LESSON 54 DATABASE OBJECT-QUERY

M. Amin, SMK Raja Shahriman

DEFINE THE QUERY AS ONE OF THE DATABASE OBJECTS

A Query is database object that retrieves specific information from a

database. database.

For example, you can retrieve a students name and address from the

With Access Queries, you can do the following :

View specific data from Table. Perform calculations on selected records. Delete record from a table.

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You can create new Queries using one of the methods. Create query in Design View. Create query by using wizard.

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CREATING A RELATIONSHIP

M. Amin, SMK Raja Shahriman

You need to create the relationship between Tables before you can create Queries.

- See Demonstrations From the CD

Referential Integrity is a set of rules that ensures relationships between

Tables within a database are all valid.

CREATING A QUERY IN DESIGN VIEW

- See Demonstrations From the CD

CREATING A QUERY BY USING WIZARD

- See Demonstrations From the CD

TO RUN A QUERY
- See Demonstrations From the CD

EXTENSION : USING PARAMETER

Parameter is a value in a specific field used to retrieve information from the Query such as BioLife in Brand field.

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Another example, you can type in the date of purchase of vitamin C for the

month of August.

Only the information on vitamin C for the month of August which is specified in the perimeter will be displayed.

It is used when searching for a particular piece of information. This enhances

the system performance speed.

LESSON 55 DATABASE OBJECT-FORM

DEFINE THE FORM AS ONE OF THE DATABASE OBJECTS

A Form is a database object that allows users to

add, modify and view information.

Form can be created based on the Table or Query.

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A Form is an organised and formatted view of selected fields from selected

Tables or Queries.

By using Table, you need to scroll down to fill in the new data. This data

entry process will take time.

However, when From is used, it is easier as you need to click on the new

record button to fill in the new data.

This will speed up the data entry process.

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When you add new data into Forms, you are automatically also adding the

data into the Table.

When you modify data on Forms, you are automatically also modifying the

data in the Table.

You can create new Form using one of the methods. Create form in Design View. Create form by using wizard.

CREATING A FORM IN DESIGN VIEW

- See Demonstrations From the CD

CREATING A FORM BY USING WIZARD

- See Demonstrations From the CD

ENTERING DATA IN A FORM

- See Demonstrations From the CD

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EXTENSION : MAIN FORM AND SUBFORM

Sometimes, you want to get the information from two Tables to design a

Form.

For example, you want to design an invoice form to contain customer and

product details.

In this situation, you need a main form and a subform. A main form contains

customer information.

A subform is inserted into a main form.

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The invoice form gets information from two Tables that are Customer Table

and Product Table.

In the invoice form, the Customer Table supplies data such as CustomerName, Address and ContactNumber for the main form.

Product Tablegives data for the subform. It contains specific details such as ProductID, Details, Quantity and Price purchased by the customer.

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By using mail form and subform, you can view the information together. The main form and subform appear in the same window.

LESSON 56 DATABASE OBJECT-REPORT

DEFINE THE REPORT AS ONE OF THE DATABASE OBJECTS

A Report summarises information from the database. A Report is a database object that presents selected information from Tables or Queries, for printing purposes.
When designing a Report, consider the point you are making, the audience and the

level of information they needed. Reports can be created based on the Table or Query. You can create new Queries using one of the methods. Create report in Design View. Create report by using wizard.

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CREATING A REPORT IN DESIGN VIEW

- See Demonstrations From the CD

CREATING A REPORT BY USING WIZARD

- See Demonstrations From the CD

EXTENSION : PUBLISH YOUR REPORTS TO WEB PAGE

A Web Page is resource of information that can be accessed through a Web

browser.
The purpose of publishing your Reports on the Web is to allow people from multiple locations in your organisation to view your Report.

For example, if your company sells many items, the inventory report has to be updated weekly. You could produce inventory Report and export that

Report as an HTML file. The Report has to be converted to HTML format before being published.
This file is transferred to the Web Server and can be accessed by all staffs in

the organisation.

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LESSON 57 DATA MANIPULATION

M. Amin, SMK Raja Shahriman

Data manipulation refers to the operations of accessing, locating, organising, modifying and managing data contained in the database.

Basic operations of data manipulation : Update Insert Delete Retrieve Sort Filter Search

UPDATING RECORDS
The Update operation is used for changing data in a database Table.

- See Demonstrations From the CD.

INSERTING RECORDS
The Insert operation is used for adding records to a database Table.

- See Demonstrations From the CD.

DELETING RECORDS
The Delete operation is used for removing records from a database Table. - See Demonstrations From the CD.

RETRIEVING RECORDS
The Retrieve operation is used for retrieving records from a database Table. - See Demonstrations From the CD.

SORTING RECORDS
The Sort operation is used for sorting records in a records in a database Table. - See Demonstrations From the CD.

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FILTERING RECORDS

M. Amin, SMK Raja Shahriman

The Filter operation is used for filtering records from a database table. Instead of displaying all the records in a Table, you can use a filter to display

only those records that you want to see or edit. - See Demonstrations From the CD.

SEARCHING RECORDS
The Search operation is used for finding record from a database table. You can use the Find function in Microsoft Access to search for the records. You can use the Find feature to locate one or more records to find specific

data.

EXTENSION : DATA EXPORT

The transferring of data from a format to another is called the data export.
For example, in Microsoft Access Table, Queries, Forms and Reports can be

exported to a spreadsheet format.

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Sometimes, you will come across situations where your data is stored in

Microsoft Access but you need to move or copy it to Microsoft Excel.

For example, you might want to give your report to a group of users who

like to view the data in the form of a chart or graph. see the shipping date clearer.

You might also want to manipulate your data using line chart where you can Data Export is a lot easier than retyping the data in a spreadsheet.

LESSON 58 PHASES OF SYSTEM DEVELOPMENT

The system development phase is a series of steps used to develop a

database program.

These phases describe the processes that system developers carry out in

order to develop a database program.

OVERVIEW OF SYSTEM DEVELOPMENT PHASES

Analysis Phase
During the Analysis Phase, system developers will perform problem analysis by finding out the needs of target users.System developers also identify the input, process and output for the new system.

Design Phase
Based on the needs of target users, the system developers will design an Entity Relationship Diagram (ERD). This phase is known as the Design

Phase.

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Implementation Phase
database using database software.

M. Amin, SMK Raja Shahriman

Implementation Phase is the phase where system developers create

Testing Phase
The system will be tested by the target users in the Testing Phase.If there is

any error detected, the system developers will fix the error.

Documentation Phase
System developers will produce the documents for the program during the

Documentation Phase.

Maintenance Phase
The system developers continue to provide support during the Maintenance Phase. They monitor the system performance and make changes when

needed.

EXTENSION : PRACTICES OF DEVELOPING A NEW INFORMATION SYSTEM

Some practices of developing a new information system:

Work as a group
When you want to develop an information system, you must work as a group. All group members must work together to complete tasks like data

entry and analysis.

Involves many people

Involve as many people as possible in your project. This means that you should not only think of people in your group but also friends and teachers

who will use your information system.

Willing to accept changes

Create a culture among yourselves to accept changes. For example, each of

you should try changing roles throughout your project so that everyone learns each others responsibilities. You must be willing to accept changes when others give comments or

recommendations.

Share with others

Tell as many people as you can about what your group is doing. This

encourages sharing of ideas and learning from one another.

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LESSON 59 ANALYSIS PHASE

M. Amin, SMK Raja Shahriman

ANALYSIS PHASE OF SYSTEM DEVELOPMENT

The Analysis Phase is the first phase of system development.
In this phase, the system developers would need to define problems faced by

target users.

The target users will indicate their requirements. They need to give a

description of what a system must do and the main functions of the system. By doing this, the system developers can define the purpose of the system. It would help system developers set the focus of the system.

PROBLEM ANALYSIS
During the Analysis Phase, the system developers will interview the target

users to find out their needs. For example, in the School Resource Centre,
the system developers found out that the target users are currently using the manual

system.

They are facing difficulties in keeping resource

materials organised as the volume of books is increasing.

The target users require a new system that is a School Resource System to

register and catalogue their books.

By doing problem analysis, the system developers would have to understand

the needs of the target users. The new system should store all book details as in a manual system. The new system should be faster, easier to use and have a larger storage.

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In the School Resource System, the system developers need to identify the input, process and output for the system. The system developers identify the input, for example AuthorName,

PublisherName, CategoryName, BookTitle and BookPrice.

The system developers identify the process for all the system. All new books purchased by the School Resource Centre would have all their data keyed

into the School Resource System.

The system developers identify the output for the system. For example, the books which have been keyed in will be printed out as document references

in the School Resource Centre.

By doing this problem analysis, the system developers can come up with the

design of the system.

EXTENSION : STANDARDISATION
Standardisation is a set of rules and procedures that system developers

require target users to accept and follow.

For example, system developers need standardisation for the coding of stock name. In Analysis Phase, system developers need to understand the terms used by target users in order to set a standardisation for input, process and

output.

If the stock code is set to S00001, the target user must follow the standard by using the prefix S for the rest of the stock code. For example S00002,

S00003 and so on.

Standardisation is used to help people working on the same development project to produce consistent results.Without standardisation, the system will not function correctly. Setting standards avoids confusion in the whole

process of system development.

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LESSON 60 DESIGN PHASE

M. Amin, SMK Raja Shahriman

DESIGN PHASE
The Design Phase is the second phase in system development. It refers to the planning of the system design.

GUIDELINES FOR DESIGNING A DATABASE:

Choose data
Choose the neccessary data you need to store in the database. For example, in the School Resource System, the necessary data are Author, Book, Category and Publisher.

Ensure table contains the necessary data

In this School Resource System, there are four Tables involved, namely

Author, Book, Category and Publisher.

From the analysis, the system developers found out that:

An author can have one or more books. A publisher has one or more books. A category has many books.

Determine field
You need to ensure Tables contain the necessary data.
You need to determine what fields to include and the suitable data type

format for those fields.

Author Table consists of AuthorID and AuthorName.

Book Table consists of BookID, BookTitle and BookPrice. Category Table consists of CategoryID and CategoryName.
Publisher Table consists of PublisherID and PublisherName.

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These are the technical plans we designed during the Design Phase. In the Design Phase, the system developers will seek to provide input

interface and output interface.

System developers will provide an input interface where the user can do

data entry.
The user can also retrieve information from a database using an output

interface.

ENTITY RELATIONSHIP DIAGRAM

Entity Relationship Diagram (ERD) is one of the diagrams that show how

Tables are organised and related to one another.

There are two symbols used in an

Entity Relationship Diagram.

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In the School Resource System, system developers can use the Entity Relationship Diagram to describe all Tables and their fields.

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EXTENSION : MOCKUP
A mockup is a sample of the input or output that contains actual data. A mockup is needed when handling a big database program so that the system developer and target user understands the system better.

The system developers show mockups to users for their approval.

It is important to involve users during input and output design stages because users finally will work with those designs. Users must give their approval on all inputs and outputs before system developers proceed with database design. A mockup ensures input and output designs meet the needs of users.

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LESSON 61 IMPLEMENTATION PHASE

M. Amin, SMK Raja Shahriman

The Implementation Phase is the third phase of system development. In the Implementation Phase, the system developers will convert the technical plan and design plan into a computer program.

The Implementation Phase is the phase where a system is created.

CREATING DATABASE

In this phase, a system developer uses

database software such as Microsoft Access as the development tool to create a Scholl Resource System.

- See Demonstrations From the CD.

CREATING TABLES
System.

You can use Design View to create tables to store data. You are to create
four tables: Author, Book, Publisher and Category for the School Resource

- See Demonstrations From the CD.

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ASSIGNING TABLE RELATIONSHIP

M. Amin, SMK Raja Shahriman

See Demonstrations From the CD. Referential Integrity is a set of rules that ensures relationships between Tables within a database are all valid.

CREATING QUERIES
- See Demonstrations From the CD.

CREATING FORMS

You can use Forms to perform data entry and retrieve related data. - See Demonstrations From the CD.

CREATING REPORTS
You can use Reports to summaries information from the database.You can

create new Report using wizard. or Query.

You can use Reports to retrieve information from the database using Table

- See Demonstrations From the CD.

EXTENSION : TYPES OF RELATIONSHIP

One-To-One
For example, each member has only one address record.

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One-To-Many

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For example, each book has only one category. Each Category has many books.

One-to-one relationships happen when there is only one record in Library

Member to another one record in Member Contact. many related records in Book.

One-to-many relationships happen when each record in Book Category has

LESSON 62 TESTING PHASE

Testing Phase is the fourth phase of system development. It involves the system

developer and user in the Testing Phase. To ensure the quality of a database, the system developers act as quality controllers and will run tests on it. The purpose of system testing is to ensure the system runs correctly and is error free. 209

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DATA ENTRY IN TESTING PHASE

Before testing the database, data must be entered into the Tables. Enter

data for four Tables : Author, Book, Category and Publisher. - See Demonstrations From the CD.

TESTING ON DATABASE OBJECT

- See Demonstrations From the CD.

You can do the testing to verify that each database object is functioning. You need to conduct testing to detect any error present.

TESTING ON FUNCTIONALITY OF THE SYSTEM

You can also conduct a test to verify that all systems work together

properly.

- See Demonstrations From the CD.

EXTENSION : DATA VALIDATION

Validation is the process of comparing the data to a set of rules or values to

determine if the data is accurate.

For example, the quantity a user keyed in should be less or equal to 1000. The message will pop up if the quantity is over 1000.

A range check is another example of a validity check. For example, the salary a user keyed in should be between 900 and 1500. The message will pop up if the salary is over 1500.

By implementing data validation, it minimises data entry errors.

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LESSON 63 DOCUMENTATION PHASE

The Documentation Phase is the fifth phase in system development. Documentation refers to the written materials generated throughout phases

of system development.

DOCUMENTATION
program.

Documentation is very important when the system requires changes in the future. Documentation tells new system developers what was done in the It helps to reduce the amount of time a new system developer spends

learning about existing programs.

A number of documents are produced during the development of a new

computer application.

User Manual
The User Manual helps the user to use the system. User Manuals are written in simple language rather than technical language. The User Manual should cover how to run the system, how to enter data, how to modify data and how to save and print reports. The User Manual should include ways to overcome errors.

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Technical Documentation

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Technical Documentation is used by system

developers as a reference.
Technical Documentation is useful for system

improvement.

In Documentation Phase,
User Manual and Technical

Documentation are found in a folio. You need to gather all the documents from the system development phases into a folio.

You can compile your Technical Documentation in the form of a hard copy. Documentation can also be gathered in a soft copy.
All documentation must be ready by the end the system development. The system developers should ensure that all documentation is complete and

accurate.

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EXTENSION : CREATING A HELP FILE

all the database objects in a project.

M. Amin, SMK Raja Shahriman

A Help File is a documentation file that brings together help information of

This file is a guideline for the user when the user needs

any help in operating the program. stage of a project.

System developers will create a Help File at the final

For example, system developers can use Help Generator Wizard to create a Help File for School Resource System.

LESSON 64 MAINTENANCE PHASE

The Maintenance Phase is the last phase in system development. Maintenance refers to the changes in
the system by fixing or enhancing its

functionality.

System developers are involved in the Maintenance Phase.

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System maintenance involves checking, changing

and enhancing to improve its performance.

All systems need to be maintained to take care of

new requirements that were not discovered previously.

CORRECTIVE MAINTENANCE
error in system design.

Corrective Maintenance is changing maintenance carried out to repair an This maintenance is used when errors are detected and need to be rectified. For example, in the School Resource System, you need to add the International Standard Book Number (ISBN) field.

- See Demonstrations From the CD.

PERFECTIVE MAINTENANCE
computer program. interfaces.

Perfective Maintenance is a system maintenance performed to improve a Perfective Maintenance is done when the users require changes in the

For example, in the School Resource System, you can modify the layout of the Book Form by changing the font colour, type, size and adding "Book

Form" title.

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PREVENTIVE MAINTENANCE
Preventive Maintenance is a maintenance aimed at the prevention of future breakdowns and failures. This maintenance is carried out when there is a possibility or risk of failure while operating.

For example, in the School Resource System, you want to assign a password

before a user accesses the database.

Some users may only be allowed to view data in a particular Table. Some may only be allowed to add records to a
Table while others may be given the right to view

and modify information. confidential information.

The use of passwords thus helps to prevent unauthorised access to

Preventive Maintenance needs to be done to avoid possible future problems.

EXTENSION : BACKUP A DATABASE

Backup is a process of making copies of data. To backup a database involves the backup of a whole database system. The backup can be used to restore the original data to prevent data loss caused by virus or power failure. Backup of database should be done regularly. In this way, you can still access to your backup if anything goes wrong.
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LESSON 65 DEVELOP A DATABASE PROJECT

M. Amin, SMK Raja Shahriman

PROJECT WORK
- See example From the CD.

LESSON 66 WEB-BASED APPLICATIONS

Technological advancements in large database development and high speed digital transmission networks will result in global information systems.

These developments will influence how people interact with information. Through the Internet, a user can get fast responses and have two-way communication using video conferencing and e-mail.
By using the global information systems, people from all over the world can be equipped with

knowledge in many areas.

GLOBAL INFORMATION SYSTEM

Web-based applications are delivered to users from a Web server over the

Internet.

Web-based applications store information in a database system such as

Microsoft SQL Server or Oracle.

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GLOBAL RESOURCE CENTRE

Global Resource Center is a Webbased information system used in

developing human resources for health. Global Resource Center offers a global library of human resources for health, focusing on developing countries.
For example, healthcare personnel can store their individual details in this database. This database can be accessed by a country that needs the

healthcare support.

The healthcare personnel can then be contacted via this Web-based

database and called to the service.

By using this system, countries with health needs can be met. This resources center is managed by Capacity Project and USAID-funded global project.

GLOBAL DISASTER ALERT AND COORDINATION SYSTEM

Global Disaster Alert and Coordination System is a Web-based disaster information management system. Global Disaster Alert and Coordination System stores

disaster events in the database. affected country.

The data is automatically analysed to determine the help needed by the For example, from the Current Disaster Events column, you can be informed

of the flood that happened in China.

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People living in Vietnam and Laos will take necessary precautions when

floods happen in China. during the disaster.

By using this system, it helps to coordinate the international responses

Global Disaster Alert and Coordination System is a joint initiative of the United Nations and European Commission.

GLOBAL DATA MONITORING INFORMATION SYSTEM

Global Data Monitoring Information System is a Web-based information system that collects data worldwide to sustain social and economic

progress in all countries.

Global Data Monitoring Information System is to

help countries overcome problems of poverty, health and education.

For example, data collected on HIV statistics is analysed and it was found that millions of death were caused by AIDS. By using this system, medical assistance can be promptly given to those

countries affected. group.

It is an effort by Millennium Development Goals under the World Bank

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