School of Management University of Texas at Dallas

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School of ManagementUniversity of Texas at
Dallas
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AGENDA

• Today-
• Database Environment
• Database Management systems
• Intro to Microsoft Access Ch. 2 PS
• Next class-
• ER Diagrams CH 3 MHP.

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The Database Environment

• Definitions
• Data Meaningful facts, text, graphics, images,
  sound, video segments.
• Database An organized collection of logically
  related data.
• Information Data processed to be useful in
  decision making.
• Metadata Data that describes data.
• Data Item(Name, Type) Length Value(Min Max)
  Description.

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What is This?
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Information vs. Data?
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File Processing Systems

• What is a file processing system?
• Some drawbacks
• Data Dependence
• Data Redundancy (Duplication of data)
• Limited Data Sharing
• Lengthy Development Times
• Excessive Program Maintenance

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File Processing System, Example
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Components of the Database Environment

• CASE Tools
• Database Management System (DBMS)
• Database
• Application Programs
• User Interface
• Data Administrators
• System Developers
• End Users

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Database Management System

• A DBMS is a system which is used to define,
  create, maintain, and access the database. DBMS
  allows data to be stored non-redundantly while
  making it appear to the user as if the data is
  well-integrated.

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Advantages of the Database Approach

• Data Independence/Reduced Maintenance
• Improved Data Sharing
• Increased Application Development Productivity
• Enforcement of Standards
• Improved Data Quality (Constraints)
• Better Data Accessibility/ Responsiveness
• Security, Backup/Recovery, Concurrency

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The Range ofDatabase Applications

• Personal Database
• Workgroup Database
• Enterprise Database

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A personal computer database
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Workgroup database with LAN
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Enterprise data warehouse
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Summary

• Data is different from Information (subtle)
• File processing systems have several drawbacks
• Database systems are designed to overcome these
  and do much more
• Database systems have evolved during last few
  decades and are evolving as we speak.

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What is Access

• Database management system (DBMS)
• Can be used to define, create, maintain and to
  provide controlled access to databases and
  repository.
• Database
• Organized collection of logically related data
• A group of tables
• Relational database

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Introduction to Access

• Start up window
• Shows the usual window menus a list of data
  bases
• Access objects
• Tables
• Queries
• Forms
• Reports
• Macros
• Modules

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Access Objects

• Tables
• Similar to a spreadsheet. Fundamental storage
  structure of data.
• Each column holds an attribute
• Each row is called a record
• One primary key column values unique for each
  row.
• No particular order for rows or columns
• Primary key must have a value

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Access Objects

• Queries
• Queries are questions to the database
• Types of queries
• Selection query
• Action queries

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Access Objects

• Types of query
• Parameter queries
• Union queries
• Nested queries
• Writing Queries
• SQL statements
• Query by example QBE
• Dynaset
• The output of a query as a table

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Access Objects

• Forms
• Are more intuitive interface to change
  information in your table or display information
  from table or queries
• User friendly
• Protect underlying data from damage
• Provides security control

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Access Objects

• Reports
• Reports are used for presentation purposes to
  print information in aesthetic understandable
  way.
• Reports
• are for output only
• can print invoices, labels etc.
• present summary group data
• Access has a report wizard

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Access Objects

• Macros
• Simplest kind of tool to automate many kind of
  tasks. Macros take action when a selected event
  occur. It is a series of action that can either
  be with a form or stored as a macro.
• Modules
• Similar to Macro but are much more flexible
  (VBA). Can be used to create applications.
  Modules can do what macros do but can do more.

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Summary of Access

• Access is a relational DBMS
• Access has several types of objects that serve
  different purpose.
• Tables are used to store data.
• Queries are used to answer questions and
  manipulate the database.
• Forms are more intuitive ways to manipulate and
  see data.
• Reports are use to present or out put
  information.
• Macros and modules are used to automate different
  tasks.

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Metadata
DATA ITEM
VALUE