Introduction to databases

Developed by Anna Feldman for the Association for Progressive Communications (APC)

Overview
What a database is How it fits into the broader information management picture What the different parts of a database are How to think about information in a database-shaped way The priorities involved in the database planning process

What is a database?

A database is a storage space for content / information (data)

But what is data? And where is it now?

Data is factual information about objects and concepts, such as:
measurements statistics

You can find it in:

filing cabinets spreadsheets folders ledgers lists colleagues memories piles of papers on your desk

What does managing information mean?

Making information work for us
Making information useful

Avoiding "accidental disorganisation

Making information easily accessible and integrated with the rest of our work

Managing as re-organising
We often need to access and re-sort data for various uses. These may include:
Creating mailing lists Writing management reports Generating lists of selected news stories Identifying various client needs

Can you add to the list?

Managing as re-processing
The processing power of a database allows it to:
Sort Match Link Aggregate Skip fields

Calculate
Arrange

Databases everywhere!
Because of the versatility of databases, we find them powering all sorts of projects:
A web site that is capturing registered users
A client tracking application for social service organisations A medical record system for a health care facility Your personal address book in your e-mail client A collection of word processed documents A system that issues airline reservations

Exercise 1: Understanding data and data-gathering

Different parts of a database

Fields
Records

Queries
Reports

Fields
Database storage units Generic elements of content

Exercise 2: Breaking down content into fields

Use the table below to break each content type into fields. Refer to the list of example fields for suggestions

Records
A simple table showing fields (columns) and records(rows):

And as part of an MS Access database table:

Queries
Queries are the information retrieval requests you make to the database Your queries are all about the information you are trying to gather

Reports
If the query is a question... ...then the report is its answer Reports can be tailored to the needs of the data-user, making the information they extract much more useful

The database planning process

What kind of database are you working on?
Information and referral database Contact/client database Donation database (donorbase) Other

Information and referral databases

Store information about service providers
Track and match requests for referral

Use a simple design

Need to be maintained with up-to-date and complete information

Contact/client databases
Store contact information for client base Sortable by criteria like:
Client interests Services provided Subscription expiry dates Last contacted date

Donation databases (donorbases)

Generate reports of donations
Order or sort donors according to different conditions Record the various donation details of each donor Create and sort lists of potential and current donors Print letters, labels and reports

Exercise 3: Database planning

Work through the questions on the worksheet
Be aware of the sequence (order) in which questions arise Repeat the exercise with your colleagues in your organisation

Conclusion: Database the information tool

A powerful tool for managing information
Information first - database second Take your co-workers with you
Include them at all stages of the project planning process Train them properly in the use of the tool Develop their understanding of the capacity of the tool

Information first Database second

Exercise 4
Look through the questions and ideas for database planning on each piece of paper Try and group them into separate database planning projects Leave out the ones which you think are irrelevant Arrange them into logical trains of thought

Introduction to databases
Developed by Anna Feldman for the Association for Progressive Communications (APC)