview the
design as you click the buttons. The most popular designs are Columnar, Tabular, and
Justified.
7. Click Next.
8. Choose a style for your form by clicking one of the styles from the list.
9. Type in a name for your form in the dialog box and click Finish. You will see your form
with one record on display.
9. Using the set of data given, construct a database of health status of a group of people
given
10. Create 3 tables
 General information
 Health Status
 Possible disease
11. Save your database

4
 Data Sheet

ID No Name Sex Age Date of Birth Weight Height Hip Waist

(kg) (m) (cm) (cm)
0101 Mohamad Ilyasha Male 28 31 Jan 1981 75 1.7 82.64 88.45
0102 Mohd. Azman Male 55 15 Feb. 1955 74 1.75 83.73 89.52
0201 Faridah Sulaiman Female 55 25 May 1955 96 1.7 111.76 106.68
0202 Nor Aida Female 30 07 Ogos 1979 63 1.78 77.25 80.1
0203 Noor Azimah Female 27 21 July 1982 66 1.55 98.60 90.34
0103 Mohd. Farid Male 22 12 Jan 1986 98 1.77 102.60 92.12
0204 Rozita Female 28 21 Dec 1981 64 1.68 98.60 94.14
0104 Mohd Aiman Male 27 02 Jan 1982 78 1.66 73.66 77.12
0105 Mohd Syarifuddin Male 27 31 Mac 1982 93 1.72 121.92 116.84
0106 Ahmad Ardi Male 29 05 Jun 1980 76 1.76 90.22 81.28
0107 bu Yazid Male 29 04 May 1980 74 1.57 91.44 86.36
0108 Mohd Fahmi Male 26 12 Feb 1983 90 1.76 101.60 91.44

Body mass index Mass ÷ Height2

2. Hip to waist ratio Hip ÷ Waist
3. Body fat percentage [30.25 x waist] – [0.082 x weight] ÷ weight for female
[25.25 x waist] – [0.082 x weight] ÷ weight for male

5
4. BMI table

BMI of 25 and above = risk of hypertension

BMI of 30 and above = HIGH risk of hypertension

6
5. Hip to waist ratio table

Unacceptable HWR in female can lead to diabetes

Unacceptable HWR in males can lead to prostate cancer and testicular cancer

6. Body fat Percentage table

High BFP can lead to heart failure