Database System

Aim and purpose
To give learners an understanding of database systems as well as the practical skills to translate that
understanding into the design and creation of databases.
Unit introduction
Database software is one of the most commonly used application packages in business. Therefore, it is
important that all IT users have a working knowledge of this type of software and an understanding of the
advantages and disadvantages so that they can identify appropriate situations in which to use a computerised
database.
Learners will gain an understanding of the basic principles of database design and the structures and
terminologies associated with databases as well as developing useful practical skills such as creating single table
databases with associated forms, queries and reports. Databases deal with structured information that can be
broken down into lots of similar records, each having the same fields.
Sometimes people want to see all of the fields of all of the records but in other cases, they may only want to
see some of the fields or maybe a limited set of records for a particular purpose. For example in a stock file,
someone might only want a list of products that are out of stock for when we want to re-order. Queries are
used to restrict the information seen and learners will understand how to create queries and use them as the
basis for forms or printed reports.
When databases are used to store information, it is important that people can rely on this information. There
are various methods for ensuring that the information contained within databases is correct and a number of
these will be considered. Particularly effective techniques are those that control and validate the information as
it is being entered.
Documentation is necessary for every application and system so that they can be maintained and adapted
over time. Learners will gain knowledge of the documentation needed to support the databases that they
create, to show how it works and what features have been used. They will also learn how to check their
databases to ensure that everything works correctly.