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DATABASE MANAGEMENT
SYSTEMS
ELECTRONIC FILING SYSTEMS
OVERVIEW OF DATABASE
MANAGEMENT SYSTEMS (DBMS)

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 Database management system is a set of
programs that deals with

Prepared by: S. K. M. Njovu

 Storage of information/records
 Modification of stored information/records
 Extraction of the stored information/records
 It also provides users with tools to
 Add, delete records
 Access records
 Update records
 Analyze stored information
TYPES/MODELS OF DBMS

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 the hierarchical model:treelike model, is
confined to a one-to-many relationship

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 the network model: consists of more complex

relationships, allows for many-to-many

relationships
 the relational model: uses two-dimensional

rows and columns to store data

 the object relational model: has the ability to

handle graphics, pictures, voice and text

COMMON DBMS

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 What is DBMS?
 Common DBMS

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 MS Access
 MySQL
 Oracle
 SQL Server
 PostgreSQL
MICROSOFT ACCESS 2007 DBMS

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 This is a relational database model
 Data is stored in tabular form

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 Columns represent ATTRIBUTES e.g. age, sex,

marital status
 Rows represent ENTITIES e.g. individual and

identifiable objects like Juma, Esther, Julieth

 Examples of such databases include

TELEPHONE DIRECTORY, ADDRESS BOOK,

etc.
RELATIONAL DATABASE
 Definition:
 Data stored in tables that are associated by
shared attributes (keys).
 Any data element (or entity) can be found in the
database through the name of the table, the
attribute name, and the value of the primary key.
RELATIONAL DATABASE DEFINITIONS
 Entity: Object, Concept or event (subject)
 Attribute: a Characteristic of an entity

 Row or Record: the specific characteristics of

one entity
 Table: a collection of records

 Database: a collection of tables

Registration No Name Course

1245/T.18 Elizabeth LLB
5478/T.18 Tonny Engineering
THE RELATIONAL MODEL
 Each attribute has a unique name within an
entity
 All entries in the column are examples of it

 Each row is unique

 Ordering of rows and columns is unimportant

 Each position (tuple) is limited to a single

entry.
DATA MODEL: WHAT’S A MODEL?
 A data model is a representation of reality
 It’s used to define the storage and

manipulation of a data base.

 Data Models have two components:
 Structure:the structure of the data stored within
 Operations: Facilities for manipulation of the
data.
CRUD !
 Refers to the most common Database
Operations:
 Create
 Read
 Update
 Delete
 Operations occur at all levels: Tables,
Records, Columns
ATTRIBUTES
 Characteristics of an entity
 Examples:
 Vehicle (VIN, color, make, model, mileage)
 Student (SSN, Fname, Lname, Address)
 Fishing License (Type, Start_date, End_date)

 Text, date, real, integer

DATABASE TABLE EXAMPLE

Figure 1: A simple – and flawed – table design.

Figure 2: An improved database table..

DATABASE RELATIONSHIPS
 How is one entity related to another entity?
 Real-world sources:
 Ownership
 Parentage
 Assignment
 Regulation
 Database Table Keys

Definition:
A key of a relation is a subset of attributes with the following
attributes:
• Unique identification
• Non-redundancy
TYPES OF KEYS
PRIMARY KEY
 Serves as the row level addressing mechanism in
the relational database model.
 It can be formed through the combination of
several items.
FOREIGN KEY
 A column or set of columns within a table that
are required to match those of a primary key of a
second table.
These keys are used to form a RELATIONAL
JOIN - thereby connecting row to row across
the individual tables.
Relational Database Management
System (RDBMS)
Table A

Name Address Parcel #

John Smith 18 Lawyers Dr. 756554
T. Brown 14 Summers Tr. 887419

Table B

Parcel # Assessed Value

887419 152,000
446397 100,000
DATABASE KEYS
 Primary Key - Indicates uniqueness within
records or rows in a table.
 Foreign Key - the primary key from another

table, this is the only way join relationships

can be established.
 There may also be alternate or secondary

keys within a table.

ICT IN LEGAL (LAW) SECTOR

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 Digital legal documents
 Electronic filing system

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 Digitalized legal systems
 Proceedings in court –recording -Case
management systems
 Case reports, user-opinions, etc
 Searching and summarizing
 Prediction –simulation
 Digitalized legal councilor –Advocate

 Digital Legal clinic

 Limitations
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STOP
CONSTRUCTING JOIN RELATIONSHIPS
 One-to-many relationships include the
Primary Key of the ‘one’ table and a Foreign
Key (FK) in the ‘many’ table.
GETTING STARTED WITH MADBMS

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 Point and click at WINDOWS BUTTON
 Point and click at ALL PROGRAMS

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 Locate and point at Microsoft Office

 Locate, point and click at Microsoft Access

2007
 Wait to see the following initial screen …
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MICROSOFT ACCESS 2007
CREATING A NEW BLANK DATABASE

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 Click at NEW BLANK DATABASE
 Specify the database file name e.g.

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students2013
 Specify storage area of your database e.g.

your flash disk

 Click at the CREATE button to get the

following screen …
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DATABASE CREATION WINDOW
CREATING TABLES

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 Assume the database is open, proceed as
follows:

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 Click at CREATE, TABLE
 Click at VIEW, choose DESIGN VIEW
 Save the table to be created i.e. type table name
and click OK … the fields screen appears
 Define the fields – field name, data type, other
field properties
 Close the fields’ definition window, SAVE
CHANGES
 Check the following three screens …
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CREATE TABLE SCREEN
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TABLE DESIGN VIEW
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FIELDS DEFINITION SCREEN
DEFINING THE FIELDS

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 Type the field name e.g. reg-number
 Specify its data type e.g. text

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 Specify general properties
 Fieldlength: 10
 Required: yes
 Indexed: yes, no duplicate
 Repeat the above process for the remaining
fields as required by your table
 Save your table once more
CREATING A SAMPLE DATABASE

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 Let us assume it is an MU staff database
 Database name: MU-STAFF

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 Tables: main table and subsidiary tables as follows
 Employees: main table – pfno, names, codes for sex,
marital status, education level and department
 Sex: subsidiary table – sexcode, description

 Marital status: subsidiary table – maritalcode, description

 Education level: subsidiary table – educationcode,

description
 Department: subsidiary table – departmentcode,

description
 Thenumber of subsidiary tables will depend on the
complexity of the main table and the nature of data
5-9/1: CREATING RELATIONSHIPS

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 Once the tables are created, they have to be
linked

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 Each subsidiary table have to be linked to the

main table
 Linking fields should have some properties

identical, like field type and length

 Check the demonstration …
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SAMPLE RELATIONSHIP OF TABLES
CREATING FORMS

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 Access forms are much like paper forms
 You can use them to enter, edit, or display

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data
 They are based on tables

 When using a form, you can choose the

format, the arrangement, and which fields

you want to display.
 How to do it, see the following slides …
STEPS TO CREATE FORMS …

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 Open your database
 Select a TABLE to be used

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 Click at CREATE

 Click at FORM

 Use it for data entry OR

 Just save it for future use

 As easy as taking AZAM COLA …

 Demonstration …
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CREATING FORM SCREEN
CREATING A QUERY

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 Use a query to view a subset of your data
 Use a query to answer questions about your

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data
 For example, if you want to view a list of

student names and email addresses

 You can create a query that displays the

student’s first name, last name, and email

address only
 And so much more extraction of data …
HOW TO CREATE QUERIES

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 Open your database
 Click at CREATE

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 Click at QUERY DESIGN

 Add tables of interest

 Close the add tables window

 Select fields to extract data from

 Set criteria to filter your data set

 Run your query

 Quit or save the query

 See the following slide …

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ADD TABLES FOR QUERY
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SELECT FIELDS SCREEN
CREATING REPORTS

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 Reports organize and summarize data for
viewing online or for printing

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 A detail report displays all of the selected

records
 You can include summary data such as totals,

counts, and percentages in a detail report

 Check the steps on how to do it …
HOW TO CREATE A REPORT

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 Open a database to use
 Click at CREATE, REPORT WIZARD, next

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 Select TABLE or QUERY to use, next

 Add fields to include in the report, next

 Decide how to view your report e.g. by

employees, next,next
 Choose report layout, next

 Choose report style, next

 Click at FINISH: you can view or just print the

report