Developing a Database Management System Presentation
I am Estelle Lemmer and would like to provide you with a business presentation outlining the process Klingon Systems has followed in developing a Database Management System for The Borg Collective.
This presentation will explain what a Database Management System is, what a Relational Database is and why this is the best option for The Borg Collective. While explaining what queries, forms and reports are, it would be explained how these were applied and developed in creating the Database Management System as well as pointing out the benefits using these will hold for The Borg Collective.
A Database management system (DBMS) is a computer program specifically developed to store and manage data. The database can be queried to provide specific data required and can produce forms and reports relational to that data (Baltzan, Lynch & Fisher 2016).
Specifically for the Borg Collective, we have developed a database management system to store all your information on customers, stock items, suppliers and orders. You would be able to run specific queries on your data to view only the needed information. You would also be able to produce invoices for each customer.
When creating a relational database, information from different tables can be connected to each other. In a relational database you can have one record from one table connected to many records in another table. As seen on the slide, each of The Borg Collective’s information tables has been linked by using primary keys (yellow key symbol) identified in each table (Beskeen et al. 2014).
There are several reason for using a Database Management System:
Easy update of information: It has been decided that a Database Management System is the appropriate tool for this project and I will outline the reasons why:
In looking at the data of The Borg Collective it is obvious that it is too complex to only get handled in a spreadsheet. The Borg Collective has data for Customers, Suppliers, Items and Orders. A Spreadsheet is adequate for one of these lists of information as an isolated list, however The Borg Collective has several lists, with some of the data repeating and relationships between data in different columns between different lists. Having to make changes to data in different lists leaves room for error. When you use a database management system, data can be stored in one place, while being referenced in many different places as would be described later when discussing the different queries, forms and reports we have created for your business. Using a Database Management System, if a customer’s details changes it only needs to be done once and would automatically update in for instance, the customer’s invoice, which references it (Manning 2015).
Flexibility: Different users can access data in whichever way suits them. Be it a report or a form etc. Information can be queried from the database and looked at using any number of logical views or if they so prefer the physical view can be used right where the data is stored.
Scalability: The Borg Collective is only going to grow and a Database would be the only system able to adequately manage a large volume of information.
Redundancy: By using a Database Management System, information only needs to be recorded in one place, reducing information redundancy and increasing information reliability.
Information integrity: By using combo boxes, the DBMS has been developed to restrict the types and format of data that could be entered and therefor contributing to the integrity of the data (Baltzan, Lynch & Fisher 2016).
There are several reasons for using a Relational Database:
Minimize Duplicate Data: Having to make changes to data in different lists leaves room for error. Using a relational database, data can be updated once across multiple tables. Because we have set this up as a relational database, when for example one supplier ceases trading and gets deleted from one table, corresponding deletions will be prompted and occur in other tables, avoiding data inconsistencies. You would’ve probably found that lots of time is spent entering the same data into different spreadsheets. Using a relational database would considerably cut down on the amount of data entry and therefor also reduce room for error (Manning 2015).
Faster data entry: Setting up a relational database we were able to provide you with forms which makes data entry faster and easier than using a spreadsheet
Options for viewing and sorting: Using a relational database, you can view the data by querying it out into forms or reports, which can be saved to use over and over.
Security: If you should choose to, this database can be encrypted and password protected.
Several users: As your business grows, you might want to be able to have more than one user working in the database. This would be possible using the Relational Database Klingon has set-up for The Borg Collective (Beskeen et al. 2014).
A database query is a way to get particular information out into a logical view. This way you would not need to scroll through long lists of data in different columns and different tables. The query gets only the required information out and displays it for your convenience in a new table (Beskeen et al. 2014).
Five queries have been created for The Borg Collective. These queries can be run to display the information required as follows.
The query labelled Vinyl figures will display the Customers’ names and item details of only items ordered in the month of April, weighing less than 1 Kg and which is still unfulfilled. The query would also show the order quantity. This query has been set-up so that you can see how many Star Trek Vinyl Figures orders were ordered for Mother’s Day but were unfulfilled due to the items being out of stock.
The query labelled Broad Category could be used to see how many customers living in Victoria, Tasmania and South Australia, have purchased items belonging to a broad category from a specific Supplier. When running this query, a Supplier name will need to be entered, after which the following information would be displayed in a table: The Customers’ names, addresses, Item type, item description, dispatch Date and order quantity for all items belonging to a broad category and only for Customers living in Victoria, Tasmania and South Australia.
The query labelled Cost Increase has been created to update the cost Price from Luxembourgh of all items that are currently on order and not in stock by 5.50% as a new Australian import duty has been added for all products being imported from the European Union
The query labelled Late Dispatched have been created to be used when requiring a form to see the Queensland customers who have ordered items before the 1st of June, which is in stock, but was dispatched after 10 June. The query could also show information for customers from New South Wales whose orders are in stock and have been dispatched after 20 June but was ordered before the 10th of June.
The query labelled Invoice Calculated can be used to see the details of customers living in New South Wales, Queensland and Victoria, who’s ordered a product associated with “The Big Bang Theory” in May. As this query would be used to produce invoices, it has also been created to calculate the selling price and order totals.
Vinyl figures will display the Customers’ names and item details of only iKlingon has created two forms which you could use. A database form can be filled out on-screen and is an easy way to enter and edit data and navigate between records (Beskeen et al. 2014).
The Late Orders Form will display order details stored in the Database Management System. It would also display the customer’s age in whole years and show a calculated dispatch delay in whole days.
The Supplier Items Form will allow you to view the supplier records individually. It also has a sub-form for viewing item details of items sold by that Supplier.
A report is the best way to print data from your database. It provides many formatting, layout and summary options. It is possible to apply different fonts and colours and add images (Beskeen et al. 2014).
Klingon has used this option to create your invoices, which displays The Borg Collective’s logo as well as payment details, current date, order details and order total.
This presentation has outlined the process which was taken to develop a Database Management System for the Borg Collective. Detailed explanations have been given on what a Database Management System is, what a Relational Database is and specifically why this was the best option for The Borg Collective. Queries, Forms and Reports have been defined as well as described why they were developed for The Borg Collective and what their purposes and benefits will be in the business.
It is the sincere hope of myself, representing Klingon Systems, that the Database created would be of great benefit to The Borg Collective and that it would streamline processes, while aiding your business processes to run more efficiently.
tems ordered in the month of April, weighing less than 1 Kg and which is still unfulfilled. The query would also show the order quantity. This query has been set-up so that you can see how many Star Trek Vinyl Figures orders were ordered for Mother’s Day but were unfulfilled due to the items being out of stock.
The query labelled Broad Category could be used to see how many customers living in Victoria, Tasmania and South Australia, have purchased items belonging to a broad category from a specific Supplier. When running this query, a Supplier name will need to be entered, after which the following information would be displayed in a table: The Customers’ names, addresses, Item type, item description, dispatch Date and order quantity for all items belonging to a broad category and only for Customers living in Victoria, Tasmania and South Australia.
The query labelled Cost Increase has been created to update the cost Price from Luxembourgh of all items that are currently on order and not in stock by 5.50% as a new Australian import duty has been added for all products being imported from the European Union
The query labelled Late Dispatched have been created to be used when requiring a form to see the Queensland customers who have ordered items before the 1st of June, which is in stock, but was dispatched after 10 June. The query could also show information for customers from New South Wales whose orders are in stock and have been dispatched after 20 June but was ordered before the 10th of June.
The query labelled Invoice Calculated can be used to see the details of customers living in New South Wales, Queensland and Victoria, who’s ordered a product associated with “The Big Bang Theory” in May. As this query would be used to produce invoices, it has also been created to calculate the selling price and order totals.