Operate Database Application Basic

LG-ITIDBO0251A OPERATE DATABASE APPLICATION (BASIC)
LEARNER GUIDE
OPERATE DATABASE APPLICATION (BASIC)
Published by
HEART TRUST/NATIONAL TRAINING AGENCY
Produced by
Learning Management Services Department

Gordon Town Road
Kingston 7
Jamaica W.I.
This material is protected by copyright. Copying this material or any part of it by any means,
including digital or in any form is prohibited unless prior written permission is obtained from
the HEART Trust/NTA.
*** 2004 ***
Version 1 LRDU – SEPTG. 04

TABLE OF CONTENTS
PAGE
Introduction..................................................................................................................................... 1
Welcome ............................................................................................................................. 1
This Competency Unit ........................................................................................................ 1
Before you start................................................................................................................... 2
Planning your learning programme .................................................................................... 2
Self-Assessment Checklist.................................................................................................. 3
How to use this Learner Guide ........................................................................................... 4
Using the Computer and Other Resources.......................................................................... 6
Method of Assessment........................................................................................................ 6
Quality Assurance............................................................................................................... 6
Element 1: Use a Database Application ................................................................................ 7
Self Assessment Checklist ................................................................................................ 15
Element 2: Create a Simple Database ................................................................................. 17
Element 3: Updating a Data Base........................................................................................ 22
APPENDIX 1.................................................................................................................... 26
Version 1 LRDU – SEPT. 04

ITIDBO0251A
OPERATE DATBASE APPLICATION
(BASIC)
INTRODUCTION
Welcome
Welcome to the Learner’s guide for Competency Standard “Operate Database Application
(Basic)”. This learner guide is designed to guide you the learner, through a series of learning
processes and activities that will enable you to achieve the specified learning outcomes for the
competency unit in the Information and Communications Industry.
The content of this guide was developed from the Competency Standard ITIDBO0251A, which
is one of the basic building blocks for the National Vocational Qualification of Jamaica (NVQJ)
certification within the industry. Please refer to your Learner’s Handbook for a thorough
explanation of standards and competencies, and how these relate to the NVQJ certification.
You are also advised to consult the Competency Standard for a better understanding of what is
required to master the competency.
This Competency Unit
“Operate Database Application (basic)” addresses the knowledge and skills requirements for
operating database application (basic). This competency consists of the following areas or
elements:
Element 1: Use a database application
Element 2: Create a simple database
Element 3: Updating a database
As you go through each element you will find critical information relating to each one. You are
advised to study them carefully so that you will be able to develop the necessary knowledge,
skills and attitudes for operating a database application.
Version 1 LRDU – SEPT. 04 1

Before you start
Before you start this Learner’s Guide, you need to:
a. Obtain a Learner’s Logbook that you will use to record evidence of your new
skills/competence. As you demonstrate your new skills, record your activities and have your
learning facilitator sign off on them. This will allow you to provide evidence of your
competence when you are being assessed against the competency standard.
b. Ensure that you have access to the facilities and equipment necessary for learning.
c. Ensure that your learning resources are available.
d. Plan your learning programme (see below).
e. Understand how to use this Learner’s Guide (see below).
Planning your learning programme
The self-assessment checklist on the following page will assist you in planning your training
programme as it will help you to think about the knowledge and skills needed to demonstrate
competency in this unit. As you go through the checklist you will be able to find out what
competencies you have already mastered and which one you will need to pay more attention to
as you go through the learning process.
To complete the self-assessment checklist simply read the statements and tick the ‘Yes’ or ‘No’
box. You should do this exercise now.

Self-Assessment Checklist
- Operate database application (basic)
Element 1 Use a database application

Yes No
1. I can open a database using the correct procedures ( ) ( )
2. I can open an existing database with default layout ( ) ( )
3. I can modify and save record within an existing database in

line with information requirements ( ) ( )
4. I can save database onto the hard disk or a diskette ( ) ( )
5. I can close the database using the correct procedures ( ) ( )
6. I can use application help functions when required ( ) ( )
7. I can change viewing modes to meet user and database

requirements ( ) ( )
8. I can modify, modify toolbar display to database and user

Element 2 Create a simple database Yes No
1. I can formulate simple design correctly for a two-table

database incorporating basic design principles ( ) ( )
2. I can create tables with fields and attributes according to

database usage requirements ( ) ( )
3. I can enter data accurately and link and navigate tables

correctly ( ) ( )

Element 3 Updating a database Yes No
1. I can modify data in a table according to information

2. I can delete data from a table as required ( ) ( )
3. I can add and delete appropriate records as required ( ) ( )
4. I can follow correct closing down procedures to ensure that

data not lost ( ) ( )
How did you do?
If you ticked most of the ‘Yes’ boxes then you might not need to go through the entire guide.
Ask your learning facilitator to assist you in determining the most appropriate direction for this
competency.
If you ticked few of the ‘Yes” boxes or none at all then you should work through all of the guide,
even though some of the material might be familiar to you.
Plan your learning based on answers. Be sure to involve your learning facilitator in the planning
process.
How to use this Learner Guide
This Learner Guide is designed to assist you in working and learning at your own pace. We
suggest that you:
• Go through the sections/elements as they are presented (starting at Section 1)
• Check your progress at each checkpoint to ensure that you have understood the material.
• Observe the icons and special graphics used throughout this guide to remind you of what you
have to do to enhance your learning. The icons and their meanings are as follows:

Complete Assessment Exercise

This exercise requires you to think about the knowledge and
skills that you have or will develop in this competency unit.
Definition Box
Words/phrases are defined or explained in this box. The
words/phrases being explained are in bold print.
Checkpoint
This denotes a brain teaser and is used to check your
understanding of the materials presented. No answers are
provided for the questions asked.
Activity
This denotes something for you to do either alone or with the
assistance of your trainer/supervisor.
Reference
This points you to the reference materials and other support
documents or resources used in compiling the unit content.
• Ask your learning facilitator for help if you have any problems with the interpretation of the
contents, the procedures, or the availability.
• Complete each activity as you come to it. If the activity requires you to perform an actual
task, be sure to tell your learning facilitator when you get to that activity so that he/she can
make arrangements, if necessary.
• Get your learning facilitator to sign and date the Learner Logbook when you have completed
an activity.
• Complete the self-assessment checklist at the end of each section or element

When you have worked through all elements of the guide, and when you can tick every ‘Yes’
box, you are ready for assessment and may ask your learning facilitator to assist you in making
the arrangements to have your performance assessed.
Using the Computer and Other Resources
Here your activities refer you to the library, computer and Internet resources, ask your learning
facilitator to assist you with locating these resources. If you are getting your training in an
institution, there may be a library and computer laboratory. If this is not the case, visit the local
library and find out what resources are available.
If you are new to the computer and the Internet, someone should be able to show you how to use
these resources.
Please note that in many of your activities you have been referred to information on the Internet.
This is because the Internet has a vast amount of information that can help you in acquiring the
particular competencies. We would like to advice you, however, that we cannot guarantee that all
the sites will be available when you need them. If this happens, ask your learning facilitator to
assist you with locating other sites that have the information you require.
Method of Assessment
Competency will be assessed while work is being undertaken under direct supervision with
regular checks, but may include some autonomy when working as a team. You are advised to
consult the associated competency standard for further details relating to the assessment
strategies.
Quality Assurance
A feedback form is included at the back of each learner guide, to give users an opportunity to
document their concerns about any aspect of the guide. Such feedback will assist in the review
of the guide. Users are encouraged to complete the form and send it to the address given.
You may now start your learning. Have fun while you work!

ELEMENT 1: USE A DATABASE APPLICATION
LEARNING OUTCOMES
As you go through this element you will acquire the necessary knowledge, skills and attitudes to
use a database application. Your learning facilitator is there to assist you through the various
activities, so that on completion you will be able to:
1. Open a database application using the correct procedures.

2. Open an existing database with default layout.
3. Modify and save record with an existing database in line with information requirements
4. Save database unto the hard disk or a diskette.
5. Close a database using the correct procedures
6. Use the application help functions when required
7. Change the viewing modes to meet user and database requirements
8. Modify toolbar display to database and user requirements
OPEN A DATABASE OPERATION
Note: This Learner Guide was developed for users of Microsoft Access. You should be aware,
however, that other software exist including:
• DB2
• Microsoft SL Server
• Informix
• Sybase
Consult your learning facilitator if you are using one of these software programs.
Database: A collection of information

organized in such a way that a computer
program can quickly select desired pieces
of data.
A database can be thought of as an electronic filing system. They have traditionally been
organized by fields, records and files. A field is a single piece of information; a record is one
complete set of fields; and a file is a collection of records. For example, a telephone directory is
comparable to a file. It contains a list of records, each of which consists of three fields: name,
address, and telephone number.
Databases can consist of several tables such as receivables, payables, inventory and general
ledger that are linked together. This kind of database is known as a relational database.

Relational Database: A relational

database program stores data in many
tables and creates links between the
tables.
To access information from a database, you need a database management system (DBMS). This
is a collection of programs that enables you to enter, organize, and select data in a database.
There are a few key words/terms with which you must become familiar if you are to successfully
operate a database application:
• Object
• Table
• Query
• Form
• Primary key field
• Record
• Design view
• Datasheet view
ACTIVITY
Develop a glossary of the database terms noted above. Ask your

learning facilitator to direct you to an available resource – text or
website.
Microsoft Access
Microsoft Access is a relational database that helps you to create and manage your databases. It
has many built in features to assist you in constructing and viewing your information. Microsoft
Access is much more involved and is a more genuine database application than other programs
such as Microsoft Works.
When opening Microsoft Access you should be aware of the following:
• Microsoft Access breaks down a database with the following keywords: Database File,
Table, Record, Field, and Data-type.
• There are two ways to load Microsoft Access: From the desktop shortcut or by using the
programs bar as noted below:

1. Double click on the Microsoft Access icon on the desktop.
Click on Start --> Programs --> Microsoft Access
TIP! Always ensure that you are using the correct procedures for opening the database.
OPEN AN EXISTING DATABASE WITH DEFAULT LAYOUT
Default - a pre-selected option adopted

by a computer program when no
alternative is specified by the user or
programmer.
Layout - something that is arranged or

set out in a particular way.
Each database has a default layout with some of the following: table(s) fields, records.
A table for example could be called “Employee” with the following fields:
• Employee Name
• Date of Birth
• Date of Employment
• Department
• Employee Number.
Each field has attributes such as data type, description, and properties. The data type determines
the type of value to be stored in the field for example: alphabet, numeric, alpha-numeric (mixture
of both), currency, date and time.
NB Field attributes will be discussed in more detail in another element within this unit.
ACTIVITY
Use the reference provided below and practise opening at least three
existing database with default layout (using the correct procedures).
Record your observation of the database default layout in your
notebook.

Refer to: Shelly, Cashman, Pratt, (2000). Textbook: Microsoft Access 2000,
Complete Concepts and Techniques. Project 1, A1.25 – A1.26 “Opening a Database”,
Course Technology Publisher
MODIFY AND SAVE RECORD WITHIN AN EXISTING DATABASE
To keep the records accurate and current a database is modified as required. Data should only be
modified by an authorized user. Any modifications made to your database should be immediately
saved. In other words the integrity of the database must always be maintained.
There are various reasons for the change and modification of data such as:
• Name change
• Change of Address
• Change of Occupation
• Change of Employer
CHECKPOINT
A female customer of National Commercial Bank advises the client

service officer that she has recently married. What changes would
have to be made to the bank’s data base?
ACTIVITY
Your learning facilitator will provide you with work sheets that
require you to modify and save records with an existing database.
Use the knowledge gained so far to open the existing database given
on the worksheet.
Complete the worksheet with the aid of the reference provided

below. Ensure that the correct steps are used when modifying and
saving records to the existing database.

Refer to: Shelly, Cashman, Pratt, (2000). Microsoft Access 2000, Complete
Concepts and Techniques, Project 1, A1.27 – A1.29. Course Technology Publisher
SAVE A DATABASE ON THE HARD DISK OR A DISKETTE
• A database can be routed (saved to a desired location) at creation

• Re-direct an existing database to the hard disk or a diskette
Routing a Database
1. Click on file, click on new, click on database click on ok.

2. To change the route, point the mouse to the arrow in “Save in” to the right of’ ‘My
Documents’
3. Click on 3 ½ Floppy (A:) to save to a diskette
4. Click on Hard Disk (C:) to save to the hard drive
5. Click on My Documents to save the file to My Documents
6. Type the name of the Database File and Click Create.
CHECKPOINT
• How many different disks can you identify?

• Are there other types of storage medium?
ACTIVITY
Using the correct procedure, save a database to the following media:

• hard disk
• diskette,
• compact disk
• zip disk
Consult your learning facilitator if necessary.

CLOSE A DATABASE USING THE CORRECT PROCEDURES
It is extremely important to know the correct procedures to close a database in order to:
• Avoid loss of data (which will affect the integrity of the data)
• Avoid unauthorized user access to the database and possible changes to data.
• Keep the screen from getting cluttered and prevent accidental changes to data.
NB. If the document is saved on a floppy diskette, ensure that the light at the floppy drive
disappears before you eject the diskette. This ensures that writing process (saving to the
diskette) to the floppy diskette is completed.
APPLYING THE HELP FUNCTION
Microsoft Access has a help system that you can use to look up information about a task you are
performing or a feature or dialogue box you would like to know more about. Help is available
when:
• A Help command button appears in a dialogue box
• Help is an item on a menu bar
• Function key F1 is activated.
The Help system is context sensitive. This means that the help information displayed when you
press F1 will relate directly to what you are currently doing. For example, when accessing the
Print dialogue box, if you press F1 a small window will open displaying the help information
relative to the current focus (position of the insertion point).
Pressing F1 at any time will display the Microsoft Access Help window (see the screen capture
shown below).

CHANGE VIEWING MODES TO MEET DATABASE REQUIREMENTS
Access provides more than one viewing mode to meet database requirements, mainly Datasheet
View and Design View.
• Design View: The design view customizes the fields in the database so that data can be
entered. It displays the field name(s), data type, description of the field, and properties of
the fields.
• Datasheet View: The Datasheet view allows the user to modify data, record in a database
such as entering a new record, deleting an existing record or changing data within a
particular record. The column’s width, row height, font, style, size, effects, gridline,
background colour, border and line style can be changed in this view.

To Display the viewing modes:
• Point the mouse on View (on the menu bar) and left click. This displays the viewing modes.
ACTIVITY
Open an existing database and practice switching between the design

and datasheet view.
MODIFY TOOLBAR TO DATABASE AND USER REQUIREMENTS
Toolbars, menu bars, and shortcut menus allow you to organize the commands in Microsoft
Access the way you want so you can find and use them quickly. Toolbars can contain only
buttons, only menus, or a combination of both. The built-in menu bar appears by default at the
top of the screen and contains standard menus such as File, Edit, and View.
Access automatically personalizes menus and toolbars for you based on how often you use the
commands.
CHECKPOINT
• What are the steps to modify the toolbar to database

requirements?
• What are the steps to add or remove buttons on the toolbar?

READY TO PROVE YOUR COMPETENCE?
Now that you have completed this element, check whether you have fully grasped all the
components by doing the following self-assessment:
Checklist 1 Yes No
1. I know how to open a database application using the correct

procedures ( ) ( )
2. I know how to open an existing database with default layout ( ) ( )
3. I know how to modify and save records within an existing

database in line with information requirements ( ) ( )
4. I know how to save database onto the hard disk or diskette ( ) ( )
5. I know how to close the database using the correct

procedures ( ) ( )
6. I know how to use application help functions when required ( ) ( )
7. I know how to change viewing modes to meet user and

database requirements ( ) ( )
8. I know how to modify toolbar display to database and user

Checklist 2 Yes No
1. A database application is opened using the correct

procedures ( ) ( )
2. An existing database with default layout is opened ( ) ( )
3. Record within an existing database is modified and saved in

line with information requirements ( ) ( )
4. Database is saved onto the hard disk or diskette ( ) ( )
5. The database is closed using the correct procedures ( ) ( )

Checklist 2 Cont’d Yes No
6. Application help functions are used when required ( ) ( )
7. Viewing modes are changed to meet user and database

8. Toolbar display is modified to database and user


ELEMENT 2: CREATE A SIMPLE DATABASE
LEARNING OUTCOMES
create a simple database. Your learning facilitator is there to assist you through the various
activities, so that on completion you will be able to:
1. Formulate a simple design for a two table database incorporating basic design principles
2. Create tables with fields and attributes according to database usage requirements
3. Enter data accurately and link and navigate tables correctly
FORMULATE SIMPLE DESIGN FOR A TWO TABLE DATABASE
A database can have one or many tables where each table represents a grouping of related fields.
For example, information comprising of specific fields of all employees in a company could be
grouped in one table called employees, and the same could be done for customers or suppliers
with an appropriate name for the table.
Before the database is created, the database clerk or database manager must formulate a design
for the table or tables with specific design principles.
There are three steps involved in the design of a database.
1. Determine the purpose of the database.
This should include:

o Information required
o Type of reports required
o Future needs
2. Decide on appropriate field names and provide a clear description for the use of
each field.
In Microsoft Access each field is assigned a field type.
3. Define the relationship between the tables.

When designing the database, consideration should be given to the number of tables
required. Tables are linked through fields that contain the same data and often have the
same name. Special fields may have to be created in tables to set up the link to another
table.
From this information you will be able to establish the most appropriate structure by
deciding the fields required and the number of tables to be used.

CHECKPOINT
Can you outline the principles of database design?
CREATE TABLES WITH FIELDS AND ATTRIBUTES
Table: A grouping of related

data organized in fields
(columns) and records (rows)
on a datasheet
In other words, a table holds data entered into the database. Tables are the heart of the database
and all the other objects do something to, or with, the data in the tables.
A field is an item in a database record e.g. Name, Address, Suburb. A group of fields make up a
record.
Each field has attributes such as data type, description, and properties. The data type determines
the type of value to be stored in the field for example: alphabet, numeric, alpha-numeric (mixture
of both), currency, date and time.
Concepts and techniques, Project 1, A1.13 – A1.20. Course Technology Publisher
http://www.elearn.wa.edu.au/truvision/pages/sroom/db/_main.htm –Drawer 1: Creating
Databases

ENTER DATA, LINK AND NAVIGATE TABLES
To add new data to a table, position the cursor in the empty cell and enter the data (to go to the
other columns press the tab key on the keyboard once.
LINK (TABLES)
To link tables is to establish a connection to data from another application so that you can view
and edit the data in both the original application and in Microsoft Access. You can also link
tables from other Microsoft Access databases so you can use them without opening the other
database. In previous versions of Microsoft Access, this process was referred to as attaching.
Linking data
In an Access database, linking data enables you to read and in most cases update data in the
external data source without importing. The external data source's format is not altered so that
you can continue to use the file with the program that originally created it, but you can add,
delete, or edit its data by using Microsoft Access as well.
Microsoft Access uses different icons to represent linked tables and tables that are stored in the
current database. If you delete the icon for a linked table, you delete the link to the table, not the
external table itself.
ACTIVITY
Use the help function and write down the steps to link a table.
Navigate Tables
To view the data in a table, select the Tables Object then press the tab key to locate the list of
tables. Click on the required table to select it (or press the up or down direction arrow key until
the required table is highlighted) and press Enter. When in datasheet view, the data contained in
the table is set out in columns and rows. The columns represent the fields. The rows represent a
record. The datasheet view screen includes:
• Menu Bar
• Scroll Bars
• Navigation Bar

You can move the highlight around the datasheet by pressing the direction arrow keys on their
own, or by pressing combinations of other keys.
When moving to the various fields, the data in the field is automatically highlighted, or selected.
This means that the data can be copied, moved, deleted or replaced. Pressing any key, including
the Spacebar, Backspace and Delete keys at this point will replace the selected text with the
keystrokes you have pressed. It is important to remember this so that you do not accidentally
delete or change the data in the field.
When you press the right direction arrow key at the last field in a record, the highlight will
automatically move to the first field in the next record. Similarly, when you press the left
direction arrow key at the first field in a record, the highlight will move to the last field in the
previous record.
You can move directly to a specific record in the table using the F5 function key. When F5 is
pressed the highlight moves to the Record Number Box in the navigation bar. By typing the
number of the record required and pressing Enter, the highlight moves to the record required.
You may wish to copy or move data in fields or whole records and this is done by first selecting
the required fields or records. Data can be selected by using a mouse or using keystrokes.
ACTIVITY
• Use the reference cited above and write the steps to add
records to a table.
• Refer to the Case Study in Appendix 1 on page 26 and
complete the exercise.

Checklist 1 Yes No
1. I know how to formulate a simple design correctly for two-

table database incorporating basic design principles ( ) ( )
2. I can create tables with fields and attributes according to

3. I know how to enter data accurately and link and tables

navigate correctly ( ) ( )
Checklist 2 Yes No
1. Simple design is correctly formulated for a two-table

database incorporating basic design principles ( ) ( )
2. Tables with fields and attributes are created according to

3. Data is entered accurately and tables are linked and

navigated correctly ( ) ( )

ELEMENT 3: UPDATING A DATA BASE
LEARNING OUTCOMES
update a database. Your learning facilitator is there to assist you through the various activities,
so that on completion you will be able to:
1. Modify data in a table according to information requirements

2. Delete data from a table as required
3. Add and delete appropriate records as required
4. Follow correct closing down procedures to ensure that data is not lost.
MODIFY DATA IN A TABLE
A database will always require updating from time to time as the nature of the information
required changes or as the details change. The voters list in a country is an excellent example:
voters die; change addresses and new persons become eligible. These factors would necessitate
the updating/modifying of the database.
Modification can be made to a database file by means of: Field, Data Type, and Data.
Note: A change to a data type has more than one implication.
To make changes to the Data Type or Field the user must change the view datasheet to the
design view, and then make the necessary changes (refer to the chapter “modify view to meet
user or database requirements”).
To make changes to Data, the user must select the datasheet view, point the cursor to the desired
cell, backspace or delete the current data, then make the necessary changes.
DELETE DATA, ADD AND DELETE RECORDS AS REQUIRED
After data has been entered in a table, the user has the option or opportunity to edit the data.
This can be done by either adding more data or deleting data that has already been entered.
An entire field/column can be deleted which would remove all data in that field. For example, if
a company no longer requires the age of their employees in the database, then the database
operator would delete the entire field called age. Extending the example further, if the company
required instead the employees’ date of birth, then by the same token this new record would be
added to the database.

CHECKPOINT
Imagine the scenario where you work as a database manager in a

large company that gives charity to golden agers in the community.
The organization keeps a database of all golden agers that benefit
from the programme. You have been informed of the death of
Thomas Black, one of the programme’s beneficiaries. As the
database manager, what instructions will you give about the
adjustments to Mr. Black’s record?
ACTIVITY
Your learning facilitator will give you an existing database to be

modified with specific requirements. Modify the data in the table and
save the changes. OR visit the following website and complete
Training Activities # 6 & 8
http://www.elearn.wa.edu.au/truvision/pages/troom/db/06_cdf/__fset.
htm Accessed 24/1/05
FOLLOW CORRECT CLOSING DOWN PROCEDURES
To ensure no loss of data, you must first ensure (if a floppy diskette is being used to save the file)
that the floppy diskette is inserted into the drive, close the table window, close the database
window, and then close the application.
NB: If you are using a floppy diskette please ensure that the light at the floppy drive disappears
before ejecting the diskette.
Use the reference given below for more comprehensive information on how to close down a
database to ensure no loss of data.

CHECKPOINT
What steps should you take to ensure no loss of data?
ACTIVITY
Close down the database using the correct procedures in order to

ensure no loss of data.
Be sure to use the short-cut methods as well.

Checklist 1 Yes No
1. I know how to modify data in a table according to

information requirements ( ) ( )
2. I know how to delete data from a table as required ( ) ( )
3. I know how to add and delete appropriate records as required ( ) ( )
4. I know how to follow correct closing down procedures to

ensure that data is not lost ( ) ( )
Checklist 2 Yes No
1. Data is modified in a table according to information

2. Data is deleted from a table as required
3. Appropriate records are added and deleted as required ( ) ( )
4. Correct closing down procedures are followed to ensure that ( ) ( )

data is not lost

APPENDIX 1
Case Study
Slimfig Health Club runs fitness programs for people of all ages. As part of their new year’s
promotion they are planning to advertise a program of events to encourage new customers to try
out the club’s facilities. The program will take place on a Saturday morning; customers will be
able to choose one event from a list of eight; there will be a fee for each event.
The following steps would be considered for the design of the database:
1. Determine the purpose of the database

Slimfig would like a database that will allow them to access the following information:
o a list of events
o the location of each event
o the start time and end time of each event
o the fee for each event
o name, address and contact telephone number for every customer who books a
place on an event
o an accurate class list for each instructor
o the number of people booked on each event
o which bookings have been paid
2. Decide on appropriate field names

Appropriate field names could be:
o Customer name
o Customer address
o Customer telephone number
o Event booked
o Fee paid
o Event description
o Event location
o Start time
o End time
o Event fee
o Maximum number of participants
o Instructor.

3. Determine the number of tables required

It would be better to create one table for event details and one for customer details.
The Events table could contain:

o Event description
o Event location
o Start time
o End time
o Event fee
o Instructor
o Maximum number.
The Customers table could contain:
o Name
o Address
o Postcode
o Telephone number
o Fee paid.
4. Define the relationship between the tables

Relationships would be identified between the tables. You may wish to know the
telephone numbers of all customers who have booked for a specific event. The Customers
table will need to be linked to the Events table. A link is created through fields that have
the same field name. A field would be created in the Events table to allocate a number to
each event. This field would be named Event ID. ID is a common abbreviation used for
Identity Number. An equivalent Event ID field in the Customers table would link this
table to the Events table.
5. Further definition of fields
Now that the tables have been determined, the fields in each table are redefined and each
is given a suitable field name. Microsoft Access allows up to 64 characters including
spaces for each field name. Field names should be meaningful but as short as possible. It
is also useful to split data into small sections to give more flexibility. For example,
Customer Address would be better split into three fields, Street, Suburb and Postcode.
This would allow queries based on suburb or postcode. For similar reasons, Customer
Name would be split into Title, Surname and First Name.

Every table requires a primary key field. The primary key is a field which uniquely
identifies a specific record and which, by default, is used to index the records in the table.
In the Events table, the Event ID field would provide a suitable primary key to identify
each event. In the Customers table, the Customer ID would provide a suitable primary
key to identify each customer. This would result in changes for the field names in the:
o Events Table
o Customers Table
Determine the field types

In Microsoft Access there are ten field types (refer to name of website) available at
http://www.elearn.wa.edu.au/truvision/pages/troom/db/01_main.htm) which can be assigned to
a field in a database. Some field types would only be used when creating a complex database.
For the Slimfig Health Club database the field types and descriptions would be defined as
shown in the following tables:
Customers Table
Field Name Field Type Description

Customer ID
Text Customer ID number
(Primary Key)
Title Text Customer title
Surname Text Customer surname
First Name Text Customer first name
Street Text Street address
Suburb Text Suburb
Postcode Text Postcode
Telephone Text Contact telephone number
Event ID Text ID number of event booked
Fee paid Yes/No Determines if fee has been paid

Events Table
Field Name Field Type Description

Event ID
Text Event ID number
(Primary Key)
Description Text Description of event
Location Text Location of event
Start Time Date/Time Start time of event
End Time Date/Time End time of event
Fee Currency Price of event
Maximum Number Maximum number allowed in event
Instructor Text Name of instructor
6. Check the Design

It is important to check that the design of the database will meet the requirements. It
should be easy to use and supply the required information. Any changes required should
be made to the design at this point.
Note: This case study was modified from information on the website noted below.
ACTIVITY
With these guidelines in mind, visit the following website and

complete training activity # 5.
http://www.elearn.wa.edu.au/truvision/pages/troom/db/01_main.htm

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Operate Database Application Basic

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LG-ITIDBO0251A OPERATE DATABASE APPLICATION (BASIC)

HEART TRUST/NATIONAL TRAINING AGENCY

Learning Management Services Department

*** 2004 ***

Version 1 LRDU – SEPTG. 04

Element 1: Use a Database Application ................................................................................ 7

Self Assessment Checklist ................................................................................................ 15

Element 2: Create a Simple Database ................................................................................. 17

Self Assessment Checklist ................................................................................................ 21

Element 3: Updating a Data Base........................................................................................ 22

Self Assessment Checklist ................................................................................................ 25

Version 1 LRDU – SEPT. 04

This Competency Unit

Element 1: Use a database application

Element 2: Create a simple database

Element 3: Updating a database

Version 1 LRDU – SEPT. 04 1

Before you start

Before you start this Learner’s Guide, you need to:

c. Ensure that your learning resources are available.

d. Plan your learning programme (see below).

e. Understand how to use this Learner’s Guide (see below).

Planning your learning programme

Version 1 LRDU – SEPT. 04 2

Element 1 Use a database application

1. I can open a database using the correct procedures ( ) ( )

2. I can open an existing database with default layout ( ) ( )

3. I can modify and save record within an existing database in

4. I can save database onto the hard disk or a diskette ( ) ( )

5. I can close the database using the correct procedures ( ) ( )

6. I can use application help functions when required ( ) ( )

7. I can change viewing modes to meet user and database

8. I can modify, modify toolbar display to database and user

Element 2 Create a simple database Yes No

1. I can formulate simple design correctly for a two-table

2. I can create tables with fields and attributes according to

3. I can enter data accurately and link and navigate tables

Version 1 LRDU – SEPT. 04 3

Element 3 Updating a database Yes No

1. I can modify data in a table according to information

2. I can delete data from a table as required ( ) ( )

3. I can add and delete appropriate records as required ( ) ( )

4. I can follow correct closing down procedures to ensure that

How did you do?

How to use this Learner Guide

• Go through the sections/elements as they are presented (starting at Section 1)

Version 1 LRDU – SEPT. 04 4

Complete Assessment Exercise

• Complete the self-assessment checklist at the end of each section or element

Version 1 LRDU – SEPT. 04 5

Using the Computer and Other Resources

Version 1 LRDU – SEPT. 04 6

ELEMENT 1: USE A DATABASE APPLICATION

1. Open a database application using the correct procedures.

OPEN A DATABASE OPERATION

Database: A collection of information

Version 1 LRDU – SEPT. 04 7

Relational Database: A relational

Develop a glossary of the database terms noted above. Ask your

When opening Microsoft Access you should be aware of the following:

Version 1 LRDU – SEPT. 04 8

1. Double click on the Microsoft Access icon on the desktop.

Click on Start --> Programs --> Microsoft Access

* 2004 *