11/26/2012

Prepared by: S. K. M. Njovu

DATABASE MANAGEMENT
SYSTEMS
ELECTRONIC FILING SYSTEMS
OVERVIEW OF DBMS

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 Database management system is a set of
programs that deals with

Prepared by: S. K. M. Njovu

 Storage of information/records
 Modification of stored information/records
 Extraction of the stored information/records

 It also provides users with tools to

 Add, delete records
 Access records
 Update records
 Analyze stored information
TYPES/MODELS OF DBMS

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 the hierarchical model:treelike model, is confined
to a one-to-many relationship

Prepared by: S. K. M. Njovu

 the network model: consists of more complex
relationships, allows for many-to-many
relationships
 the relational model: uses two-dimensional rows
and columns to store data
 the multidimensional model: is similar to the
relational model
 the object relational model: has the ability to
handle graphics, pictures, voice and text
MICROSOFT ACCESS 2007 DBMS

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 This is a relational database model
 Data is stored in tabular form

Prepared by: S. K. M. Njovu

 Columns represent ATTRIBUTES e.g. age, sex,
marital status
 Rows represent ENTITIES e.g. individual and
identifiable objects like Juma, Esther, Julieth
 Examples of such databases include
TELEPHONE DIRECTORY, ADDRESS BOOK,
etc.
GETTING STARTED WITH MADBMS

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 Point and click at WINDOWS BUTTON
 Point and click at ALL PROGRAMS

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 Locate and point at Microsoft Office

 Locate, point and click at Microsoft Access 2007

 Wait to see the following initial screen …

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MICROSOFT ACCESS 2007
CREATING A NEW BLANK
DATABASE

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 Click at NEW BLANK DATABASE
 Specify the database file name e.g. students2012

Prepared by: S. K. M. Njovu

 Specify storage area of your database e.g. your
flash disk
 Click at the CREATE button to get the following
screen …
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DATABASE CREATION WINDOW
CREATING TABLES

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 Assume the database is open, proceed as follows:
 Click at CREATE, TABLE

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 Click at VIEW, choose DESIGN VIEW
 Save the table to be created i.e. type table name and
click OK … the fields screen appears
 Define the fields – field name, data type, other field
properties
 Close the fields’ definition window, SAVE CHANGES
 Check the following three screens …
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CREATE TABLE SCREEN
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TABLE DESIGN VIEW
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FIELDS DEFINITION SCREEN
DEFINING THE FIELDS

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 Type the field name e.g. reg-number
 Specify its data type e.g. text

Prepared by: S. K. M. Njovu

 Specify general properties
 Field length: 10
 Required: yes
 Indexed: yes, no duplicate

 Repeat the above process for the remaining fields

as required by your table
 Save your table once more
CREATING A SAMPLE DATABASE

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 Let us assume it is an MU staff database
 Database name: MU-STAFF

Prepared by: S. K. M. Njovu

 Tables: main table and subsidiary tables as follows
 Employees: main table – pfno, names, codes for sex, marital
status, education level and department
 Sex: subsidiary table – sexcode, description

 Marital status: subsidiary table – maritalcode, description

 Education level: subsidiary table – educationcode,

description
 Department: subsidiary table – departmentcode, description

 The number of subsidiary tables will depend on the

complexity of the main table and the nature of data
CREATING RELATIONSHIPS

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 Once the tables are created, they have to be
linked

Prepared by: S. K. M. Njovu

 Each subsidiary table have to be linked to the
main table
 Linking fields should have some properties
identical, like field type and length
 Check the demonstration …
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SAMPLE RELATIONSHIP OF TABLES
CREATING FORMS

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 Access forms are much like paper forms
 You can use them to enter, edit, or display data

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 They are based on tables

 When using a form, you can choose the format,

the arrangement, and which fields you want to
display.
 How to do it, see the following slides …
STEPS TO CREATE FORMS …

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 Open your database
 Select a TABLE to be used

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 Click at CREATE

 Click at FORM

 Use it for data entry OR

 Just save it for future use

 As easy as taking AZAM COLA …

 Demonstration …
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CREATING FORM SCREEN
CREATING A QUERY

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 Use a query to view a subset of your data
 Use a query to answer questions about your data

Prepared by: S. K. M. Njovu

 For example, if you want to view a list of student
names and email addresses
 You can create a query that displays the
student’s first name, last name, and email
address only
 And so much more extraction of data …
HOW TO CREATE QUERIES

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 Open your database
 Click at CREATE

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 Click at QUERY DESIGN

 Add tables of interest

 Close the add tables window

 Select fields to extract data from

 Set criteria to filter your data set

 Run your query

 Quit or save the query

 See the following slide …

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ADD TABLES FOR QUERY
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SELECT FIELDS SCREEN
CREATING REPORTS

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 Reports organize and summarize data for
viewing online or for printing

Prepared by: S. K. M. Njovu

 A detail report displays all of the selected records

 You can include summary data such as totals,

counts, and percentages in a detail report
 Check the steps on how to do it …
HOW TO CREATE A REPORT

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 Open a database to use
 Click at CREATE, REPORT WIZARD, next

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 Select TABLE or QUERY to use, next

 Add fields to include in the report, next

 Decide how to view your report e.g. by employees,

next,next
 Choose report layout, next

 Choose report style, next

 Click at FINISH: you can view or just print the

report