DATABASE ALL CHAPTERS.pptx

http://www.mahergelle.com
By Eng.Adulahi M. Adan
Database 1

Course Outline Introduction to Database
01
Database System
02
Database Types and
Relations
03
Organizing Data into
Tables
04

Chapter One: -
Introduction to
Database

Data, information, and knowledge
Data: refers to raw facts,
observations, or measurements that
have not been processed or organized
to convey any meaning.
It represents the basic building
blocks of information.
Data can be structured (e.g dates,
numbers,, or categories) or
unstructured (e.g., text, images, or
audio)
Data is row input or unprocessed
information
Contents A Contents B

 Information: Collection of facts
organized in such a way that they
have additional value beyond the
value of the facts themselves or data
processed in a form meaningful to the
recipient.
Information is the result of
processing and organizing data in a
meaningful way.
In a database, information can be
obtained through queries, reports, or
data analysis operations.

 Process: Set of logically related
tasks performed to achieve a defined
outcome or conversion /manipulation
and analysis of raw input into
a meaningful form.
 Process involves a series of actions
or transformations applied to data to
generate meaningful information.
 The process acts as a bridge
between data and information,
converting raw data into meaningful
insights.

 Knowledge: Awareness and under
standing of a set of information.
 knowledge represents the insights
and understanding gained from inf
ormation and experience.
 Knowledge goes beyond the scope
of data and information. It involve
s the understanding, insights, and e
xpertise gained from information a
nd experience.

Contents A

Database
• Database is an organized
collection of structured
information, or data,
typically stored
electronically in a
computer system.
• Example Phone Book

Information System
 System is many related
components integrity work together
to achieve common goals
 System refers to a collection of
interconnected components or
elements that work together to achieve
a common objective or purpose.
 It involves the arrangement and
coordination of various parts to
function as a unified whole.

Information System
What Is an Information System?
 Information system is interrelated
components working together to
collect, process and store and
distribute information to support
decision making by coordination,
control, analysis and visualization in
an organization.
 An information system (IS) is a
specific type of system designed to
collect, store, process, retrieve, and
disseminate data and information within
an organization.

Information System
 Information system is a software
system to capture, transmit, store,
retrieve, manipulate, or display
information, thereby supporting peopl
e, organizations, or software systems.
 It encompasses the people,
processes, data, technology, and
infrastructure that work together to
manage and support the flow of
information within an organizational
context.

Information System
 Input – Gathering and capturing
raw data
 Input refers to the data, instructions, or
signals that are provided to a system for
processing.
 Input can come from various sources,
such as users, sensors, devices, or other
systems.
 Processing: Converting or
transforming data into useful outputs.
 Processing is the stage where the
system performs operations, manipulation
s, or transformations on the input data.

Information System
 Output – Production of useful
information, usually in the form of
documents and reports.
 Output represents the processed or
transformed information or results
generated by the system after the
processing stage.
 Feedback – Output that is used to mak
e changes to input or processing
activities
 Feedback is the information or respons
e that is returned to the system or to the
user after the output has been delivered

Thank you
@Eng.Abdulahi M. Adan

Types of information systems
1. Informal
 Evolve from patterns of human
behavior (can be complex)
 Not formalized
 Rely on “word” of mouth
Contents A

2. manual
 Formalized but not computer based
 Developing patterns and trends on
graph paper for stock analysis
 Historical handling of information in
organizations Before computers
 Some organizations still use aspect
s of manual IS
Contents A

3. Computer-Based Information
System
A computer-based information system
(CBIS) is an information system that
uses computer technology to perform
some or all of its intended tasks.
Such a system can include as little as
a personal computer and software.
or it may include several thousand
computers of various sizes with
hundreds of printers, plotters, and
other devices, and databases. In most
cases an information system
Contents A

Components of Information Systems
1. People:
 Users: Employees using a customer
relationship management (CRM) system
to manage customer interactions and sales.
 Stakeholders: Managers accessing a
business intelligence (BI) system to
analyze sales data and make strategic
decisions.
 IT Professionals: Database
administrators responsible for maintaining
and optimizing the performance of a
database management system (DBMS).

2. Data:
 Customer Data:
Contact information, purchase history,
and demographic details stored in a
CRM system.
 Sales Data: Revenue figures,
product quantities sold, and sales
channels recorded in a sales
management system.
 Inventory Data: Stock levels,
item descriptions, and supplier details
stored in an inventory management
system.

3. Processes:
 Order Processing: An order
management system that receives an
d processes customer orders, updates
inventory, and generates invoices.
 Data Entry: Employees entering
sales data into a database through a
web-based form or a point-of-sale
(POS) system.
 Report Generation: A reporting
system that automatically generates
daily, weekly, and monthly sales
reports based on predefined criteria.

4. Technologies:
 Hardware: Servers, workstations,
and networking equipment used to
store and process data in an informati
on system.
 Software: Database management
systems (e.g., Oracle, MySQL),
enterprise resource planning (ERP)
software, or business intelligence tools
 Network Infrastructure: Local are
a networks (LANs), wide area network
s (WANs), and internet connectivity
that facilitate data transmission.

5. Procedures:
 Data Entry Guidelines: Standards
for inputting data into a system, such
as required fields, formatting rules,
and validation checks.
 Backup and Recovery Procedure
s: Regularly scheduled backups of
databases and procedures to restore
data in case of system failures.
 Security Protocols: Password
policies, user access controls, and
encryption methods to protect sensitiv
e data from unauthorized access.

6. Feedback:
 Sales Reports: Analytical reports
generated by a BI system that provide
insights into sales trends, customer
behavior, and revenue growth.
 Customer Feedback: Surveys, reviews
, and ratings collected through customer
feedback systems to assess satisfaction
and make improvements.
 System Performance Metrics:
Monitoring system response time, error
rates, and availability to identify areas for
optimization and improvement.

7. Control and Security:
 User Access Controls: Assigning
different levels of access privileges to
users based on their roles and respon
sibilities.
 Data Encryption: Encrypting
sensitive data, such as customer
information or financial records, to
protect against unauthorized access.
 Firewalls and Intrusion Detection
Systems: Implementing network secu
rity measures to prevent unauthorized
access and detect potential threats.

Chapter
Summery
01 Data, Information, and Knowledge
 Data: - Unprocessed Information
 Information: - Processed Data
 Process: -Set of logically related tasks
 Knowledge: - understanding of a set of information.
02 Information System
 Input
 Processing
 Output
 Feedback
03 Types of Information Systems
 Informal
 Manual
 Computer-Based Information System
04 Components of Information Systems
 People
 Data
 Processes
 Technologies
 Procedures
 Feedback
 Control and Security

Quiz
01 Differentiate Data and Information?
02 Differentiate System and Information System?
03 What are the three types of an
information system?
04
List at least three components of
an Information System?

Thank you
@Eng.Abdulahi Mohamed

Chapter Four:-
Validation Rules

Data Validation
 Data validation is the process of checking data for accuracy,
completeness, and consistency. It is an important part of data
base management, as it helps to ensure that the data in a
database is reliable and can be used for decision-making.
 There are many reasons why data validation is important
 First, it helps to prevent errors in data entry. When users
are entering data, they may make mistakes, such as entering
the wrong data type, leaving a field blank, or entering duplica
te data.
 Data validation can help to catch these errors before they are
saved to the database.
Contents A

Data Validation
 Second, data validation helps to ensure that the data in a
database is consistent. This means that the data in differen
t fields of the same record, or in different records of the
same table, should be consistent with each other.
 Third, data validation helps to maintain data integrity.
Data integrity is the property of data that ensures that it is
accurate, complete, and consistent. Data validation helps
to maintain data integrity by preventing errors in data entry
and by ensuring that the data in a database is consistent.
Contents A

Validation Rules in MS Access
 MS Access provides a number of features for data validation. One of the
most important features is validation rules. A validation rule is a rule
that is applied to a field in a table or form. The rule specifies the type of
data that can be entered into the field, and it can also specify other
restrictions, such as the maximum length of the data or the values that
the data must be between.
 Validation rules are constraints applied to fields or tables to ensure that
data meets specific criteria.
 Validation rules are a powerful way to ensure the accuracy and
consistency of data in a database.
 They can be used to prevent errors in data entry, to ensure that the data
in a database is consistent, and to maintain data integrity.
Contents A

Validation Rules in MS Access
 Here are some examples of validation rules in MS
Access:
 A validation rule can be used to specify that a field can only
contain numbers.
 A validation rule can be used to specify that a field must be
between a certain minimum and maximum value.
a valid date or time.
a valid email address.
 Validation rules can be created for any field in a table or
form.
Contents A

Types of Validation Rules:
Field-level validation rules are applied to individual fields in
a table.
They can be used to restrict the type of data that can be
entered into a field, the length of the data, or the values that
the data must be between
Table-Level Validation Rules:
Table-level validation rules are applied to an entire table.
They can be used to cross-validate data between different
fields in a table, or to enforce referential integrity between
tables.
Contents A

Benefits of using validation rules
 Ensuring data accuracy: Validation rules can help to
prevent errors in data entry by ensuring that the data
entered into a field meets certain criteria.
 Preventing data entry errors: Validation rules can help to
prevent data entry errors by preventing users from entering
invalid data into a field.
 Maintaining data consistency: Validation rules can help
to maintain data consistency by ensuring that the data in a
database is consistent with itself.
Contents A

 Error Messages and Validation Text:
When a validation rule is violated, an error message is
displayed. The error message can be customized to provide
the user with more information about why the data was not
accepted.
 Cascading and Conditional Validation Rules:
Cascading validation rules are applied sequentially. This mean
s that if the first validation rule is violated, the second
validation rule will not be evaluated. Conditional validation
rules are triggered based on conditions. For example,
a conditional validation rule could be used to ensure that a
field is only required if another field has a certain value.
Contents A

 Testing and Troubleshooting Validation Rules:
 Validation rules should be tested to ensure that they are
working properly.
 This can be done by entering invalid data into the fields
and checking to see if the error messages are displayed
correctly.
Contents A

Validation Rule Description
<100 Must be less than 100.
<=100 Must be less than or equal to 100
Between 1 and 10 Must be between 1 and 10
<>0 Must not be 0
<1/1/95 Must be a date after 1/1/95.
>=Date() Must be today’s date or after.
<=Date() Must be today’s date or earlier.
“Business” or “Pleasure” or “Other” Must be “Business” or “Pleasure” or “Other.”
"M" or "F" or "Male" or "Female" Must be “F” or “M” or “Male” or “Female”
Like “??” Must have two characters.
Like “####” Must have four digits.
>0 Must be Greater than 0.

Student Name || Teacher name || Course Name Is Null Or Not Like "*[!a-z OR "" ""]*".
Student Age || Teacher Age >0
Student Phone number || Teacher Phone Number Like “#######”
Student Gender || Teacher Gender "M" or "F" or "Male" or "Female"
Payment Date <=Date()
Amount Paid >0
Course Start date <=Date()
Course Fee >0
School Management System

Product Name || Customer Name Is Null Or Not Like "*[!a-z OR "" ""]*".
Product Price || invoice Price >0
Customer Phone Number Like “#######”
Product Quantity || Invoice Quantity >0
Order Date <=Date()
Amount Paid >0
Shop Management System

Assignment 1
1. Create Hotel Management Database
2. Create at least 4 Tables
3. Create Relationship Between These 4 Tables
4. You Must Use These Validation Rules
I. Name
II. Phone Number
III. Date
IV. Amount
V. Payment Date
VI. Room Availability
Submission Date 8/7/2023
10 MARKS

Queries
 A query is a request for data results, and for action on data.
You can use a query to answer a simple question, to
perform calculations, to combine data from different tables,
or even to add, change, or delete table data.
 With a query you can apply a filter to the table's data, so
that you only get the information that you want.
 Queries that you use to retrieve data from a table or to
make calculations are called select queries.
 Queries that add, change, or delete data are called action
queries.
 The tricky part of queries is that you must understand how
to construct one before you can actually use them
Contents A

Select Query
• If you want to review data from only
certain fields in a table, or review data
from multiple tables simultaneously or
maybe just see the database on certain
criteria, you can use the Select query.
Contents A

Select Query
 Example
 Open the database and click on the Create tab.
 Click Query Design.
 In the Tables tab, on the Show Table dialog, double-click
the Student table and then Close the dialog box.
 In the Student table, double-click all those fields which you
want to see as result of the query. Add these fields to the
query design grid
 Now click Run on the Design tab, then click Run
 The query runs, and displays only data in those field which
is specified in the query.
Contents A

Select Query
 Query Criteria
 Query criteria helps you to retrieve specific items from an
Access database. If an item matches with all the criteria
you enter, it appears in the query results. When you
want to limit the results of a query based on the values in
a field, you use query criteria.
 To add some criteria to a query, you must open the query
in the Design View.
 You then identify the fields for which you want to specify
criteria
Contents A

Select Query
 Example
 Let us now add some field to the query grid such as
StudentID, FirstName, Sex, City and Address
 Let us now run your query and you will see only these
fields as query result
 If you want to see only those whose Addresses are Israac
then you will need to add the criteria for that. Let’s go to
the Query Design again and in Criteria row of Address
enter Israac.
 Let us now run your query again and you will see that only
Address of Israac is retrieved.
Contents A

Action Queries
 In MS Access and other DBMS systems, queries can do
a lot more than just displaying data, but they can actually
perform various actions on the data in your database.
 Action queries are queries that can add, change, or
delete multiple records at one time.
 The added benefit is that you can preview the query results
in Access before you run it.
 Microsoft Access provides 4 different types of Action
Queries − 1. Append 2. Update 3. Delete 4. Make-table
 An action query cannot be undone. You should consider
making a backup of any tables that you will update by
using an update query
Contents A

Create an Append Query
 You can use an Append Query to retrieve data from one or
more tables and add that data to another table.
 Let us create a new table in which we will add data from the
Teachers table. This will be temporary table for demo
purpose.
 Let us call it Example
 In the Tables tab, on the Show Table dialog box, double-clic
k on the Student table and then close the dialog box.
Double-click on the field you want to be displayed.
 Let us run your query to display the data first
Contents A

Create an Append Query
 Now let us go back to Query design and select the Append
button.
 In the Query Type, select the Append option button.
 Select the table name from the drop-down list and click Ok.
 Let us now run your query and you will see confirmation
message.
 Click Yes to confirm your action.
 When you open the Example table, you will see all the
data is added from the Teachers to the Example table
Contents A

Create an Update Queries
 Create an Update Query:
 You can use an Update Query to change the data in your
tables, and you can use an update query to enter criteria
to specify which rows should be updated.
 An update query provides you an opportunity to review the
updated data before you perform the update.
 Let us go to the Create tab again and click Query Design.
 In the Tables tab, on the Show Table dialog box,
double-click on the Student table and then close the dialog
box.
Contents A

Create an Update Queries
 On the Design tab, in the Query Type group, click Update
and double-click on the field in which you want to update t
he value.
 Let us say we want to update the FirstName of “Maryan” to
“AAmina”.
 In the Update row of the Design grid, enter the updated
value and in Criteria row add the original value which you
want to be updated and run the query.
 This will display the confirmation message.
 Click Yes and go to Datasheet View and you will see the
first record — FirstName is updated to “Aamina” now

Contents A

Create a Delete Query
 You can use a delete query to delete data from your tables, and
you can use a delete query to enter criteria to specify which rows
should be deleted.
 A Delete Query provides you an opportunity to review the rows
that will be deleted before you perform the deletion.
 In the Tables tab on the Show Table dialog box, double-click the
Students table and then close the dialog box.
 On the Design tab, in the Query Type group, click Delete and
double-click on the StudentID
 In the Criteria row of the Design Grid, type 5. Here we want to
delete an Student whose StudentID is 5.
 Let us now run the query.
 Click Yes and go to your Datasheet View and you will see that the
specified Student record is deleted now

Create a Make Table Query
 You can use a make-table query to create a new table from
data that is stored in other tables.
 In the Tables tab, on the Show Table dialog box, double-clic
k the Student table and then close the dialog box.
 Click Make Table
 You will see the following dialog box. Enter the name of the
new table you want to create and click OK.
 Now run your query.
 Click Yes and you will see a new table created in the naviga
tion pane.

Contents A

Introduction to reports
 What is a report?
 A report is a document that presents information in an organized format for a spec
ific audience and purpose. Although summaries of reports may be delivered orally
, complete reports are almost always in the form of written documents.
 What are the different types of reports?
 Informational reports: These reports present factual information about a topic.
They are often used to inform readers about a new product, service, or policy.
 Analytical reports: These reports analyze data to identify trends and patterns.
They are often used to make decisions or solve problems.
 Operational reports: These reports track the progress of an organization's
operations. They are often used to monitor performance and identify areas for
improvement.
 Financial reports: These reports provide information about an organization's
financial performance. They are often used by investors, and other stakeholders.
Contents A

Introduction to reports
 When are reports used?
 Business: Businesses use reports to track sales, costs, and other
financial information. They also use reports to analyze customer
data and make marketing decisions.
 Government: Governments use reports to track the performance
of their programs and services. They also use reports to inform the
public about their policies and decisions.
 Non-profit organizations: Non-profit organizations use reports to
track their fundraising efforts, program outcomes, and other
financial information.
 Individuals: Individuals use reports to track their personal finance
s, health data, and other information. They also use reports to mak
e decisions about their lives.
Contents A

Importance of reports
 Reports can help you manage your data by providing a central location to
store and organize information. They can also help you track changes to data
over time and identify trends. This information can be used to make decisions
about how to improve your data collection and analysis processes.
 Reports can help you make better decisions by providing you with the
information you need to understand the current situation and identify
potential problems. They can also help you to identify trends and patterns that
might not be immediately obvious. This information can be used to make
informed decisions about how to improve your business or organization.
 Reports can help you communicate with others by providing them with a
clear and concise summary of your findings. They can also help you to
highlight the most important information and to present it in a way that is easy to
understand. This information can be used to communicate with a variety of
audiences, including employees, customers, investors, and government officials.
Contents A

Report Wizard
 Starting the Report Wizard: To start the Report Wizard, click the Report
Wizard button in the Reports group on the Create tab.
 Selecting the tables and fields for the report: In the Report Wizard dialo
g box, on the Tables/Queries page, select the table or query that you want
to use as the basis for your report.
 Choosing the report layout: In the Report Wizard dialog box, on the
Layout page, select the layout that you want for your report. The available
layouts include Stepped, Block, Outline, and Justified.
 Previewing the report: In the Report Wizard dialog box, on the Preview p
age, preview your report to see how it will look when it is printed. You can
scroll through the report, zoom in and out, and print a preview of the report
 Finishing the Report Wizard: Once you are satisfied with the appearanc
e of your report, click Finish to create the report. The report will be opened
in Report view.
Contents A

Report Wizard
Steps To create Reports Wizard
1. Open the database that contains the tables and fields that you
want to use in your report.
2. On the Create tab, in the Reports group, click Report Wizard.
3. In the Report Wizard dialog box, on the Tables/Queries page,
select the table or query that you want to use as the basis for your
report.
4. To add fields from the selected table or query to the report, double
-click the fields in the Available Fields list box.
5. To remove fields from the report, select the fields in the Selected
Fields list box and click Remove.
6. To rearrange the order of the fields in the report, select a field in
the Selected Fields list box and click Move Up or Move Down.
Contents A

Reports
7. On the Layout page, select the layout that you want for your
report.
8. On the Grouping page, select the fields that you want to gro
up the data in your report by.
9. On the Sort page, select the fields that you want to sort the
data in your report by.
10. On the Title page, enter a title for your report.
11. On the Preview page, preview your report to see how it will
look when it is printed.
12. Click Finish to create the report.
Contents A

Customizing a report
• Adding or removing fields: To add a field to a report, drag the field from the Fiel
d List to the report canvas. The field will be added to the report in the location
where you release the mouse button. To remove a field from a report, right-click
the field and select Remove. The field will be removed from the report.
• Changing the formatting: To change the formatting of a field, select the field
and then use the Formatting tools on the Design tab. You can change the font,
font size, text color, alignment, and other properties of the field.
• Applying filters: To apply a filter to a report, click the Filter button in the Report
Design group on the Design tab. In the Filter dialog box, select the field that you
want to filter and then enter the criteria that you want to use. .
• Grouping and sorting data: To group data in your report, click the Group &
Sort button in the Report Design group on the Design tab. In the Group & Sort di
alog box, select the field that you want to group by and then specify the grouping
options that you want to use.

Previewing and printing a report
 To preview a report:
1. Open the report in Report view.
2. On the View tab, in the Views group, click Preview.
3. Use the Zoom slider to zoom in and out of the report.
4. Use the Page Down and Page Up keys to scroll through the report
5. To print a preview of the report, click the Print Preview button.
 To print a report:
1. Open the report in Report view.
2. On the File tab, click Print.
3. In the Print dialog box, specify the print settings that you want to use
4. Click Print.
Contents A

Creating reports with multiple tables
 To create a report that uses multiple tables:
1. Open the database that contains the tables that you want to use in your report.
2. On the Create tab, in the Reports group, click Report Wizard.
3. In the Report Wizard dialog box, on the Tables/Queries page, select the tables that
you want to use in your report.
4. To add fields from the selected tables to the report, double-click the fields in the
Available Fields list box.
5. To remove fields from the report, select the fields in the Selected Fields list box and
click Remove.
6. To rearrange the order of the fields in the report, select a field in the Selected
Fields list box and click Move Up or Move Down.
7. On the Layout page, select the layout that you want for your report.
8. On the Grouping page, select the fields that you want to group the data in your rep
ort by.
9. On the Sort page, select the fields that you want to sort the data in your report by.
10. On the Title page, enter a title for your report.
11. On the Preview page, preview your report to see how it will look when it is printed.
12. Click Finish to create the report.

Creating reports with multiple tables
 To relate tables in a report:
1. Open the report in Design view.
2. Drag the field from one table that you want to relate to the field in
the other table that you want to relate it to.
3. In the Relationship dialog box, select the One-To-Many
relationship type and click Create.
 To use calculated fields in a report:
1. Open the report in Design view.
2. Click the Calculated Field button in the Report Design group on
the Design tab.
3. In the Calculated Field dialog box, enter the expression for the
calculated field.
4. Click OK.
Contents A

Exporting reports to other file formats
 To export a report to a PDF file:
1. Open the report that you want to export.
2. On the File tab, click Export.
3. In the Export dialog box, select PDF from the Save as type list box.
4. In the File name box, enter a name for the PDF file.
5. In the Save in box, select the location where you want to save the PDF file.
6. Click Save.
 To export a report to an Excel file:
3. In the Export dialog box, select Excel from the Save as type list box.
4. In the File name box, enter a name for the Excel file.
5. In the Save in box, select the location where you want to save the Excel file.
6. Click Save.
Contents A

Exporting reports to other file formats
 To export a report to a CSV file:
3. In the Export dialog box, select CSV (Comma Separated
Values) from the Save as type list box.
4. In the File name box, enter a name for the CSV file.
5. In the Save in box, select the location where you want to
save the CSV file.
6. Click Save.
Contents A

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