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Define The Query As One of The Database Objects
Define The Query As One of The Database Objects
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.
CREATING A RELATIONSHIP
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You need to create the relationship between Tables before you can create Queries.
Referential Integrity is a set of rules that ensures relationships between Tables within a database are all valid.
TO RUN A QUERY
See Demonstrations From the CD
Another example, you can type in the date of purchase of vitamin C for the month of August. 189
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.
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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.
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. 191
You can create new Form using one of the methods. Create form in Design View. Create form by using wizard.
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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.
The invoice form gets information from two Tables that are Customer Table and Product Table.
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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.
By using mail form and subform, you can view the information together. The main form and subform appear in the same window.
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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.
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.
FILTERING RECORDS
The Filter operation is used for filtering records from a database table. 197
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.
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. 198
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. You might also want to manipulate your data using line chart where you can see the shipping date clearer. Data Export is a lot easier than retyping the data in a spreadsheet.
These phases describe the processes that system developers carry out in order to develop a database program.
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.
Implementation Phase
Implementation Phase is the phase where system developers create database using database software.
Testing Phase
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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.
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.
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.
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.
Tell as many people as you can about what your group is doing. This encourages sharing of ideas and learning from one another.
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.
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 201
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.
DESIGN PHASE
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The Design Phase is the second phase in system development. It refers to the planning of the system design.
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.
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.
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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 (ERD) is one of the diagrams that show how Tables are organised and related to one another.
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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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.
CREATING TABLES
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 System. See Demonstrations From the CD.
See Demonstrations From the CD. Referential Integrity is a set of rules that ensures relationships between Tables within a database are all valid. 208
CREATING QUERIES
See Demonstrations From the CD.
CREATING FORMS
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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. You can use Reports to retrieve information from the database using Table or Query. See Demonstrations From the CD.
One-To-Many
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.
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One-to-many relationships happen when each record in Book Category has many related records in Book.
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.
You can do the testing to verify that each database object is functioning. You need to conduct testing to detect any error present. See Demonstrations From the CD.
You can also conduct a test to verify that all systems work together properly.
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.
The Documentation Phase is the fifth phase in system development. Documentation refers to the written materials generated throughout phases of system development.
DOCUMENTATION
Documentation is very important when the system requires changes in the future. Documentation tells new system developers what was done in the program. 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.
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.
A Help File is a documentation file that brings together help information of all the database objects in a project.
This file is a guideline for the user when the user needs any help in operating the program.
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System developers will create a Help File at the final stage of a project. For example, system developers can use Help Generator Wizard to create a Help File for School Resource System.
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
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Corrective Maintenance is changing maintenance carried out to repair an error in system design. 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
Perfective Maintenance is a system maintenance performed to improve a computer program. Perfective Maintenance is done when the users require changes in the interfaces. 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.
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.
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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. The use of passwords thus helps to prevent unauthorised access to confidential information. Preventive Maintenance needs to be done to avoid possible future problems.
PROJECT WORK
See example From the CD.
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.
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 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 is a Web-based disaster information management system. Global Disaster Alert and Coordination System stores disaster events in the database.
The data is automatically analysed to determine the help needed by the affected country. For example, from the Current Disaster Events column, you can be informed of the flood that happened in China. This alerts people of the surrounding regions to evacuate and move to safer places. People living in Vietnam and Laos will take necessary precautions when floods happen in China. By using this system, it helps to coordinate the international responses during the disaster. Global Disaster Alert and Coordination System is a joint initiative of the United Nations and European Commission.
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. It is an effort by Millennium Development Goals under the World Bank group.
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