1 leaders in finance, accounting and business advice academic powerpoint introduction to databases

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Leaders in finance, accounting

and business advice

AcademicPowerPoint

Introduction to DatabasesIntroduction to Databases

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Databases

A database is a collection of related pieces of information

A database can be computerised or non-computerised (manual - such as filing system, phone book etc.)

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Advantages of Computerised Databases

speed of information retrieval

storage capabilities easy to update and

delete ease of access multiple access security

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Disadvantages of Computerised Databases

privacy and ethical issues security risks training of staff initial expense (equipment, software) software upgrades

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Terminology

A database or a table within a database is made of RECORDS

RECORDS contain information about a single item in the database/table.

Each record contains FIELDS. A FIELD is a category of data that has

been broken down into its simplest form. Firstname, surname, street, suburb

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Terminology

In a database or table each ROW represents a record

ID CDTitle Units In Stock Unit Price

1 Joe Cocker Essentials 3 $28.00

2 The Beatles 4 $35.00

3 Aussie Country Hits 2 $19.95





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Terminology

each COLUMN represents a field.

.

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Terminology

Every record in the same table has the same fields.

Databases are designed so that each data item is stored only once

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Terminology

The method of retrieving information from the database is known as QUERYING the database.

A query allows you to display a set of records which meet certain criteria students in year 9 people with postcode 6192 etc.

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Terminology

Information taken from a database and designed for hardcopy (printout) is referred to as a REPORT.

Reports can be generated from tables or queries.

Reports can be formatted in many different styles depending on the target audience.

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Terminology

Other database operations include:

SEARCHING locate the first record to

contain some specific criteria SORTING

sorting the database by a nominated field

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Terminology

Some database applications also provide a user friendly interface called a FORM.

Forms are used to display data from a table or query in an easy to read format.

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Step 1Step 1Determine what data should be stored in each Determine what data should be stored in each

record.record.

• Generate a list and eliminate information Generate a list and eliminate information that is not directly related to the overall that is not directly related to the overall purpose of the database.purpose of the database.

Planning a Database

Careful planning of a database before it is created will prove to be a useful exercise.

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Planning a Database

Step 2Step 2What operations are to be performed on What operations are to be performed on

the database?the database?• Do these operations require any Do these operations require any

missing information from the list?missing information from the list?• Will there be any need to reduce the Will there be any need to reduce the

list further?list further?

Adjust the list from step 1Adjust the list from step 1

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Planning a Database

Step 3Step 3• Create a list of fields and field names Create a list of fields and field names

from step 2from step 2• Create a description of the data and Create a description of the data and

their types (text, number, YES/NO their types (text, number, YES/NO etc)etc)

• Design a simple form for a single Design a simple form for a single record on paperrecord on paper

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Planning a Database

Step 4Step 4

• Create a new database/table using Create a new database/table using your software with the planned your software with the planned fields.fields.

• Enter the data into databaseEnter the data into database

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for the continued support from:

The Australian Newspaper

and

CPA Australia

1 leaders in finance, accounting and business advice academic powerpoint introduction to databases

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