TR.
JOHN PAUL OTIM 5/13/2025
DATABASE
MANAGEMENT
SYSTEMS (DBMS)
S.6 TERM II-2025
Introduction to Databases
• A database is a collection of related information stored in a
structured format.
• It is a collection of logically related data that can be organized
and accessed quickly.
• It is a collection of data stored in a fields and records in an
organized way.
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Examples of databases
• Telephone books (directories)
• Customer address books
• Employee information forms
• Dictionaries
• Store merchandise,
• Websites,
• School records,
• Bank records et
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Example-cont….
• Store merchandise,
• Websites,
• School records,
• Bank records
• Television guides
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Example-cont…..
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Database management system
(DBMS)
• It is a software which allows a user to create, access and
manage a database.
• It facilitates creating and maintaining a collection of information
and producing reports from it
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Examples of DBMS
• Microsoft Access
• Microsoft Visual FoxPro
• Borland Database Engine
• Lotus Approach
• SQL (Structured Query Language)
• Oracle Database
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Examples of DBMS-cont…..
• Bento
• FileMaker
• File Pro
• Corel Paradox
• Claris File Maker pro
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Common terms used in database
management systems
• Field; This is a column in database. It defines a data type for a
set of values in a table e.g a table may include fields for Index
number, first name, last name, home address, date of birth etc.
• Record; This is a row in database. It constitutes a single
information about an item in database
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Terms-cont…..
• Field name (Field Labels); This is a title of a particular column
(field) e.g titles like ID No, Name, Sex, District, Allowance.
• Field Length; Is the maximum number of characters that can
be stored for data in a particular field.
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Terms-cont…..
• Data type (Field Type): It specifies the type of data that the field can
contain, i.e data stored can be currency, numbers, long text (memo),
short text (text), date/time, etc.
• Datasheet view: It is a view that allows one to update, edit and
delete information from a table or a form.
• Design view: It is a view that provides the tools for creating fields in
a table and other database objects
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Terms-cont…..
• Primary Key: It is a field that uniquely identifies a record in a table.
• Foreign key: A key used in one table to represent the value of a
primary key in a related table
• Attribute: It is a part of the description of an entity. The entity itself is
described by one or more attributes e.g the attributes for student can
be name, Address, Telephone, etc.
• A cell is where a row and column intersect in a table.
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Characteristics of databases
• The data is arranged in columns (fields) and rows (columns)
• Each column has similar data items.
• Each row contains information belonging to a single individual.
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Advantages of using electronic
database system
• It is easy to enter and retrieve data in a short period of time
• A database can store data for a very long period of time like 20
years in an archive
• A database is flexible since it can be redesigned to hold
thousands of data
• A database can be used by many people at the same time
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Disadvantages of database
system
• Complexity
They have sophisticated software packages that may require special
hardware. They are also difficult and time consuming to develop
• Vulnerability
Data in a database may be more susceptible to sabotage, theft or
destruction
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Cont…
• Need for substantial conversion effort
Changing from a traditional file-oriented system to a database system
can often involve large scale reorganization of data and programs.
This normally creates user resistance.
• Expenses
Because of their complexity, database systems can be expensive to
set up.
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Application areas of database in
the community
• Report card generation: A database can be used by schools to
generate report cards and necessary academic summaries
• Banks: A big database is used to manage details about a
customer’s transaction with the bank.
• Electoral commission: It manages a database archive for all
eligible voters in a given country.
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Cont….
• POS (Point of Sale): In a supermarket, a database is used to
design and automate a point-of sale interface to manage money
coming in, stock movement, etc. e.g Standard Supermarket in
Kampala.
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Database objects
• These are the basic components that make up a database
Tables are used to store data in the database.
Queries are used to ask questions about information stored in the tables.
Forms are used to enter or view data stored in the tables
Reports are used to print data based on queries/tables that one has created.
Report summarizes and formats data in the way one wants for either a table
or query data
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Types of tables in a database
• Flat file table: A database that consists of a single table.
• Related tables: Refers to two or more tables that share similar
attributes.
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Qualities of a good table
• It should have a primary key.
• Should have fields and records.
• Should have formats and required data types.
• Should have the required number of records and fields.
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Types of databases
• Flat file database
It is a database made up of only one table. It is easy to set up
and use
• A relational database
It is a database which can take information from two or more
database tables and combine them into a new table or report.
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Characteristics of a good primary
key
• It uniquely identifies each row
• It is never empty or null
• It rarely changes
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Data types used in a database
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Field properties
• It refers to specific characteristics of a particular field
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Factors to consider before
designing a database
• Size and nature of the work that need to be entered into a
database.
• Number of users of the database and the usage patterns
• How the database will be administered.
• Whether users need to update or delete records
• Unique identifiers on fields with unique values
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Cont…
• Backups for previous databases, changes to other systems,
integration to other systems, etc
• Cost implication.
• Application program to use
• Number of tables required
• Number of fields and field names:
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