DEVELOP DATABASE USING MS ACCESS 2007

Diploma in Industrial Technology Management

 Describe

the concept of database and its functions in organization Describe the difference and benefits of using database approach compare to traditional file environment

Apply data analysis methods, entity relationship diagram (ERD) and normalization process
Develop database using MsAccess

 Database is a group of related files

Data consists of facts, text, graphics and figure that can be recorded and that have implicit

Information is the data that have been processed and being made to be useful for users or decision-

Systems tended to grow independently without a companywide plan [segmentized filing

Each dept has their own application with its own application managed their own files with their own computer

Some problems with Traditional File Environment; Data Redundancy and Inconsistency

Data Redundancy Data duplication in multiple data files so that the same data are stored in more than one place or location Waste storage resources

Data Inconsistency Confusing due to different coding systems to represent values for an attribute

For business use For personal use To keep track of things

Database Management Systems Collection of program that enable user to create and maintain a database and provide control access to the database

Software that permits an organization to centralize data, manage them efficiently by centralizing the data and controlling redundant data Eg. Ms Access, ORACLE, FoxPro etc

Text Numeric Boolean Currency Date and Time

It is database program that enables end-users to organize and manipulate data, perform queries and develop reports There are seven database objects; Table, Form, Queries, Report, Pages, Macro and Modules

Tables
Stores information about specific topic Consists of fields and records More than one tables in a single database

Forms
Displays information from database in attractive way Prepares a fast and efficient way to view, enter or edit data in the database

Queries

Allow end-users to search information from the database according to the requirements specified in advance

Reports
Document that summarize data in the database Calculation function can be included into the report particularly for analyzing data

Start button > Ms Access > Choose Blank Database > Determine database location (click folder on left side) > enter File Name > click Create button

Field Name identifies the information within a field Data Type determine the type of information users can enter Field Properties characteristics that provides additional control over the information users can enter in a field

Click Create Text > Click Table icon > Table 1 displays (on right side) > click views > choose Design view > Save Table (give name) > click ok
Enter Field name

Choose Data type

Establish Relationship
Ensure Primary and Foreign Key already established Click database tools > click Relationship icon > (show table displays) > choose table(s) > click Add > (Table(s) appear in relationship)

Establish Relationship (continued)

Drag Primary Key to Foreign Key > (noted relationship type appears at bottom) > Click Enforce Referential Integrity > click Cascade update related fields > click Cascade delete related records

Relational Keys
One or more attributes that can be identified a
row (record)

Attribute(s) that can relates one entity with another entity in a relationship

Relational key enable us to link the tables

together in a database for easier data access storage

Candidate Key an attribute or group of attributes that identify a unique row in a relation. One of the candidate keys is chosen to be the primary key
Primary Key Any of the candidates that are selected to be the key or an attribute that uniquely identifies each row in a relational table

Foreign Key An attribute in one table whose values must match the primary key in another table or whose value must not be null. Attribute that acts as primary key in a related table Composite Key A primary key that consists of more that one attribute, especially in many to many (M:N) relationship

Characters to create an input mask : 0 Number 0 to 9, required 9 Number or space, optional # Number or space, optional L Letters A to Z, required ? Letters A to Z, optional a Letter or number, optional & Character or space, required

Characters to create an input mask : c Character or space, optional -/ decimal point and thousands, date and time separator < Convert the character to lowercase > - Convert the character to uppercase ! Display character from right to left \ Display the following input mask character: \& will display & Password Display an asterisk for each character you type

Create Form using form wizards Click Create Tab > click more form choose form wizards > select tables/queries > select all fields > click next > choose justified > click next > choose style > click next > insert form name > click finish

Create Report using form wizards Click Create Tab > click more form choose form wizards > select tables/queries > select all fields > click next > choose layout justified > orientation portrait > choose style > insert form name > click finish

Click create tab > choose Query Design > select table > Drag selected fields into column > click run button > query result displayed