Practical Database Management - SSS 1 Note

PRACTICAL DATABASE MANAGEMENT

Subject: Digital Technologies
Class: SSS 1
Term: Third Term
Week: 8
Duration: 80 Minutes (Double Period)
Topic: Practical Database Management

1. Learning Objectives

By the end of the lesson, students should be able to:

• Create simple databases.
• Create and manage tables.
• Run simple queries.
• Generate simple reports.

2. Introduction

In the previous lesson, we introduced databases and learned about important database terms such as database, Database Management System (DBMS), table, record and field.

A database becomes useful when we can actually create it, enter information, organise the information, search for particular records and produce useful reports from the stored data.

Practical database management is the process of creating, organising and working with data in a database using a Database Management System.

A DBMS such as Microsoft Access can be used to create and manage databases. Other database systems may have different interfaces, but the basic ideas of databases, tables, records, fields, queries and reports remain important.

3. Creating a Simple Database

A database should be designed according to the type of information that needs to be stored. For example, a school may need a database for storing information about students.

A simple student database may contain information such as:

StudentID	FirstName	LastName	Class	Gender
ST001	David	Okoro	SSS 1	Male
ST002	Mary	James	SSS 1	Female
ST003	Daniel	Peter	SSS 1	Male

Basic Steps for Creating a Database

1. Open the database application.
2. Choose the option to create a new database.
3. Give the database an appropriate name.
4. Choose where the database should be saved.
5. Create the required table or tables.
6. Define the fields needed to store the information.
7. Save the database.

Example: A school could create a database named SchoolStudents for storing student information.

4. Creating and Managing Tables

A table is a database object used to store related information in rows and columns. Each table normally contains fields that describe the information and records that contain individual entries.

Example of a Student Table

Field Name	Possible Data Type	Purpose
StudentID	Text / Number	Identifies the student.
FirstName	Text	Stores the student's first name.
LastName	Text	Stores the student's surname.
Class	Text	Stores the student's class.
Age	Number	Stores the student's age.

Managing a Table

Managing a table may involve:

• Adding new fields.
• Entering new records.
• Editing existing records.
• Deleting incorrect or unnecessary records.
• Changing field properties where necessary.
• Saving changes made to the table.

Important: Care should be taken when deleting records. A deleted record may not be easily recovered, depending on the database application being used.

5. Entering Records into a Table

A record is a complete set of related information about one item or person. For example, one student's name, class and age can form one record in a student table.

To enter records into a table:

1. Open the database.
2. Open the required table.
3. Move to an empty row or record.
4. Enter the appropriate information into each field.
5. Check the information for errors.
6. Save the changes.

6. Running Simple Queries

Query is a request made to a database to retrieve or display information that meets particular conditions.

Queries are useful when a database contains many records and we need to find specific information without examining every record manually.

Examples of Simple Queries

Suppose a student database contains students from different classes. We could create queries such as:

• Show all students in SSS 1.
• Show all students whose gender is Female.
• Show students older than 15 years.
• Show students whose names begin with a particular letter.

Basic Steps for Creating a Simple Query

1. Open the database application.
2. Open the query section or query design tool.
3. Select the table containing the required information.
4. Select the fields to be displayed.
5. Set a simple condition or criterion if necessary.
6. Run the query.
7. Examine the results.
8. Save the query if it will be used again.

Example: If the Class field contains different classes, a query with the criterion SSS 1 can be used to display only records belonging to SSS 1.

7. Generating Simple Reports

Report is a formatted presentation of information from a database, usually prepared for viewing, printing or sharing.

Reports make database information easier to read and present. A school, for example, may generate a report containing a list of students in a particular class.

Examples of Database Reports

• Class student list.
• List of students by gender.
• Students' examination results.
• List of registered students.
• Inventory or stock report.

Basic Steps for Generating a Simple Report

1. Open the database.
2. Select the table or query containing the required information.
3. Open the report creation tool.
4. Select the fields to include.
5. Arrange the information appropriately.
6. Preview the report.
7. Save the report.

8. Relationship Between Tables, Queries and Reports

Tables, queries and reports perform different but related functions in a database.

Database Object	Main Purpose	Example
Table	Stores organised data.	Student information table.
Query	Retrieves selected information from the database.	Students in SSS 1.
Report	Presents database information in a readable format.	Printed class student list.

The basic workflow can therefore be represented as:

Enter and store data → Query the data → Present the results in a report

9. Practical Classroom Activity

Activity: Create a Simple Student Database

Using an available DBMS application, students should create a simple database for student information.

1. Create a new database named SchoolStudents.
2. Create a table named Students.
3. Create fields such as StudentID, FirstName, LastName, Class and Age.
4. Enter at least five sample student records.
5. Save the table.
6. Create a simple query to display students belonging to a particular class.
7. Run the query and examine the results.
8. Generate a simple report from the table or query.
9. Preview and save the report.

Note: Students should use fictional/sample information for classroom practice rather than entering sensitive personal information about real students.

10. Importance of Practical Database Management

• It helps users organise large amounts of information.
• It makes information easier to retrieve.
• Queries help users find specific information quickly.
• Reports make information easier to present and understand.
• It reduces the difficulty of managing information manually.
• It supports record keeping in schools, businesses and other organisations.

11. Summary

• A database is an organised collection of related information.
• A DBMS is software used to create and manage databases.
• Tables are used to store data in fields and records.
• Queries are used to retrieve information that meets specified conditions.
• Reports present database information in a readable format.
• Practical database management involves creating databases, managing tables, running queries and generating reports.

12. Evaluation Questions

1. What is practical database management?
2. List four steps involved in creating a simple database.
3. What is a table in a database?
4. State three activities involved in managing a table.
5. What is a query?
6. Give three examples of information that can be retrieved using simple queries.
7. What is a database report?
8. State four steps involved in generating a simple report.
9. Differentiate between a table, a query and a report.
10. State three benefits of practical database management.

13. Assignment

1. Explain the difference between a database, table, record and field.
2. Describe the steps involved in creating a simple student database.
3. Explain what a query is and give two examples of simple queries that can be performed on a student database.
4. Explain the purpose of a database report.
5. Draw a simple student table containing five fields and five sample records.

14. Interactive Revision Quiz

Choose the best answer for each question, then click Submit Quiz to see your score.

1. What is a database?

A computer monitor An organised collection of related information A type of keyboard A computer virus

2. Which database object is mainly used to store data?

Table Report Query Printer

3. What is a record?

A complete set of related information about one item or person A database application A computer screen A printed report only

4. What is the main purpose of a query?

To delete the entire database To shut down the computer To retrieve information that meets specified conditions To create a computer virus

5. Which database object presents information in a readable format?

Table Query Report Field

6. Which of the following can be used as a field in a student table?

FirstName Computer laboratory Database screen Printer

7. Which activity is part of managing a table?

Adding and editing records Replacing the computer monitor Installing a keyboard Printing photographs only

8. What can a query be used to find?

Students belonging to a particular class The colour of the computer case The size of the keyboard The brand of the monitor only

9. Why are reports useful?

They make database information easier to present and read They destroy database records They prevent data entry They replace the database

10. Which sequence best describes basic database management?

Print → Delete → Shut down Enter and store data → Query data → Present results in a report Format computer → Browse → Restart Type → Play games → Delete database

CMPNOTE: Free Digital Technologies learning resources for Nigerian secondary school students and teachers.