Week 14: Form, Query, Report and Relationship

For this final week of face to face interaction, our group tried to complete our Project task by creating Form, Query and Report for our database.
 
Form:

•  to save time when we try to input data into one or more table

•  This is how it should look like in the Microsoft Access

Step by step:

1. In the navigation panel, select the table or query you want to use to generate the form.
2. Choose Create➝Forms➝Form.
3. Arrange the fields in the order you want by dragging them around.
4. Change your columns’ widths or anything of the layout to your likings
5. Save your form. File➝Save.

For a detailed tutorial on creating form, click on this TUTORIAL: FORM


Query: 

• to request a data results to suply data for a form or report

  
Step by step:
    1. Open your database.
    2.  Switch to the Create tab.
    3.  Click the Query Wizard icon.
    4.  Select a Query Type. 
    5.  Select the appropriate table from the pull-down menu.
    6.  Choose the fields you wish to appear in the query results.
    7.  Repeat steps 5 and 6 to add information from additional  tables, as desired.
    8.  Click on Next. Choose the type of results you would like to produce.
    9.  Click on Finish. For a detailed tutorial, click on this TUTORIAL:QUERY
 

Report: 

•  to view what have been requested using Query

 Step by step: 

1. Choose the Reports menu
2. Create a new report - click on "Report Wizard"
3. Choose a table or query.
4. Select the fields to include.
5. Select the grouping levels.
6. Choose your sorting options.
7. Choose the formatting options
8. Make sure that the “Preview the report” option is selected and click on Finish to see our report!

  For a detailed tutorial, click on this TUTORIAL : REPORT



Relationship: 

• to track relationships between data elements

 Step by step:  

Database tool  > Relationship > Choose appropriate table

For a detailed tutorial, click on this TUTORIAL: RELATIONSHIP

Week 13: Microsoft Access 2010

 

What is it for?

Access is a database tool for gathering and understanding all information such as phone numbers, inventory, guest lists or whatever that we're tracking—and providing a convenient way to enter, navigate, and report out the data.

As for this week, we learnt that Microsoft Access 2010 stores all database tables, queries, forms, reports, macros, and modules in the Access Jet database as a single file. However, for the purpose of this subject, En. Razak said that we limit ourselves on creating database on tables, queries, forms and reports only.

As to what I gathered on what have been tolf in class, the use of each database are as follows:

• Tables: to add / edit / delete raw data  
• Form:  to create a more user-friendly for entering data
• Query:  a request for data results to supply data for a form or report
• Report: To view on what have been requested using Query.

As for this week, my groupmates and I have completed our individual part of creating Table that consists of data on the lists of book and non-book materials that we have completed in Assignment 1. 

En Razak asked us to develop 2 types of tables to be used in later stage. The extract of tables created are as follows:

Table 1: Material Data

Table 2: Publication table

Video tutorial on how to create Table using Microsoft Access 2010 can be obtained here:  

http://www.youtube.com/watch?v=Zyj5dCeO0so

 

Week 12: DBMS

DBMS stands for "Data Base Management System". It is software that defines a database, stores the data and supports a query language, produces reports, and creates data entry forms.

Examples of DBMS software: MS-Access, MySQL, Oracle and FoxPro

Advantages of DBMS 

Advantages	Explanation
1.Controlling Data Redundancy	Avoid duplication of same data in different files and wastage of storage space. Reduce the time to keep the same data.
2. Elimination of Inconsistency	Remove the duplication of data in multiple file to eliminate inconsistency.
3. Better service to the users	Centralizing the data in the database so that user can obtain new and combined information easily
4. Flexibility of the System is Improved	Changes are made more easily in a centralized database
5. Integrity can be improved	DBMS used by a number of users at a time. It is essential to enforce integrity-constraints.
6. Standards can be enforced	Standardizing stored data formats is usually desirable for the purpose of data inter¬change or migration between systems.
7. Security can be improved	Different checks can be established for each type of access (retrieve, modify, delete etc.) to each piece of information in the database.
8. Organization's requirement can be identified	It is the responsibility of the DBA (Database Administrator) to structure the database system to provide the overall service that is best for an organization.
9. Overall cost of developing and maintaining systems is lower	It is much easier to respond to unanticipated requests when data is centralized in a database . The cost of  developing and maintaining DBMS application programs to be far lower than for similar service using conventional systems.
10. Provides backup and Recovery	Centralizing a database provides the schemes such as recovery and backups from the failures including disk crash, power failures, software errors which may help the database to recover from the inconsistent state.

Disadvantages of DBMS

Advantages	Explanation
1. Added expense	to acquire the software for DBMS
2. More hardware may be needed	if there is any increase in data
3. Data Back up	If it crashes, complexity of backup and recovery
4. Additional training	Sophisticated design and programming required
5. No guarantee on data security	data may be viewed by irresponsible individual as the data may get hacked

Week 10 & 11

No classes for these two weeks. 

Week 9: Utilisation of Table 1 to 7 in DDC

What are call numbers for?

Each book in the library has a unique call number. A call number is like an address: it tells us where the book is located in the library. This is what Encik Razak had told us about why do we need Table 1 to 7 in DDC. 

Why is this important to know?
Because books are classified by subject, you can often find several helpful books on the same shelf, or nearby. For example, within the same call number 003.3, there are other books about computer modeling or simulation or similar topics.

By using number classification from Table 1-7 in Dewey Decimal Classification system, it helps to arrange materials by subjects, knowing the number(s) for your subject area gives you a place to start browsing the shelves.

Where does Table 1 -7 can be obtained?

DDC Volume 1 

Example is as shown below:

 

Step 1: 

Refer to DDC Volume 4 to search for its Alphabetical Index.

Step 2: 

According to DDC Volume 3, its call number is 620.11 as shown below:

 Step 3:

 Then, refer to DDC Volume 1 for further classification. According to Table 1 in DDC Volume 1 Glossary falls under 03

Hence, the cataloging is as follows:

                                                                                                   620.1103

                                                                                          JAS

                                                                                            2003

                                                                                    r

Jasmi Hashim.

    Glossari kejuruteraan bahan / Jasmi Hashim - Skudai :

    Universiti Teknologi Malaysia, 2003.

    x, 223 m.s., ill.; 26 cm.

    Mengandungi indeks.

    ISBN 983-52-0304-0

   1. Material--Dictionaries.     2. Engineering-Dictionaries.

   I. Judul 

  
p/s: Thanks Kak Liza for sharing the knowledge :)

Week 8: Dewey Decimal Classification (DDC)

What is classification?

A system to organize knowledge on the shelves according to itse broad field of knowledge to specific subjects within its field for easy and efficient retrieval.

Why do classification?

• To order the field of knowledge in a systematic way and in helpful sequence
• Provide orderly access to the shelves (be it through physical browsing or online catalogue)
• To lead the patrons to the exact item' s location on the shelves
• To provide a unique call number for each book/ non-book materials as it tells us where the material is located at in the library.

There are a few major classification systems namely LCC, UDC, CC, BC. However, in this class, we are going to focus on...

No, of course not on the worm (T_T)

DEWEY DECIMAL CLASSIFICATION (DDC)

Arragement of DDC

DDC 22 is composed of the following major parts in four volumes:

Volume 1
(A) New Features in Edition 22: A brief explanation of the special features and changes in DDC 22
(B) Introduction: A description of the DDC and how to use it
(C) Glossary: Short definitions of terms used in the DDC
(D) Index to the Introduction and Glossary

(E) Manual: A guide to the use of the DDC that is made up primarily of extended discussions of problem areas in the application of the DDC. Information in the Manual is arranged by the numbers in the tables and schedules. Directly following the Manual is an appendix explaining the policies of the Library of Congress Decimal Classification Division.
(F) Tables: Six numbered tables of notation that can be added to class numbers to provide greater specificity
(G) Lists that compare Editions 21 and 22: Relocations and Discontinuations; Reused Numbers

Volume 2
(H) DDC Summaries: the top three levels of the DDC
(I) Schedules: The organization of knowledge from 000 - 599

Volume 3
(J) Schedules: The organization of knowledge from 600 - 999

These are summaries for DDC :

Volume 4
(K) Relative Index: An alphabetical list of subjects with the disciplines in which they are treated sub-arranged alphabetically under each entry

For an amateur like me, the way I work on these references are by looking into:

1.  Volume 4 (Index) to find the list of suitable subject, then proceed on 
2. either Volume 2 or 3 and finally 
3. look through Volume 1 for Tables; the six numbered tables of notation that can be added to class numbers to provide greater specificity

This is how it is written on the books' spines or in the online catalog.

Line 1:      123.456 [DDC call number according to its subject]

Line 2:       NZK        [The first 3 letters of the main entry]

Line 3:        2010      [Year of publication]

Line 4:     r                       [r stands for reference]

Line 5:        c. 11             [to indicate how many copies, here means copy no 11]

However, most books or materials only indicate the first three lines such as below:

Anyway, enough of blabbing through the theory of DDC, let's see some examples below for better understanding :)

BOOK 1 

How did I determine the DDC call number for this book?
Step 1: Refer to DDC Volume 4: Index (620)
Step 2: Refer to DDC Volume 3: 600-900 and I get to specify its category as below:

 
Hence, the DDC call number is 620.001 1. So, the cataloging should be written as follows:

 620.001 1

HER

2004

Herlina Abdul Rahim.
   Pengenalan sistem kejuruteraan kawalan / Herlina Abdul 
   Rahim; Ruzairi Abdul Rahim.- Skudai: Universiti               
   Teknologi Malaysia, 2004
          - x; 128; ill;  26 cm
          - Includes bibliographies and indexes
          - ISBN 983-52-0349-0

          1. Automatic control                 2. Systems engineering
          I. Ruzairi Abdul Rahim            II. Title

BOOK 2

 

 003.3

BAN

1984

Banks, Jerry

    Discrete-event system simulation / Jerry Banks; John 
    S. Carson II.- New Jersey: Prentice-Hall International,  
    c1984
         - xiv, 514 p; ill; 24 cm
         - Prentice-hall international series in industrial and
             systems engineering
         - Includes bibliographies and indexes
         - ISBN 0-13-215582-6 

         1. Simulation Methods                                    
         I.Carson, John S.                  II. Title                    III. Series