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

RecordsA 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 firstDatabase 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)