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Prepared by: S. K. M. Njovu
DATABASE MANAGEMENT
SYSTEMS
ELECTRONIC FILING SYSTEMS
OVERVIEW OF DATABASE
MANAGEMENT SYSTEMS (DBMS)
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Database management system is a set of
programs that deals with
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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
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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 object relational model: has the ability to
handle graphics, pictures, voice and text
COMMON DBMS
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What is DBMS?
Common DBMS
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MS Access
MySQL
Oracle
SQL Server
PostgreSQL
MICROSOFT ACCESS 2007 DBMS
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This is a relational database model
Data is stored in tabular form
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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.
RELATIONAL DATABASE
Definition:
Data stored in tables that are associated by
shared attributes (keys).
Any data element (or entity) can be found in the
database through the name of the table, the
attribute name, and the value of the primary key.
RELATIONAL DATABASE DEFINITIONS
Entity: Object, Concept or event (subject)
Attribute: a Characteristic of an entity
Row or Record: the specific characteristics of
one entity
Table: a collection of records
Database: a collection of tables
Registration No Name Course
1245/T.18 Elizabeth LLB
5478/T.18 Tonny Engineering
THE RELATIONAL MODEL
Each attribute has a unique name within an
entity
All entries in the column are examples of it
Each row is unique
Ordering of rows and columns is unimportant
Each position (tuple) is limited to a single
entry.
DATA MODEL: WHAT’S A MODEL?
A data model is a representation of reality
It’s used to define the storage and
manipulation of a data base.
Data Models have two components:
Structure:the structure of the data stored within
Operations: Facilities for manipulation of the
data.
CRUD !
Refers to the most common Database
Operations:
Create
Read
Update
Delete
Operations occur at all levels: Tables,
Records, Columns
ATTRIBUTES
Characteristics of an entity
Examples:
Vehicle (VIN, color, make, model, mileage)
Student (SSN, Fname, Lname, Address)
Fishing License (Type, Start_date, End_date)
Text, date, real, integer
DATABASE TABLE EXAMPLE
Figure 1: A simple – and flawed – table design.
Figure 2: An improved database table..
DATABASE RELATIONSHIPS
How is one entity related to another entity?
Real-world sources:
Ownership
Parentage
Assignment
Regulation
Database Table Keys
Definition:
A key of a relation is a subset of attributes with the following
attributes:
• Unique identification
• Non-redundancy
TYPES OF KEYS
PRIMARY KEY
Serves as the row level addressing mechanism in
the relational database model.
It can be formed through the combination of
several items.
FOREIGN KEY
A column or set of columns within a table that
are required to match those of a primary key of a
second table.
These keys are used to form a RELATIONAL
JOIN - thereby connecting row to row across
the individual tables.
Relational Database Management
System (RDBMS)
Table A
Name Address Parcel #
John Smith 18 Lawyers Dr. 756554
T. Brown 14 Summers Tr. 887419
Table B
Parcel # Assessed Value
887419 152,000
446397 100,000
DATABASE KEYS
Primary Key - Indicates uniqueness within
records or rows in a table.
Foreign Key - the primary key from another
table, this is the only way join relationships
can be established.
There may also be alternate or secondary
keys within a table.
ICT IN LEGAL (LAW) SECTOR
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Digital legal documents
Electronic filing system
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Digitalized legal systems
Proceedings in court –recording -Case
management systems
Case reports, user-opinions, etc
Searching and summarizing
Prediction –simulation
Digitalized legal councilor –Advocate
Digital Legal clinic
Limitations
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STOP
CONSTRUCTING JOIN RELATIONSHIPS
One-to-many relationships include the
Primary Key of the ‘one’ table and a Foreign
Key (FK) in the ‘many’ table.
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.
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students2013
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:
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Click at CREATE, TABLE
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
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Specify general properties
Fieldlength: 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
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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
Thenumber of subsidiary tables will depend on the
complexity of the main table and the nature of data
5-9/1: CREATING RELATIONSHIPS
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Once the tables are created, they have to be
linked
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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
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data
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
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data
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
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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
