Unit 18 P1

P1

What is a database?

A database is used as an organized mechanism that is able to store, manage and retrieve information. They make this possible by the use of tables. These tables consist of columns and rows. Every column has a different attribute and every row and every row corresponds to a single record. Although they are similar to spread sheets databases are in fact a lot more powerful in the way data is manipulated. There is a wide range of actions that databases can do that spread sheets cant, for example:

Update records in bulk

Perform complex calculations

Retrieve all records in a certain criteria

Cross-reference records in different tables 

All of the above examples give a good insight as to why databases are much more efficient than paper based solutions. This is because if you were to update in bulk on paper it could take you hours whereas on a computer based data base it could be done in seconds, and you can easily see if you made a mistake and it’s simple to correct it. Similarly if you were to try to take on complex calculations on paper based, this would not only take you personally to be good at maths, but could also take a long amount of time, whereas a database can take minimal effort and time without making mistakes.

Forms

Database forms are often referred to as “data entry screens”. They are interfaces which are used to work with your data and normally contain command buttons, which all perform different commands. A way to create databases without these forms is to edit the data in the table’s datasheets. Although a lot of database software and users prefer forms for viewing, entering and editing data. Another bonus of using forms is using command buttons, you can program certain buttons to choose which data shows up on the form, open different forms, and do much more, such as, you could have specific form for a customer, with command buttons, you could have a command button that would open this customers order form, which you can then edit. Forms can also be used as a method of security, this is because you can create forms that will only show certain fields and will only allow certain operations to be performed. These are more efficient than paper based solutions because you would need a number of sheets for each customer alone, so you would have less chance of losing it. It also allows security, which isn’t possible on paper based solutions. 

Reports

Database reports present data from a database, these reports can be printed from the database which allows you to view the data quickly and easily. Reports are the summary of your database they can present the information visually in the form of graphs and charts etc. They are more efficient than paper base solutions because they automatically summarise the data, they also can automatically and instantly present the data in forms of graphs and charts etc. whereas paper based solutions would require you personally to summarise and present the data, which could take a long time.

Switchboards

A switchboard is a form that contains a navigation menu which allows you to switch to other queries, reports and forms in your database. These are more efficient than paper based solutions because on a paper based solution you would have to navigate your own way around sheets and sheets of paper whereas on a database with switc