BBA – 402: COMPUTER APPLICATIONS IN MANAGEMENT

Office automation refers to the varied computer machinery and software

used to digitally create, collect, store, manipulate, and
relay office information needed for accomplishing basic tasks. ... Office
automation helps in optimizing or automating existing office procedures.

Advantages are:

1. Office automation can get many tasks accomplished faster.

2. It eliminates the need for a large staff.
3. Less storage is required to store data.
4. Multiple people can update data simultaneously in the event
of changes in schedule.

Types of functions integrated by office automation systems include (1)

electronic publishing; (2) electronic communication; (3) electronic
collaboration; (4) image processing; and (5) office management. At the
heart of these systems is often a local area network (LAN) .

The success rate of running mission-critical processes relies on many

different aspects of your organization, like the workers and
procurement, schedule and budget, reporting and management,
network and security, plus other vital infrastructure.

Biometric or smart-card based identification

Office automation benefits in the following ways:

1. Eliminates human error.

2. Saves time and increases work efficiency.
3. Provides timely analysis and reporting of performance
metrics.
4. Integrates your office database, and creates a secure,
centralized data access platform.
5. Quick on identifying any potential issues and serves you with
a sound business solution.
6. It gives you an overall perspective of ongoing processes and
office workflow.
7. Reduced labor on a single task, making extra room for
undertaking multiple projects simultaneously.
8. Helps offices with data backup and recovery solutions, and
provides security from any internal or external threats.

Types of Office Automation Tools :

1. Finance and Budgeting

2. Recruitment
3. Cloud Infrastructure Automation
4. Security
5. Task/Project Management
6. Procurement
7. SaaS Management (s/w as a Service)
8. Back-office Automation (Maintain D/B and Information)
 9. Front desk Automation (Use computer based information Services to assist

Guests)

10. Communication (Internet, switches, hub, gateways, routers, mobile, Bluetooth

communications)

11. Facilities (Infrastructure, resources manangement)

12. Analytics and Reporting (data to information)
13. Remote Workforce (manage human resources remotely)
14. eSignature Solution (signature for verification)

Computers play a role in every field of life. They are used in homes, business,
educational institutions, research organizations, medical field, government
offices, entertainment, etc.

Home
Computers are used at homes for several purposes like online bill payment,
watching movies or shows at home, home tutoring, social media access, playing
games, internet access, etc. They provide communication through electronic mail.
They help to avail work from home facility for corporate employees. Computers help
the student community to avail online educational support.

Medical Field
Computers are used in hospitals to maintain a database of patients’ history,
diagnosis, X-rays, live monitoring of patients, etc. Surgeons nowadays use robotic
surgical devices to perform delicate operations, and conduct surgeries remotely.
Virtual reality technologies are also used for training purposes. It also helps to
monitor the fetus inside the mother’s womb.

Entertainment
Computers help to watch movies online, play games online; act as a virtual
entertainer in playing games, listening to music, etc. MIDI instruments greatly help
people in the entertainment industry in recording music with artificial instruments.
Videos can be fed from computers to full screen televisions. Photo editors are
available with fabulous features.

Industry
Computers are used to perform several tasks in industries like managing inventory,
designing purpose, creating virtual sample products, interior designing, video
conferencing, etc. Online marketing has seen a great revolution in its ability to sell
various products to inaccessible corners like interior or rural areas. Stock markets
have seen phenomenal participation from different levels of people through the use
of computers.

Education
Computers are used in education sector through online classes, online
examinations, referring e-books, online tutoring, etc. They help in increased use of
audio-visual aids in the education field.

Government
In government sectors, computers are used in data processing, maintaining a
database of citizens and supporting a paperless environment. The country’s
defense organizations have greatly benefitted from computers in their use for
missile development, satellites, rocket launches, etc.

Banking
In the banking sector, computers are used to store details of customers and
conduct transactions, such as withdrawal and deposit of money through ATMs.
Banks have reduced manual errors and expenses to a great extent through
extensive use of computers.

Business
Nowadays, computers are totally integrated into business. The main objective of
business is transaction processing, which involves transactions with suppliers,
employees or customers. Computers can make these transactions easy and
accurate. People can analyze investments, sales, expenses, markets and other
aspects of business using computers.

Training
Many organizations use computer-based training to train their employees, to save
money and improve performance. Video conferencing through computers allows
saving of time and travelling costs by being able to connect people in various
locations.

Arts
Computers are extensively used in dance, photography, arts and culture. The fluid
movement of dance can be shown live via animation. Photos can be digitized using
computers.

Science and Engineering

Computers with high performance are used to stimulate dynamic process in
Science and Engineering. Supercomputers have numerous applications in area of
Research and Development (R&D). Topographic images can be created through
computers. Scientists use computers to plot and analyze data to have a better
understanding of earthquakes.

In virtually every business, a computer is an essential tool for

running the day-to-day operations, enhancing productivity and
communicating with customers, suppliers and the public.
Managers use computers for a variety of reasons, including
keeping their teams on track, budgeting and planning
projects, monitoring inventory and preparing documents,
proposals and presentations . Managers need to understand
not only the basic functions of the corporate software tools
used in the office but also the Internet and other external
computing tools that can improve the way they manage their
departments.
Business Planning
Business planning can take up a lot of a manager's time, but computer
programs make it easier. From using email programs like Outlook or
Google Mail to set appointments, tasks and deadlines to using financial
tools to develop budgets and project proposals, using computers to plan
the day-to-day activities of a business is essential. Managers also use
the Internet to research their industries, the competition and to look for
ideas to help them create plans to engage customers, win more business
and succeed in the competitive world of business.

Record Keeping
Managers keep track of a lot of information that is vital to the company's
success. From customer records to financial records to employee records, the
data a company has to store are seemingly endless. Using computers to store
and manage documents, files and records reduces the amount of physical
storage a company needs and also allows managers to have easy access to
their files using simple document search methods. Additionally, by keeping
records, managers can easily share information about an employee's history and
job performance with other managers in the company.

Communication
One of the most common uses for computers in business is
communication. Communication is essential not only between employees
but with customers as well. Many customer service departments use
computers to log service issues and make a record of their resolutions.
Using email and instant messaging programs allows employees to
gather information from one another that they need to complete their
jobs. It also allows managers to delegate work tasks and follow up on
projects.

Document Preparation
For creating spreadsheets, presentations, memos and other corporate
documents, computers are essential in business. Managers need to
have a basic understanding of common workplace productivity software
such as Microsoft Office, but specialized industries such as
advertising and marketing also require managers to work with more
advanced programs like Adobe Photoshop and Illustrator to create
visual materials for clients.

Computers can help different business entities in different ways. Business

entities can utilize the application of different types of software for their
different needs. These can help businesses manage their files,
documents, schedules, deadlines and the holistic workflow of each and
every section/departments.

Computers can also help business with organizing all of their information in
a very accessible manner. A typical business usually deal with a large
amount of data (employees, products, orders, services, pricing, salary
databases and so on).

Here are some popular use-cases of a Computer (from small business

to large enterprise):
 Accounting (billing, invoicing, salary sheet making, income-
expense calculations)
 Document creation (single paper or a book or anything that
requires typing)
 Research & Marketing (Digital) & KPI(Key Process input perhaps)
Evaluation
 Designing & Prototyping
 Proposals Creation, Workflow Distribution (and follow-up) &
Business Plan Making
 Team communication & collaboration (leads to efficient time
management and productivity) and serving customers
 Storage (of all the data at every possible form and access to data no
matter where the executives are living)
 Scheduling, Booking & Ticket Processing
 Educational purposes or Skill Development
=== Spreadsheet program store information in cell.

Cell is the intersection point of row & col where data stored
Excel Workbook vs. Worksheet
In Microsoft Excel, a workbook is simply an Excel file that
stores entered related data. Workbooks are capable of holding
an almost infinite number of worksheets, depending on the size
and the relevance of the data. It is, essentially, a book filled with
the data from multiple worksheets. Workbooks are usually
labeled by the data which is on each worksheet – if all the pages
of the workbook hold the same type of data, that workbook will
be named for the relevant data that it holds.
In Excel, a worksheet is an amalgamation of a number of cells
that hold data pertaining to a certain piece of information. It is
also known as a spreadsheet. A user is able to enter, modify, and
manipulate the data that is entered in the spreadsheet. With a
spreadsheet, a user is essentially entering information onto a
page of a workbook.

By default, each workbook automatically contains three

worksheets. When a user opens Excel initially, the project on
which they are going to begin work is entitled ‘Book 1’ until later
renamed to fit the type of data being entered into each
respective sheet. Essentially, when a user opens Excel, they are
beginning creation on a workbook – a book that contains
multiple pages of entered data. These pages fill the book and
are, therefore, a part of the overall summation
of information that the book is attempting to convey.

A worksheet, then, is nothing more than a page in the

workbook. Each page is filled with a specific amount of data.
Within a worksheet, the data can be manipulated to create
charts, graphs, or arrays that visually project the main purpose
of the data that was initially entered. The worksheet is what
defines what the workbook is – without the worksheets the
workbook would be without form or purpose. The worksheets
are what make the workbook what it is, and holds all the data
for the workbook.

Type the first date in the series. Put the mouse pointer over the bottom
right-hand corner of the cell until it's a black plus sign. Click and hold the
left mouse button, and drag the plus sign over the cells you want to fill. And
the series is filled in for you automatically using the AutoFill feature.

Autofill as done in serial no, month name, date, day etc

What is Database ?
The Database is an essential part of our life. As we encounter several activities
that involve our interaction with databases, for example in the bank, in the
railway station, in school, in a grocery store, etc. These are the instances where
we need to store a large amount of data in one place and fetch these data easily.

A database is a collection of data that is organized, which is also called

structured data. It can be accessed or stored in a computer system. It can be
managed through a Database Management System (DBMS), a software used to
manage data. Database refers to related data in a structured form.

In a database, data is organized into tables consisting of rows and columns and
it is indexed so data can be updated, expanded, and deleted easily. Computer
databases typically contain file records data like transactions money in one
bank account to another bank account, sales and customer details, fee details of
students, and product details. There are different kinds of databases, ranging from
the most prevalent approach, the relational database, to a distributed database,
cloud database, and NoSQL databases. Kind of Database
 Relational Database:
A relational database is made up of a set of tables with data that fits into a
predefined category.

 Distributed Database:
A distributed database is a database in which portions of the database are
stored in multiple physical locations, and in which processing is dispersed
or replicated among different points in a network.

 Cloud Database:
A cloud database is a database that typically runs on a cloud computing
platform. Database service provides access to the database. Database services
make the underlying software-stack transparent to the user.

These interactions are the example of a traditional database where data is of one
type-that is textual. In advancement of technology has led to new applications of
database systems. New media technology has made it possible to store images,
video clips. These essential features are making multimedia databases.
Nowadays, people are becoming smart – before taking any decisions they analyze
facts and figures related to it, which come from these databases. As the databases
have made it easier to manage information, we are able to catch criminals and do
deep research.

Types of Databases

A quick review of the present need to store massive chunks of data relevant to
multiple related or unrelated categories, reveals that databases must be highly
effective at what they are designed to do.
This is not only because of the amount of data being continuously revised or
modified that we are dealing with; the dynamics of it aren’t of sole interest
anymore. It’s because of the social value that every individual has assigned to
them: databases are the literal backbone of a client’s lifestyle or a business’s
worth.
Designing different types of databases lie at the core of the functionality that they
provide to the users. Since data is a dynamic entity, the way it is stored varies a lot.
It is also the reason behind companies designing their own types of databases that
comply with their needs.
In this article, we shall be looking at the most commonly used databases. They
are namely:
 Hierarchical databases(1 to Many & tree structure)
 Network databases
 Object-oriented databases
 Relational databases
 NoSQL databases

NoSQL databases (aka "not only SQL") are non tabular, and store data
differently than relational tables. NoSQL databases come in a variety of
types based on their data model. ... They provide flexible schemas and
scale easily with large amounts of data and high user loads.

Cardinality

Defines the numerical attributes of the relationship between two entities or entity sets.

Different types of cardinal relationships are:

 One-to-One Relationships
 One-to-Many Relationships
 Many to One Relationships
 Many-to-Many Relationships
1.One-to-one:

One entity from entity set X can be associated with at most one
entity of entity set Y and vice versa.

Example: One student can register for numerous courses.

However, all those courses have a single line back to that one
student.
2.One-to-many:

One entity from entity set X can be associated with multiple

entities of entity set Y, but an entity from entity set Y can be
associated with at least one entity.

For example, one class is consisting of multiple students.

3. Many to One

More than one entity from entity set X can be associated with at
most one entity of entity set Y. However, an entity from entity set
Y may or may not be associated with more than one entity from
entity set X.

For example, many students belong to the same class.

4. Many to Many:
One entity from X can be associated with more than one entity
from Y and vice versa.

For example, Students as a group are associated with multiple

faculty members, and faculty members can be associated with
multiple students

Database basics
 This provides a brief overview of databases — what they are, why you
might want to use one, and what the different parts of a database do. The
terminology is geared toward Microsoft Office Access 2007 databases, but
the concepts apply to all database products.

What is a database?

A database is a tool for collecting and organizing information.

Databases can store information about people, products, orders, or
anything else. Many databases start as a list in a word-processing
program or spreadsheet. As the list grows bigger, redundancies and
inconsistencies begin to appear in the data. The data becomes hard to
understand in list form, and there are limited ways of searching or pulling
subsets of data out for review. Once these problems start to appear, it's a
good idea to transfer the data to a database created by a database
management system (DBMS), such as Office Access 2007.

A computerized database is a container of objects. One database can

contain more than one table. For example, an inventory tracking system
that uses three tables is not three databases, but one database that
contains three tables. Unless it has been specifically designed to use
data or code from another source, an Access database stores its tables
in a single file, along with other objects, such as forms, reports,
macros, and modules. Databases created in the Access 2007 format
have the file extension .accdb, and databases created in earlier Access
formats have the file extension .mdb. You can use Access 2007 to create
files in earlier file formats (for example, Access 2000 and Access 2002-
2003).

Using Access, you can:

Add new data to a database, such as a new item in an inventory

 Edit existing data in the database, such as changing the current
location of an item

Delete information, perhaps if an item is sold or discarded

Organize and view the data in different ways

Share the data with others via reports, e-mail messages, an

intranet , or the Internet

The parts of an Access database

The following sections are short descriptions of the parts of a typical

Access database. To learn more about each part, follow the links in the
See Also section of this article.

Tables
Forms
Reports
Queries
Macros
Modules

Tables
A database table is similar in appearance to a spreadsheet, in that data is
stored in rows and columns. As a result, it is usually quite easy to export
a spreadsheet into a database table. The main difference between storing
your data in a spreadsheet and storing it in a database is in how the data
is organized.

To get the most flexibility out of a database, the data needs to be organized
into tables so that redundancies don't occur. For example, if you're storing
information about employees, each employee should only need to be
entered once in a table that is set up just to hold employee data. Data
about products will be stored in its own table, and data about branch
offices will be stored in another table. This process is called
normalization.

Each row in a table is referred to as a record. Records are where the

individual pieces of information are stored. Each record consists of
one or more fields. Fields correspond to the columns in the table. For
example, you might have a table named "Employees" where each record
(row) contains information about a different employee, and each field
(column) contains a different type of information, such as first name,
last name, address, and so on. Fields must be designated as a certain
data type, whether it's text, date or time, number, or some other type.

Another way to describe records and fields is to visualize a library's old-

style card catalog. Each card in the cabinet corresponds to a record in
the database. Each piece of information on an individual card (author,
title, and so on) corresponds to a field in the database.

Forms

Forms are sometimes referred to as "data entry screens." They are the
interfaces you use to work with your data, and they often contain
command buttons that perform various commands. You can create a
database without using forms by simply editing your data in the table
datasheets. However, most database users prefer to use forms for
viewing, entering, and editing data in the tables.

Forms provide an easy-to-use format for working with the data, and you
can also add functional elements, such as command buttons, to them.
You can program the buttons to determine which data appears on the form,
open other forms or reports, or perform a variety of other tasks. For
example, you might have a form named "Customer Form" in which you
work with customer data. The customer form might have a button which
opens an order form where you can enter a new order for that customer.

Forms also allow you to control how other users interact with the data
in the database. For example, you can create a form that shows only
certain fields and allows only certain operations to be performed. This
helps protect data and to ensure that the data is entered properly.

Reports

Reports are what you use to summarize and present data in the
tables. A report usually answers a specific question, such as "How
much money did we receive from each customer this year?" or "What
cities are our customers located in?" Each report can be formatted to
present the information in the most readable way possible.

A report can be run at any time, and will always reflect the current data in
the database. Reports are generally formatted to be printed out, but they
can also be viewed on the screen, exported to another program, or sent as
e-mail message.

Queries

Queries are the real workhorses in a database, and can perform many
different functions. Their most common function is to retrieve specific data
from the tables. The data you want to see is usually spread across
several tables, and queries allow you to view it in a single datasheet .
Also, since you usually don't want to see all the records at once, queries
let you add criteria to "filter" the data down to just the records you want.
Queries often serve as the record source for forms and reports.

Certain queries are "updateable," meaning you can edit the data in the
underlying tables via the query datasheet. If you are working in an
updateable query, remember that your changes are actually being made
in the tables, not just in the query datasheet.

Queries come in two basic varieties: select queries and action queries. A
select query simply retrieves the data and makes it available for use. You
can view the results of the query on the screen, print it out, or copy it to the
clipboard. Or, you can use the output of the query as the record source for
a form or report.

An action query, as the name implies, performs a task with the data. Action
queries can be used to create new tables, add data to existing tables,
update data, or delete data.

Macros

Macros in Access can be thought of as a simplified programming

language which you can use to add functionality to your database. For
example, you can attach a macro to a command button on a form so
that the macro runs whenever the button is clicked. Macros contain
actions that perform tasks, such as opening a report, running a query, or
closing the database. Most database operations that you do manually
can be automated by using macros, so they can be great time-saving
devices.

Modules
Modules, like macros, are objects you can use to add functionality to
your database. Whereas you create macros in Access by choosing
from a list of macro actions, you write modules in the Visual Basic for
Applications (VBA) programming language. A module is a collection of
declarations, statements, and procedures that are stored together as a
unit. A module can be either a class module or a standard module.
Class modules are attached to forms or reports, and usually contain
procedures that are specific to the form or report they're attached to.
Standard modules contain general procedures that aren't associated with
any other object. Standard modules are listed under Modules in the
Navigation Pane, whereas class modules are not.

Create a simple select query

A select query is used to create subsets of data that you can use to answer
specific questions. It can also be used to supply data to other database
objects. Once you create a select query, you can use it whenever you
need.

This topic explains how to create a simple select query that searches the
data in a single table. You will also learn how to enhance the query by
defining record criteria and adding calculated values.

Introduction
A select query is a type of database object that shows information in
Datasheet view. A query can get its data from one or more tables, from
existing queries, or from a combination of the two. The tables or queries
from which a query gets its data are referred to as its record-source.

Whether you create simple select queries by using a wizard or by working

in Design view, the steps are essentially the same. You choose the
recordsource that you want to use and the fields that you want to include in
the query — and, optionally, you specify criteria to refine the results.

After you have created a select query, you run it to see the results. Running
a select query is simple — you just open it in Datasheet view. You can then
reuse it whenever you need, for example, as a record-source for a form,
report, or another query..

There are several types of query, each serving a different purpose. For
example, a select query displays data. An action query changes the data in
its datasource, or creates a new table. A parameter query prompts you to
supply criteria when you run it. This topic only covers select queries.

Create a query
In this exercise, you will create the London Contacts select query. You can
create this query either in Design view or by using a wizard. In addition, if
you are familiar with writing SQL statements, you can create a query while
working in SQL view by writing a simple SELECT statement.

KEYS in DBMS is an attribute or set of attributes which helps you

to identify a row(tuple) in a relation(table). They allow you to find
the relation between two tables. Keys help you uniquely identify a
row in a table by a combination of one or more columns in that
table. Key is also helpful for finding unique record or row from the
table. Database key is also helpful for finding unique record or
row from the table.

Types of Keys in DBMS (Database

Management System)
There are mainly Eight different types of Keys in DBMS and each
key has it’s different functionality:

1. Super Key
2. Primary Key
3. Candidate Key
4. Alternate Key
5. Foreign Key
6. Compound Key
7. Composite Key
8. Surrogate Key

Let’s look at each of the keys in DBMS with example:

 Super Key - A super key is a group of single or multiple

keys which identifies rows in a table.
 Primary Key - is a column or group of columns in a table
that uniquely identify every row in that table.
 Candidate Key - is a set of attributes that uniquely identify
tuples in a table. Candidate Key is a super key with no
repeated attributes.
 Alternate Key - is a column or group of columns in a table
that uniquely identify every row in that table.
 Foreign Key - is a column that creates a relationship
between two tables. The purpose of Foreign keys is to
maintain data integrity and allow navigation between two
different instances of an entity.
  Compound Key - has two or more attributes that allow you
to uniquely recognize a specific record. It is possible that
each column may not be unique by itself within the
database.
 Composite Key - is a combination of two or more columns
that uniquely identify rows in a table. The combination of
columns guarantees uniqueness, though individual
uniqueness is not guaranteed.
 Surrogate Key - An artificial key which aims to uniquely
identify each record is called a surrogate key. These kind of
key are unique because they are created when you don't
have any natural primary key.

What is the Super key?

A superkey is a group of single or multiple keys which identifies
rows in a table. A Super key may have additional attributes that
are not needed for unique identification.

Example:

EmpSSN EmpNum Empname

9812345098 AB05 Shown

9876512345 AB06 Roslyn

199937890 AB07 James

In the above-given example, EmpSSN and EmpNum name are
superkeys.

What is a Primary Key?

PRIMARY KEY in DBMS is a column or group of columns in a
table that uniquely identify every row in that table. The Primary
Key can't be a duplicate meaning the same value can't appear
more than once in the table. A table cannot have more than one
primary key.

Rules for defining Primary key:

 Two rows can't have the same primary key value
 It must for every row to have a primary key value.
 The primary key field cannot be null.
 The value in a primary key column can never be modified or
updated if any foreign key refers to that primary key.

Example:

In the following example, <code>StudID</code> is a Primary Key.

StudID Roll No First Name LastName Email

1 11 Tom Price [email protected]

2 12 Nick Wright [email protected]

3 13 Dana Natan [email protected]

What is the Alternate key?
ALTERNATE KEYS is a column or group of columns in a table
that uniquely identify every row in that table. A table can have
multiple choices for a primary key but only one can be set as the
primary key. All the keys which are not primary key are called an
Alternate Key.

Example:

In this table, StudID, Roll No, Email are qualified to become a

primary key. But since StudID is the primary key, Roll No, Email
becomes the alternative key.

StudID Roll No First Name LastName Email

1 11 Tom Price [email protected]

2 12 Nick Wright [email protected]

3 13 Dana Natan [email protected]

What is a Candidate Key?

CANDIDATE KEY in SQL is a set of attributes that uniquely
identify tuples in a table. Candidate Key is a super key with no
repeated attributes. The Primary key should be selected from the
candidate keys. Every table must have at least a single candidate
key. A table can have multiple candidate keys but only a single
primary key.
Properties of Candidate key:

 It must contain unique values

 Candidate key in SQL may have multiple attributes
 Must not contain null values
 It should contain minimum fields to ensure uniqueness
 Uniquely identify each record in a table

Candidate key Example: In the given table Stud ID, Roll No, and
email are candidate keys which help us to uniquely identify the
student record in the table.

StudID Roll No First Name LastName Email

1 11 Tom Price [email protected]

2 12 Nick Wright [email protected]

3 13 Dana Natan [email protected]

What is the Foreign key?
FOREIGN KEY is a column that creates a relationship between
two tables. The purpose of Foreign keys is to maintain data
integrity and allow navigation between two different instances of
an entity. It acts as a cross-reference between two tables as it
references the primary key of another table.

Example:

DeptCode DeptName

001 Science

002 English

005 Computer

Teacher ID Fname Lname

B002 David Warner

B017 Sara Joseph

B009 Mike Brunton

In this key in dbms example, we have two table, teach and
department in a school. However, there is no way to see which
search work in which department.

In this table, adding the foreign key in Deptcode to the Teacher

name, we can create a relationship between the two tables.

Teacher ID DeptCode Fname Lname

B002 002 David Warner

B017 002 Sara Joseph

B009 001 Mike Brunton

This concept is also known as Referential Integrity.

What is the Compound key?

COMPOUND KEY has two or more attributes that allow you to
uniquely recognize a specific record. It is possible that each
column may not be unique by itself within the database. However,
when combined with the other column or columns the
combination of composite keys become unique. The purpose of
the compound key in database is to uniquely identify each record
in the table.

Example:
 OrderNo PorductID Product Name Quantity

B005 JAP102459 Mouse 5

B005 DKT321573 USB 10

B005 OMG446789 LCD Monitor 20

B004 DKT321573 USB 15

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In this example, OrderNo and ProductID can't be a primary key as

it does not uniquely identify a record. However, a compound key
of Order ID and Product ID could be used as it uniquely identified
each record.

What is the Composite key?

COMPOSITE KEY is a combination of two or more columns
that uniquely identify rows in a table. The combination of columns
guarantees uniqueness, though individually uniqueness is not
guaranteed. Hence, they are combined to uniquely identify
records in a table.

The difference between compound and the composite key is

that any part of the compound key can be a foreign key, but
the composite key may or maybe not a part of the foreign
key.

DATA
Information
1.1 Defining Data
Now, what is data? Data is a collection of details or data remaining in
the form of either figures texts, symbols, description, or mere
observations of entities, events, or things with a potential to be analyzed
and drawn inferences from. They are raw which requires rendering to
acquire meaningful information.
Data has various forms like letters, numbers, images, or characters.
Computer data for instance is represented in the form of 0’s and 1’s –
that can be interpreted to form a fact or value. The measuring units of
data are Nibble, Bits, kilobytes, Megabytes, Gigabytes, Bytes,
Terabytes, Petabyte etc al.

Data was formerly stored in punched cards which were soon replaced by
magnetic tapes followed by hard disk drives.

1.2 There are Two Types of Data

Primary Data
 Qualitative Data
 Quantitative Data
Secondary Data
 Internal Data
 External Data

Quantitative data can be counted, measured, and expressed using

numbers. Qualitative data is descriptive and conceptual. Qualitative data
can be categorized based on traits and characteristics.

Quantitative data can be generated through:

 Tests
 Experiments
 Surveys
 Market reports
 Metrics

1.3 Defining Information

Information is data collated to derive meaningful inferences according to
its contextual requirement. Information is structured, processed, and
presented with assigned meaning that improves the reliability of the data
acquired. Information also ensures that there remains no uncertainty or
undesirable.

In essence, Information exists to systematize relevant and timely data to

inform or to develop ideas. Unlike data, information is critical since it
processes data through purposeful intelligence to interpret or predict or
explain.

1.4 What are the key differences between data and

information?
 Data contains raw figures and facts. Information unlike data provides
insights analyzed through the data collected.
 Information can’t exist without data but data doesn’t rely on the
information.
 Data, as an input, goes through a filtration process followed by a
meaningful organization to generate output or information.
 Data doesn’t deliver into specifics since there is rarely any relevance
scattered amongst heaps of data unless processed. Information is
particular with correlation to the inferences derived.
 Data doesn’t harbor any real meaning whereas information exists to
provide insights and meaning.
3. What is Information in Business?
Data is what translates to establishing information followed by strategic
success. So, without data, the following steps won’t exist. A good
business stands on market analysis, gathered around data analysis that
sieves the raw data for important insights. So, with information exists a
greater scope at deriving success in most business ventures?

From data to information and from information to business intelligence,

every business relies on the data generated. Businesses are taking
advantage of this process to create a difference in their market approach.

Business Information like its other segments in the information industry

has several forms i.e., News, Credit & Financial Information, Market
Research, IT Research, and Industry Analysis. They can further be
categorized into directories, periodicals, stats, government information,
guides, handbooks, almanacs, and directories.

The Internet has made it relatively easier for publishers to deliver

business information, especially with subscription models that deliver
content to their user base.

Market research doesn’t just stem from a linear source of data, it is

rather an exhaustive process where analysts separate the good data –
which is the cornerstone for any business strategy.

Now, you will have business information systems that are designed to
help organizations make important decisions via objective attainment.
This system uses the resources provided in most IT Infrastructure to
satiate the needs of variant entities existing inside a business enterprise.
Select Query
SELECT *
 FROM employee-table
WHERE name = 'Amar Prasad' ;

Select * from emp where city= ‘Patna’

SELECT tablenmae1.colunmname, tablename2.columnnmae

FROM tablenmae1
JOIN tablename2
ON tablenmae1.colunmnam = tablename2.columnnmae
ORDER BY columnname;

SELECT table1.GID, table2.PID,

Table1.Asset, table2.FirstName,
Table2.LastName
FROM table1
LEFT JOIN Geeks2
ON table1.GID = table2.ID
LEFT JOIN table2
ON table1.GID = table2.ID

Here's how to create a blank form in Access:

1. In Access, click the “Create” tab at the top and select Blank Form.
2. Start adding fields. ...
3. Once your chosen fields are added to the form, click the save icon at the
top-left corner to save the form.
4. Type a name for your form and click OK.
Or Pre-criteria for creating “Form”
 Database must be created
 Table must be created.
 As per need, data in table either to be there or blank

1) In MS-Access, assuming that table already created and value(data) is

inserted already.
2) Click and use the “Create” option in MS-Access
3) Select or click at “Form” option below Main-Menu” Ribbon for
creating by default form
4) If user wish to add more features like “First” “Next” “Previous”
“Last” option
5) Use “Command-Button” and write small Macro for specific function
as mentioned above.
6) Once all Macro for “Command-Button” written, command button
shall work accordingly.
7) Save the “Form” with suitable name.

Note: “Form-Design” option can be also used for opening and

creating “Blank-Form”.
In Blank-Form, appropriate “Label-Box”, “Command-Button”,
“Text-Box”, combo-Box etc can be used for desired Result.

Pre-criteria for creating “Report”

 Database must be created
 Table must be created.
 As per need, data in table must be inserted either manually or
through help of Form

1) Assuming that in MS-Access, table already created and value(data) is

inserted already.
2) Click and use the “Create” option in MS-Access
 3) Select or click at “Report” or “Report-Wizard” or “blank-Report”
option below in Main-Menu” Ribbon for creating “Report” based on
data stored in table
4) “Report Wizard” option is normally used for producing various report
either from one(1) table or multiple tables.
5) Report output is used for reference point for information when
needed.
6) Created “Report” become part of database.
7) Save the “Report” with suitable name.

Note: Report is the type of output or reference used for later uses.

Pre-criteria for creating “Query”

 Database must be created
 Table must be created.
 Query can be based on single table or multiple table.

1) “Data-Query” or “Query” can be used and information/output produced in

single “Sheet”.
2) Assuming that in MS-Access, table already created and value(data) is
inserted already.
3) Click at “Create” option of Main-Menu options and select either “Query-
Wizard” or “Query-Design” option from Create option.
4) Assuming that “Query Wizard” option is used and appropriate “table” to be
selected for query.
5) Save the query with appropriate name.
6) Now query become the part of “Database” and same can be used anytime as
per the need of user.
7) Save the “Query” with suitable name.

Note: Query can be also used for creating “datasheet” from multiple table
also.
Steps for creating and inserting graph from MS-Excel to MS-PowerPoint

1) Open MS-PowerPoint application

2) Open blank slide
3) Insert slide as per user choice and need
4) Click at “Insert” option from Main Menu Ribbon
5) Click at “Chart-wizard” for selecting specific chart
6) Once clicked, MS-Excel opened automatically
7) Once “Chart” drown after selecting specific data, chart inserted in MS-
PowerPoint “Empty slide” automatically.
8) For inserting specific “Chart” drawn & used in MS-Excel, simply “copy”
chart and “Paste” into empty slide.

Build the query

First, you will use a wizard to create the query, based on the sample table
that you just created. Then, you will enhance the query in Design view. At
each step, you can review the SQL statement that is automatically
generated by the steps that you take.

1. On the Create tab, in the Other group, click Query Wizard.

2. In the New Query dialog box, click Simple Query Wizard, and then
click OK.

3. Under Tables/Queries, click the table that has the data that you
want to use. In this case, click Table: Customers. Note that a query
can also use another query as a recordsource.

4. Under Available Fields, double-click the Contact, Address,

Phone, and City fields. This adds them to the Selected Fields list.
When you have added all four fields, click Next.

5. Name the query London Contacts, and then click Finish.

 Access displays all of the contact records in Datasheet view. The
results show all of the records, but show only the four fields that you
specified in the query wizard.

Review the initial SQL statement

Close the query, and note that your query is automatically saved.

Types of table relationships

There are three types of table relationships.

A one-to-many relationship

Consider an order tracking database that includes a Customers

table and an Orders table. A customer can place any number of
orders. It follows that for any customer represented in the Customers
table, there can be many orders represented in the Orders table.
The relationship between the Customers table and the Orders table
is, therefore, a one-to-many relationship.

To represent a one-to-many relationship in your database design,

take the primary key on the "one" side of the relationship and add it
as an additional field or fields to the table on the "many" side of the
relationship. In this case, for example, you add a new field — the ID
field from the Customers table — to the Orders table and name it
Customer ID. Access can then use the Customer ID number in the
Orders table to locate the correct customer for each order.

A many-to-many relationship
Consider the relationship between a Products table and an Orders
table. A single order can include more than one product. On the
other hand, a single product can appear on many orders. Therefore,
for each record in the Orders table, there can be many records in the
Products table. In addition, for each record in the Products table,
there can be many records in the Orders table. This type of
relationship is called a many-to-many relationship because, for any
product, there can be many orders and, for any order, there can be
many products. Note that to detect existing many-to-many
relationships between your tables, it is important that you consider
both sides of the relationship.

To represent a many-to-many relationship, you must create a third

table, often called a junction table, that breaks down the many-to-
many relationship into two one-to-many relationships. You insert the
primary key from each of the two tables into the third table. As a
result, the third table records each occurrence, or instance, of the
relationship. For example, the Orders table and the Products table
have a many-to-many relationship that is defined by creating two
one-to-many relationships to the Order Details table. One order can
have many products, and each product can appear on many orders.

A one-to-one relationship

In a one-to-one relationship, each record in the first table can have

only one matching record in the second table, and each record in the
second table can have only one matching record in the first table.
This type of relationship is not common because, most often, the
information related in this way is stored in the same table. You might
use a one-to-one relationship to divide a table with many fields, to
isolate part of a table for security reasons, or to store information
that applies only to a subset of the main table. When you do identify
such a relationship, both tables must share a common field.
Why create table relationships
You can create table relationships explicitly by using the Relationships
window, or by dragging a field from the Field List pane. Office Access
2007 uses table relationships to how to join tables when you need to use
them in a database object. There are several reasons why you should
create table relationships before you create other database objects, such
as forms, queries and reports.

Table relationships inform your query designs

To work with records from more than one table, you often must
create a query that joins the tables. The query works by matching
the values in the primary key field of the first table with a foreign key
field in the second table. For example, to return rows that list all of
the orders for each customer, you construct a query that joins the
Customers table with the Orders table based on the Customer ID
field. In the Relationships window, you can manually specify the
fields to join. However, if you already have a relationship defined
between the tables, Office Access 2007 supplies the default join,
based on existing the table relationship. In addition, if you use one of
the query wizards, Access uses the information it gathers from the
table relationships you have already defined to present you with
informed choices and to pre-populate property settings with
appropriate default values.

Table relationships inform your form and report designs

When you design a form or report, Office Access 2007 uses the
information it gathers from the table relationships you have already
defined to present you with informed choices and to pre-populate
property settings with appropriate default values.
Table relationships are the foundation upon which you can enforce
referential integrity to help prevent orphan records in your database.
An orphan record is a record with a reference to another record that
does not exist — for example, an order record that references a
customer record that does not exist.

When you design a database, you divide your information into

tables, each of which has a primary key. You then add foreign keys
to related tables that reference those primary keys. These foreign
key-primary key pairings form the basis for table relationships and
multi-table queries. It is important, therefore, that these foreign key-
primary key references stay synchronized. Referential integrity helps
ensure that references stay synchronized and is dependent upon
table relationships.
First record previous record next record last record

Add record delete record save record print record

At a basic level, MS Excel is using for storing information, analyzing and sorting,
and reporting. It’s extremely popular in business because spreadsheets are highly
visual and fairly ease to use.

Some of the most common business uses of MS Excel are for business analysis,
managing human resources, performance reporting, and operations management.
We know this for a fact after analysing job data (using MS Excel).

1. Business Analysis

The number 1 use of MS Excel in the workplace is to do business analysis.

Business analysis is essentially using collected data to inform decision making.
Businesses naturally gather data in their day-to-day activities, which may be data
on product sales, website traffic, spending on supplies, insurance claims, etc.

Business analysis is the activity of converting data into something useful to

the people who run the business. For example, you could run a profitability report
by the day of the week. If the business always loses money on a Sunday, then
that’s information management could use to make a decision (such as closing on
Sundays).

Job examples: business analyst, business planning analyst, business solutions

analyst, claims analyst, collections analyst, credit officer, data analyst, data and
audience analyst, finance business analyst, investment operations portfolio analyst,
junior data analyst, regional finance analyst, senior data analyst, senior finance
analyst, senior portfolio analyst.

2. People Management
You may be surprised to learn that one of the top uses of Excel in business is to
manage people.

MS Excel is a powerful way to organise information about people, whether they

are employees, customers, supporters, or training attendees.

Using Excel, personal information can be stored and retrieved efficiently. A

spreadsheet row or column can be used for an individual record that may include
information like name, email address, employee start date, items purchased,
subscription status, and last contact.

Job examples: client growth coordinator, client management and administration,

client relationship manager, client service manager, client service specialist,
employer service consultant, HR administrator, human resources administrative
assistant, human resources administrator, human resources adviser, human
resources officer, junior HR analyst, reconciliation and payments officer,
relationship manager.

3. Managing Operations
Excel is relied on heavily to manage the day-to-day operations of many businesses.
Business activities can often involve quite complicated logistics. Inventory flows
need to be controlled so that you can keep operations running smoothly – and
without overstocking on particular items. That means keeping track of supplier and
client transactions, listing critical dates, and managing times and schedules.

While Amazon uses sophisticated custom software for operations management,

MS Excel is an important tool for many smaller businesses (or parts of larger
businesses). An advantage of Excel is that it’s relatively low tech, allowing it to be
used by many people and without the risk of programming bugs.

Job examples: business operations analyst, data operations manager, graduate

program – supply chain and operations, in market supply chain analyst, operational
business analyst, operational enablement associate, operational knowledge
management specialist, supply chain associate, supply chain specialist.

4. Performance Reporting
Performance monitoring and reporting is a specialized type of business analysis
that can be done effectively using MS Excel. For example, many accountants still
use Excel (partly because it’s compatible with cloud-based accounting software).

A common way to convert data into a performance report in Excel is to create

a pivot table. By inserting a pivot table and linking it to data, you can extra useful
information from the dataset quickly. Pivot tables have numerous in-built
functions that allow for tasks such as counting and summing certain types of data
within the dataset.

Job examples: financial accountant, forecast analyst / sales support, performance

analyst, performance analyst – procurement, professional services operations
analyst, reporting analyst, reporting development analyst, sales coordinator, sales
operations analyst.

5. Office Administration
Office administrators use Excel to enter and store much of the data that’s
subsequently used for accounting and financial reporting, as well as business
analysis and performance reporting.
Apart from recordkeeping, Excel is useful in office administration for supporting
day-to-day tasks such as invoicing, paying bills, and contacting suppliers and
clients. It’s an all-purpose tool for keeping track of and managing office activities.

Job examples: administration assistant, administration officer, administration

supervisor, administrative assistant, business operations and office manager,
junior clerical and administrative officer, office admin manager, office support –
maintenance / general duties.

6. Strategic Analysis
With respect to uses of Excel, strategic analysis is where business decisions are
closely connected to the data and formulas on spreadsheets. You apply Excel to
guide actions such as investments and asset allocations.

As an example, based on an Excel model, you may decide to take out currency
insurance. Spreadsheet analysis is designed to inform business decisions in a
specific way.

Job examples: asset manager – realty management division, mergers and

acquisitions valuations – analyst, membership and campaigns strategist, portfolio
administration associate, portfolio analyst, portfolio associate – wealth
management, portfolio management officer – asset finance.

7. Project Management
Although project managers have access to purpose-built project management
(PM) software, an Excel Workbook is often an effective alternative.

Projects are business activities that typically have a budget and start and end
dates. Project plans can be placed into a workbook, which can then be used to
track progress and keep the project on schedule.

An advantage of using Excel is that you can easily share the project workbook to
others, including to people who are unfamiliar with, or lack access to, custom PM
software.
Job examples: project analyst, project assistant / officer (IT), project business
analyst.

8. Managing Programs
Excel is a good platform for managing programs. It can be adapted to handle the
specific characteristics of a given program. And, because MS Excel is widely
known, program records can easily be managed by multiple people and, when the
time comes, handed over to a new manager.

A program is like a project, but may be ongoing and can depend on participation
by users. MS Excel helps managers allocate resources, keep track of progress, and
maintain participant records.

Job examples: event coordinator, learning and development officer, learning and
development coordinator, manager – internships, programs and office
coordinator, records and results coordinator, training administrator.

9. Contract Administration
Contract administrators like to use MS Excel because it provides a no-fuss means
of recording contract details, including dates, milestones, deliverables and
payments.

Many different contract management templates are available, and these can be
adapted to suit the particular contract type or stage of the contract lifecycle.

Job examples: building contract administrator, contracts administrator,

estimator / contracts administrator, graduate contracts administrator, lease
administrator, quote and tender administrator.

10. Account Management

Account managers are generally required to be competent MS Excel users since
they receive and need to maintain customer records.
The job of an account manager is to nurture relationships with existing clients of
the business. Key goals are to achieve customer loyalty and repeat sales. It’s a
marketing kind of role and a popular career for MBA graduates.

Excel is commonly used in account management since it provides a simple way to

share and maintain client files.

Job examples: account coordinator, advertising manager, design studio account

manager, digital account manager, junior account manager.

Why You Need Excel Skills in Business

If this list hasn’t convinced you already, MS Excel skills are very useful in the
workplace.

Not all jobs use Excel and those that do are often considered ‘middle skill‘ jobs.
However, Excel is widely used. Having good spreadsheet skills therefore gives you
the ability to work on all sorts of different tasks. And you can more easily get
value out of information that’s being shared in workbooks.

Once you know how to use Excel, you’ll find yourself using it more and more. It’s
an accessible platform that can be used to do both simple and highly
sophisticated business tasks.

Report-SECTIONS/Component:
1) Report header 2) Page Header 3) Detail 4) Page footer 5)
Report Footer
1) Report header for report heading, for what purpose report
generated and applicable to entire pages of report
2) Page header shown at beginning of all pages, like what
information each page contain as information
3) Detail used “actual report contents”, table fields etc.
4) Page footer contains Page-footer option such as “current
date” using now option.
5) Report footer option is just vice versa of “report header”,
shown at last page of Report.
Report Header

Page Header

Detail

Page footer

Report Footer