Databases

Learning aim: A

Employment
In employment, all of the staff would
have their details recorded in a
databases which contains data such as
their full name, address, postcode,
telephone/mobile number, etc Also,
they would include the salary of each
employee, the hours the do, the
department they work in and possibly
extra salary if they earn a bonus.

Employment

Source: http://www.blueclawdb.com/consultant_agency_management_software.htm

Tools and techniques

O When creating a database for the likes of an employment-styled one, I think that the designer

would include the use of ERD (entity-relational database) which is when one table (entity) is
connected with other tables. For example, one field like forename would link up with another
entity that matches what it says, but containing more data about it. Also, the database could
include data validations checks which checks if the data entered is sensible and makes sure
that there is no errors occurring. Whilst trying to reduce the amount of mistakes made, the
validation rule can also be adjusted to how you would like it to be. Furthermore, queries can
be used to check certain bits of data within a table, and there are three types of queries
simple, complex and wildcard. A simple query just picks out one thing, a complex query looks
for more than two things whilst a wildcard just searches for a part of something. Also, the use
of verification is important, because when the computer completes the validation process, the
person entering the data needs to confirm that the data entered is correct. This can be done
usually by typing in the same data twice. The idea of validation checks is so that they can stop
mistakes which means no time or raw materials are wasted. Also, it would prevent phoning or
emailing the wrong person which means the companys reputation stays strong; so that
means there is always important data and situations that can be dealt with. In addition, a
database has a primary key so that it prevents data going to the wrong person, which could be
embarrassing. Also, it could be breaching the Data Protection Act, which could get the
company into trouble or the hospital which would result in paying back a lot of money in
compensation, etc. Photos of the patients can also be held in a database so you can see who
the person is, so if youre about to post something you can check if youve got the right one.
Databases can be very easy and simple to use so that it is accessible for everyone; not just for
a computer literate person.

Tools and techniques

O

In addition, the database could include length checks which checks that
numbers such as phone numbers and postcodes, are restricted to a
certain number in the fields that the data has been entered into. Also,
having lookup check, helps to reduce errors. For instance, there is a list of
shoe sizes which goes up to a maximum of 12, someone may accidentally
enter in 14 which is not a number in the criteria for the lookup check, so
therefore the lookup check will inform the user that the number entered is
not valid. Furthermore, another important type of validation check to
consider is presence check. This ensures that mandatory data like first
name and surname is entered in, otherwise if the field for both names are
left blank, then the it would be difficult to identify the person entering data
into the database. To add to this, in a database there could be dropdown
boxes to make it easier to enter data in, such as the title of a person as it
would be quicker and easier, rather than typing it in for yourself. Validation
checks themselves are performed by the computer, but the verification
process is done by the user. There are a few ways of verification like
entering data in twice to have a copy of one. For example, when creating
a new password it will ask for it to be entered in again to confirm it,
however if they dont match then then the computer will indicate that a
mistake has been made. Also, an electronic-based database can
immediately be sent to other people by email, which means time and raw
material can be saved and costs are reduced.

Review
O I think that the use of data validation can ensure that that the

user is entering in sensible data, because it needs to be suitable

for the intended use of the database. Also, I think that data
validation is useful for setting a rule on what kind of data can be
entered, because it will reduce the amount of errors caused,
such as when entering a password and the validation check will
make sure that the password is correct. Furthermore, another
validation check such as a range check would definitely be
beneficial for an employment database system, because it will
check that the correct figures have been entered in. This would
help ensure that the employees get given the right salary, if not,
without it, the consequences could be that employee gets one
or two zeros added onto the end of their salary by accident.
Also, performing a length check would make sure that a phone
number and a postcode has been entered in correctly; that
theyre not one digit short or more.

Strengths and
weaknesses

A strength in this database is that it clearly has dropdown boxes which is beneficial, because it
makes it a lot easier and quicker to input data that could be mandatory, such as title or gender.
However, a weakness is that it appears to have to many dropdown boxes that may not be
needed in the first place. Where it says client supervisor, that has a dropdown box in it which
could cause a problem, because if that person no longer exists in the employment agency it
could cause confusion as to who is actually the clients supervisor. Also, the administrator of
the database would then have to edit that field where there is a list of client supervisors, so
therefore it would be easier to just type in the name of the person as the list could change any
time. Also, another weakness could be that there is no colour being used for the database
itself, therefore it lacks the attractiveness of it; not using any images to help show what the job
is about.

College
O A college database consists of the teachers,

students, addresses, telephone/mobile

numbers, postcodes, the courses, tutor groups,
attendance, the dates of enrolments, course
fees and possibly the students grades. In
addition, there might even be a separate table
of students who take the college bus, and
another table for students who have a bursary.
However, there could also be another table of
students that have poor attendance, which
could help identify the difference in attendance
between all of the students.

College

Source: www.igcseict.info

Tools and techniques

O Firstly, one tool/technique that may be used in a college

database is a query. There are three types of query searches

which are simple, complex and wildcard. With this, the user
can find a specific student if they decide to do a complex
search which would mean that they would have to enter in
more than two things about them to be able to identify them.
Also, the use of adding a data type called date/time can help
set a boundary on what data can be entered which can only be
entered in as a number format and not text. Furthermore, a
length check will ensure that no errors have been made in
terms of entering in a phone number correctly and that it is not
a number or two short. Another validation check is presence
check, which checks compulsory data such as first name and
surname. Without this, it would be difficult to identify one set
of details from another if they are very similar.

Review
O I think that the tools/techniques implemented into the database

would be useful for an ideal college database, because the use of

data validation would ensure that mistakes created have been
corrected. Rules can be set up by the admin or whoever is in
charge of the college database to help identify one student from
anothers, so that a student isnt mistaken for another. Also, setting
up a query search which is a wild card search, is useful for finding a
students data, if you dont remember their full name, because it
can be done by typing * as well as maybe the first two letters of
their first name. Once thats done, the computer will direct you to
the right person listed in the database. Moreover, a lookup search
could be useful for finding certain students, because it will find
which ones live within the same area as each other and possibly
which students take the college bus. Furthermore, a range check
could be done to find out if a student achieved a certain grade;
there would be boundaries set for each one. For example, the
maximum marks for an exam is 100 marks; the symbol used would
be <= if the grade awarded is exactly 100 marks.

Strengths and
weaknesses

A strength about this database is that is uses primary keys for each table which is
beneficial, because each ID is unique to each person in the list which would prevent
confusion. Also, if that data is deleted the ID too will no longer be available in order to
prevent confusion, if another student is added to the list. Also, another strength is
that each department of the college has a different colour scheme to make them
stand out from one another, which makes it easier to identify one entity from another.
A weakness is that where it shows staff data, it shows staff bank account which
really should be kept personal and not to be shared with anyone who is unauthorised.
To add to this, having personal information about the staff should be kept in a whole
separate database where it deals with financial and confidential details.