9th

grade

MS ACCESS
Computer Grade 9
PRAYER
Loving Father,
Come be with us today
Fill our hearts with joy
Fill our minds with learning
Fill our lessons with fun
Fill our friendships with kindness
Fill our school with love
Help us grow in love and kindness
more like Jesus everyday
Amen.
What is database?
Introduction to Databases
COFFEE SUGAR
 Have you ever wondered how your student registration form was
created? Did you know that in most school-related activities or business
events, a registration form is used? The registration form is a tool to help the
staff or event organizer identify individuals who are interested to participate
in a particular event. It is also a good source of the students’ or participants’
information.

Though there are still events that use manual registration, in increasing
number of event organizers for both large and small events already embrace
using an online registration as an added-value service for their participants.
An online registration improves efficiency and eliminates paperwork as
participants can register from any internet-enabled computer. The information
recorded from these registrations is called database.
What is a Databases?
• It is a collection of organized data, information and records.

• It is structured and organized according to a database model.

History of Databases
(Refer to the video on genyo)
What is the purpose of Databases?
• It is an important document in many people’s lives, especially contact numbers of close
relatives and friends.

• It helps make data management more efficient and effective

• Its query language allows quick answers to ad hoc queries

• It provides end users better access to more and better-managed data.

• It promotes an integrated view of organizations’s operations – “big picture”

• It reduces the propbability of inconsistent data.

 What is DBMS?
Database Management System or DBMS

 It is an electronic collection of texts, numeric values, graphs, or images

which are systematically processed and stored in computers.
 It is one of the tools that help the business environments develop strategic
decision making, manage procedures, and process transactions that go in
and out of the company
Information produced by the DBMS is classified into
three:

1. Business resources
2. System resources
3. Data Resources
 Steps Involved in
Converting Data to
Information
 DATA INFORMATION

ACQUISITION DISTRIBUTION

STORAGE RETRIEVAL

MANIPULATION
Acquisition
 It is the process of gathering all the needed information or data, whether it is relevant or
not, important or unnecessary

 This step is very crucial

 This step needs to ensure that the data gathered is both defined and accurate, so that
subsequent decisions based on findings are valid.

Storage

 Data is refined and contained accordingly

 It is called a ‘table’, which is allocated to hold the data

Manipulation

 In this stage, data is analyzed more closely and relationships between these can be
established so that viewing and accessing of information can be made possible

 This is where “data” is actually converted to “information”

Retrieval
 Enables you to have a solution or answer to the queries or questions

Distribution
 Pertains to the report that is generated for dissemination
 Asynchronous Activity

1. Identify the databases available in your school. Explain the

purpose of each database.

2. What database do you encounter regularly or use often? Why?

3. Log in to your social media account. Identify the databases

present. How do they operate?
Supposed you want to create a Library System with the following data:

Student ID Title Date Returned

Borrower ID Date Borrowed Year Level
Book ID Category Section
First Name Home Phone
Last Name Due Date
Book Number City

Categorize what data should be in each table below:

Students Table Transactions Table Books Table
 Functions of DBMS

• Data storage, retrieval, and update

• A user-accessible catalogue or data dictionary
• Transaction support (updating)
• Concurrency control services (multiple updating)
• Recovery services
• Authorization services
• Support for data communication and networking
 Advantages of DBMS
1. Controls redundancy
2. Integrity can be enforced
3. Inconsistency can be avoided
4. Data can be shared
5. Standards can be enforced
6. Restricts unauthorized access
7. Solves enterprise requirements than individual requirements
8. Provides backup and recovery
9. Cost of developing and maintaining a system is lower
10. Data model can be developed
11. Concurrency control
 Disadvantages of DBMS
1. Complexity
2. Size
3. Performance
4. Higher impact of failure
5. Cost of DBMS
6. Additional hardware costs
7. Cost of conversion
8. Qualified personnel
 Classifications
of
Database System
 Classification Based on Database Distribution
1. Centralized database
 Database is stored in a single site that is used by several systems.
 Classification Based on Database Distribution
2. Distributed database
 The actual database is distributed from various sites that are connected by a computer network
 Classification Based on Database Distribution
3. Homogenous distributed database
 The database technology is the same or at least compatible witn each of the locations, and data at
the various locations are also compatible.

 It simplifies the sharing of data among various users

Characteristics of Homogenous Database:

a. The computer operating systems used at each of the locations are the same, or at least they are
highly compatible.

b. The data model used at each of the locations are the same.

c. The DBMS used at each of the locations are the same, or at least they are highly compatible.

d. The data at the various locations have common definitions and formats.
 Classification Based on Database Distribution
3. Homogenous distributed database
 Classification Based on Database Distribution
4. Heterogenous distributed database
 A database technology with different computers and operating systems

Characteristics of Heterogenous Database:

a. Each location has different operating systems and software.

b. The data models used at each of the locations are different.

c. The system may be composed of a variety of DBMS (like relational, network, hierarchical, or
object-oriented).

d. Transaction processing is complex due to dissimilar software.

e. A site may not be aware of other sites and so there is limited cooperation in processing user
requests.
 Classification Based on Database Distribution
4. Heterogenous distributed database
 Classifications of Databases Based on Users

1. Single user Database

 Allow only one connection to a database at a given moment in time.

2. Multi-user Database
 Provides simultaneous access to multiple users
 Classifications of Databases Based on Type of Data

1. Temporal Database
 A database with built-in support for handling data involving time.

2. Data stream management system database

 A computer program to manage continuous data streams

3. Deductive Database
 A database that can make deductions based on the rules and facts stored in the
database.

4. Multimedia Database
 Includes one or more primary media types such as text, images, graphic objects
(including drawings, sketches, and illustrations), animation sequences, audio, and
video
 Classifications of Databases Based on Type of Data

5. Spatial Database
 Also known as geodatabase
 It is a database that is optimized to store and query data that represents objects
defined in a geometric space
 Example of Database Applications

1. POS (point of sale)

 A database application commonly used in fast-food restaurants, department stores, or
supermarkets.

2. Mobile/smartphone contact information system

 A database application used by mobile companies to store a person’s contact
information such as name, mobile number, email address, and even a picture
included with it.

3. Library Information System

 An application used in libraries to determine the number of books available, list of
available authors, titles, and a copy of books.

4. Search engine
 A database application in a web environment that will enable you to search the
nearest and most available information you want to obtain
 Example of Database Applications

5. Hospital Information System

 An application used in a hospital facility. It determines whether there is an
available room for the patient, the doctor’s name and his/her specialization, plus
the clinic hours he/she renders in the hospital.
Structured Database
Model
 Structured Database Model

1. Hierarchical model
2. Network model
3. Relational model
4. Entity-relationship model
5. Dimensional model
6. Object-relational model
1. Hierarchical model
 this model can be visualized as a parent-child relationship wherein a child may only have one
parent but a parent can have several other children.

 They are tied and linked together by “pointers” wherein a parent will have a pointers to each
child.
1. Hierarchical model
1. Hierarchical model

 Advantages  Disadvantages

 Conceptual simplicity  Complex implementation

 Database security  Difficult to manage

 Data independence  Lacks structural independence

 Database integrity  Applications programming and use

complexity
 Efficiency dealing with a large database
 Implementation limitations

 Lack of standards
2. Network Model
 this model was developed to address in part the problems of the hierarchical model.

 this model allows many inverted trees sharing branches but are still part of the same database
structure.
2. Network model
 Advantages  Disadvantages

 Conceptual simplicity  System complexity

 Handles more relationship types  Lacks structural independence

 Data access flexibility

 Promotes database integrity

 Data independence

 Conformance to standards
3. Relational model
 developed by Dr. E.F. Codd of IBM, to partly solve the problems of the earlier database models
as well finding a way making database management less dependent on any application.

 it starts from a table which contains information about an entity.

 it is essentially a collection of tables

Terms that are used frequently in this model:

• Relations – is a table with columns and rows
• Attributes – are the names given to each column of the relation.
• Domain – is the value with which the attribute will take.
• Tuples – it represents the information about an entity in columns and rows
3. Relational model
3. Relational model
4. Entity-relationship model
 this model was written by Peter Chen

 it is an abstract and conceptual representation of data

4. Entity relationship model

 Advantages  Disadvantages

 Exceptional conceptual simplicity  Limited constraint representation

 Visual representation  Limited relationship representation

 Effective communication tool  No data manipulation language

 Integrated with the relational database model  Loss of information content

5. Dimensional model
 Developed by Ralph Kimball and is comprised of “fact” and “dimension” tables

 a specialized adaptation using the relational model that is used to represent data in data
warehouses.

 a single large table of information is used using dimensions and measures

Terms that are used frequently in this model:

• Data warehouse – storage of all digital data of a company or organization
• Dimensions – tells where, who, and what type will measure would mean a quantity.
5. Dimensional model
6. Object – relational model

 is a model that utilizes the relationship model as well as the object-oriented programming
paradigm.

 attempts to bring together database and application programming closer together.

6. Object – relational model
Relational Database
Management System
(RDBMS)
 Things you can do with RDBMS

1. Create a database
2. Information Storage
3. Information Retrieval
4. Information Management
5. Information Analysis
6. Print and share information
Qualities of Good Database Information
1. Accurate information – means the reports generated from the database program are error free.

2. Organized information – means the reports maybe arranged to suit the need of the decision maker.

3. Timely information – means the report should be useful at the moment it is generated.

4. Verifiable information – means the report can be proven to be correct or incorrect.

5. Accessible information – means the database report is available to the person who needs it at anytime.

6. Economical information – means information generated from a database program should be cost-effective
to product.

7. Useful information – means the report should have meaning to the people who get them.
Relational Database Terminologies
 Data – a number or value found and stored in the database. Data is static because it remains the same until
it is modified by a process.

 Information – a data that has been processed thereby making it relevant and meaningful to the person
viewing it. It is dynamic because changes relative to the data stored in in the database and it could be
processed in many ways.
 Null – used to represent a value that is unknown or missing. It is either a zero nor blank.
 Table – the main structure in relational database. It is composed of attributes (fields) and domain
(records). A table almost always represents a subject that can be an object (person, place, or thing) or an
event.
 File – an organized collection of data about an entity.
 Record – refers to a specific person, place, thing or event. It is also known as “tuple” in the relational
database terminology. It pertains to structure in the database table representing a unique instance of a
subject.
Relational Database Terminologies
 Field – the smallest structure of a data from a larger database structure in a relational database. It can store
data in a database and represent a character of the subject to which database table it resides.

 View – also known as a virtual table, because it does not hold data on its own; rather it gets data from the
table which it based. Since it comes from other tables it is composed of several fields coming from one or
more data.
 Keys – these are fields that serve specific purposes within a table. There are two types of keys, the
Primary Key and the Foreign Key. The Primary Key is a field that uniquely identifies a record in the table.
The Foreign Key is a special field that establishes a relationship between two tables.

 Relationships – exist when two or more tables have connection or association.

RELATIONSHIP
S
 Relationships
Relationships in relational database exist when two or more tables are connected by the following
conditions:

1. Primary key

2. Foreign Key

3. Linking table is a table that establishes a connection between two or more tables
 Types of Relationships
1. One-to-one relationships
 This relationships exist between tables when only one record of the first table is related to only
one record to a second table, and only one record of the second table is related to only one record
of the first table.
 Types of Relationships
2. One-to-many relationships
 This relationships exist between tables when one record of the first table can be related to one or
more records to a second table, but only one record from the second table can be related to a
single record in the first table.
 Types of Relationships
3. Many-to-many relationships
 This relationships exist between tables when one record of the first table can be related to one or
more records to a second table and one record from the second table can e related to one or more
records to the first table.
DESIGNING A
DATA MODEL
 Designing a Database

1. Define the purpose of your database.

2. Determine the tables that you need in the database.

3. Determine the fields that you need in the database.

4. Identify unique field values that will allow Access to connect information stored in a separate
table.

5. Determine the relationships between tables.

6. Test the design by entering the sample data.

 Characteristics of a Well-Design Database

1. Modifying data is easy.

2. Retrieving information is easy.

3. Developing and building user application is easy.

4. Maintaining the structure is easy.

5. Adding and deleting data is easy.

 Database Designs to Avoid

1.Spreadsheet Design

2.Spreadsheet View

3.Building a database design on the

Database software