UNIT 3 – DATABASE MANAGEMENT SYSTEM (DBMS)

INTRODUCTION TO DATABASE MANAGEMENT SYSTEM

Data: The raw facts constitutes data. The facts may be related to any person, place,
activity or things. It may be stored in the form of text, graphics, audio or video. This data
is generally organised in tabular form as shown in the
Examples of Data: Marks scored by the students, weights, prices, costs, numbers of
items sold, employee names, product names, addresses, tax codes, registration, marks
etc.
Roll No Adm. No Name DOB Father’s Name
1 3258 aaa 10.11.2010 xxxx
2 5398 bbb 11.10.2011 yyyy
3 1564 ccc 15.9.2011 zzzz

Information: Information is the processed or organized form of data.

Examples: Marks obtained by students and their roll numbers is the data, while
the report card/sheet is the information. Other forms of information are pay-slips,
schedules, worksheet, bar charts, invoices, account returns etc.

Database: A database is a collection of logically related data items stored in an organised

manner or a collection of tables make a database.

Database Management System (DBMS): The software that is used to create, update
and retrieve data is known as database management system (DBMS).
Examples of DBMS: MS Access, Open Office or LibreOffice Base, Oracle, Ingress,
MySQL.

Advantages of DBMS:
• Organised Storage
• Data Analysis
• Data Sharing
• Minimal Data Redundancy
• Data Consistency
• Increases Efficiency
• Increases Accuracy
• Increases Validity
• Security
 Data Model: The structure of database is known as data model that describes the
manner in which data will be stored and retrieved.

Types of Data Model

• Hierarchical data model
• Network data model
• Relational data model.
1. Hierarchical data model: In this model the data is organized into a tree like

Structure.
2. Network data model: In this model, multiple records are linked to same master
file.

3. Relational data model: In this data model, relationships between two or more
tables of the same database. It is the most commonly used database model.

Relational Database Management System (RDMS): Relationship between

two or more tables in the database is called RDBMS.

Some of the common terms used in RDBMS:

1. Entity – Collection of columns/attributes associated with details of data.

2. Table – A table is a collection of logically related records or combination of rows and

columns. A column represents a field or an attribute while a row represents a record.
Ex:- Student table can have columns, namely Roll No, Name, Adm No,
DOB etc. or rows having data of 50 students.

Roll No Adm. No Name DOB Father’s Name

1 3258 aaa 10.11.2010 xxxx
2 5398 bbb 11.10.2011 yyyy
3 1564 ccc 15.9.2011 zzzz
3. Field or Columns or attributes – A field is the smallest entity in the database. A field holds
the data values of one type of data.
Ex: - In the Student table the field “Name” will hold the names of student of an
organisation.

4. Record or Row : A record is a collection of fields and its data values.

Ex:- In the Student table.
1 3258 aaa 10.11.2010 xxxx
5. Data Values: Data values are the raw data represented in numeric, character or
alphanumeric form.
Ex: - In the Student table (1,3258,’aaa’,’10.11.2010’,’xxxx’) are the Data values.

Some of the common keys used in RDBMS:

1. Primary Key – A primary key is a field that uniquely identifies a row in a table.
Ex:- In the below table, Enrollment Number is the Primary Key.

2. Foreign Key – If a field of one table can be used to uniquely identify records of
another table, then that particular field is known as the foreign key.
Ex:- In Student Registration Table, ‘Enrolment_Number’ is the primary key and in
the Student Marks Table, ‘Roll_Number’ is the primary key, whereas
‘Enrollment_Number’ is the foreign key. This foreign key can be used to set a
relation between two tables

3. Candidate Key – All the field values that are eligible to be the primary key are
the candidate keys for that table.
 4. Alternate Key – Out of the candidate keys, one or two are made as primary keys.
The others are the alternate keys.

Objects of an RDBMS:
1. Table - A table is a collection of logically related records or combination of rows
and columns
2. Forms - A form consists of text boxes, labels, radio buttons, list boxes, check boxes
etc. that give a user-friendly interface for entering data. The data entered through
the forms is stored in tables.
3. Query - It is a question asked from the database. A query is used to retrieve the
desired information from the database.
4. Reports - The output of a query may be displayed in the form of reports. The
usual result of the query is in the form of rows and columns.

A. Multiple choice questions

1. Which of the following can be considered as an example of a database?
(a) Dictionary (b) Telephone directory
(c) Marks Register (d) Newspaper

2. Which of the following is NOT a DBMS?

(a) MS Access (b) Open Office Base
(c) MS Excel (d) MySQL

3. DBMS stands for ______________________.

(a) Data and Books Management System (b) Database Management System
(c) Duplicate Books Management System (d) Data Management Multi System

4. Which of the following data models sets a relation between the two or more tables?
(a) Relational Data Model (b) Network Data Model
(c) Hierarchical Data Model (d) Connection Data Model

5. The details associated with an entity are called ____________.

(a) Table (b) Attributes
(c) Records (d) Primary key

6. A __________ is represented as rows in a table.

(a) field (b) attribute
(c) record (d) candidate key
7. In which of the following forms can a data value be represented?
(a) Numeric (b) Character
(c) Alphanumeric (d) All of the above

8. Which of the following uniquely identifies a row in a table?

(a) Primary key (b) Alternate key
(c) Foreign key (d) Candidate key

9. A ___________is a feature of a database using which we can enter data in a table in

an easy and user-friendly manner.
(a) query (b) report
(c) form (d) field

10. A _____________ is a question asked from a database.

(a) query (b) report
(c) form (d) field
B. State whether the following statements are True or False
1. A database cannot be organised. - FALSE
2. Data is the collection of raw facts. - TRUE
3. A table can be created without a primary key - TRUE
4. Two tables can be related in a network data model - FALSE
5. MS Access is an example of a database - TRUE
C. Fill in the blanks
1. An Entity is a real-world object about which information is to be stored in a database
2. The output of a query may be displayed in the form of Reports.
3. The data values for all the fields related to a person or object is called a Record.
4. All the field values that are eligible to be the primary key are the Candidate keys for
that table.
 WORKING WITH LIBREOFFICE BASE
LibreOffice Base: It is free and open source DBMS. It can be downloaded from
www.libreoffice.org and is available for both Linux and Windows operating systems. It
is one of the examples of DBMS software.

Data Types - The nature of data to be entered for various fields are of different types.
A data type refers to the type of data that will be stored in that particular field.
Example: names are stored in the form of text, age in numbers, fees in decimal
numbers, date of birth in date format and so on.
Some commonly used data types in RDBMS:
1. Text Data Types - The text data is a combination of letters, numbers or special
characters.

2. Numeric Data Types - Numeric data types consists of numbers. The numbers
can be integer or real numbers on which any type of arithmetic calculations can
be performed.
 3. Currency Data Types - The currency data type indicates the monetary values
and can be stored using currencies of various countries.
For example $100, £ 500 or Rs. 25.50.
4. Date Data Types - This data type is used to indicate dates and time.
For example 12/25/2019, 08:45 AM.
5. Boolean Data Types - In Boolean data type there can be only two values - True
or False. This also can be given in multiple formats like Yes/No, True/False,
On/Off.
6. Binary Data Types - The Binary data type used to store digitized images and
sounds that comes as long string of zeros and ones.

Write down the steps to create a new Database using LibreOffice Base.

Step 1. Click Start > LibreOffice or double click on the LibreOffice icon on the desktop
or Select Base Database option from the bottom left panel.
Step 2. A Database Wizard opens.
Step 3. Click Create a new database radio button. Thereafter click Next button.
Step 4. Click and select the radio button with option, ‘No, do not register the database.
Step 5. Click Finish button to complete the database creation process.
Step 6. Browse for the drive and folder where you want to store your database.
Step 7. Type the name (Sports Day) in the File name text box.
Step 8. Click Save button. The database in Base is saved with an extension. odb.

Name & Explain various components of the Base User Interface of LibreOffice Base?
1. Title Bar – The title bar displays the name of a database and an application in
which it is made.
2. Menu Bar – The menu bar appears below the title bar. It consists of seven menu
items – File, Edit, View, Insert, Tools, Window and Help.
3. Standard Toolbar – It is located below the menu bar. It is used to access frequently
used tools.
4. Status Bar – It is located at the bottom of the interface window. It displays
information about the type of view of the object in the database.
5. Database Pane – The database pane is located on the left side of the window.
How to Create Table using Wizard view in LibreOffice Base?
Step1. Click on the Create Table using Wizard View Option.
Step2. Click the Sample tables list box and select any one table.
Step3. Select required fields from Available fields box and shift one by one to Selected
fields box using > button.
Step 4. Set types and formats. Then click on Next button.
Step5. Click on the Finish button to complete the process.

How to Create Table using Design view in LibreOffice Base?

Follow the follow the following steps to do so.
Step 1. Type the first field name (Event_Id) in the Field Name column. Press Tab key. The
cursor moves to the second column i.e. Field Type.
Step 2. The Field Type column contains a list box. Select the datatype (Varchar).
Step 3. Select properties are Entry required, Length, Default value,
Step 4. Press Tab key to move to the next column. Add any description if you want in
the third column.
Step 5. Once the properties for the field are set, press Tab key to move to next row.
Step 6. Enter the next field by repeating steps 1,2 and 3. Repeat the process for adding
all fields in the table.
What is the use of navigation box with respect to tables in a database?
The black pointing arrow (►) just before the field name is the record pointer.
The various components of Navigation Box are as follows:
1. Record Selector Box – This is the text box where the currently active record
number is displayed. We may enter the record number that we want to see in this
text box.
2. Navigation Buttons – These are used to scroll vertically in the table.
Press (I◄) to move to the first record
Press (►) and (◄) to move to the next and previous records respectively.
Press (►I) to move to the last record.

Write steps to sort the table in descending order of primary key.

Step 1. Open the Event table in datasheet view and select the field on which you want
to sort.
Step 2. From the tool bar click Sort Ascending icon or Sort Descending icon.
Step 3. The table will be sorted in the ascending order of points

How can we define a primary key in a table?

a Primary key that uniquely identifies a record in the table.
A. Multiple choice questions
1. Which of the following is NOT a type of text data type?
(a) Memo (b) Varchar
(c) Float (d) Char

2. A currency data type can only store monetary data that is in dollars.
(a) True (b) False
(c) Neither a nor b (d) Both a and b

3. Which of the following data can a date data type store?

(a) Date (b) Time
(c) Both date and time (d) Neither date nor time

4. Which of the following is true about LibreOffice Base?

(a) It is a spreadsheet software (b) It is free and open source software
(c) It can store only character data (d) It is a licensed software.
5. Which of the following methods can be used to create a table in Base?
(a) Using a table wizard (b) Design View
(c) Both a and b (d) Neither a nor b
6. The related objects of a database can be seen in ____________ pane of the Base
Database window.
(a) Database (b) Task
(c) Title Bar (d) Menu Bar
7. Which is the shortcut key to open an existing database?
(a) Ctrl+ D (b) Ctrl+O
(c) Ctrl+E (d) Ctrl+F
8. The Design view of Table Creation window in LibreOffice Base is divided into ______
sections or panes.
(a) 2 (b) 3
(c) 4 (d) 5
9. While entering records in a table, we can move to the next field by pressing the
_________ key.
(a) Tab (b) Ctrl
(c) Enter (d) Shift
10. Which of the following is true about primary key of a table?
(a) Every table must have a primary key
(b) The data values in primary key field cannot be duplicated.
(c) A primary key field cannot be left blank
(d) All of the above