DATABASE Management System

MS Access 2010
Objectives
 Identify and describe the fundamental data concepts in a database management
 Discuss the different database structures
 Describe the database software interface
 Create tables, forms, queries, reports and relationships reports using a database management
system software (MS Access)
 Plan and design a database
Database Management
In all information systems, data resources must be organized and structured in some logical
manner so that they can be:
 accessed easily,
 processed efficiently,
 retrieved quickly, and
 managed effectively
Fundamental Data Concepts
Character
 The most basic logical data element which consists of a single alphabetic, numeric, or other
symbol.
Field (data item)
 The next higher level of data which consists of a grouping of related characters.
 It represents an attribute (a characteristics or quality) of some entity (object, person, place, or
event)
Record
 Represents a collection of attributes that describe an entity.
 Represents a single instance of an entity
File (table)
 A group of related records
Database
 An integrated collection of logically related data elements
 Consolidates records previously stored in a separate files into a common pool of data elements
that provides data for many applications
Database Structures
Hierarchical Structure
 The relationships between records form a hierarchy or treelike structure.
 One-to-many relationships
Network Structure
 Can represent more complex logical relationships and is still used by some mainframe DBMS
packages.
 Many-to-many relationships
Relational Structure
 The most widely used of the three database structures
 All data elements within the database are viewed as being stored in the form of simple two-
dimensional tables sometimes referred to as relations.
 Relational Operations:
o Select – used to create a subset of records that meet a stated criterion
o Join – used to temporarily combine two or more tables so that a user can see relevant
data in a form that looks like it is all in one big table
o Project – used to create a subset of the columns contained in the temporary tables
created by the select and join operations
Multidimensional Structure
 A variation of the relational model that uses multidimensional structures to organize data and
express the relationships between data.
Object-Oriented Structure
 Considered to be one of the key technologies of a new generation of multimedia Web-based
applications
What is a database?
 A collection of data stored in a computer system
Why Use a Database?
 Connectivity
 Relational Database
Database Planning Guidelines
 Determine the purpose of your database.
 Design the tables on paper first
 Design the fields for each tables
 Determine the relationships of the information
Four Objects in MS Access 2010
Tables
 Where data is stored
 Organized into vertical columns and horizontal rows (referred to records and fields)
 Field – way of organizing information by the type of data
 Record – a unit of information
Forms
 For entering, modifying, and viewing records
Queries
 Searching for and compiling data from one or more tables
 SQL Queries
o Structured Query Language
 An international standard query language found in many DBMS packages
  The language structured used to “ask a questions” that the DBMS will retrieve
the data to answer
o The basic form of SQL query is: SELECT . . . FROM . . . WHERE . . .
Reports
 Ability to present your data in print

Putting all objects together

 All objects work with the same data

 Every piece of data a query, form, or report uses is stored in one of your database tables.
Connection between objects
MS Access Interface

The Ribbon
 Contains multiple tabs, each with several groups of commands

The Quick Access Toolbar

 Lets you access common commands no matter which tab you are on

Backstage View
 Gives various options for opening, saving, printing, and viewing more information about your
database
Navigation Pane
 A list containing every object in you database
 For easier viewing the objects are organized into groups by type