F2 DATABASE QUESTIONS AND ANSWERS

M MJune 12, 2024

1. Differentiate between a foreign key and primary in a relational

database.
-A primary key does not allow duplication of records while a foreign key
allows duplication of records.
2. Mention two advantages of entering data into a database using
a form.
-The user is able to automatically enter data by using option groups such
as list box that displays a list of data values.
-The user can be limited to accept only certain data values already
provided in the list. This controls data entry and ensures that integrity is
maintained.
3. Define the following terms as used in database:
a)Record
b)File
c)Database
a)Record: it is a collection of related field that represent a single entity.
b)File: it is a collection of related records. It is also known as tables.
c)Database: it is a collection of related files.
4. State one function of each of these objects in a database.
a) Table
b) Query
c) Forms
d) Reports
a) Table: used to hold related records
b) Query: used to filter the content of a table to extract specific data from
one or more tables.
c) Forms: used to view and enter data in a table.
d) Reports: used to design an output layout for displaying information
5. List three types of relationships that can be used to link tables
in a database.
-One-to-one
-Many-to-many
-One-to-many
-Many-to-one
6. Define the term database management system (DBMS).
-It is an application program that allows user to create, organize,
maintain and store information in an ordered manner for timely and
quick retrieval
7. List three database management system objects.
Table
Form
Query
Report
Macros
Module.
8. Explain these database models:
a) Relational
b) Hierarchical
a) Relational: it is a type of database model that allows the user to
represent data in a simple row-column (tabular) format. A field is
represented in a column while the records are presented in a row.
b) Hierarchical: it is a type of database model that organize data in
different levels in the form of a tree structure. The origin of data is
known as the root. Data in different levels below the root are known as
the nodes and the last node is the leaf
9. Distinguish between relational database and flat file model.
-A flat file database can only hold one set of data at a time while a
relational database holds more than one set of data that are related in
one file also known as a table
10. Define the term dynaset as used in database
-A dynaset is the result obtained when a query is run
11. List four features of database software
-It enables the user to create tables/file structure for storage of data.
-It has record filtering features known as the queries which enable the
user to extract records that meet given criteria
- It has a graphical user interface called forms for input and display of
data.
-It enables the user create summary reports
-Has the macros facility to automate frequently done tasks
It has the programing modules which enable the user to design a
database software
12. Differentiate between database and database management
software
A database is an organized collection of data stored in categories that
are accessible in a logical manner while a database management system
is an application software that helps in organizing and manipulating data
13. Explain these database models:
a)Network model
b)Flat file
a) Network model: links are used to express the relationship between
different data items forming a network of items. The data items are
known as the sets and are located using a pointer. It creates a many-to-
many relationship.
b) Flat file: flat file database can only hold one set of data at a time just
like the traditional filing system. The data item is stored sequentially in
one file and access to it is done serially
14. The figure below shows an example of a database model:
Name the type of database model represented by the figure.
Flat file database model
15.State one disadvantages of flat file database model
-It is time consuming since data are accessed serially
-It is tiresome to update data items.
16. Give three functions of a database management system.
-Provide the user with the means to manipulate data in a database.
-provide the user with a feature that enable them to display only certain
records from a database.
-Contain programming language within it that enables the user to create
an application software.
-Keeps statistics of data items in a database
-Ensures security for the data in the database
-Organizes data for easy access, retrieval and manipulation of records
17. State three ways in which a primary key field can be used in a
database.
-Maintain data integrity
-Control redundancy
-Index records in a database
-Sort records in a database
18. Define the term normalization as used in a database.
-It is the process of dividing information into independent tables to avoid
redundancy and allow flexibility in manipulating the database
19. Differentiate between an index and a primary key.
-An index field can allow duplication of records while a primary key does
not allow duplication of records.
-An index field is used to speed up access of data while a primary key
field is used to uniquely identify records in a table
20. Mention three objectives of normalization.
-Remove redundancy
-Separate fields, records and tables.
-Organize related data items into tables
21. Differentiate between a report and a form.
-A report is used to display information while a form is used to enter data
in a database
22. List two types of form layout available in a database form
wizard dialog box.
-Single field size accept numbers with a maximum of 38 decimal places
while double field size accepts numbers with a maximum of 308 decimal
places
23. List any six general field properties that can be set on a field
in a table.
-Field size
-Caption
-Format
-Decimal places
-Input Mask
-Default value
-Validation rule
-Validation Text
-Index
-Allow zero length.
24. Name any two examples of a database package.
-Oracle
-Dbase IV
-Dbase II
-Microsoft Access
-Dbase III
-Dbase V
-Ms SQL server
-FoxPro
25. Differentiate between the term entity and attribute in a
database.
-An entity is a thing or object of significance from which a database is
created while an attribute is any detail that serves to qualify, identify or
express the state of an entity.
26. State two qualities of a primary key field.
-Does not accept null value
-Cannot allow duplication of data in a field.
27. A form two student wishes to create a field named ADM. No in
a table. This field will be used to store admission numbers of
students in a class. Outline the steps to follow to achieve this.
**Open the Database Software**: First, open the database
management software where you want to create the table.
**Create a New Table**: Look for the option to create a new table
within the software. This option is usually found in the main menu or
toolbar. Click on it to start creating a new table.
**Design the Table Structure**: In the table design view, you will see
columns where you can define the field names and their data types.
Create a new field by typing "ADM. No" in the field name column.
**Set the Data Type**: Choose the appropriate data type for the "ADM.
No" field. Since it will store admission numbers, you may choose a data
type like "Text" or "Number" depending on the format of the admission
numbers.
 **Set Field Properties**: You can set additional properties for the
"ADM. No" field such as the field size, format, and any validation rules if
needed. This ensures the data entered into this field is accurate and
consistent.
**Save the Table**: Once you have defined the "ADM. No" field and any
other necessary fields, save the table with a suitable name that reflects
its purpose, such as "Student Information" or "Admissions Data."
**Enter Data**: After creating the table with the "ADM. No" field, you
can start entering admission numbers for students in the class into this
field. Make sure to follow any guidelines or data formatting rules you
have set earlier.
By following these steps, the form two student will successfully create a
field named "ADM. No" in a table to store admission numbers of students
in a class in the database.
28. Define the term control as used in database forms.
-These are tools on the form that help the user to navigate and utilize the
form. Examples are Option button and text box.
29. Explain three categories of database controls.
-Bound control: a type of control whose source data is field from a table
or query.
-Unbound control: a type of control that is not connected to any data
source.
-Calculated control: a type of control used to create a calculated field.
Its source can either be a bound or an unbound control
30. State three disadvantages of traditional file management
system over electronic file management system.
Traditional file management system Electronic file management system
Unnecessary duplication of data Controlled data duplication
Difficult to update records because they have Faster update of data since the access method
to be accessed sequentially is used is direct
Inaccurate reports due to poor data entry and Data entry is checked hence more accurate
organization reports

31. Name four types of Action Queries.

-Make table query
-Append query
-Delete query
-Update query
32. Give the function of each of the following queries. -Make table
query -Delete query -Append query -Update query;
■Make table query: Used for creating another table from existing table
or tables or queries.
■Delete query: used to automatically delete a record or records from the
source data.
■Append query: used to automatically add a record or records to an
underlying table.
■Update query: used to automatically modify record(s)in a table.
33. Differentiate between an action query and a select query.
Action query is used to make changes to many records at once in one or
more tables.
Select query is used for searching and analyzing data in one or more
tables
34. Give three ways of opening Ms-Access program.
-Double-click on Ms-Access icon on the desktop.
-Click Start button then select Programs from the start menu and click
Ms-Access from the program list.
-Open a file created using Ms-Access and click New
command from the standard toolbar.
-Right-click on Ms-Access icon on the desktop then select Open from the
pop-up menu.
-Click on Ms-Access icon on the desktop and press enter key.
35. Differentiate between single and double types of integer field
size as used in database.
-Single field size accept numbers with a maximum of 38 decimal places
while double field size accepts numbers with a maximum of 308 decimal
places
36. Expand the term OLE objects as used in database.
Object Linking and Embedding
37. Give the function of Object Linking and Embedding (OLE)
object data type.
-It is used to insert graphical objects in a database
38. State two ways of enforcing referential integrity in a database.
-Defining a foreign key on a column
-Checking the enforce referential integrity box on the edit relationship
dialog box
39. State three views in a Microsoft database window.
-Datasheet view
-Design view
-Form view
-Layout view