1. Define the term ‘database’ (2)

A database is a large and continuously updated collection of stored data structured to allow the various applications of a system to access the data quickly.

2. Why when using a database are the following truea) data is more consistent (1)• Only one copy is held and all users share that one copy. E.g. if the address changes then all users will see the change as it only has to be changed in 1 place

b) less space is wasted in storage (1)• Only one copy is held and all users share that one copy. Therefore data is not duplicated which would mean space is wasted

c) security is easier to achieve (1)• Security Policies can be applied to the data. All users will be subject to the policy. Data use can also be monitored to see who has had access to what data

d) it is much easier to add new applications (1)• The data already exists. There for new data structures do not need to be set up and new data does not need to be entered

3. Outline 3 features of a DBMS (3)

A D.B.M.S. (Database Management System) is a complex software system, which is responsible for the following functions :

1. Data storage, retrieval and update. The DBMS must allow the users to store, retrieve and update information.

2. Managing facilities for sharing a database. e.g. The DBMS has to ensure that problems do not arise when two users access the same record at the same time and try to change it!

3. Security The DBMS must handle password allocation and checking, and the data that a user is allowed to access.

4. John is a local builder who has many local customers who book him for work ranging from plastering to building extensions. Currently he writes all of his bookings in a diary and records the work he does in this diary. He then writes a bill based on the work recorded in his diary.a) Describe 3 problems with the way that John records his work currently

(6)b) John could use a computer to help him. What software would you recommend for him and why (4)c) Why might John be reluctant to change to a new system (2)

• He could lose the diary (Difficult to backup)– As he only has one copy of all of his bookings stored in the diary, to backup he would need to copy the diary daily (a virtually impossible task). If he lost the diary it would be disastrous for his business. He would not know what work he had scheduled or not have any contact details for his customers

• Amendments / Changes– If he needs to change something. An example being the requirements of a a job. He would need to cross out / and write in the changes – this could make the diary very untidy and difficult to read meaning that things may be missed

• Difficult to search – Sometimes he wants to plan a month ahead to get all of his supplies needed. He finds it almost impossible to search e.g. for all plastering jobs in the next month. He has to go through his diary and write out all of the different types of jobs again in groups. This takes a very long time

4. John is a local builder who has many local customers who book him for work ranging from plastering to building extensions. Currently he writes all of his bookings in a diary and records the work he does in this diary. He then writes a bill based on the work recorded in his diary.a) Describe 3 problems with the way that John records his work currently 6)b) John could use a computer to help him. What software would you recommend for him and why (4)c) Why might John be reluctant to change to a new system (2)

He would use a database. The reasons for this are:

• Data security – As all of the bookings will be stored electronically in the database, he can back this up daily using a Flash RAM drive or portable hard disk or DVD-RW storing the backups at a different location to his computer. If a disaster does occur and his computer is in operable he can restore his bookings onto a new computer from the backup.

• Ability to Search – Sometimes he wants to plan a month ahead to get all of his supplies needed. He can now search e.g. for all jobs that need plastering between 2 dates and the database software will “instantaneously” list these. There are many more searches and sorts that would be useful.

• Neatness – Easy to read and reports such as bill can be generated ………

4. John is a local builder who has many local customers who book him for work ranging from plastering to building extensions. Currently he writes all of his bookings in a diary and records the work he does in this diary. He then writes a bill based on the work recorded in his diary.a) Describe 3 problems with the way that John records his work currently 6)b) John could use a computer to help him. What software would you recommend for him and why (4)c) Why might John be reluctant to change to a new system (2)

• Cost – John would have to purchase the computer and the database software.

• Training – John would need training to use the database software effectively. This would take time away from his work and money to pay someone to train him