1.

1 explain clearly, the concept of a database, without assistance

from peers.
1.2 differentiate between a traditional database and automated database, after activity.
1.3share the importance of using database, by discussing advantages and disadvantages
of using manual and automated databased systems.
1.4 define correctly, terms commonly associated with a database, with the use of
matching activity.
2.1 draw and label a diagram of a database using related terms.
2.2 create tables from information provided in standard (database) notation.
2.3 create an outline of a database, consisting of several tables, with the
relevant information. 2.4 use Microsoft Access to set field names and data
type for the tables to be created.

LESSON NOTES- DATABASE MANAGEMENT

❖ Database management systems (DBMS) are collections of tools used to manage

databases. Four basic functions performed by all DBMS are:
➢ Create, modify, and delete data structures, e.g. tables
➢ Add, modify, and delete data – Data Manipulation
➢ Retrieve data selectively
➢ Generate reports based on data

❖ Database – A collection of related tables. It can also include other objects, such as
queries, forms and reports. The structure of a database is the relationships between its tables.

❖ Field – this a single piece of information. It is an area (within a record reserved for a
specific piece of data. Examples: customer number, street address, city, current balance etc.

❖ Record – A collection of values for all the fields pertaining to one entity: i.e., anything
that data will be collected on e.g. person, product, company, transaction etc.

❖ Table/File – A collection of related records. E.g. employee table, product table, customer
table, student table, flight table etc. In a table, records are represented by rows and fields are
represented as columns. In a relational database a table may be referred to as a relation and a
row may be referred to as a tuple.

❖ Entity – a person, place or thing on which data will be collected e.g. student, lecturer,
product, store.

❖ Attribute – a characteristic or property of an entity e.g. First Name, ID No, Product

Code, branch name
5
Key
A key is a single or combination of multiple fields. Its purpose is to access
or retrieve data rows from table according to the given criteria. The keys
are defined in tables to access or sequence the stored data quickly and
smoothly. They are also used to create links between different tables.

An attribute or combination of attributes that uniquely identify an

entity/record in a relational table.

Types of Keys

Primary Key:
➢ The attribute or combination of attributes that uniquely identifies a
row or record in a relation is known as primary key.
➢ Single key that is unique and not-null.
➢ The field in a database that is the primary "search key" used to locate records.

Foreign Key:
➢ A foreign key is an attribute or combination of attribute in a
relation whose value matches a primary key in another relation. In
other words, it is a key stored in one table which refers to data in
a different table. It is used to establish a relationship between two
tables.

Secondary key:
➢ This key is alternatively referred to as an alternate key. Secondary
is an additional key, or alternate key, which can be use in addition
to the primary key to locate specific data.
➢ Secondary key is a non-unique field. One secondary key value
may refer to many records.

Composite key or concatenate key:

➢ This key consists of more than one attribute to uniquely identify an
entity occurrence. For example First Name and Last Name are
composite keys, as they work together to find a unique entity.
Candidate Key or Alternate key:
➢ A relation can have only one primary key. It may contain many fields
or combination of fields that can be used as primary key. One field or
combination of fields is used as primary key. The fields or
combination of fields that are not used as primary key are known as
candidate key or alternate key.
 Rows and Columns: Rows contains records pertaining to one entity,
and can be found on the horizontal axis. Columns on the other hand,
contains the various fields in a database and can be found on the
vertical axis.
Data types refers to data with values, having predefined
characteristics. Examples of data types includes:
• Long Text- is used to represent large amounts of alphanumeric

data (combination of text and number) (sentences and

paragraphs). It stores up to 1 gigabyte(GB).

• Short Text- is used to represent alphanumeric data

(combination of text and number) (names, titles, etc.). It

stores up to 255 characters.

• Number - used to represent numeric values

• Date/Time – Used to represent data in date and time format

• Currency- used to represent monetary data and is stored with

decimal places. • AutoNumber- unique value generated by

database system (Microsoft Access) for each new record.

• Yes/No- used for logical options or Boolean (True/false) data.

Access stores the numeric value zero (0) for false and -1 for

true.

• Calculated- you can create an expression that uses data

from one or more fields. Calculated fields use predefined

formulas/functions.

Advantages and Disadvantages of Databases

 Advantages
1. Access speed is fast.
2. Much more efficient than traditional filing.
3. All Information are stored in one place.
Disadvantages
1. System failure may occur, and information that was not saved will be lost.

2. Unauthorized users may access information due to lack of proper security

features.

When you create a database:

• You need to know the purpose of your database!

• What data will you use? This will help with your field names

(title, firstname, lastname, address, companyname, age, and

so on).

• You group meaningful data together so that your table will have a

meaningful name, such as STUDENT, or SUBJECT.

• How will your tables be linked together? You need a primary key in

one table to link with a foreign key in another table.

• What data types will your data have (alphanumeric?, numeric?, date?, logical?)

Modifying Table Structure

Fields can be added to, modified, or deleted directly from a database table
structure. In order to modify your table structure, table should be in
DESIGN view. You can check this by looking at the icon just below the
Office Button, named View.

1. Adding Fields to a Database Table

• To add a field, click on the cell to the left of the Field Name to
highlight where you want to insert your row.
• Then, Click on Insert Rows, to add a row where you have

selected.
2. Deleting Fields from a Database Table

• Similar to adding a row, you select the row that you want to delete
and then click the Delete Rows icon to remove the row.
Data types can be modified

You can modify the type of data that you want to

capture in a data field. Deleting a Table

▪ Right click on the table you want to delete and choose Delete from
the drop down menu

Renaming a Table

▪ Right click on the table you wish to rename and choose Rename
▪ Type in the new name

Changing Field Definitions

To change field definitions, you can either:

• Click on view and select design view and change the field name that
you would like to change. OR
• Double-Click (left side of mouse) on the field name that you want
to change, and make the necessary changes.

What is a Query?

A query is a database object that creates a datasheet of specified records

from one or more tables. One of the reasons you store related data in
tables is to analyze it from different perspectives. To do this, you use a
query to view only the fields with the required information

A Query is a request for data results.

To create a query:

1. Access 2007: Click create, from the ribbon, and choose Query
Design (near to the right hand side of the ribbon)

References

Hibbert, O. (2003, November 22). Database Management -

INFORMATION TECHNOLOGY. Retrieved September 11,
2016, from
https://sites.google.com/a/campioncollege.com/
it_eveningschoool/productivity tools/database-management

Reddy, J. (2016). Difference between Primary key, Secondary key, foreign

key, surrogate key, Alternate key, Super key, Composite key, Alternate key?
Retrieved September 11, 2016, from
http://cstechpause.blogspot.com/2014/10/difference-between-primary-
key.html

Rose, M. (2005, April). What is data type? - Definition from

WhatIs.com. Retrieved September 11, 2016, from
http://searchsoa.techtarget.com/definition/data-type

Class Activity
1. Create a database consisting of three tables. One table should contain
information about students’ personal data, the second table should hold
students’ subject information and the third table should hold teacher
information. Each table should have a valid field name, and a corresponding
data type. Once all tables have been created, you should rename each table
using their respective names.

Modification to table structure

1. Change the field name DOB to DateofBirth and add gender.
2. Change the field name teacher to Professor.
3. Add five more records to the student table.
4. Create/Establish a relationship among the tables.
5. Create query to show all Males.
6. Create a query to show all Females.
7. Create a query to show all students who do subjects on campus.
8. Create a query to show all students who do subjects off campus.
9. Create a query to show all students and subjects that they do.

2. Create a database consisting of three tables. One table should contain

information about patients’ personal data, the second table should hold
patients illness information and the third table should hold doctors’
information. Each table should have a valid field name, and a corresponding
data type. Once all tables have been created, you should rename each table
using their respective names.

Modification to table structure

1. Change the field name DOB to DateofBirth and add gender.
2. Add five more records to the patient table.
3. Create/Establish a relationship among the tables.
4. Create query to show all Male Patients.
5. Create a query to show all Female Patients.
6. Create a query to show all patients with allergies.
7. Create a query to show all patients without allergies.
8. Create a query to show all away visits.
9. Create a query to show all home visits.

3. Explain how a relationship is formed

between tables.

4. Explain how information is sorted

within a database. -