Introduction to Databases and Microsoft Office Access 2007

In this chapter, students should be able to:

• Define the meaning of the word “database”

• Identify the kinds of databases

• Understand the importance of DBMS

• Explain the stages of database design

• Appreciate the new features of Microsoft Office 2007 software

• Identify the parts of Microsoft Office Access 2007 environment

Introduction

Databases are used to store, manipulate,and retrieve data in nearly every type oforganization including business, health care,education, government, and libraries.

A Database is an organized collection ofdata that is related to a particular subject orpurpose.

Manual Databases

For example:• keeping track of addresses• telephone numbers and using wall calendar• simple notes on the refrigerator

Data vs Information?

• Data consists of facts, text, graphics, images, sounds and video segments that have meaning in the user’s environment.

• Information is defined as the data that have been processed in such a way to increase the knowledge of the person who uses the data.

• A computerized or electronic database commonlyknown as a Database Management System orDBMS.

• DBMS is a program that controls theorganization, storage, retrieval, security, andintegrity of data in a database.

Database Management System

Examples of DBMS are:

• Point-of Sales (P.O.S) System – is commonly used in thegrocery or department store checkout counter. It recordsyour transaction and generates updated reports for thestore owner or manager.

• Automated Teller Machine – allows you to conduct bankingtransactions such as withdrawing and depositing moneyusing your account or transferring money from your savingsto your checking account or vice versa.

• Flight Reservation System – allows you to see the details ordescription of flights, customer, bookings, and reservations.

• Computerized Inventory System – is often used in warehouse operations to monitor the quantity, locations, and status of products.

• Enrollment System – is often used by schools to automate the computation of tuition and other school fees.

• Payroll System – is designed to compute for the monthly or net salaries, and deductions

• It is flexible users to examine and dissectinformation in a number of ways.

• It is compact. Piles of database records stored infilling cabinets can be stored in just one opticaldisk.

• It makes faster access of records.

• It reduces probability of inconsistent data since itmakes reconciling data more logical and easier.

• Flat-File Database – is designed to put all of your information in one table.

Ex: simple list of students in a MS Excel File.

• Relational Database – is a type of database wherein one or more tables are linked or related to other tables, such as in library system.

• Tables, fields, and records are the basic concepts of a database. Information in a database is organized and stored in a Table.

• For ex., if you have a library system, you may need to create the following tables:

Books – to store a list of all the books in the library

Transaction – to store a list of all the transactions

Students – to store a list of all the authorized borrowers of books

• A table is divided and structured into attributes, which areknown as Fields.

Book ID or catalogue number – to store the ID number ofeach book

Title – to store the title of the book

Category – to describe the subject matter of theparticular book such as Science, Fiction, History, etc.

• A Record is a set of fields for a specific item. A recordrepresents one entry in a table, so if you have a Bookstable, your record may be: BK001, The Solar System,Science.

1. Data Definition – is the stage where you gather and list allthe necessary fields for the database.

2. After defining the necessary data needed for the database,some fields might have to be broken down to even morespecific fields. This process is called Data Refinement.

3. Establishing Relationships Between Tables – in this stage,we analyze the tables more closely and think of howrelationships between tables can be established.

Relationship – is an association established betweencommon fields in two tables. It can be one-to-one, one-to-many, or many-to-many

Primary key – is one or more fields (columns) whose valueor values uniquely identify each record in a table.

4. Determining Appropriate Data Outputs – after the threedesigns you must also consider ways in which informationwill be extracted from the database. The first step is todesign how reports should look like on your computersmonitor or when printed on paper.

5. Creations of the Control System – this is where you willprogram the operational system that will store, sort,change, and combine the data according to thepredetermined relationships of phase three. You also needto consider the right application software for yourdatabase.