Csc16 intro access-1

DATA � ARE THE RAW MATERIALS FROM WHICH INFORMATION DERIVED.

INFORMATION � IS THE RESULT FROM THOUGHTFUL ANALYSIS, MANIPULATION, AND PRESENTATION OF DATA IN A FORM THAT WILL ENHANCE THE DECISION-MAKING PROCESS.

MELJUN CORTESMELJUN CORTES

PREPARED BY: Mary Ann Bernadette Taduyo

INPUTPROCESS

OUTPUT

DATA INFORMATION


TYPES OF DATA NUMERIC � CONSISTS OF NOS. & DECIMAL POINTS, AS WELL AS THE PLUS (+) & MINUS (-) SIGNS.

TEXT/TEXTUAL/ALPHANUMERIC � CAN CONTAIN ANY COMBINATION OF LETTERS, NOS., & SPECIAL CHARACTERS. USUALLY ORGANIZED IN WORDS, SENTENCES & PARAGRAPHS.

AUDIO-VISUAL � DATA IN THE FORM OF VOICES & MUSIC, INCLUDING, GRAPHS, DRAWINGS & VISUAL IMAGES.

PHYSICAL � DATA THAT CAN BE CAPTURED FROM THE ENVIRONMENT SUCH AS LIGHT, TEMPERATURE & PRESSSURE.


QUALITIES OF INFORMATION� ACCURACY - refers to the degree to which information is free from error.

� VERIFIABILITY - to ascertain that the result is correct or that a procedure or sequence of operations have been performed.

� COMPLETENESS - refers to the degree to which information is free from omissions.

� TIMELINESS - refers to the time sensitivity of information.

� RELEVANCE - refers to the appropriateness of the information as input for a particular decision.

� ECONOMICAL - refers to the cost of ownership.


BIT

BYTE /CHARACTER

FIELD /DATA ELEMENT

RECORD

FILE

DATABASE

HIERARCHY OF DATA ORGANIZATION



BIT � a binary digit - 0 or 1.

BYTE/CHARACTER � a group of adjacent bits (consisting of 8 bits) configured to represent a character or symbol.

� Configured according to an encoded system such as ASCII or EBCDIC.

ASCII = American Standard Code for Information Interchange.

EBCDIC = Extended Binary Coded Decimal Interchange Code.



FIELD/DATA ELEMENT � the smallest logical unit of data. Also called ATTRIBUTE/CATEGORY.

RECORD � a collection of related fields describing an event or an item.

FILE � a collection of related records.

DATABASE � a collection of related files.

� the integrated data resource for a computer-based information system.

� has the characteristic of being integrated & shared.


DATA/DATABASE MANAGEMENT � ENCOMPASSES THE STORAGE, RETRIEVAL & MANIPULATION OF DATA.

� IT CAN APPLY TO THE WAYS IN WHICH INFORMATION IS CATALOGUED, STORED & USED.

SYSTEM � ANY GROUP OF COMPONENTS

(FUNCTIONS, PEOPLE, ACTIVITIES, & SO ON) THAT INTERFACE WITH & COMPLEMENT ONE ANOTHER TO ACHIVE ONE OR MORE PREDEFINED GOALS.


DATA SYSTEM � A COMPUTER-BASED RECORD KEEPING SYSTEM WHOSE OVERALL PURPOSE IS TO RECORD & MAINTAIN INFORMATION. IT IS A COMPUTERIZED SYSTEM IN WHICH A COLLECTION OF STORED DATA IS INTEGRATED, SHARED & USED FOR MULTIPLE PURPOSES.

DATABASE MANAGEMENT SYSTEM (DBMS) � A COMPUTER-BASED SYSTEM USED TO MANAGE DATABASE OR FILES. IT IS THE SOFTWARE COMPONENT OF A DATABASE SYSTEM. ALSO CALLED

DATABASE MANAGER.

� A SOFTWARE SYSTEM FOR ORGANIZING, STORING, RETRIEVING, ANALYZING & MODIFYING INFORMATION IN A DATABASE.


IMPORTANCE OF DBMS� COMPACTNESS� SPEED� LESS DRUDGERY� ACCURACY� GREATER ACCESS TO INFORMATION� BETTER CONTROL (DATA SECURITY)� MORE EFFICIENT SOFTWARE DEV’T.


RELATIONAL DATABASE � A DATABASE IN

WHICH DATA ARE ACCESSED BY CONTENT RATHER

THAN BY ADDRESS.

� IN CONDUCTING SEARCHES, A RELATIONAL

DATABASE MATCHES INFORMATION FROM A FIELD

IN ONE TABLE WITH INFORMATION IN A

CORRESPONDING FIELD OF ANOTHER TABLE TO

PRODUCE A THIRD TABLE THAT COMBINES

REQUESTED DATA FROM BOTH TABLES.


RELATIONAL DATABASE MANAGEMENT SYSTEM (RDBMS) � A RELATIONAL DATABASE MANAGEMENT PROGRAM, ESP. ONE THAT COMES WITH ALL THE NECESSARY SUPPORT PROGRAMS, PROGRAMING TOOLS, & DOCUMNETATION NEEDED TO CREATE, INSTALL, & MAINTAIN CUSTOM DATABASE APPLICATION.

� A DBMS WHEREBY THE DATABASE CONSIST OF ONE OR MORE RECTANGULAR TABLES OF ROWS & COLUMNS, DATA RECORDS IN DIFFERENT FILES.

� A DATABASE MANAGER THAT DRAWS INFORMATION FROM DIFFERENT TABLES (DATABASE FILES LINKED BY A COMMON FIELD. RELATIONAL DATABASE MANAGER.


FUNCTIONS OF RDBMS� Creates a database structure containing

fields, tables, & table relationships.� Easily add new records, change field

values in existing records, & delete records.

� Contains a built-in query language, which lets you obtain immediate answers to the questions you ask about your data.

� Contains a built-in report generator, which lets you produce professional-looking, formatted reports from your data.

� Provides protection of databases through security, control, & recovery facilities.


DATA INDEPENDENCE � IN A DATABASE MANAGEMENT, THE STORAGE OF DATA IN A WAY THAT ENABLES YOU TO ACCESS THAT DATA WITHOUT KNOWING EXACTLY WHERE IT ITS LOCATED OR HOW IT IS STORED.

� IN RDBMS, THE GOAL IS TO ORGANIZE INFORMATION ECONOMICALLY INTO TABLES (WITHOUT UNNECESSARY DUPLICATION OR WASTE OF SPACE) & IN A WAY THAT ENABLES EACH TABLE TO OPERATE AS INDEPENDENTLY AS POSSIBLE.

DATA REDUNDANCY � THE REPETITION OF THE SAME DATA IN 2 OR MORE RECORDS.


DATA INTEGRITY � THE ACCURACY, COMPLETENESS, & INTERNAL CONSISTENCY OF THE INFORMATION STORED IN A DATABASE.

� IT SHOULD HAVE THE STANDARDS OF COMFORT, CLARITY, & CONSISTENCY.

DATA MANIPULATION � THE USE OF THE FUNDAMENTAL DATABASE INFORMATION OPERATIONS — DATA DELETION, DATA INSERTION, DATA MODIFICATION, & DATA RETRIEVAL — TO MAKE CHANGES TO DATA RECORDS.


SEQUENTIAL ACCESS � AN INFORMATION STORAGE & RETRIEVAL TECHNIQUE IN WHICH THE COMPUTER MUST MOVE THROUGH A SEQUENCE OF STORED DATA ITEMS TO REACH THE DESIRED ONE.

RANDOM ACCESS � AN INFORMATION STORAGE & RETRIEVAL TECHNIQUE IN WHICH THE COMPUTER MUST CAN ACCESS THE INFORMATION DIRECTLY, WITHOUT HAVING TO GO THROUGH A SEQUENCE OF

LOCATION. ALSO CALLED DIRECT ACCESS.


What is OpenOffice.org Base?• In OpenOffice.org Base, you can access data that is stored

in a wide variety of database file formats. OpenOffice.org Base natively supports some flat file database formats, such as the dBASE format. You can also use OpenOffice.org Base to connect to external relational databases, such as databases from MySQL or Oracle.

• The following database types are read-only types in OpenOffice.org Base. From within OpenOffice.org Base it is not possible to change the database structure or to edit, insert, and delete database records for these database types:– Spreadsheet files– Text files– Address book data


Features of OpenOffice.org Base

• Data Entry and update. Access provides easy mechanisms for adding, changing, and deleting data, including the ability to make mass changes in a single operation.

• Queries (questions). Access makes it easy to ask complex questions concerning data in the database and receive instant answers.


• Forms. Access can produce attractive and useful forms for viewing and updating data.

• Reports. Access contains a feature to allow easy creation of sophisticated reports for presenting data.



• Web Support. Access allows saving of objects (e.g. tables, reports) in HTML format to be viewed using a browser. Data access pages can be created to allow real-time access to data in the database via the Internet.



*** OOo.Base DATABASE WINDOW ***TABLES - The heart of each database is its tables. A tables is a lot like spreadsheet.

Each columnis a field

Each row is a record

The intersectionof a row and column is a CELL


QUERIES - A query provides you with a way of weeding out the information you don’t what to see, so that you can more clearly see the information you do need. Queries is associated with values and criteria


FORMS - All data you enter into your database ends up in a table for storage. A form resembles any fill-in-blanks sheet that you might complete by hand such as job application.


REPORTS - While forms are designed to be used on-screen, reports are designed to be printed. Reports are especially formatted collections of data, organized according to your specifications.


WIZARDS - It’s a mini program that “interviews” you, asking youquestion about what you want to accomplish. The it takes your answers and creates the table, report, query, or whatever according to your specifications.


Normalizing your Database


Data Normalization

• Makes tables as efficient and compact as possible to eliminate the possibility for confusion and error.


First Two Normalization Rules

1) Avoid Repeated Information

2) Avoid Redundant Data

Csc16 intro access-1

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