Dear Teachers,

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These slides have been prepared based on the SCERT syllabus to support you in teaching Plus One and Plus Two Accountancy and Computerised Accounting.

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Please review and verify the content before using it in your classrooms. If you find any errors or have feedback, please let me know.

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Mujeeb Rahiman C

HSST Commerce

GHSS Pattikkad

Malappuram Dt.

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✉️ mujeebchemmala@gmail.com

9995983075 �

Chapter- 6

Database Management System

LibreOffice Base

Tables | Queries | Forms | Reports

Your school intends to prepare a new identity card for plus one students.

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What are the particulars to be collected for this purpose?

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Name of the student, date of birth, address, course, admission number etc.

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The task of manual collection of data is more easy if 50 students each are enrolled in science and commerce course, since the volume of data is less. If these student data are consolidated, we can call this as data base of students.

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Similarly, Government of Kerala is collecting the details of entire students of our State as part of school automation using Sampoorna Software. Such a huge volume of data when manually collected would consume much time, labour, money and storage space. Usage of computer assisted programmes can act as an effective tool to overcome the above limitations.

Application of computer software in storing, processing and retrieving of large quantity of data helps in managing the database effectively and efficiently.

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Software packages like 'LibreOffice Base', 'MS Access', 'Oracle' are very popular in handling database.

Data

Data are facts and figures about people, objects, entities or events.

Eg : date of transaction, debit account, credit account, amount etc..

Database

A database is an organised collection of data. It is arranged in such a way that the relevant information can be quickly and easily accessed. Data is always organised in data table consisting of rows and columns.

Eg: Admission register, stock register etc..

Database Management System (DBMS)

It is a collection of programs that enables users to create/delete database. It is used to add, retrieve, delete and modify data.

Eg. LibreOffice Base, Oracle, MySQL, Foxpro, MS Access.....

If volume of data and area of operation are limited then desktop database is preferred. Server database is preferred in case of handling of data in large scale and requires updating of data by various users.

Entity and Attribute

All details related to an object is known as Entity and each entity will have different features called Attributes.

Name of students, admission number, class, sex etc. are the attributes of the entity School Transport.

Front­end interface (FE)

It is an interactive link between the user and database, through which the user communicates to the back­end database. Eg. Purchase Voucher to enter purchase transactions.

Back­end database (BE)

It is the data storage system which is hidden from the user.

Data Processing

It is a series of actions by which the data are transformed into useful information meant for decision making.

Reporting System

Reporting is an integrated set of objects, which provides meaningful information to the users.

Logical structuring of data in tables

All the data must be logically arranged in different tables based on its nature. Eg: a payroll statement contains information related with employee details, salary details etc. If all these data are entered in a single table it will cause for data redundancy when we prepare payroll statement for subsequent months.

Normalisation is the process of removing data redundancy.

Relational Database Management System (RDBMS)

It refers to a database in which data is stored in multiple tables. These tables are linked to one another through common field.

Primary Key / Identifier

Relationship

Relationship means the connection among different tables in a database. When this connection is established it is called RDBMS (Relational Database Management System).

Tools >> Relationship >> Add Tables to make relationship >>

Create relationship by dragging the fields between two tables.

When a table has a relationship with another it is called One to one relation, and if a table is connected with more than one table, it is called One to many relations.

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Relationship

Tools -> Relationship

LibreOffice Base and its Components

1. Tables

2. Queries

3. Forms

4. Reports

It is one of the popular Database Management System (DBMS) to create and manage database. It has the following objects or components.

1. Tables

Tables allows a database designer to create the data tables with their respective field names and data types.

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Field Name

Field Type / Data Type

Field Type / Data Type

Integer Whole numbers

Numeric, Decimal, Double Numbers with decimals

Text Variable / Character

Date, Time, Date/Time Date and Time

Boolean Yes/No or True/False

Field (Column)

Record (Row)

Primary Key

After defining all the columns of the table, the primary key column of the table can be specified as any of the columns that are expected to have unique data values.

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Set Primary Key: Select the field >> Right Click >> Select Primary Key

2. Queries

This component is used to retrieve filtered data and information from the table. Structured Query Language (SQL) is most widely used language to handle queries.

Query Criteria

Important operators and symbols to develop query criteria.

3. Forms

It allows the user for entering data to a database file. It also facilitates displaying, updating and deleting the data.

4. Reports

This component is used to create various reports by using the data from tables and queries.

Front­end interface (FE)

Back­end database (BE)

Data Processing

Reporting System

Forms

Tables

Queries

Reports

Steps for Creation of Database in LibreOffice Base

1. Open LibreOffice Base:

Applications >> Office >> LibreOffice Base

2. Creating Tables in LibreOffice Base:

Click on Tables >> Create table in design view

3. Creating Queries

Click on query >> Create query in design view

4. Creating Forms

Click on Forms >> Use Wizard to create form

5. Creating Report

Click on the Report >> Use Wizard to create form

MUJEEB RAHIMAN C

HSST COMMERCE

GHSS PATTIKKAD

MALAPPURAM DT