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Database Ig2

The document provides an overview of databases, defining them as organized collections of data stored electronically, with examples and types such as flat-file and relational databases. It discusses key concepts including primary and foreign keys, advantages and disadvantages of both database types, and methods for data entry, importing, and manipulation. Additionally, it covers form design, data presentation, and the importance of effective database management.

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3 views24 pages

Database Ig2

The document provides an overview of databases, defining them as organized collections of data stored electronically, with examples and types such as flat-file and relational databases. It discusses key concepts including primary and foreign keys, advantages and disadvantages of both database types, and methods for data entry, importing, and manipulation. Additionally, it covers form design, data presentation, and the importance of effective database management.

Uploaded by

selassienatasha
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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INFORMATION AND COMMUNICATION

TECHNOLOGY
IGCSE 2

TOPIC: DATABASE

PRESENTED BY: GODWIN AMPOFO ANSAH


WHAT IS A DATABASE?
• DEFINITION: A database is an organized collection of data that is stored and accessed
electronically.

• Purpose: to efficiently store, manage, and retrieve data.


• EXAMPLES:
• Library catalog
• Online shopping systems
• Employee records
TYPES OF DATABASES
• FLAT-FILE DATABASES:
• Simple and single-table format.
• Best suited for small-scale applications.
• Examples: csv files, excel spreadsheets.

• RELATIONAL DATABASES:
• Data organized into multiple tables with relationships.
• Suitable for large-scale and complex applications.
• Examples: MySQL, PostgreSQL, oracle database.
FLAT-FILE VS. RELATIONAL DATABASES
Aspect Flat-File Relational

Structure Single table Multiple related tables

Complexity Simple Complex

Data Redundancy High Low

Scalability Limited High

Examples CSV files MySQL, PostgreSQL


DATABASE STRUCTURES
• Field: A single piece of data (column in a table).
• Record: a complete set of fields (row in a table).
• Table: a collection of related records.
• Database: a collection of related tables.
• Relationships: define how data in different tables is connected:
• One-to-one
• One-to-many
• Many-to-many
PRIMARY AND FOREIGN KEYS
• PRIMARY KEY:
• Uniquely identifies a record in a table.
• Must be unique and not null.
• Example: student id, employee number.

• FOREIGN KEY:
• A field in one table that refers to the primary key in another table.
• Establishes relationships between tables.
• Example: order id in a "products" table referring to order id in an "orders" table.
ADVANTAGES OF FLAT-FILE DATABASES
• Simple to use: easy to create and manage.
• Low cost: requires minimal resources and tools.
• Suitable for small data sets: works well for single-user applications or small datasets.
DISADVANTAGES OF FLAT-FILE DATABASES
• Data redundancy: Repeated data can lead to inefficiency.
• Scalability issues: Difficult to manage large datasets.
• Limited functionality: Lacks advanced querying and reporting capabilities.
ADVANTAGES OF RELATIONAL DATABASES

• Reduced data redundancy: Data is normalized and stored efficiently.


• Scalability: handles large and complex datasets effectively.
• Data integrity: enforces data consistency using primary and foreign keys.
• Powerful queries: advanced querying capabilities using sql.
DISADVANTAGES OF RELATIONAL
DATABASES
• Complexity: requires more knowledge and resources to set up and manage.
• Cost: often involves higher costs for software and maintenance.
• Performance overhead: may be slower for small, simple datasets due to additional processing.
Entering and Importing Data

•Data entry can be done manually via table

•Importing data from external sources (Excel, CSV, XML)

•Importance of accurate data entry


Importing CSV Files

CSV files store tabular data in plain text

Steps to import:

• Go to 'External Data' tab


• Select 'Import & Link' > 'Text File'
• Choose CSV file & select delimiter
• Map fields correctly & save
Creating Tables While Importing Data

•Access allows users to create tables dynamically while importing


•Define primary keys & field types
•Ensuring data integrity & avoiding redundancy
Creating a Data Entry Form Using Design Wizard

Forms simplify data entry & improve user experience


Steps:
• Go to 'Create' tab
• Click 'Form Wizard'
• Select fields & layout
• Customize form as needed
Characteristics of Good Form Design
•User-friendly interface
•Logical tab order & grouping
•Consistent layout & alignment
•Data validation for accuracy
Design Features in Forms
•Checkboxes: Used for Yes/No data
•Drop-down menus: Select predefined options
•Radio buttons: Choose a single option from multiple
•Navigation buttons: Move between records easily
Manipulating Data
•Editing, updating, and deleting records
•Sorting and filtering data
•Using queries to manage large datasets
Search Operators in Access
•AND: Narrows search by combining conditions
•OR: Expands search by including multiple conditions
•NOT: Excludes specific data from results
Wildcards in Queries

• (asterisk): Represents multiple characters (e.g., 'S*' finds 'Smith' & 'Sam’)
• ? (question mark): Represents a single character (e.g., 'Sm?th' finds 'Smith' or 'Smyth’)
• (hash): Represents a single numeric digit
Run-Time Calculation in Queries
•Performing calculations using expressions
•Example: Creating a calculated field (TotalPrice = Quantity * UnitPrice)
•Using built-in functions like SUM, AVG, COUNT
Presenting Data
•Reports: Generate structured summaries of data
•Graphs & charts: Visualize trends and patterns
•Exporting reports to PDF, Excel, or Word
Output Layout

•Consistent formatting for readability


•Use of headers, footers, and grouping
•Aligning data for clarity
•Choosing the right report layout: Tabular, Justified, or Columnar
Conclusion
•Recap of key concepts
•Importance of proper database management
•Encouraging further practice and exploration
THANK YOU

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