Database Design IST 7-10Presented by Miss Egan and Miss Richards

Database Design5.2.1 Describes and applies problem solving processes when creating solutions

5.2.2 Designs, produces and evaluates appropriate solutions to a range of challenging problems

5.2.3 Critically analyses decision-making processes in a range of information and software solutions

Database DevelopmentCollecting, organising and storing dataMethods of Processing and analysing dataMethods of presenting informationIntegrationProject Development

DATABASE DEVELOPMENTPurpose of a databaseComponents of a databaseInputs of a databaseOutputs of a databaseData types required to solve a problem

Purpose of a database•Database is a collection of data that is organized in a way that allows access, retrieval and the use of data by us users.

Characteristics of a database•It is in a digital form•Can be of many sizes•Collection of unprocessed data•Databases allow you to store large amounts of information; search/sort data, organise/present •Relational databases•The DBMS allows you to decide how to display information( access, filmmaker)

Components of a databaseQueries: Ask questions about the data. Purpose is to retrieve specific information from tables; it makes you view them in a single datasheet.

Reports: Way of summarising and presenting data. Using a specific area eg. what suburbs customers are in

Tables: Where the actual data is presented. It is displayed in (records) rows and (fields) columns. Tables include information on people and stock.

Forms: Use to enter or retrieve any data and also edit. Example is a customer form which you just work with customer data.

Queries: Ask questions about the data. Purpose is to retrieve specific information from tables; it makes you view them in a single datasheet.

Reports: Way of summarising and presenting data. Using a specific area eg. what suburbs customers are in

Tables: Where the actual data is presented. It is displayed in (records) rows and (fields) columns. Tables include information on people and stock.

Forms: Use to enter or retrieve any data and also edit. Example is a customer form which you just work with customer data.

Queries: Ask questions about the data. Purpose is to retrieve specific information from tables; it makes you view them in a single datasheet.

Reports: Way of summarising and presenting data. Using a specific area eg. what suburbs customers are in

Tables: Where the actual data is presented. It is displayed in (records) rows and (fields) columns. Tables include information on people and stock.

Forms: Use to enter or retrieve any data and also edit. Example is a customer form which you just work with customer data.

Queries: Ask questions about the data. Purpose is to retrieve specific information from tables; it makes you view them in a single datasheet.

Reports: Way of summarising and presenting data. Using a specific area eg. what suburbs customers are in

Tables: Where the actual data is presented. It is displayed in (records) rows and (fields) columns. Tables include information on people and stock.

Forms: Use to enter or retrieve any data and also edit. Example is a customer form which you just work with customer data.

Inputs of a data system•Data is organised in layers, known as a hierarchy

CharactersFieldsRecordsFiles

Character- is a bit, smallest unit of data the computer can process, it comprises a byte, which represents numbers, letter and symbols.

Fields- combination of related characters (bytes) and is smallest unit of data we can access. A FIELD NAME identifies each field, when searching for a specific field you type in field name. Field size defines the maximum number of characters a field can contain( 6 and 6)

Records-is a group of related fields, e.g. student record includes a set of fields about that one student! PRIMARY KEY identifies each record in a file.

Files- Known as a DATA FILE, collection of records stored on a storage medium such as a hard disc.

Outputs of a databaseReports- As stated above, reports are a way or presenting and summarizing specific data. Examples are invoices, mailing labels and telephone lists that would be presented in a tableForms-Provides areas for entering or modifying data in a database. An example of a form for a specific reason is one containing specifics, like an address form/ subhurb form.When it comes to forms, you can make them specific colour, shading, text, boxes, graphics, fonts and also ways of formatting.It normally displays data for every field in a single recordInformation- The data that is presented in the reports and forms

Reports- As stated above, reports are a way or presenting and summarizing specific data. Examples are invoices, mailing labels and telephone lists that would be presented in a tableForms-Provides areas for entering or modifying data in a database. An example of a form for a specific reason is one containing specifics, like an address form/ subhurb form.When it comes to forms, you can make them specific colour, shading, text, boxes, graphics, fonts and also ways of formatting.It normally displays data for every field in a single recordInformation- The data that is presented in the reports and forms

Reports- As stated above, reports are a way or presenting and summarizing specific data. Examples are invoices, mailing labels and telephone lists that would be presented in a tableForms-Provides areas for entering or modifying data in a database. An example of a form for a specific reason is one containing specifics, like an address form/ suburb form.When it comes to forms, you can make them specific colour, shading, text, boxes, graphics, fonts and also ways of formatting.It normally displays data for every field in a single recordInformation- The data that is presented in the reports and forms

Data Dictionary•Data dictionary is a description of each field in a database. It includes field name, data type and description

•Description is just describing what it is very briefly•Field Name is name of field, very short•Data type is text memo, number, currency, date/time and yes or no

A description of every field in the database and the rules that decide if an entered data value can be accepted

It includes •The names of every field•The type of data the field contains•How many characters of space the field needs•Any other features

DBMS Data DictionaryDBMS Data Dictionary

Data types required to solve a problem

Most suited to answers with numbers, or calculated formula’sExample fields are height, age, mark

Closed questionsExample fields, gold class member, payment made

Allows records to be sorted into calender order Example fields, DOB, membership date

•Most important decision in developing a data base is the number of fields each record will have, and the data types they will store

• Text• Number• Yes/No• Date• Currency

•Most important decision in developing a data base is the number of fields each record will have, and the data types they will store

• Text• Number• Yes/No• Date• Currency

•Most important decision in developing a data base is the number of fields each record will have, and the data types they will store

• Text• Number• Yes/No• Date• Currency

•Most important decision in developing a data base is the number of fields each record will have, and the data types they will store

• Text• Number• Yes/No• Date• Currency

•Most important decision in developing a data base is the number of fields each record will have, and the data types they will store

• Text• Number• Yes/No• Date• Currency

•Most important decision in developing a data base is the number of fields each record will have, and the data types they will store

• Text• Number• Yes/No• Date• Currency

($) usually with two decimals placesExample fields, amount owing, membership fee

Can be used to store any keyboard characters example fields are name, address, gender

COLLECTING, ORGANISING AND STORING DATASources of data to solve a problemDatabase storage on a storage medium considering file

size, portability and updatabilityValidation and verification checks of data

You must acknowledge your sources

• It gives credit to the people who provided the data

• Allows others to check its accuracy

Sources of data to solve a problem

Primary

Obtained through:• Interviews• Survey• Census

Secondary

Obtained through:• Books• Statistics• Newspaper• Media

Information should be:•Accurate•Verifiable: photo, pin number•Timely: up to date•Organized•Accessible•Useful•Cost effective

Database storage •Once data is changed in the database it is automatically saved.

•All data including: records, designs, tables, dictionary, reports, forms and objects are all saved under the one file

•The addition of data will cause the file size to grow.

Validation and Verification checks of data•Validation is the process of checking entered data for errors

Examples:• Wrong type of data• Data values are too big

or small

•Verification is the process of checking the entered data for accuracy

Examples:• Typing and spelling

mistakes• Incorrect values

METHODS OF PROCESSING AND ANALYSING DATAEditing, searching, sorting recordsMathematical calculations

SortingAllows to arrange in particular orderArrange data in ascending or descending orderData can be sort alphabetically

Editing, Searching and Sorting recordsEditingThe process of changing dataYou can insert data in form or report by placing cursor in the desired locationWith deleting, similar way as the courser goes on section and you press deleteYou can move data with simply cut, copying and pasting

SearchingIs the process of locating data and informationYou use the find or search commands You can construct searches through queries

Mathematical CalculationsThere are all different types of calculations you can perform in a databaseAn example is calculate the average values in one field or by multiplying the values in two fieldsWhen typing in calculation you must start with a “=” Example is =Avg([Salary])

Simple calculation by adding two amounts together:

Macros Are used to perform repetitive tasks in databases

• Examples are opening a form or printing reports

Macros save time and allow for less errors on databases

METHODS OF PRESENTING INFORMATIONPresentation of reports: header, body text, footerReport layoutsDesign features on forms and reports

Presentation of reportsReports are designed for presenting printed data. • They are NOT interactive• Reports often display the results of queries

When a report is made you can view and edit in the design, report or layout view

The report is formatted and includes the header, body and footer•Body/text•Header•Footer  H

EAD

ERThe header is used to show the company title, or report title

BODYContains

information, eg. Person name FO

OTE

RContains the date or the report page number or total number of reports

The layout view•You can further alter the layout of a report in the “ layout view”

•This allows you to change the size of the report and add and edit.

•Also allows you to pick themes

•You can change fonts

•Pick from a big range of colours to change the header, and also the colour of writing.

•Add attachments such as images

Design features on forms and reportsForms are a common way of presenting the data from an individual record.

• Designed for screen displays

• Edit and enter data• Display the results of

queries

INTERGRATIONImporting from existing electronic data

Importing from existing electronic data•Data can be

• Exchanged between databases and spreadsheets

• Exported from databases to word process documents

• Imported from data entry forms

Importing graphics1. Select the report area where the graphic will

be inserted2. Open the insert menu and select picture3. Locate and open the graphic file from the

drive or device where it is stored

Exporting data for other usesData from a DBMS can be exported to spreadsheets, word processed documents and web pages.

An example of exporting data is customers records may need to be word processed.

Prepare the results to be exported to a spreadsheet

Open the file menu and select EXPORTSelect the export file and destinationAccess file will now open in spreadsheet

PROJECT DEVELOPMENTProcesses and techniques

Activity 1

http://www.jeopardylabs.com/play/enter-title73452

Activity 2

Who are we?

I ask questions about data

My purpose is to retrieve specific information from tables

I am a single data sheet separate too a table

Who am I?

A query

I am

I summarize the information that is in tables

I cover single topics example: where customers are from

I am a result of a query

I am printable

Who am I?

A report

I am

You enter and retrieve data from me

I display data on a screen and you can collect data and print me out

I present information found in a record

Who am I?

A form

I am

I am where the actual data is presented

I contain rows and columns

You are all sitting infront of me

Who am I?

A table

I am