COMPUTER STUDIES 2 TERM SCHEME OF WORK UB3

ND

1. Theme 1: Computer Application Package: Database

a. Meaning of database
b. Database Terminologies
 Fields
 Records
 File
 Database
 Key etc.
c. Forms of Database
 Flat File
 Hierarchical
 Relational etc.

2. Theme 2: Computer Application Package: Spreadsheet Packages.

a. Meaning of Spreadsheet
 Examples of spreadsheet package (Excel, Lotus 1, 2, 3, Start view etc.)
b. Uses of Spreadsheet Packages
c. Spreadsheet Features and Terminology
d. Loading and exiting Spreadsheet Package

Theme 3: Computer Application Package: Work sheet and Graph.

a. Worksheet
b. Simple Calculation in spreadsheet package
c. Printing of worksheet
d. Creating Graphs.

DATABASE
THE CONCEPT OF DATABASE
A database is a collection of related data organized for storage
and easy access by authorized users.
A database is any logical collection of data or information that is
specially organized for rapid search and retrieval by a computer.
Database are structured to facilitate the storage, retrieval
modification, updating and deletion of data in conjunction with
various data-processing operation.
An address book or even a list containing telephone numbers
could be regarded as an example of a very simple database. If a
database is well thought out, well set up and efficently
maintained, it gives the managers of the organisation the
information they need to take informed decisions at the
appropriate times.
TYPES OF DATABASE
There are two main types of database
1 Manual database
2 Computerised Datasbase

MANUAL DATABASE
This is the method used in storing of databases in filing cabinets.
It was the most popular in offices and

COMPUTERISED DATABASE
This is a modern database system that employs the use of
computers to organize and store information for the purpose of
easy retrieval and use.
Examples of this database applications includes Microsoft Access,
Oracle, MYSQL, Microsoft SQL, Dbase, Clipper, Foxbase, Sybase
etc.

DATABASE TERMINOLOGIES
ENTITY, ATTRIBUTES , FIELD
An ENTITY can be defined as a person, place, object, event or
even ideas for which you want to store and process data.
An ATTRIBUTE is a characteristics or property of entity. For the
entity – ‘’person’’ for example the list of attributes might include
body, colour, height, age, etc.
1. Field
A field, also called attributes, is an area reserved for each piece of
individual data (each data tem) such as student number,
surname, firstname and date of birth.
2. Records
Records, also known as TUPLE is a group of related fields
pertaining to one person, place or thing ,i.e a record is a
collection of related fields.
3. File
This is a collection of related fields.
4. Information
This is a processed data.
5. Objects
An object is an option that can be selected and manipulated.
6. Table
A table is the basic unit of a database. It is a collection of related
data about a specific subject . A table is made up of rows and
columns. Each row holds a record and each column represent a
field.
7 Primary key
This is a selected field in a table to uniquely identifies a record.
8 Form: This is a method used in entering, viewing, and printing
information other than simply through rows and columns. It can
also be used as switchboard that opens others forms and reports
in the database.
9 Report
This is a generated information from a table or query.
10 Query
This is a Microsoft Access object that enables users to view from
one or more tables in a specified order. A query stores questions
being asked from one or more tables in a database. There are
three main types of query namely:
a) Select
b) Action
c) Cross tab
11 Index
This is an alphabetical reference list of topics, names, locations,
etc. of any record in a table. Index database program is similar to
the index of a textbook which is used for easy location of
words .Index speeds up a search.
Typical database models
A database model is simply the way which the data within the
database is structured (that is in logical arrangement and not the
way it is stored in any particular storage medium).
The four main types of database models are:
1 Hierarchical Database Structure
2 Network Database Structure
3 Relational Database Structure
4. Flat File Database Structure

Hierarchical Database Structure:

Traditionally, the hierarchical model allows very fast but more
limited access to data contained within the structure. The logical
structure of a hierarchical structure is shown in the diagram
below.

This structure is ideal for the one-to-many relationships found

naturally in some organisations, for example parts of a car ,and
school organisation.
The hierarchical database model would simply be a database that
is set up based on a hierarchical database structure. Links or
pointers are established to enable very fast searches and
processing of data items based on these naturally occurring
structures.
Network Database Structure (System)
Network here refers to the logical structure of the database and
not to the use of a database over a computer network. Unlike the
hierarchical database, a record or node can have multiple owners
and can be accessed from, starting at the root node in a network
data structure.

Relational Database Structure

The idea for the relational database was first proposed by
EdgarCodd in the 1970s. His idea put the database system on a
sound theoretical basis. The relational database is based on a
relational model which can be thought of as a table in which each
row of values corresponds to a logical record. However, with true
mathematical rigour, Codd called these 'Records' or Rows, or
Tuples.
Tuples were used because the term record was, and still is, a little
vague. An example is a reference library information record.

Flat File Database Structure

Starting Microsoft Access

1 Switch the computer system on
2 After booting, click on the start button
3 Select programs
4 Select Microsoft Access (the 'Microsoft Access' dialogue box
appears)
5 Check the blank access database radio button
6 Click OK.' The File New Database' dialogue box appears
7 Select a location to store the database from the options
available in the 'Save in' field
8 Type a name for your database into the 'file name' box
9 Click on Create. A dialogue box having the name of the
database is displayed along with the database objects.
Note: Unlike a word processing or spreadsheet document, Which
can be named after being started or completed, a database has
to be named before any work is started on it.
To open an existing program
1 Click on file menu
2 Click on Open submenu
3 Select the file of your choice
4 Click on open
To save a file
1 Type in your information
2 Click on file menu
3 Click on Save As
4 Type in the file name
5 Click on Save
Creating an Access Table
A table can be created using any one of the following methods:
1 Datasheet View
2 Design View
3 Table Wizard
Datasheet view
Data are entered into the datasheet grid which consists of rows
and columns labelled 'Field 1' ,'Field 2' ,' Field 3' , etc. The data is
determined by Microsoft Access based on the data entered.
Design View
This method enables certain creation of a table from scratch.
characteristics of the table, i.e. data type can be determined by
the user.
Table Wizard
This is the easiest and fastest method of creating a table. The
table wizard walks you through a four- step process that is very
easy to follow.In this chapter, We will use just two of the methods
above.
Creating a table in design view
1 Open the database
2 Click on the tables tab
3 Click on New. The new table dialogue box appears.
4 Select design view
5 Click on OK, the table design view window will appear.
Creating a table wizard using table template
1 Click the Microsoft Office button and then click Open
2 In the open dialogue box, Select and open the database in
which you want to create a table.
3 On the create tab in the tables group, Click table template and
then select one of the available templates from the list.

A new table is inserted into your database based on the table

template that you chose.
Adding fields to a table in design view
1 Type a field name in the name column
2 Press the tab key or use the mouse to move to the' Data Type'
3 Move to the' Description' column and type a short description
of the information that will be held in the field
4 Once you have done this for all the fields, pull down the File
Menu
5 Select Save or Save as to save the tables within the current
database
6 Type in a name for the table and click OK.

Deleting A Field
1 Open the table in design view
2 Select the desired column
3 Press the delete key on the keyboard
Deleting a table
1 Click on File Menu
2 Click on open
3 Select the table menu
4 Press delete key on the keyboard
SETTING A PRIMARY KEY
A primary key is a selected field in a table that uniquely identifies
the record. Access creates an index for the field which makes the
operation faster when a primary key is set. A primary key is set
following the procedure:
1 Display the table in Design view
2 Select the field you will like to set as primary key
3 Click on primary key button on the tool bar or click on edit and
click primary key.
DESELECTING A PRIMARY KEY
1 Display the table in design view
2 Pull down the Edit menu and select primary key, or right click
the mouse and select primary key
Entering records into a table
1 Display table in design view
2 Pull down the view

GRAPH (CHARTS) IN WORKSHEETS

A graph is a diagram showing the relationship between varying

qualities.

It is also a diagram used to indicate the relationship between two

or more variable quantities. The quantities are usually measured
along two axes set at right angle to each other. A graph may be in
different forms, for example, a line joining points plotted between
coordinates, or series of parallel bars or boxes. A graph is also
called chart

Uses of Graphs

As indicated above, graphs are used for the following

purposes:

1 To display results of computer mathematical solutions in

diagrammatic forms.

2 To indicate the relationship between two or more variable

quantities.

3 To measure quantities along two axes at right angles to each

other.

4 In comparing variables in a table.

5 In enhancing report presentation.

Types of Graphs and Their Uses

There are different types of charts(graphs)available in

spreadsheet programs such as Microsoft Excel, Lotus1,2,3, sage,
and Peachtree. Common charts available and their uses
include the following:

1 Chart type

1. Clustered column: This chart compares values across a

group.
2. Stacked column: This chart compares the percentage each
value contributes to a total in a group or class.
3. 100% Stacked Column: This chart compares the percentage
each value contributes to a total in a group or class
4. Clustered column with a 3-d visual effect: This is similar to
the clustered column. The difference is the 3-d dimension
visual effect.
5. Stacked column with a 3-d visual effect: This is similar to the
stack column with a 3-d visual effect. The columns are
stacked together.
6. 100% stacked column with a 3-d visual effect.

2 Bar Chart

Bar chart sub-types include

a. Clustered bar: This compares values across a group.

b. Stacked bar: This compares the contribution of each value to
a total across a series (group categories).
c. 100 % stacked bar: this compares the percentage each
value contributes to in a total group.
d. Clustered bar with a 3-d visual effect.
e. Stacked bar with a 3-d visual effect.
f. 100% stacked bar with a 3-d visual effect.

This graph displays trends over time or series.

a. Stacked line: This displays the trend of the percentage each

value contributes over time or series.
b. 100% stacked line: This displays the trend of the
percentage each value contributes over time or a series.
c. Line with markers displayed at each data value. Other lines
with markers are: stacked line with markers