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

Database Design Describes and applies problem solving processes when creating solutions Designs, produces and evaluates appropriate solutions to a range of challenging problems Critically analyses decision- making processes in a range of information and software solutions Database DevelopmentCollecting, organising and storing data Methods of Processing and analysing data Methods of presenting informationIntegrationProject Development

Purpose of a database Components of a database Inputs of a database Outputs of a database Data 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 database

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

Outputs of a database

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 Dictionary

Data types required to solve a problem 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

Sources of data to solve a problem Database storage on a storage medium considering file size, portability and updatability Validation 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

Editing, searching, sorting records Mathematical calculations

Sorting Allows to arrange in particular order Arrange data in ascending or descending order Data can be sort alphabetically Editing, Searching and Sorting records Editing The process of changing data You can insert data in form or report by placing cursor in the desired location With deleting, similar way as the courser goes on section and you press delete You can move data with simply cut, copying and pasting Searching Is the process of locating data and information You use the find or search commands You can construct searches through queries

Mathematical Calculations There are all different types of calculations you can perform in a database An example is calculate the average values in one field or by multiplying the values in two fields When 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

Presentation of reports: header, body text, footer Report layouts Design features on forms and reports

Presentation of reports Reports 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 HEADER The header is used to show the company title, or report title BODY Contains information, eg. Person name FOOTER Contains 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 reports Forms 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

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 graphics 1.Select the report area where the graphic will be inserted 2.Open the insert menu and select picture 3.Locate and open the graphic file from the drive or device where it is stored

Exporting data for other uses Data 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.

Processes and techniques

Activity 1

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