DATABASE SOFTWARE

Database software is a program used to manage data that can be organized into lists of related
information.
Examples of such information includes; customer information, product information’s, vendors
information, projects and sales information.
Examples of database management system (DBMS) software programs include Microsoft
Access, FileMaker Pro, Lotus Approach, dBase, SQL server, MySQL and Paradox
Functions of a database management software
i. Allow the user to add or delete records
ii. Update or modify existing records
iii. Organize data for easy access, retrieval and manipulation of records
iv. Acts as an interface between the database and other applications programs
v. Ensure security for data in the database by safe guarding it against unauthorized access.
vi. Keep statistics of data items in the database
Database concepts
A database is a collection of structured and related items organised so as to provide consistent
and controlled access to items.
To create and manage a database, a database management system (DBMS) software is used.
File Processing versus Database
Usually there are two approaches to store and manage data: file processing or database. In a
typical file processing system, each department or area within an organization has its own set of
files that are often designed specifically for their particular applications and the records in one
file may not relate to the records in any other file. By using the database approach, all data is
centralized in one place such that many programs and users share the data in the database.
Database models
Databases can be classified according to the methods used to organise data. The main database
models (categories) include:
i. flat file iii hierarchical model
ii. network model iv relational model
Flat files
In a flat file model, the database holds only one set of data and is not any different from the
manual files.
For example a class mark sheet may consist of performance results for every student.
Hierarchical model
In this model data items are arranged in a tree form. This model is rarely used in modern
database systems.
Network model
In this type of organisation, links are used to express the relationship between different data
items forming a network of items.
Relational database model
In this type of organisation, related data items are stored together in structures called relations or
tables. Relationship can be created between tables such that a record or records from one table
relates to another table

Merits of using electronic databases

The advantages that database software has over manual paper systems include:
1. Data entry forms of an electronic database make managing a database easier and more
efficient than using manual paper system
2. With an electronic database, it is quick to search, display and print any category of
information.
3. Changes made to data in one view of an electronic database are, automatically updated in
every other view.
4. An electronic data base file can be backed up on regular basis.
5. Information is more secure by password protection.
6. Information can be shared among several users.
7. Duplicate data entry is minimized by use of a primary key.
8. When relevant information needs to be included in a database tables can be easily
modified to include new files.
9. Queries can be used to create custom views of data. Custom views allow you to limit the
data to only those items you want to see. You can even sort the information so it is easier
for you to find items.
10. Reports can be generated to display the information in an attractive format.

Objects/features of a database management software

Most database software contains a collection of features that provide the user with a means to
manipulate data in a database. These features include: tables, queries, report generator, computer
programming language and a form interface.
Tables
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.
Forms
A form is a graphical interface that resembles an ordinary paper from. a database form enables
the user to view and enter data into a table.
Reports
Most database systems provide the user with a tool for generating reports from underlying tables
or queries. It is a report generator that provides the user a means to specify the output layout and
what is to be printed on a report
Queries
A query is a statement used to extract, change, analyze or request for specific data from one or
more tables.
Query statements are written using a special language called structured query language (SQL).
Macros
It is possible to automate frequently performed procedures using a macro.

Data organisation in a database

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, records, tables and
databases.
A field is a character or a logical combination of characters that represent a data item.
A record is a collection of related fields that represent a single entity. An example of a record is
the student report card that may contain student’s Name, Index number, Class, Marks and
Average grade.
A table is a collection of related records

Field properties
Field properties specify finer details related to fields and table entries. Field properties depend on
the type of field selected.
A number of field properties include;
i. field size: this allows a user to set the number of characters in the field
ii. Format: determines how information appears on the screen.
iii. Decimal places: for number and currency fields, the number of decimal places can be
specified.
iv. Input mask: this automatically formats the field entry into a specified format.
v. caption: this is a more descriptive name for a field to be used in the table or form
vi. Default value: this is the value that appears automatically in the datasheet or form if
nothing is entered by the user to change it.
vii. Validation rule: this is a logical expression that restricts the values to be entered in the
field.
viii. Validation text: this is a message that appears once a validation rule is violated.
ix. Indexed: this facilitates organisation of records for easy search. An example of an index
is a primary key.

Common data type fields used in database software.

1. Text: Alphabetic information or combination of alphabet and numbers, such as address,
name, index numbers or phone numbers
2. Number: Numeric information used in calculations such as quantities.
3. Auto-number: Integers assigned automatically by electronic database to sequentially
order each record added to a table
4. Currency: Monetary values
5. Memo: Length of text such as a comment or notes.
6. OLE objects: Pointers stored that link files created other programs, such as pictures,
sound clips, and document
7. Hyperlink: to create web and electronic mail addresses
8. Lookup wizard; Involves a wizard that helps link the current table to another table.
9. Boolean; Stores only one of the two values [yes/no, on/off, true/false]

Primary key
An attribute selected to act as the unique identifier for each occurrence of an entity or
relationship.
A set of one or more columns in a database table whose values, in combination, are required to
be unique within the table.
Advantages of using a primary key in a database include;
i. It uniquely identifies each record in the database.
ii. No duplicate values will be allowed in a database.
iii. It enables the database to ensure data integrity for each record.
iv. It displays the data in order of the primary key as given.
 v. It works quickly depending on the primary key for easy retrieval and storage.

Comparison of spreadsheet software to database software

Many small companies record information such as customer information, inventory information
and sales information in a spreadsheet program. While this electronic format is more productive
that writing information on manual systems such as analysis books, spreadsheets still lack many
of the important features provided by electronic databases.

Spreadsheet software Database software

Provides a natural tabular layout for easy data
Provides a spreadsheet view as well as a form
entry which arranges data in a variety of ways
Data storage is limited to approximately It is able to store any number of records up to
65000 records per worksheet. more than 2 GB
It manages single lists of information Allows links between lists of information
(tables) to reduce data entry redundancy.
Creating a report is limited to a spread sheet Provides complex reporting features such as
printout multiple header and footers and calculations
on groups of record
It has very limited security measures Each user can be allowed to access only the
records and the fields they need
Does not allow multiple users to Allows multiple users to simultaneously enter
simultaneously enter and update data and update data
Provides limited data entry forms Provides the ability to create extensive data
entry screens called forms

Considerations when planning a database

The first and the most important object in a database is the table object because it contains raw
data which is the individual pieces of information stored in individual fields in the database.
When designing a database, identify the fields of information that the table will contain and the
type of data to be stored in each field
In planning a data base, it’s important to:
1. Determine the purpose of the database and give it a meaningful name
2. Determine the reports to be produced by the database
3. Collect the raw data that will be stored in the database
4. Sketch the structure of each table, including field names and the data types
5. Carefully study the requirements of the user in order to define all data inputs, outputs and
relationships
Test your progress
1. a) What is a database? 14. Define the following terms in relation to
b) Outline any four functions of database databases
management software i. File iv Record vi
c) Outline four field properties of MS Field
Access database ii. Table v Query vii A form
2. a) What is database software?
b) Outline any four advantages of using iii. Report
database software over manual paper 15. a) What is a data base?
systems b) Distinguish between Microsoft Access
3. State and explain four categories and Database
(models) of a database. d) List four examples of data which can
4. Give any five examples of database be used to create a database
management systems. 16. Explain the meaning of the following
5. State and explain five main objects terms as used in field properties of a
(features) of a database management database:
software that are used to manipulate i. Field size vi Format
data ii. Input mask vii. Caption
6. Explain the meaning of the following iii. Primary key viii. Default value
terms: iv. Validation rule ix. Validation
i. Relational database text
management system (DBMS) v. Indexed
ii. Flat file database management 17. Outline any three relationships between
system (DBMS) objects of the database management
iii. Network database management system
system (DBMS) 18. Explain the meaning of the following
7. State any four differences between i. Fields iii Records
spreadsheet software and database ii. Tables iv Database
software. 19. The garden centre keeps records of its
8. a) (i) What is the database management customers in a database.
system (DBMS)? (a) Explain three reasons why a database
(i) Give any three examples of is suitable to store and handle customer
DBMS records.
9. Explain the meaning of data type as (b) Primary, foreign and composite keys
used in database management systems are used in the database. Explain the
10. Various DBMS use different data types. following terms:
Specify any five data types used in (i) Primary key: (ii) foreign
DBMS. key: (iii) composite key:
11. State any five advantages of using Data
Base Management Systems instead of
manual databases.
12. Outline four steps taken to create a
simple database
13. Outline the factors considered when
designing a database