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IMS1907 Database Systems Week 4 Relational DBMS Software An Overview of Microsoft Access Database Systems Database Application DBMS Database Users Database applications are an intermediary between users and DBMS DBMS processes application requests against database – create definitions, write, read, update Monash University 2004 2 Relational Database Systems Relational database systems are currently the most common used in industry Access, SQL Server, Oracle, Ingres, DB2, Sybase, MySQL, Informix… Organises the database as groups of related tables Tables are organised by business ‘themes’ – reflect practices and policies of organisation Tables can be ‘joined’ to discover related information occurring across ‘themes’ Monash University 2004 3 Relational Database Terminology Table – storage entity for a database – a grid made up of rows and columns – each row is a record – each column is a field – made up of records containing data about a ‘thing’ customer, sale… – like a folder in a filing cabinet Monash University 2004 4 Relational Database Terminology Record – unit within a table, normally a row of the table – contains related data about the entity a single transaction’s details, summary details,… – like a sheet of paper in a folder Field – a smaller unit within a record, a column in the table – contains a single fact about the entity – like a field on a sheet of paper in a folder Monash University 2004 5 Relational Database Terminology Keys – defined from one or more fields of a table – used to order, identify and retrieve data Primary Key (PK) – a unique identifier for a particular record – no two records can share the same PK – often an ID number useful to a business customer number, student number, licence number,… Monash University 2004 6 Relational Database Terminology Secondary Key – defined from one or more other fields of a a table – used to arrange database in some other order – can be multiple occurrences in a database Foreign Key (FK) – one or more fields of a table that appear as a PK in another table – can be multiple occurrences in a database – used to join tables based on common information Monash University 2004 7 Relational Database Terminology Table Structure – metadata definitions – instructions regarding arrangement and format of data in record – keys, data type, length – formats, masks, validation rules – constraints, rules Monash University 2004 8 Relational Database Terminology Forms – alternative method to datasheet for entering and accessing data – screen-based form appears similar to paper-based equivalent of the record – can be used to both capture and display data – allow entry, editing, viewing and deletion of records in one or more table Monash University 2004 9 Relational Database Terminology Reports – provide the ability to arrange data from one or more tables, and view and print the data for later use – can also be used to perform calculations, summarise, and group information before viewing – screen-based report can appear similar to paper-based equivalent of the report – primarily a display mechanism only Monash University 2004 10 Relational Database Terminology Queries – allow you to answer specific questions about data in the database – can be used to display records based on criteria, perform calculations, summarise information, sort and group information, or delete data from one or more tables in database – can be regular or ad hoc Monash University 2004 11 Creating Access Tables design options DB objects existing DB objects Monash University 2004 12 Creating Access Tables - Design View Primary key data description data type properties Monash University 2004 13 Access Tables – Datasheet View field names datasheet Monash University 2004 14 Sorting Tables Unsorted data Sort filters Field to sort on Data sorted by Member_No Monash University 2004 15 Relationships Between Tables related fields relationship edit relationship Monash University 2004 16 Subdatasheets datasheet subdatasheet Click ‘+’ to open subdatasheet Monash University 2004 17 Access – Forms form datasheet Monash University 2004 18 Access – Forms and Sub-forms form sub-form Monash University 2004 19 Access – Queries related tables query design Monash University 2004 20 Access – Queries query response Monash University 2004 21 Access – Reports table for report report design screen Monash University 2004 22 Access – Reports Monash University 2004 23 Access – Switchboard menu options Monash University 2004 24 References Duffy, T., (2000), Microsoft Access 2000, Prentice-Hall, Upper Saddle River, NJ, USA. Kroenke, D.M., (2004), Database Processing: Fundamentals, Design and Implementation, (9th edn.), Pearson Education Inc., Upper Saddle River, NJ, USA. Monash University 2004 25