Importance Of Dbms In Commercial Information Technology Essay
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I work for a database designer company. I was studying at the Gregorians college and approached by ST Gregorians high school to design their database for their old students. The purpose of the database is to maintain details of the student, track their progress or career. To records data of the students and create an application to allows a number of functions like, updating details, producing reports and retrieving data. To develop the database student data was collected and number of steps was taken
1.1 Importance of DBMS in commercial and non- commercial environment.
Database management system (DBMS) is an organized set of facilities for accessing and maintaining one or more databases. A DBMS is a shell which surrounds a database or series of databases and through which all interactions take place with the database.
Features of Database management system (DBMS)
Provides a way to structure data as records, tables, or objects
Accepts data input from operators and stores that data for later retrieval
Provides query languages for searching, sorting, reporting, and other decision support activities that help users correlate and make sense of collected data
Provides multiuser access to data, along with security features that prevent some users from viewing and/or changing certain types of information
Provides data integrity that prevent more than one user from accessing and changing the same information simultaneously
Provides a data dictionary (metadata) that describes the structure of the database, related files, and record information
Database management system is widely used all around the world in different sectors:
Banking
The bank uses a database for storing and maintaining customer information, like their personal information name, address, DOB, contact number and other information. It is also use for accounts loans and banking transactions.
Airlines company
The airline company uses the database management system for reservations and schedule information. Airlines were among the first to use database in a geographically disturbed manner-terminals situated around the world accessed the central database system through phone lines and other data networks. And it is also very important as they have to manage a lot of data and information
Universities
A lot of learning institute also needs a database system for student information, as they have as lot of student and need to keeps information such as students course, payments course registrations and grades and keep updating their details.
Credit card
There are also credit card companies who use database system for the customer credit card details for purchases on credit cards and generation of monthly statements.
Telecommunications
Telecommunications also need a database system for keeping records of calls made, generating monthly bills, maintaining balances on prepaid calling cards and storing information about the communication networks.
Finance
For storing information about holdings, sales and purchase of financial instruments such as stocks and bonds
Sales
The sales also need to have a database management system for their customer, product and purchase information.
Manufacturing
Database system are also used by manufactures for management of supply chain and for tracking production of items in factories, inventories of items in warehouses/stores and orders for items.
Human Resources
Many company human resources department also uses a database system for information about their employees, for making salaries, payroll taxes and benefits and for generation of paychecks.
Web based services
Web based services uses database system for taking web users feedback, responses, and resource sharing etc.
As nowadays companies are growing a lot and to keep their data safe and well organised for future use, you can see that the database management system is very important and widely used. There are also businesses that run their business very well and do not need a database management system for their data, such as;
Fruit and vegetable market
Fruit markets are where people sell fruits and vegetables. For this they had to keep information about their fruits them have such as; apple, orange and other fruits and have to keep information about how much they sold and other information. It is not important for them to have a database system as they don't have to keep a lot of information.
Food restaurant
Places like food restaurant do not need a database system. You just go in a restaurant to eat food and drink, and their work is to cook food and serves food. They don't need to keep records of how many people coming to keep, and for their vegetables they need, they do not have to keep records as they got weekly deliveries.
Hairdresser
Hairdressers also do not need to have a database management system, the business works very well and they got a lot of customers. But it's not necessary for them to use a database system as their work is straight forward.
Corner shop
Corner shops are where we can buy foods, groceries just like the supermarkets buts it's smaller and every area has corner shops, but they does not need a database system, as when you go there to buy something they just give you a grocery receipt, but in supermarket its very important to have a database system as they need to keep records of lots of data such as food and other things they sell and for their employees information.
1.2 Provide evidence to support a knowledge and understanding of database environment.
Ms Access is a relation database management system developed by Microsoft. Access allows user to create forms and reports. It is a powerful database tool used by mostly small business. Data is stored as a number of tables, each table consists of a number of records and each record contains a number of fields . Microsoft access can use data stored in access/jet, Microsoft SQL server, Oracle, or any ODBC- compliant data container. Software developers and data architects use it to develop powerful, complex application software. Unskilled programmers and non-programmers can also use it to build simple applications without having to deal with features they don't understand.
Advantages of using Microsoft access
MS Access includes samples database applications for users, and helps the users to learn about real world tables, forms, queries and reports. Users can also understand the interconnection of these objects to form a database management system. There are also different ways to view database which make it easier.
For programmers it is very easy and better to use as queries may be viewed and edited as SQL statements, and SQL statements can be used directly in Macros and VBA modules to manipulate Access tables.
The Access cut-and- paste functionality can make it a useful tool for connecting between other databases.
Table
A table is a grouping of related data organizes in fields (columns) and records (rows) on a datasheet. By using a common field in two tables, the data can be combined. Many tables can be stored in a single database.
Student table
Student id
Student name
Student address
Student date of birth
Student contact
Student age
Table
Table is where you plan for you database and entities, and type of data to be used
Form
Forms are used as an alternative way to enter data into a database table. A form is an arrangement of controls you can use to view, add or edit data in Access. They make the job of editing, adding and viewing data easier especially when the data spread across several related table. Form can also add many features to provide the user with good interface.
Forms can be used for variety of purposes for example;
Create data entry forms to enter data into tables
Create a menu to open other forms or reports.
Create forms to search for particular records, and view and edit data.
Reports
Reports organize and group the information in a table or query and provide a way to print the data in a database. Report can pull data from many tables at once, perform calculations on the data, and present you with neatly formatted results.
Query
Queries select records from one or more tables in a database so they can be viewed, analyzed, and sorted on a common datasheet. The resulting collection of records, called a dynaset (short for dynamic subset), is saved as a database object and can therefore be easily used in the future. The query will be updated whenever the original tables are updated. Types of queries are select queries that extract data from tables based on specified values, find duplicate queries that display records with duplicate values for one or more of the specified fields, and find unmatched queries display from one table that do not have corresponding values in a second table.
1.3 Range of issues that are integral to database environment such as end users across platforms and compatibility.
Microsoft access solves many database problems but not all and neither do other tools. What access offers is the best solution for its range of capabilities. Financially it comes down to how much it costs to build database application in access with other platforms and the tradeoffs. Access is used to create the application with its inherent limitations. Healthy database applications are not just created once but change and grow.
There are different database platform which are compatible with different windows, such as
My SQL
SQL server
Db2
Oracle
My SQL is the largest open-source RDMBS, and is server-based. It offers high reliability and performance, easy use and deployment, freedom from platform lock-in by providing ready access to source code, and cross platform support.
The SQL server is an enterprise class RDBMS form Microsoft platform. It is also a server based in production and can also be a client- based in development.
DB2 is an enterprise- class DBMS, produced by IBM. It offers some object- oriented functionality, as well as cross platform compatibility. It is also a server- based.
Oracle is much same as DB2, with cross-platform capability, and some object- oriented features and is also server-based.
2.1 Use of database or database function applications
Database is very user friendly and easy to use. Ms Access is database software to design database and much easier than any other database software. For the old Gregorian's student the ms access software was use to design the database. Below are some of the screen shots taken to illustrate the database application used?
This is the form menu, which was design by using the button application on the design tools of access.
The command button was use to put the student, subject and progress button. By using the command button a relationship was made so that you can open all the forms by click on the buttons
This show how to use the add existing fields of the database in design view of the form. By click on this function it will let you put all the fields of the students table, where all the information is added such as the id, first name.
This function is for adding the add records button to the student form. When clicking in the add button to the form a window will pop up where the record operation should be click and add record should be click. By putting this button you can add records to the student form.
The two tables below show how the database functions was used such as adding existing field to input the students details and also shows how to use the command button function to add records, clear and delete.
This is another function of the database software. The student form, where it shows how to add the delete record function. In this window the record operation need to be open and delete record should be click when clicking on finish it will add the delete button in the student form where you can delete records
Another function you can use in database is by add time in your forms. To add time you need to add the textbox function and then in the properties window the control source need to be change by typing the command =time () in the properties window of the text box
The tables below are the subject's forms where the database function was used to add the delete button. The delete button is used to delete records on the subjects table and the function of adding time to the dataset was used, this function is very useful as it show you the current time.
2.2 Range of sample input and output screens example table, forms and reports, dropdown lists, checkbox, etc
Range of sample of the old Gregorian's college example is such as the reports of tables like student table, progress table and subject table. There are also combo box which can be added to the form.
This is the sample of the student report, where the user can print the reports and exit. This is created by clicking on the create icon on the student form design view and adding the existing data of the student table.
Combo box of student table, clicking on the list with give details of the student
This is the combo box view of the student form, where this is created by adding combo box button.
2.3 Software used in the database and how it will be used to develop own database
The database of the old Gregorian's student was design by the database application development using the Microsoft access 2007. There is different type of software to design a database such as
Ms Access
Visual basics
SQL server
Ms Access is relational database management system form Microsoft; it combines the relational Microsoft jet database engine with a graphical user interface. Microsoft access can use data stored in access/jet, Microsoft SQL server, oracle or any ODBC- compliant data container. It is used by skilled software developers and data architects to develop powerful, complex application software. Even unskilled programmers and non- programmer "power users" can use it to build simple application without having to deal features they don't understand, whereas visual basic is a programming language and development environment also created by Microsoft. It is an extension of the basic programming language that combines basic function and commands with visual controls. Visual basic provides a graphical user interface GUI that allows the developer to drag and drop objects into the program as well as manually write program code.
SQL server is another relational database developed by Microsoft. It is a powerful database management system catering to high- end users with advanced need. Along with oracle, Microsoft SQL is widely regarded as one of the two main full-featured database systems on the market today.
For the design of the old Gregorian's the Ms Access software will be used to design the database system. Microsoft access is very user friendly and easy to use; it is normally used by small business purposes such as colleges and will be good for the old Gregorian's. With ms access I don't need to be a programmer as and will be east to design with inputting codes. In software such as visual basic you can drag and drop objects but need to enter code as well. But with the ms access software you can use the design menu of the form and drag and drop the object as well but no need to put coding. So to design the database of old Gregorian's there will be three tables;
Student information table
Subject information table
Progress information table
The table will be design with primary keys assign to each table and then building a relationship with each other; so that data can be retrieve can be retrieve from the tables. After designing the table the ms access form will be used in design view and input data by using the add existing data field from the tables which can be found form the design tool of ms access.
After designing the forms, command buttons will be added again with access which is very easy and as you can drag and drop object such as text box, button, combo box, so that command such as add student details, delete, report and save button can be used in the form. So that why it is better to used the ms access software for database as it easier and user friendly and we don't have to use coding and design the database.
3.1 Normalisation techniques to design a data set for the old Gregorian's
The process of normalization is based on the data redundancy. Normalization is the process of efficiently organizing data in a database. The purpose of normalization is to eliminate redundant data and storing the data more than one table. The steps taken to normalise the data of old Gregorian's are to collect student data and the process with the normalization process.
Old student data collected
Student ID
First name
Surname
Date of birth
Address
Telephone number
Subjects
Grades
Start date
Pass out date
Overall grades
Interest
Year and career progress
Actual status
After collecting the data the process of normalization was implemented which are as follows?
Un- Normalization
Un- normalization is where data are stored inconsistently which causes a number of problems. In Un-normalization data is unnecessary repeating groups of data. It weakens the integrity of your data due to irregular or inconsistent storage that generates the inconsistent data. Below shows the un- normalise process of the old Gregorian's and in the excel table you can see that some of the data are repeated constantly such as for subjects, grades, year and career progress.
Student_ID
F_Name
Surname
DOB
Address
Telephone
S_001
Paul
Jackson
05/12/1984
London
2078008220
S_002
James
David
05/12/1985
London
1515151515
S_003
Sam
Elliot
01/12/1984
London
5545565465
S_004
Julie
Manson
19/6/1984
London
5454654546
S_005
Peter
Crouch
19/06/1985
London
4546565644
Subject
Grades
Subject
Grades
Subject
Grades
English
A
Maths
B
French
A
English
B
Maths
C
French
A
English
A
Maths
C
French
A
English
A
Maths
B
French
A
English
A
Maths
A
French
A
Subject
Grade
Subject
Grades
Start date
Pass out
Science
C
Physics
D
20/2/1998
20/08/1999
Science
A
Physics
A
02/05/1998
12/05/1999
Science
A
Physics
C
02/10/1998
15/12/1999
Science
B
Physics
D
15/2/1998
16/11/1999
Science
B
Physics
A
02/03/1998
18/12/1999
Overall grades
Interest
Year
Career progress
Pass
tennis
2000-2003
ACCA
Merit
Games
2000-2003
HND
Distiction
Volleyball
2000-2001
Network
Merit
Movie
2000-2002
ABE
Pass
Karting
2000-2002
Science
Year
Career progress
Year
Career progress
2003-2004
Bachelor
2004-2005
Masters
2004-2005
Bachelor
2005-2006
Masters
2001-2002
Computer repairs
2002-2004
Cisco degree
2002-2003
Bachelor
2003-2004
Masters
2002-2003
Bachelor
2003-2005
Masters
Year
Career progress
2006-2008
Trainee Accountant
2006-2007
Trainee Programmer
2005-2007
Networking administrator and trainee cisco engineer
2005-2006
Web desiner
2005-2007
Trainee Scientist
Year
Career progress
Actual status
2008-2009
Accountant
accountant
2007-2009
Succeeded as a programer
programmer
2007-2009
finished training for cisco engineer
cisco and network engineer
2006-2009
web designer
web designer
2007-2009
completed trainnig
scientist
First normal form of old Gregorian's
Std_ID
F_Name
Surname
DOB
Address
Subject
Grades
S_001
Paul
Jackson
05/12/1984
london
English
A
S_001
Paul
Jackson
05/12/1984
london
Maths
B
S_001
Paul
Jackson
05/12/1984
london
French
A
S_001
Paul
Jackson
05/12/1984
london
Science
C
S_001
Paul
Jackson
05/12/1984
london
Physics
D
Telephone
Start date
Pass out
Overall grades
Interest
2078008220
20/2/1998
20/08/1999
Pass
Tennis
2078008220
20/2/1998
20/08/1999
Pass
2078008220
20/02/1998
20/08/1999
Pass
2078008220
20/02/1998
20/08/1999
Pass
2078008220
20/02/1998
20/08/1999
Pass
Year
Career progress
Current status
2000-2003
ACCA
Accountant
2003-2004
Bachelor
Accountant
2004-2005
Masters
Accountant
2006-2008
Trainee Accountant
Accountant
2008-2009
Accountant
Accountant
Std_ID
F_Name
Surname
DOB
Address
Subject
Grades
S_002
james
David
05/12/1985
london
english
B
S_002
james
David
05/12/1985
london
maths
C
S_002
james
David
05/12/1985
london
French
A
S_002
james
David
05/12/1985
london
science
A
S_002
james
David
05/12/1985
london
physics
A
Telephone
Start date
Pass out
Overall grades
Interest
1515151515
02/05/1998
12/05/1999
Merit
Games
1515151515
02/05/1998
12/05/1999
Merit
1515151515
02/05/1998
12/05/1999
Merit
1515151515
02/05/1998
12/05/1999
Merit
1515151515
02/05/1998
12/05/1999
Merit
Year
Career progress
Current status
2000-2003
HND
Programmer
2004-2005
Bachelor
Programmer
2005-2006
Masters
Programmer
2006-2007
Trainee Programmer
Programmer
2007-2009
Succeeded as a Programer
Programmer
Std_ID
F_Name
Surname
DOB
Address
Subject
Grades
S_003
sam
Elliot
01/02/1984
london
english
A
S_003
sam
Elliot
01/02/1984
london
Maths
C
S_003
sam
Elliot
01/02/1984
london
French
A
S_003
sam
Elliot
01/02/1984
london
Science
A
S_003
sam
Elliot
01/02/1984
london
Physics
C
Telephone
Start date
Pass out
Overall grades
Interest
5545565465
02/10/1998
15/12/1999
Distiction
Volleyball
5545565465
02/10/1998
15/12/1999
Distiction
5545565465
02/10/1998
15/12/1999
Distiction
5545565465
02/10/1998
15/12/1999
Distiction
5545565465
02/10/1998
15/12/1999
Distiction
Year
Career progress
Current status
2000-2003
ACCA
Accountant
2003-2004
Bachelor
Accountant
2004-2005
Masters
Accountant
2006-2008
Trainee Accountant
Accountant
2008-2009
Accountant
Accountant
Std_ID
F_Name
Surname
DOB
Address
Subject
Grades
S_004
Julie
Manson
19/6/1984
london
english
A
S_004
Julie
Manson
19/6/1984
london
Maths
B
S_004
Julie
Manson
19/6/1984
london
French
A
S_004
Julie
Manson
19/6/1984
london
Science
B
S_004
Julie
Manson
19/6/1984
london
Physics
A
Telephone
Start date
Pass out
Overall grades
Interest
5454654546
15/02/1998
16/11/1999
Merit
Movie
5454654546
15/02/1998
16/11/1999
Merit
5454654546
15/02/1998
16/11/1999
Merit
5454654546
15/02/1998
16/11/1999
Merit
5454654546
15/02/1998
16/11/1999
Merit
Year
Career progress
Current status
2000-2002
ABE
Web designer
2002-2003
Bachelor
Web designer
2003-2004
Masters
Web designer
2005-2006
Web Desiner
Web designer
2006-2009
Web Designer
Web designer
Std_ID
F_Name
Surname
DOB
Address
Subject
Grades
Telephone
S_005
Peter
Crouch
19/06/1985
london
Englsh
A
S_005
Peter
Crouch
19/06/1985
london
Maths
A
S_005
Peter
Crouch
19/06/1985
london
French
A
S_005
Peter
Crouch
19/06/1985
london
Science
B
S_005
Peter
Crouch
19/06/1985
london
Physics
A
Telephone
Start date
Pass out
Overall grades
Interest
4546565644
02/03/1998
18/12/1999
Pass
Swimming
4546565644
02/03/1998
18/12/1999
Pass
4546565644
02/03/1998
18/12/1999
Pass
4546565644
02/03/1998
18/12/1999
Pass
4546565644
02/03/1998
18/12/1999
Pass
Year
Career progress
Current status
2000-2002
Science
Scientist
2002-2003
Bachelor
Scientist
2003-2005
Masters
Scientist
2005-2007
Trainee Scientist
Scientist
2007-2009
Completed trainnig
Scientist
First normal form
This is the first normal form of the old Gregorian's college. Conversion to first normal form involves the removal of repeating groups of data. The presence of repeating data has many disadvantages, so such data are removed to a separate relation. In the case of the old Gregorian's college there is loads of repeating groups. Each student will be separated in a table where there are no repeatations between subjects, grades, career and year of career.
2nd normal form of old Gregorian's
Student tables
Stu_ID
F_Name
Surname
DOB
Address
S_001
Paul
Jackson
05/12/1984
london
S_002
james
David
05/12/1985
london
S_003
sam
Elliot
01/02/1984
london
S_004
Julie
Manson
19/6/1984
london
S_005
Peter
Crouch
19/06/1985
london
Telephone
Start date
Pass out
Overall grades
2078008220
20/2/1998
20/08/1999
Pass
1515151515
02/05/1998
12/05/1999
Merit
5545565465
02/10/1998
15/12/1999
Distiction
5454654546
15/02/1998
16/11/1999
Merit
4546565644
02/01/1900
18/12/1999
Pass
Interest
Current status
Tennis
Accountant
Games
Programmer
Volleyball
Cisco and Network engineer
Movie
Web designer
Swimming
Scientist
Subject tables
Student_ID
Subject id
Grades
S_001
1
A
S_001
2
B
S_001
3
A
S_001
4
C
S_001
5
D
S_002
1
B
S_002
2
C
S_002
3
A
S_002
4
A
S_002
5
A
S_003
1
A
S_003
2
C
S_003
3
A
S_003
4
A
S_003
5
C
S_004
1
A
S_004
2
B
S_004
3
A
S_004
4
B
S_004
5
A
S_005
1
A
S_005
2
A
S_005
3
A
S_005
4
B
S_005
5
A
Progress table
Student_ID
Year
Career progress
S_001
2000-2003
ACCA
S_001
2003-2004
Bachelor
S_001
2004-2005
Masters
S_001
2006-2008
Trainee Accountant
S_001
2008-2009
Accountant
S_002
2000-2003
HND
S_002
2004-2005
Bachelor
S_002
2005-2006
Masters
S_002
2006-2007
Trainee Programmer
S_002
2007-2009
Succeeded as a Programer
S_003
2000-2001
Network engineer
S_003
2001-2002
Computer repairs
S_003
2002-2004
Cisco degree
S_003
2005-2007
Networking administrator and trainee cisco engineer
S_003
2007-2009
Finished training for Cisco engineer
S_004
2000-2002
ABE
S_004
2002-2003
Bachelor
S_004
2003-2004
Masters
S_004
2005-2006
Web Desiner
S_004
2006-2009
Web Designer
S_005
2000-2002
Science
S_005
2002-2003
Bachelor
S_005
2003-2005
Masters
S_005
2005-2007
Trainee Scientist
S_005
2007-2009
Completed trainnig
2nd normal form
Normalization process can go up to 3 or 4 tables. But for the case of the old Gregorian's college 2 was enough. The second normal form is concerned with already in the first normal form. It affects only relations with more than one attribute in the key. It considers dependencies between non- key items.
For the old Gregorian's the 2nd normalization was divided between 3 tables where there was students table, subject table and progress table. It was design with the dependent data such as:
Student table
Student id Subject table Progress table
First name Student ID Student ID
Surname Subject ID Year
DOB Grades Career progress
Address
Telephone
Start date
Pass out date
Overall grades
Interest
3.3 Ranges of database tools and techniques used for the design of the database
There are different tools and techniques for the design of database such as functional dependencies diagram flow diagram (FFD) and entity relationship diagram (ER - Diagram)
Functional dependencies diagram
A functional dependencies diagram is a relationship between attributes in a database. Knowledge of functional dependencies is important for designing databases and reducing data redundancy. Functional dependencies and keys are the basis of normalisation, the process of grouping attributes into well structured relations. It's a graphical tool for representing functional.
Student names, Address
Student Example of the old Gregorian's are;
Student
Subject names, ID
Subject
Progress name, ID
Progress
Attribute is the primary key for a relation
The primary key is frequently simply called the key in other studies on database management and the relational model.
Functional dependencies of the old Gregorian's
Entity (student)
Attributes (student ID, Student name, student address, DOB, Telephone numbers)
Entity (subject)
Attributes (Student ID, Subject ID, Grades, overall Grades)
Entity (progress)
Attributes (Student ID, year and career progress)
Entity (interest)
Attributes (student id, interest ID)
Entity relationship diagram
Entity- relationship (ER) diagram is a specialised graphic that illustrates the interrelationships between entities in a database. ER diagrams often use symbols to represent three different types of information. Boxes are commonly used to represent entities. Diamonds are normally used to represent relationship and ovals are used to represent attributes.
Entity is an object that exists and is distinguishable from other objects
Entities have attributes, such as people have names, address, and ids
Composite attributes of the old Gregorian's
Student name Address
First name surname Last name street, city, postal code
ER - Diagram of the old Gregorian's with composite and derived attribute
Relationships of old Gregorian's with attributes
One -to- many relationship diagram
In this diagram it shows that one students learns many subjects
Many-to -many relationships
This diagram shows many students learns many subjects
3.4 Fully working database for the old Gregorian's
As mention earlier the design of the database was created with Ms Access. The table created was, the students table, subject table and progress table. After completing the tables, relationship was created with the three tables and their primary key. After created the table there was 4 form designs which was as follows, main menu, student information table, subject tables and progress table. When completing the forms with the details and command button, and the fully design database was completed.
Figure 1: creation of the student table with Student ID as the primary key.
Figure 2: creation of the subject table with student id and subject id as primary key
Figure 3: creation of progress table with student ID and Progress as primary key
Figure 4: relationships between tables
Figure 5: creation of the main menu form
Figure 6: creation of the student form menu
Figure 7: creation of subjects menu
Figure 8: creation of progress menu.
Figure 9: main menu of the fully working database.
In the main menu of the database, it was design in such a way to make it very user friendly. In this menu you can see the logo of the Gregorian's college, updated time and date. In this menu by clicking the student button will go straight to the student form and same with the subject and progress button.
Figure 10: student menu of the fully working database
In this menu the user can add, delete, clear, and check the report of the student. There is an exit button also to make it easier for the user to close the form which will go back to the main menu
Figure 11: Subjects menu of the working database
In this menu the user can find the details of student and their subjects. In this menu there are also add, delete, save, report and exit buttons
Figure 12: progress menu of the fully working database
In this menu there are the details of the student progress. In this menu the user can also add progress, delete progress, save and clear progress as well. By click on the exit button it goes back to menu.
4.3 Reports that provide clear justification as to the structure of the database or the use of particular tools and techniques.
The report designed and to submit to the Gregorian's was sent to them to justify how the database was design according to their requirements and why they can choose my software. User manual was also sent to make the users familiar with the software.
Report
The database was design by the ms access software, as it's easy to design and is user friendly for the Gregorian's to use. The database software I design is well designed and easy to understand according to the Gregorian's requirements. As the Gregorian's wanted the database for their old students, for keeping need records of the student to show how they managed their career in the college and after completing their studies. So the software is designed so that the college can check their old student reports as well as updating their status. This software is good for the Gregorian because, it designed in such a way that they can see the student details like, their name, id, subject they completed with grades, start date and pass out date and even check their actual status. It will also useful for them as they can add, delete and even update these students details as they will changed their address number and other details, with the facility provided in the software can update these details.
User manual
Old Gorgonians College
C:\Users\nitish\Desktop\imagesCA6OPMQD.jpg
Database of the gorgonians college design by Sundeep Dhoboj
How to use
There are three different tables in the database
Student table
Subject table
Progress table
All the table were design to put the students information's
There are 4 different forms
Main menu
This menu is the main menu of the database, when the user will click on the student icon, it will directly go to the student form, the subject icon will direct the user to the subject form and the progress form will direct the user to the progress form.
Student form
This form should be used to retrieve student details, there are five different buttons on the student form which are the add, where user can add a new student details by filling the form and click on the add button, delete button can be you if the user wants to delete student details, clear button is used to clear a details which the user have mistakenly input in the field, the report button is used to view the reports of the students which can be printed for office use and finally the exit button to close the form and go back to main menu.
Subject form
This form is used to update details of the student subject they have completed and their grade, the buttons can be used to update, add, delete, see reports, and exit the form. When adding subjects in the fields it need to be save to update the student database
Progress form
This form can be open by clicking on the progress icon on the student main menu form. This form show details of the student progress and the user can add, delete, save, and check the reports by clicking on the form icons.
This report was given to the Gregorian's to show them how to use the database, where full training will be provided as well.
4.4Supporting documentation to complement the design
The design of the database was made according to the old Gregorian's requirement. After studying the college need for the old Gregorian's student, the steps were taken for the design which was as follow;
Old student data was collected
Student ID
First name
Surname
Date of birth
Address
Telephone number
Subjects
Grades
Start date
Pass out date
Overall grades
Interest
Year and career progress
Actual status
After collecting the student data needed for the database, the normalization process was made to reduce the data redundancy. It was designed in first and second normalization form in the excel sheet and then implemented in the database tables in ms access. Three tables was designed, the student, subject and progress tables, where relationship was build among these tables.
After completing the tables, the main menu form, student, subject and progress form was designed. In the forms the college logo and time was implemented along with student details, so that the user can use the add, delete, save command to update the database. After completing the database it was tested to see if everything was working according to the college requirements.
This report of the design of the database was provided to my own company.
5. conclusion
The Aptech Company which I worked for was given a database to be design for the old Gregorian's which I was chosen for the designer of the database. After studying the college requirements, the designed was started by collecting the student data. Different step was taken to design of the database such as normalisation, ER-diagrams, functional dependency diagram, and implementing them in ms access table and then the forms was created.
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