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Lesson 2:
Planning and Designing a Database
Day 3
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Careful Planning is very important toeffective management.
Without careful
planning, the database may not serve its
purpose of may contain so many fields that are
not important. Correcting such errors can
become a tiresome job.
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The 3 Stages of Database Design
1.Data Definition
2.Data Refinement3.Establishing Relationships
between tables
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1. Data Definition
Data Definition is the stage where we gather and list
all necessary fields for our database.
We think of all the data we need to store in the
database
Example:
Student
Information
Student ID
NameHome Phone
Grade & Sec
Book
Information
Book ID
TitleSubject
Transaction
Information
Transaction ID
Borrower ID
Borrower Name
Book ID:
Book Title
Date BorrowedDue Date:
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2. Data Refinement
Data Refinement is the stage where you have to
breakdown some fields to more specific fields so we
can store information in the smallest logical parts.
Example:
Student
Information
Student ID
NameHome Phone
Grade & Sec
First Name
Last Name Grade
Section
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The same goes with the address field, (if we
have to include this field). Anytime we want to
search for student that live in a particular city,
we can simply specify what city are we looking
for and all the students that live in that city
would be displayed. Below is an example of
refined list of the three tables:
Fields are broken down to the
smallest logical parts to facilitatethe search for information
in the
database.
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3. Establishing relationships between tables
After you have created the table structure for your
database, you need a way of telling your databasehow to bring
that information back together again.
This is done by establishing relationships between
tables.
In this stage, we analyze our tables more closely andcreate a
relationship between table so that we will
be able to view and access records from both table.
Relationship is an association established
between common fields (columns) in two
table. A relationship can be one-to-one, one-
to-many, or many-to-many.
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Creating a table structure
It is very important that there is a field or set of
fields that uniquely identifies each individual
record in a table in order for Access to connect
information stored in separate tables. This field is
called the Primary Key.
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Primary key is one or more fields (columns) whose
value or values uniquely identify each record in a
table.
Student
Information
Student ID
First Name
Last Name
Home PhoneGrade
Section
Book
Information
Book ID
Title
Subject
Transaction
Information
Transaction ID
Borrower ID
Borrower Name
Book ID:Book Title
Date Borrowed
Due Date:
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Determining appropriate data output
for base
In addition to thinking about what kinds of
information will go into the database, you must
give careful consideration to the ways in which
information will come out of database.
The first step is to design the user interface,
particularly the main menu.
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If you create the user interface first, you will
find that defining the properties to go along
with the main menu goes much smoother
Another thing to consider is how you want your
database to display the information you need.
For example, in your library system project, you
must consider how would you display these
results:
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-List of all books borrowed on a specific date
-List of all books by subject
-List of all borrowed by year and section
-And the design of reports in which these data
will be displayed.
