3.4 Database Outputs

Data goes into a database; information comes out

The purpose of a database is to output data in a useful form; that is, as information.

A DBMS can display your data as:a list or tablea form a report

List/table viewdisplays many separate records on the same

screen.every row is a single complete record and

every column is a field.lets you see many records and fields at once,

and is commonly used for entering and editing data.

is the easiest way to display data.

Form viewconcentrates on displaying all fields in a

single recordlets you concentrate on just one record at a

timespreads the fields out so that they are easier

to readoften have headings, labels and other objectsused to enter new datais often the most useful way to enter and

display data.

Report vieware lists showing selected records and

selected fields usually show the result of a searchare normally printed, although they can be

shown on screen.is usually designed for printing.

Report generator is the part of a DBMS used to create reports.

useful feature of the reports are additional information such as totals, averages and other results that are calculated from the data in the selected records

it can show features such as page numbers, titles, headings, subheadings and dividing lines.

a DBMS can create different reports for different tasks, such as reports to show the results of data searches and reports that provide summaries of the available data.

You are a student of a year 9 IST class that is planning for a Christmas party for year 9, 2009. As the most computer-literate student of the year 9 IST class, you have volunteered to coordinate and design the computer management of the event.

The class has asked for the following aspects of the event to be managed using information technology:

 • Create a database of students from the year 9 IST class that

contains all information necessary to send out personalised invitations to the event.

 • The database is to be able to keep track of the acceptances as

they come to the party.

• Design a mail merge letter that contains the invitation. The letter is to have an image of the school badge incorporated into it. The letter should contain a personalised acceptance slip that can be cut from the bottom. The letter is not to be larger than one A4 page in size.

For this project you will be creating a database about people in your class. You will be sorting the database out in various order, and creating queries to produce information such as:

 • a full printout in alphabetical order (P/O)• a list of everybody’s details (P/O) (P/O) = Print out  Your Teacher will advise you regarding software

applications to complete the above practical tasks. The data base file will be saved into a (drop box) on the school network as your surname.

  The hard copies of the reports (Invitation letter, Place

Card) must be printed out in colour.

Complete the following Reports in Microsoft Word:

A) Purpose: Q1 Who is the audience of your system?Q2 What are the needs of your audience

that will be met by the system and how will they be met?

B) Feasibility considerations: Financial assessment-

Q3 How much will need to be budgeted for the system? (Don’t forget the costs of printing, paper, inks and postage.)

(set-out in table format as example below)  

Project component Cost

Feasibility considerations: Technical assessment-

Q4 What do you need to ensure the successful implementation of this system? What hardware and software do you need to use the system?

(set-out in table format as example below)Project component Technology

Feasibility considerations: Operational assessment-

Q5 Complete the table.(set-out in table format as example below)

Project component Operation

Feasibility considerations: Ethical assessment-

Q6 What social or ethical issues need to be considered during the development of the solution?

(set-out in table format as example below)Project component Issue

C) Ideas for inclusionQ7 Brainstorm possibilities, come up with

lots of ideas (10) and then eliminate impossibilities.

(set-out in table format as example below)

Project Idea Description

D) Design: IPO chartQ8 Complete a IPO table. (set-out in table format as example below)

Inputs Processes Outputs

E) Design: Data dictionaryQ9 Complete a data dictionary for the task.(set-out in table format as example below)

Field name Data type Size Range Example