SESSION 4: Database Software to capture laboratory

Information
Learning Objectives
By the end of this session, students are expected to be
able to:
 Define database and other common database terms
 Objects in database
 Database Management Systems (DBMS)
 Identify the advantages of databases in laboratory
management
INTRODUCTION TO DATABASES
MICROSOFT ACCESS – 2010 or above
What is a Database?
A database is an organised collection of related
information on a subject such as tracking customer
orders, maintaining a music collection etc. On a
computer, a database is used to create an efficient filing
system for things such as customer records, stock
records, mailing lists or household budget.
A Microsoft Access database is made up of several objects
including:
o Tables
o Forms
o Queries
o Reports
These components are called database objects. One or
more of these objects are formed when a database is
created. These components are stored in a single database
file.
What is a Table?
Data is stored in one or more tables. Separate tables are
usually created for specific topics, such as products or
suppliers. Tables can be related to one another to access
the different types of information. Because data is
stored only once -- you probably would not save the
same information in two different tables -- your
database becomes more efficient.
•The columns and rows in an Access table resemble an
Excel spreadsheet. Tables organize data into columns
(called fields) and rows (called records). A record is
comprised of one or more fields, depending on the
number of fields defined to the table.
Individual fields in an address book table might consist of name,
street address, city, state, zip code, and phone number. A single
record is an entry that uses all these fields, such as your brother
or sister's contact information.
What is a Query?
A query lets you find and retrieve information from one or more
tables based on a set of search conditions you define (e.g., certain
fields in one or more tables). The results can be displayed in a
manner of your choosing. Queries can be created using a wizard
or developed from scratch in the Query Design view.
What is a Form?
An online form can be created to view, input or change
information in one or more tables. In this course, we
will see how forms are used as both menus and as data
entry forms to database tables. Forms can retrieve data
from one or more tables, and display the output on the
screen.
What is a Report?
A report is an effective way to analyze and present data
in a printed format using a specific layout. You have
control over the size and appearance of information
printed on the report, similar to formatting you perform
in a Microsoft Word document.
From a database, it is possible to extract specific data
such as searching to find all customers in a business with
a credit limit of over Tsh. 2,000,000. A database can be
created in a spreadsheet application but this lacks the
flexibility found in one created using a database
application e.g. creating queries for specific searches or
the application of multiple searches.
Using Microsoft Access, it is possible to manage all
information from a single database file e.g.
 Dividing data into tables where one can view, add, modify and
update data.
 Retrieving just the required data by use of queries;
 Analyzing or printing data in a specific layout using reports.
 Changing data indirectly in a table by modifying a form.
• Analyzing data or presenting it in a certain way by creating a
report
Database Management Systems (DBMS)
A DBMS is an application software that organizes data that has been
inputted into it, facilitates its storage, retrieval and output in varied
ways for use with different applications. A database Management
systems provide the user with three types of tools which include:
 Provision of a more user friendly, easy to use tools to define the
database and database application components
 Means of defining the database itself. This is done using a data
defining language (D.D.L)
 Providing a means of storing, accessing, retrieving and changing
database. This is done with the help of Data Manipulating
Language. (D.M.L).
•Most personal database management systems include
application software development components (tools)
and as a result, a user doesn’t have to learn DDL and
DML. Instead a user simply loads the database
management system (if it has been installed into the
computer) and just uses the application development
tools provided to define the database and application
interface.
•MS-Access, which is Microsoft application software, is one of
the many examples of Database management systems
available. Other most widely used database management
system includes Paradox, FoxPro, Database III and Database
IV among others.
•A database does not have to be stored in a computer e.g.
Address books or telephone directories. However, storing a
database on a computer has several advantages in that
Database management system has a wide range of functions
and capabilities.
Database Models
•There are three database models: hierarchical models,
network models, and relational models.
•Each model structures, organizes and uses data
differently.
•The model underlining the design of the database
program influences or limits the searching permitted.
•It also influences the maintenance of the database.
Hierarchical models
•This is like or organizational chart.
•During searching, the program searches sequentially each root
and branch and checks for a match.
•This is commonly called traversing the tree.
•Some common terms associated with model are root, parent, and
siblings.
When designing the database, each child in the hierarchical
model can have only one parent.
Network model
• The network was developed to solve problems caused by the
hierarchical model’s inability to store certain types of data easily.
•The network model permits more than one parent per child.
•However, it requires multiple links to the various fields, making
it much more difficult to revise or edit.
Relational Model
•This relies on ‘flat tables’ for its structure.
•Designers use only one data element per field.
•This means that tables must be reduced to their
simplest form.
•The term used for this process of reduction is
normalizing the table.
For example, a parent with two children would become
two tables that link on a common field.
Advantages of Databases in Laboratory Management
A reduction in data redundancy (duplicate data in a variety of
places)
 A reduction in data inconsistency (data stored differently in
the same file)
 Increased data access
 Data security (i.e. patient confidentiality)
 Easy to find patient records
 Produces timely and accurate reports
 Variety of reports can be produced from same data
 Transportation and transfer of data is easy
 Standardized methods of data collecting and reporting
 Easier to manage than paper files
 Create permanent records
Key Points
•Databases are a useful tool to organize and file information.
•There are four main objects in a database: Table, Query,
Form and Report.
•MS Access is the most commonly used type of database.
•
Evaluation
•Can someone define terms database and other common
database terms?
•Why are databases important in health management?
•Can someone mention three database models?
•Please mention the four main components of a database.
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