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6.0 INFORMATION SYSTEMS

LESSON 1

DATABASE OBJECT-QUERY

DEFINE THE QUERY AS ONE OF THE DATABASE

OBJECTSA Query is database object that retrieves specific information from a

database.

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You can create new Queries using one of the methods.

Create query in Design View.

Create query by using wizard.

CREATING A RELATIONSHIP

You need to create the reationship between !abes

before you can create Queries.

" See Demonstrations From the CD

Referential Integrity is a set of rules that ensures relationships between

Tables within a database are all valid.

CREATING A QUERY IN DESIGN VIEW


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CREATING A QUERY BY USING WIZARD


TO RUN A QUERY


EXTENSION :USING PARAMETER

#arameter is a vaue in a specific fied used to retrieve information from the

Query such as $io%ife in $rand fied.

Another e&ampe' you can type in the date of purchase of vitamin C for the

month of August.

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Only the information on vitamin C for the month of August which is specied

in the perimeter will be displayed.

OBJECTS

A Form is a database object that allows users to

add, modify and view information.

Form can be created based on the Table or uery.

(t is used when searching for a particuar piece of information. !hisenhances the system performance speed.

LESSON 2

DATABASE OBJECT-FORM

DEFINE THE FORM AS ONE OF THE DATABASE

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!owever, when From is used, it is easier as you need to clic" on the new

A )orm is an organised and formatted view of seected fieds from seected

!abes or Queries.

$y using !abe' you need to scro down to fi in the new data. !his data

entry process wi ta*e time.

record button to fi in the new data.

!his wi speed up the data entry process.

+hen you add new data into )orms' you are automaticay aso adding the

data into the !abe.

+hen you modify data on )orms' you are automaticay aso modifying the

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data in the Table.

#ou can create new Form using one of the methods.

Create form in Design View.

Create form by using wizard.

CREATING A FORM IN

DESIGN VIEW


CREATING A FORM BY USING WIZARD


ENTERING DATA IN A FORM


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Form.

EXTENSION :MAIN FORM AND SUBFORM

,ometimes' you want to get the information from two !abes to design a

)or e&ampe' you want to design an invoice form to contain customer and

product detais.

(n this situation' you need a main form and a subform. A main form

contains customer information.

A subform is inserted into a main form.

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The invoice form gets information from two Tables that are Customer Table

and $roduct Table.

%n the invoice form, the Customer Table supplies data such as

Customer-ame' Address and Contact-umber for the main form.

#roduct !abegives data for the subform. (t contains specific detais such as

#roduct(D' Detais' Quantity and #rice purchased by the customer.

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$y using mai form and subform' you can view the information together.

!he main form and subform appear in the same window.

LESSON 3

DATABASE OBJECT-REPORT

DEFINE THE REPORT AS ONE OF THE DATABASE

OBJECTS

A eport summarises information from the database.

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A eport is a database object that presents

seected information from !abes or Queries'

for printing purposes.

+hen designing a eport' consider the point

you are ma*ing' the audience and the eve

of information they needed.

eports can be created based on the !abe or Query.

You can create new Queries using one of the methods.

Create report in Design View.

Create report by using wizard.

CREATING A REPORT IN DESIGN VIEW


CREATING A REPORT BY USING WIZARD


EXTENSION :PUBLISH YOUR REPORTS TO WEB

PAGE

A +eb #age is resource of information that can be accessed through a +eb

browser.

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!he purpose of pubishing your eports on the +eb is to aow peope from

be updated wee*y. You coud produce inventory eport and e&port that

eport as an /!0% fie. !he eport has to be converted to /!0% format

before being pubished.

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multiple locations in your organisation to view your &eport.

For e'ample, if your company sells many items, the inventory report has to

!his fie is transferred to the +eb ,erver and can be accessed by a staffs

in the organisation.

LESSON

DATA MANIPULATION

Data manipuation refers to the operations of accessing' ocating'

organising' modifying and managing data contained in the database.

$asic operations of data manipuation 1

2pdate(nsert

Deete

etrieve

,ort

)iter

,earch

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UPDATING RECORDS

!he 2pdate operation is used for changing data in a database !abe.

" See Demonstrations From the CD.

INSERTING RECORDS

!he (nsert operation is used for adding records to a database !abe.


DELETING RECORDS

!he Deete operation is used for removing records from a database !abe.


RETRIEVING RECORDS

!he etrieve operation is used for retrieving records from a database !abe.


SORTING RECORDS

!he ,ort operation is used for sorting records in a records in a database

!abe.


FILTERING RECORDS

!he )iter operation is used for fitering records from a database tabe.

(nstead of dispaying a the records in a !abe' you can use a fiter to

dispay ony those records that you want to see or edit. "See

Demonstrations From the CD.

SEARCHING RECORDS

!he ,earch operation is used for finding record from a database tabe.

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You can use the )ind function in 0icrosoft Access to search for the records.

You can use the )ind feature to ocate one or more records to find specific

data.

EXTENSION : DATA EXPORT

!he transferring of data from a format to another is caed the data e&port.

)or e&ampe' in 0icrosoft Access !abe' Queries' )orms and eports can be

e&ported to a spreadsheet format.

,ometimes' you wi come across situations where your data is stored in

0icrosoft Access but you need to move or copy it to 0icrosoft 3&ce.

)or e&ampe' you might want to give your report to a group of users who

i*e to view the data in the form of a chart or graph.

You might aso want to manipuate your data using ine chart where you

can see the shipping date cearer.

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Data 3&port is a ot easier than retyping the data in a spreadsheet.

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6.0 INFORMATION SYSTEMSLESSON

!

PHASES OF SYSTEM DEVELOPMENT

!he system deveopment phase is a series of steps used to deveop a

order to deveop a database program.

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database program.

These phases describe the processes that system developers carry out in

OVERVIEW OF SYSTEM DEVELOPMENT PHASES

A"#$%&'& P(#&)During the Anaysis #hase' system deveopers wi perform probem

anaysis by finding out the needs of target users.,ystem deveopers aso

identify the input' process and output for the new system.

D)&'*" P(#&)$ased on the needs of target users' the system deveopers wi design an

3ntity eationship Diagram 43D5. !his phase is *nown as the Design

#hase.

I+,$)+)"#'." P(#&)(mpementation #hase is the phase where system deveopers create

database using database software.

T)&'"* P(#&)!he system wi be tested by the target users in the !esting #hase.(f thereis any error detected' the system deveopers wi fi& the error.

D./0+)"#'." P(#&),ystem deveopers wi produce the documents for the program during the

Documentation #hase.

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6.0 INFORMATION SYSTEMSLESSON

M#'")"#"/) P(#&)!he system deveopers continue to provide support during the 0aintenance

#hase.!hey monitor the system performance and ma*e changes when

needed.

EXTENSION :PRACTICES OF DEVELOPING A NEWINFORMATION SYSTEM

,ome practices of deveoping a new information system1

W. #& # *.0,+hen you want to deveop an information system' you must wor* as a

group. A group members must wor* together to compete tas*s i*e data

entry and anaysis.

I".$)& +#"% ,).,$)(nvove as many peope as possibe in your project. !his means that youshoud not ony thin* of peope in your group but aso friends and teachers

who wi use your information system.

W'$$'"* . #//), /(#"*)&Create a cuture among yourseves to accept changes. )or e&ampe' each

of you shoud try changing roes throughout your project so that everyone

earns each other s responsibiities.

You must be wiing to accept changes when others give comments or

recommendations.

S(#) 4'( .()&!e as many peope as you can about what your group is doing. !his

encourages sharing of ideas and earning from one another.

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ANALYSIS PHASE

ANALYSIS PHASE OF SYSTEM DEVELOPMENT

!he Anaysis #hase is the first phase of system deveopment.

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(n this phase' the system deveopers

woud need to define probems faced by

target users.

!he target users wi indicate their

requirements. !hey need to give a

description of what a system must do and

the main functions of the system.

$y doing this' the system deveopers can define the purpose of the system.

(t woud hep system deveopers set the focus of the system.

PROBLEM ANALYSIS

During the Anaysis #hase' the system deveopers wi interview the target

users to find out their needs.

)or e&ampe' in the ,choo esource Centre'the system deveopers found out that the

target users are currenty using the manua

system.

!hey are facing difficuties in *eeping resource

materias organised as the voume of boo*s is

increasing.

!he target users require a new system that is a

,choo esource ,ystem to register and cataogue their boo*s.

$y doing probem anaysis' the system deveopers woud have to

understand the needs of the target users.

!he new system shoud store a boo* detais

as in a manua system.

!he new system shoud be faster' easier to

use and have a arger storage.

(n the ,choo esource ,ystem' the system deveopers need to identify the

input' process and output for the system.

!he system deveopers identify the input' for e&ampe Author-ame'

#ubisher-ame' Category-ame' $oo*!ite and $oo*#rice.

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(y doing this problem analysis, the system developers can come up with the

LESSON

!he system deveopers identify the process for a the system. A new

boo*s purchased by the ,choo esource Centre woud have a their data

*eyed into the ,choo esource ,ystem.

!he system deveopers identify the output for the system. )or e&ampe' the

boo*s which have been *eyed in wi be printed out as document references

in the ,choo esource Centre.

design of the system.

EXTENSION :STANDARDISATION

,tandardisation is a set of rues and procedures that system

deveopers require target users to accept and foow.

)or e&ampe' system deveopers need standardisation for the coding of

stoc* name.(n Anaysis #hase' system deveopers need to understand the

terms used by target users in order to set a standardisation for input'

process and output.

(f the stoc* code is set to ,66667' the target user must foow the standard

by using the prefi& , for the rest of the stoc* code. )or e&ampe ,66668'

,66669 and so on.

,tandardisation is used to hep peope wor*ing on the same deveopment

project to produce consistent resuts.+ithout standardisation' the system

wi not function correcty.,etting standards avoids confusion in the whoe

process of system deveopment.

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DESIGN PHASE

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DESIGN PHASE!he Design #hase is the second phase in system deveopment. (t refers to

the panning of the system design.

GUIDELINES FOR DESIGNING A DATABASE:

C(..&) 7##Choose the neccessary data you need to store in the database. )or

e&ampe' in the ,choo esource ,ystem' the necessary data are Author'

$oo*' Category and #ubisher.

E"&0) #8$) /."#'"& () ")/)&% 7##(n this ,choo esource ,ystem' there are four !abes invoved' namey

Author' $oo*' Category and #ubisher.

)rom the anaysis' the system deveopers found out that1

An author can have one or more boo*s.

A pubisher has one or more boo*s.

A category has many boo*s.

D))+'") 9')$7You need to ensure !abes contain the necessary data.

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There are two symbols used in an

)ntity &elationship *iagram.

3ntity eationship Diagram 43D5 is one of the diagrams that show how

!abes are organised and reated to one another.

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%n the +chool &esource +ystem, system developers can use the )ntity&elationship *iagram to describe all Tables and their elds.

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EXTENSION : MOCKUP

A moc*up is a sampe of the input or output that contains actua data.

A moc*up is needed when handing a big database program so that

the system deveoper and target user understands the system better.

!he system deveopers show moc*ups to users for their approva. (t

is important to invove users during input and output design stagesbecause users finay wi wor* with those designs.

2sers must give their approva on a inputs and outputs before system

deveopers proceed with database design. A moc*up ensures input and

output designs meet the needs of users.

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technical plan and design plan into a computer program.

The %mplementation $ha se is the phase where a system is created.

LESSON

IMPLEMENTATION PHASE

!he (mpementation #hase is the third phase of system deveopment.

(n the (mpementation #hase' the system deveopers wi convert the

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CREATING DATABASE

%n this phase, a system developer uses

database software such as icrosoft Access

as the development tool to create a +choll

&esource +ystem.

See Demonstrations From the CD.

Referential Integrity is a set of rules

that ensures relationships between

Tables within a database are all valid.


CREATING TABLES

You can use Design View to create tabes to store data. You are to createfour tabes1 Author' $oo*' #ubisher and Category for the ,choo esource

,ystem.


ASSIGNING TABLE RELATIONSHIP

CREATING QUERIES" See Demonstrations From the CD.

CREATING FORMSYou can use )orms to perform data entry and retrieve reated data.


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boo"s.

One-to-one relationships happen when there is only one record in ibrary

CREATING REPORTSYou can use eports to summaries information from the database.You can

create new eport using wizard.

You can use eports to retrieve information from the database using !abe

or Query.


EXTENSION :TYPES OF RELATIONSHIP

O")-T.-O"))or e&ampe' each member has ony one address record.

O")-T.-M#"%)or e&ampe' each boo* has ony one category. 3ach Category has many

0ember to another one record in 0ember Contact.

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:ne"to"many reationships happen when each record in $oo* Category has

many reated records in $oo*.

LESSON ;

TESTING PHASE

!esting #hase is the fourth phase of system

deveopment. (t invoves the system

deveoper and user in the !esting #hase.

!o ensure the quaity of a database' the

system deveopers act as quaity controers

and wi run tests on it.

!he purpose of system testing is to ensure

the system runs correcty and is error free.

DATA ENTRY IN TESTING PHASE$efore testing the database' data must be entered into the !abes. 3nter

data for four !abes 1 Author' $oo*' Category and #ubisher.


TESTING ON DATABASE OBJECTYou can do the testing to verify that each database object is functioning.

You need to conduct testing to detect any error present.


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/alidation is the process of comparing the data to a set of rules or values to

determine if the data is accurate.

For e'ample, the 0uan tity a user

"eyed in should be less or e0ual to

1222. The message will pop up if

the 0uantity is over 1222.

The message will pop up if the salary is over 1322.

(y implementing data validation, it minimises data entry errors.

TESTING ON FUNCTIONALITY OF THE SYSTEMYou can aso conduct a test to verify that a systems wor* together

propery.


EXTENSION :DATA VALIDATION

A range chec* is another e&ampe of a vaidity chec*.

)or e&ampe' the saary a user *eyed in shoud be between ;66 and 7

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*ocumentation refers to the written material s generated throughout phasesof system development.

LESSON 1oba Disaster Aert and Coordination ,ystem is a joint initiative of the

2nited -ations and 3uropean Commission.

GLOBAL DATA MONITORING INFORMATION

SYSTEM>oba Data 0onitoring (nformation ,ystem is a

+eb"based information system that coects data

wordwide to sustain socia and economic

progress in a countries.

>oba Data 0onitoring (nformation ,ystem is to

hep countries overcome probems of poverty'heath and education.

)or e&ampe' data coected on /(V statistics is anaysed and it was found

that miions of death were caused by A(D,.

$y using this system' medica assistance can be prompty given to those

countries affected.

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(t is an effort by 0iennium Deveopment >oas under the +ord $an*

group.

Documents

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