Database Concept by Luke Lonergan

1. Fundamentals of Database Concept
By :-
Luke Lonergan
Luke Lonergan

2.  Introduction and participants needs
 We will review “what is a database;”
 Understand the difference between data and information;
 What is the purpose of a database system;
 How to select a database system;
 Database definitions and fundamental building blocks;
 Database development: the first steps;
 Quality control issues;
 Data entry considerations;
Luke Lonergan

3. What is a database ?
A database is any organized collection of data. Some
examples of databases you may encounter in your daily
life are:
– a telephone book
– T.V. Guide
– airline reservation system
– motor vehicle registration records
– papers in your filing cabinet
– files on your computer hard drive.
Luke Lonergan

4. Data vs. Information: What is the
difference ?
What is data ?
-Data can be defined in
many ways. Information
science defines data as
unprocessed information.
What is information ?
-Information is data that
have been organized and
communicated in a
coherent and meaningful
manner.
-Data is converted into
information, and
information is converted
into knowledge.
- Knowledge; information
evaluated and organized
so that it can be used
purposefully.
Luke Lonergan

5. Why do we need a database?
 Keep records of our:
 Clients
 Staff
 Volunteers
 To keep a record of activities
and interventions;
 Keep sales records;
 Develop reports;
 Perform research
 Longitudinal tracking
Luke Lonergan

6. What is the ultimate purpose of a database
management system ?
DataData InformationInformation KnowledgeKnowledge ActionAction
Is to transformIs to transform
Luke Lonergan

7. More about database definition
What is a database ?
Quite simply, it’s an organized collection of data. A database
management system (DBMS) such as Access, FileMaker, Lotus
Notes, Oracle or SQL Server which provides you with the software
tools you need to organize that data in a flexible manner. It includes
tools to add, modify or delete data from the database, ask questions
(or queries) about the data stored in the database and produce
reports summarizing selected contents.
Luke Lonergan

8. Let’s explore some examples
 Outlook contacts
 Aspira Association MIS
 KidTrax
 GIS-GPS systems
Luke Lonergan

9. Types of Databases
 Non-relational databases
Non-relational databases place information in field categories that
we create so that information is available for sorting and
disseminating the way we need it. The data in a non-relational
database, however, is limited to that program and cannot be
extracted and applied to a number of other software programs, or
other database files within a school or administrative system. The
data can only be "copied and pasted.“ Example: a spread sheet
 Relational databases
In relational databases, fields can be used in a number of ways (and
can be of variable length), provided that they are linked in tables. It
is developed based on a database model that provides for logical
connections among files (known as tables) by including identifying
data from one table in another table
Luke Lonergan

10. Selecting a Database Management System
Database management systems (or DBMSs) can be
divided into two categories :-
 Desktop Databases
 Derver Databases.
• Generally speaking, desktop databases are oriented
toward single-user applications and reside on standard
personal computers (hence the term desktop).
• Server databases contain mechanisms to ensure the
reliability and consistency of data and are geared toward
multi-user applications.
Luke Lonergan

11. Selecting a database system: Need Analysis
The needs analysis process will be specific to your organization but, at
a minimum, should answer the following questions:
 How many records we will warehouse and for how long?
 Who will be using the database and what tasks will they perform?
 How often will the data be modified? Who will make these
modifications?
 Who will be providing IT support for the database?
 What hardware is available? Is there a budget for purchasing
additional hardware?
 Who will be responsible for maintaining the data?
 Will data access be offered over the Internet? If so, what level of
access should be supported?
Luke Lonergan

12. Some Definitions
 A File: A group or collection of similar records, like INST6031 Fall
Student File, American History 1850-1866 file, Basic Food Group
Nutrition File
 A record book: a "rolodex" of data records, like address lists,
inventory lists, classes or thematic units, or groupings of other
unique records that are combined into one list (found in
AppleWorks, FileMaker Pro software).
 A field: one category of information, i.e., Name, Address, Semester
Grade, Academic topic .
 A record: one piece of data, i.e., one student's information, a recipe,
a test question.
 A layout: a design for a database that contains field names and
possibly graphics.
Database glossary
Luke Lonergan

13. Tables comprise the fundamental building blocks of any database. If you're familiar
with spreadsheets, you'll find database tables extremely similar.Take a look at
this example of a table sample database:
The table above contains the employee information for our organization --
characteristics like name, date of birth and title. Examine the construction of the
table and you'll find that each column of the table corresponds to a specific
employee characteristic (or attribute in database terms). Each row
corresponds to one particular employee and contains his or her information.
That's all there is to it! If it helps, think of each one of these tables as a
spreadsheet-style listing of information.
Fundamental building blocks
Luke Lonergan

14. Where Do We Start ?
 Let’s explore your
“paper system”
 Client intake forms
 Job application form
 Funders reports
 Database modeling:
 Define required fields from
“forms” or required reports
 Avoid repetition
 Keep it simple
 Identify a unique identifier
or primary key
Luke Lonergan

15. Some Quality Control Considerations
 Remember “garbage in –
garbage out”. Some examples
and how to prevent this.
 Quality management
encompasses three distinct
processes: quality planning,
quality control, and quality
improvement
 Quality Planning in relation to
database systems design:
 Who will perform data
entry?
 Training? On-line help?
 How data entry will be
performed?
Luke Lonergan

16. Data Entry Considerations
 Define “must” enter fields – no record is complete unless:
such and such is entered;
 Make data entry fool proof. Example: Grade level can
be entered as a number (8 or 8th
or eight). By using a
pull-down menu with the correct data format these
mistakes can be avoided.
Luke Lonergan

17. Data Entry – Additional Considerations
 Barcode scanners
USB or
Wireless attached to a
Palm or Pocket PC
 Pocket PC
WiFi 802.11g,
Bluetooth
Wireless networks
(real-time on demand
systems)
Luke Lonergan

18. Thank You !!!
Luke Lonergan