Agenda

Introduction and participants needs

We will review “what is a database;”
Understand the difference between data and
information;
What is the purpose of a database system;
How to select a database system;
Database definitions and fundamental building
blocks;
Agenda (2)
Database development: the first steps;
Quality control issues;
Data entry considerations;
What is a database
A database is any organized collection of data. Some
examples of databases you may encounter in your
daily life are:
a telephone book
T.V. Guide
airline reservation system
motor vehicle registration records
papers in your filing cabinet
files on your computer hard drive. 
Data vs. information:
What is the difference?
What is information?
What is data?
 Information is data that have
 Data can be defined in many
been organized and
ways. Information science
communicated in a coherent
defines data as unprocessed
and meaningful manner.
information.
 Data is converted into
information, and
information is converted
into knowledge.
 Knowledge; information
evaluated and organized so
that it can be used
purposefully.
Why do we need a database?
 Keep records of our:
 Clients
 Staff
 Volunteers
 To keep a record of activities and
interventions;
 Keep sales records;
 Develop reports;
 Perform research
 Longitudinal tracking
 Is to transform

Data Information Knowledge Action

More about database definition
What is a database?
 Quite simply, it’s an organized collection of data. A
database management system (DBMS) such as Access,
FileMaker, Lotus Notes, Oracle or SQL Server which
provides you with the software tools you need to organize
that data in a flexible manner.
 It includes tools to add, modify or delete data from the
database, ask questions (or queries) about the data stored
in the database and produce reports summarizing selected
contents.
Let’s explore some examples
Outlook contacts
Aspira Association MIS
KidTrax
GIS-GPS systems
Types of Databases
Non-relational databases
Non-relational databases place information in field categories that we create so
that information is available for sorting and disseminating the way we need it.
The data in a non-relational database, however, is limited to that program and
cannot be extracted and applied to a number of other software programs, or
other database files within a school or administrative system. The data
can only be "copied and pasted.“ Example: a spread sheet

Relational databases
In relational databases, fields can be used in a number of ways (and can
be of variable length), provided that they are linked in tables. It is
developed based on a database model that provides for logical
connections among files (known as tables) by including identifying data
from one table in another table
Selecting a Database Management
System
Database management systems (or DBMSs) can be divided into
two categories -- desktop databases and server databases.  
 Generally speaking, desktop databases are oriented toward
single-user applications and reside on standard personal
computers (hence the term desktop). 
 Server databases contain mechanisms to ensure the reliability
and consistency of data and are geared toward multi-user
applications.
Selecting a database system: Need
Analysis
The needs analysis process will be specific to your organization but, at a
minimum, should answer the following questions:
 How many records we will warehouse and for how long?
 Who will be using the database and what tasks will they perform? 
 How often will the data be modified?  Who will make these
modifications?
 Who will be providing IT support for the database?
 What hardware is available?  Is there a budget for purchasing
additional hardware?
 Who will be responsible for maintaining the data?
 Will data access be offered over the Internet?  If so, what level of
access should be supported?
Some Definitions
 A File: A group or collection of similar records, like INST6031 Fall
Student File, American History 1850-1866 file, Basic Food Group
Nutrition File
 A record book: a "rolodex" of data records, like address lists,
inventory lists, classes or thematic units, or groupings of other unique
records that are combined into one list (found in AppleWorks,
FileMaker Pro software).
 A field: one category of information, i.e., Name, Address, Semester
Grade, Academic topic
 A record: one piece of data, i.e., one student's information, a recipe, a
test question
 A layout: a design for a database that contains field names and
possibly graphics.

Database glossary
Fundamental building blocks
Tables comprise the fundamental building blocks of any database.  If you're familiar with
spreadsheets, you'll find database tables extremely similar.  Take a look at this example of a
table sample database:

The table above contains the employee information for our organization -- characteristics like
name, date of birth and title.  Examine the construction of the table and you'll find that each
column of the table corresponds to a specific employee characteristic (or attribute in database
terms).  Each row corresponds to one particular employee and contains his or her
information.  That's all there is to it!  If it helps, think of each one of these tables as a
spreadsheet-style listing of information.
Where do we start?
Let’s explore your “paper
system”
 Client intake forms
 Job application form
 Funders reports
Database modeling:
 Define required fields from
“forms” or required reports
 Avoid repetition
 Keep it simple
 Identify a unique identifier or
primary key
 Some Quality Control
Considerations
 Remember “garbage in – garbage
out”. Some examples and how to
prevent this.
 Quality management
encompasses three distinct
processes: quality planning,
quality control, and quality
improvement
 Quality Planning in relation to
database systems design:
 Who will perform data
entry?
 Training? On-line help?
 How data entry will be
performed?
Data entry considerations
Define “must” enter fields – no record is complete unless:
such and such is entered;
Make data entry fool proof. Example: Grade level can be
entered as a number (8 or 8th or eight). By using a pull-
down menu with the correct data format these mistakes
can be avoided.