DATABASES - Write notes.

 A database is a collection of structured and related data. Items are organized so as to provide a
consistent and controlled access to the items. Items in a database are stored in a computer
system.

DATABASE CONCEPTS

1. Traditionally Filling methods.

 This is the old way of organizing files. This method is where data is stored within a single paper
file or table.

Disadvantages of traditional filling methods.

1. Unnecessary duplication of data.

2. Boredom and time wasting while searching for a record.

 Misleading reports due to poor data entry and organization.

1. Poor updates of records.

1. Computerised Database (DBMS).)

 Computerised database use database management software (DMBS) to manipulate data.

 DMBS facilitates the creation, organization and maintenance of databases.

Examples of databases.

 Oracles.
 FoxPro.
 Dbase.
 Lotus Approach.
 Microsoft access (Ms Access).

Functions of database.

 Allow the user add or delete records.

 Update or modify existing records.
 Organise data for easy access, retrieval and manipulation of records.
 Acts as an interface between database and other application programs.
 Ensures security for data in the database by safeguarding it against unauthorised access and
corruption (damage).
 Keeps statistics of data items in the database.
 Features of a database management software.
o Most database software contains a collection of features that provide the user with a
means to manipulate data in a database.
DATABASES - Write notes.

 A database is a collection of structured and related data. Items are organized so as to provide a
consistent and controlled access to the items. Items in a database are stored in a computer
system.

DATABASE CONCEPTS

1. Traditionally Filling methods.

 This is the old way of organizing files. This method is where data is stored within a single paper
file or table.

Disadvantages of traditional filling methods.

1. Unnecessary duplication of data.

2. Boredom and time wasting while searching for a record.

 Misleading reports due to poor data entry and organization.

1. Poor updates of records.

1. Computerised Database (DBMS).)

 Computerised database use database management software (DMBS) to manipulate data.

 DMBS facilitates the creation, organization and maintenance of databases.

Examples of databases.

 Oracles.
 FoxPro.
 Dbase.
 Lotus Approach.
 Microsoft access (Ms Access).

Functions of database.

 Allow the user add or delete records.

 Update or modify existing records.
 Organise data for easy access, retrieval and manipulation of records.
 Acts as an interface between database and other application programs.
 Ensures security for data in the database by safeguarding it against unauthorised access and
corruption (damage).
 Keeps statistics of data items in the database.
 Features of a database management software.
o Most database software contains a collection of features that provide the user with a
means to manipulate data in a database.
o These features include:

o Tables,
o Queries,
o Report Generators,
o Form interface and
o computer programming language.

o Microsoft Access database software which will be considered in this book, it has two
distinct features used to automate operations namely;
o Macros and
o
 Tables/file structure.
o This is a database structure that is used to hold related records. Tables are organised in
rows and columns with each row representing a record while each column represents
common fields in each record.
 Queries.
o A query is a statement used to extract, analyze or request for specific data from one or
more tables. Because query is a question posed to the database, it returns a result for
the user.
o Query statements are written using a special language called structured query language
[SQL].
o The user creates a query by writing structured query language statements.
 Forms/input system.
o A form is a graphical interface that resembles an ordinary paper form.
o Enter into or view data from database. However, a database form enables the user to
view and enter into a table. Form interface is a more convenient and easy way of entering
and viewing records from a table.

o Reports.
o Most database system provides the user with a tool for generating reports from
underlying tables or queries.
o It is the report generator that provides the user with a means to specify the output layout
and what is to be output or printed on a report.

o Macros
o Some database software provides the user with a tool called a macro that can be used to
automate frequently performed procedures or tasks. For example, if you frequently use a
 particular form when you start a database program, you need to create a macro that
automates the opening of the form.
o
 Programming module.
o When your database becomes more and more complex, you may need a more powerful
tool than the macros to automate your database operations further.
o Some database software comes with their own computer languages associated with
them. For example Microsoft Access comes with a language called Visual Basic included
as a Module in the software. Using this feature, you can create a program that will print a
query result over and over again until a certain condition is true. This can be Illustrated
using a simple statement like;

Print StudentsReport until NumberofStudents = 40(Not a real command

Anyway).

Data organisation in a database.

o One of the functions of a database system is to organise data for easy Access, retrieval
and manipulation. Data is organised from the simplest Form called a field to a very
complex structure called a database.

o Fields.
o A field is a character or a logical combination of characters that represent a data item.
For example, in a class, the student name is a field.
o Records
o This is a collection of related fields that represent a single entity. An example of a record
is the student report card that may contain the students name, admission number, class,
total marks, average and grade.
o Files/tables
o A file is a collection of related records. For example, the students file in a school
database contains the details of all the students in the school.
o Database.
o This is the highest in data organization hierarchy that holds all related files or tables. For
example, a school database may contain students and staff tables/files.
o Creating a database using Microsoft access

 Microsoft access (Ms Access) is a package in Microsoft office suite used for
creating and manipulating databases.
  Because there are different versions of Ms Access such as Ms Access
95/97/2000 and XP, a general approach for carrying out tasks has been adopted
in this book.

o These features include:

o Tables,
o Queries,
o Report Generators,
o Form interface and
o computer programming language.

o Microsoft Access database software which will be considered in this book, it has two
distinct features used to automate operations namely;
o Macros and
o
 Tables/file structure.
o This is a database structure that is used to hold related records. Tables are organised in
rows and columns with each row representing a record while each column represents
common fields in each record.
 Queries.
o A query is a statement used to extract, analyze or request for specific data from one or
more tables. Because query is a question posed to the database, it returns a result for
the user.
o Query statements are written using a special language called structured query language
[SQL].
o The user creates a query by writing structured query language statements.
 Forms/input system.
o A form is a graphical interface that resembles an ordinary paper form.
o Enter into or view data from database. However, a database form enables the user to
view and enter into a table. Form interface is a more convenient and easy way of entering
and viewing records from a table.

o Reports.
o Most database system provides the user with a tool for generating reports from
underlying tables or queries.
o It is the report generator that provides the user with a means to specify the output layout
and what is to be output or printed on a report.
 o Macros
o Some database software provides the user with a tool called a macro that can be used to
automate frequently performed procedures or tasks. For example, if you frequently use a
particular form when you start a database program, you need to create a macro that
automates the opening of the form.
o
 Programming module.
o When your database becomes more and more complex, you may need a more powerful
tool than the macros to automate your database operations further.
o Some database software comes with their own computer languages associated with
them. For example Microsoft Access comes with a language called Visual Basic included
as a Module in the software. Using this feature, you can create a program that will print a
query result over and over again until a certain condition is true. This can be Illustrated
using a simple statement like;

Print StudentsReport until NumberofStudents = 40(Not a real command

Anyway).

Data organisation in a database.

o One of the functions of a database system is to organise data for easy Access, retrieval
and manipulation. Data is organised from the simplest Form called a field to a very
complex structure called a database.

o Fields.
o A field is a character or a logical combination of characters that represent a data item.
For example, in a class, the student name is a field.
o Records
o This is a collection of related fields that represent a single entity. An example of a record
is the student report card that may contain the students name, admission number, class,
total marks, average and grade.
o Files/tables
o A file is a collection of related records. For example, the students file in a school
database contains the details of all the students in the school.
o Database.
o This is the highest in data organization hierarchy that holds all related files or tables. For
example, a school database may contain students and staff tables/files.
o Creating a database using Microsoft access
 Microsoft access (Ms Access) is a package in Microsoft office suite used for
creating and manipulating databases.
 Because there are different versions of Ms Access such as Ms Access
95/97/2000 and XP, a general approach for carrying out tasks has been adopted
in this book.