The aim of this set of notes is to provide some 'in-depth' guidance for those students considering wishing to learn about the use of databases and who are contemplating taking a course with us (Design Cad Pty Ltd, PO Box 464, Marleston SA 5033 - South Australia).

These notes may be of more general interest for others taking database training, but you should consult your own database expert for more detailed advice.

What's a database?

Databases are used to store information that an individual, company or organization might require. They commonly contain very large amounts of information indeed. The major advantage of storing your important information in a database over other methods is the speed and relevance of  recalled information.

Experience tells us that over time, your databases improve in quality because they allow you to develop specific queries which can answer questions you may have about your data. Indeed there is a near universal language called SQL (Structured Query Language) associated with the generation of these queries.

Relational databases

Most databases in common business use are what are called relational databases. These databases hold information several tables and the data in one table is related to data in another. There are two classes of relational databases; read only where the user can view the information, but not add to it, or edit it or transactional where the user interacts with the database changing the underlying data.

Database design

The aim in good database design is to minimize the duplication of data. If for example, a list of names of employees might be stored in a table. No matter how many times the name and other details are required, the information is drawn from that one table.

Relationship diagram in an MS Access database managing dental practice accreditation.

What database software is available?

Your choices are many. Databases holding relatively small amounts of information commonly used on personal computers are Microsoft Access and FileMaker Pro. The latter is dominant in the Macintosh environment, while the former is more common in the Windows environment. Once the data set grows, it becomes important to look at databases such as MySQL, SQLLite, Postgres, SQL server, Oracle, etc.

Your own use of a database?

It is important to think about some of the ways in which you might use a database in your work. The list below offers some suggestions and we are sure that its not exhaustive. Among other things, our students have learned to use databases to:

• Manage contacts with people overseas and interstate, dialing telephone calls automatically.

• Manage the flow of information between the parents of potential students of a primary school.

• Keep lists of useful web sites.

• Generate appointment schedules.

• Keep details of plant species as used by landscape architects and garden designers.

• Provide estimates of likely tonnage of fruit at the end of a growing season.

• Keep details of soil pit analyses.

• Access information on type and quantity of rubbish delivered at a land fill site.

• Manage the production of a store catalogue for a local wine retailer.

• Keep details of deliveries of wine grapes to a winery.

• Manage equipment lists tied to Process and Instrumentation diagrams in chemical plants.

• Keep details of batch details when scouring wool.

• Keeping assembly details for military vehicles.

Please take the time to think about your own reasons for wanting to learn to use a database before you visit us. We have found that students learn much more efficiently when they have a particular project in mind.

Some pre planning of your database application is almost essential

The design of your database will be dictated by the users - you should produce some type of scope which sets out how your users will interact with your database before creating it. A well designed database promotes consistent data entry and retrieval, and reduces the existence of duplicate data among the database tables. This is where relational databases shine.

We find that it's a good idea to plan a database on paper first.

From the FileMaker Pro help file

[Determine the purpose for your database, or the problem you want to solve. For example, "keep track on new entries in a gene bank", "to keep a list of my customers," "to manage my inventory," or "to grade my students."

If other people will use the database, be sure to talk with them about the data they will need.

Consider the information you will store in your database. Typically, information falls into broad categories. Accurately identifying these categories is critical to designing an efficient database, because you will store different types and amounts of data in each category. For example, a database intended to track sales has categories such as "products," "invoices," and "customers." A database that records student grades has categories such as "students," "classes," and "assignments." All sorts of information can be stored - pictures, words, video clips, hyperlinks etc.

Once you've determined the broad categories, consider how these categories are related. This can be done by writing simple sentences that describe how the categories interact, such as, "teachers teach classes," "students are assigned to classes," and "students complete assignments." Each of these pairs suggests a relationship between the data in one category and the data in the other category.]

Some examples

The figure below shows some examples of database planning.

Some planning for a database to hold trial data.

Here we are planning a database which will record property data and be able to generate 3D views of streetscapes from the database as the result of a query. A table of streets, a table of properties with heights, facade details, # floors, a table of owners etc. will be required along with queries which will respond to the passing of a parameter.

Determining your training needs

You first step in determining a suitable training program should be to make sure that you understand what it is that you want to achieve i.e. you need to define your aims at the outset.  If you have used a database before, do you understand the difference between a single table database (Excel like) and a multi-table relational database?

Secondly consider whether or not you have a clear idea of the nature of your database problem? Here is a link to some additional information on this topic. Note that is specific to the Microsoft Access environment.

Try a course before you buy

• Visit http://www.softwaretutor.net, our eLearning site and read the syllabus for the database courses - Microsoft Access and FileMaker Pro.

• If you are thinking about enrolling on one of our courses either in-house or via distance learning, we would like you to try out a "Sample course" - this link is to part of a course on FileMaker Pro - a highly efficient relational database much used on Macintosh computers but now available for windows.

• Our courses contain many instructional movies and we want to be reassured that your equipment works with the movies that we make to illustrate the use of database commands so play at least one of our sample movies embedded in the home page of this web site  (there is an Excel example).

• Make sure that you have a copy of the database of your choice on your computer and establish that it works before taking a course.

Study "in house" or by external study?

Make a decision about your mode of learning. Our courses can be taken on a one on one (or small group basis) in our training facility at Thebarton, South Australia or in your premises. We also run courses in Canberra, ACT on a regular basis. If you have visited our broadband learning course, you will know that both 'An Introduction to Access' and 'An Introduction to FileMaker Pro' can be completed via our distance learning program. Note that support is provided for students by email contact and by articles on a support section of our web site. CD-ROM based learning (plus workbook) is also available to students without fast Internet access.

Cost

In-house courses cost $A750.00 (one student or to a maximum of three students) and broadband distance courses cost $A250.00 per student.

Q. Is some form of certification provided?

Yes. We provide all students with a "Certificate of Achievement". A statement that a student has reached a satisfactory standard and completed a competent set of working examples can also be added on request. Click here to view a copy of the certificate.

Q. Do you need a copy of the database program that you intend to use loaded on your computer?

Yes.

Q. What methods of payment do you offer?

If you take a course as a distance student, on receipt of an official order from your company (a purchase order) or email note from you if you are studying privately, we will ship a CD-ROM (with a personal password to unlock modules in the course) and a set of course notes. An invoice will be included in the package. Payment can be made by direct deposit to our bankers (BankSA). Details of our bank account is included on the invoice.

If you wish to pay by credit card (e.g. for immediate online registration and access to a course), we use the PayPal system (www.paypal.com). PayPal offers a very secure system for processing payment across the Internet and takes all major credit cards. PayPal acts as an intermediary between you and Design Cad. They will hold your credit card details (not us) and hold payment to us until you notify PayPal that you have received the course materials in good order.

More information on our distance learning program can be found by clicking here. To enrol, click here.