Introduction to databases Developed by Anna Feldman for

Introduction to databases Developed by Anna Feldman for the Association for Progressive Communications (APC) www. apc. org APC - UNESCO MMTK Project

Overview • What a database is • How it fits into the broader information management picture • What the different parts of a database are • How to think about information in a database-shaped way • The priorities involved in the database planning process www. apc. org APC - UNESCO MMTK Project

What is a database? A database is a storage space for content / information (data) www. apc. org APC - UNESCO MMTK Project

But what is data? And where is it now? Data is factual information about objects and concepts, such as: • measurements • statistics You can find it in: · · · · filing cabinets spreadsheets folders ledgers lists colleagues’ memories piles of papers on your desk www. apc. org APC - UNESCO MMTK Project

What does “managing information” mean? • Making information work for us • Making information useful • Avoiding "accidental disorganisation” • Making information easily accessible and integrated with the rest of our work www. apc. org APC - UNESCO MMTK Project

Managing as re-organising We often need to access and re-sort data for various uses. These may include: – – Creating mailing lists Writing management reports Generating lists of selected news stories Identifying various client needs Can you add to the list? www. apc. org APC - UNESCO MMTK Project

Managing as re-processing The processing power of a database allows it to: · Sort · Match · Link · Aggregate · Skip fields · Calculate · Arrange www. apc. org APC - UNESCO MMTK Project

Databases everywhere! Because of the versatility of databases, we find them powering all sorts of projects: · A web site that is capturing registered users · A client tracking application for social service organisations · A medical record system for a health care facility · Your personal address book in your e-mail client · A collection of word processed documents · A system that issues airline reservations www. apc. org APC - UNESCO MMTK Project

Exercise 1: Understanding data and data-gathering www. apc. org APC - UNESCO MMTK Project

Different parts of a database • Fields • Records • Queries • Reports www. apc. org APC - UNESCO MMTK Project

Fields • Database storage units • Generic elements of content www. apc. org APC - UNESCO MMTK Project

Exercise 2: Breaking down content into fields Use the table below to break each content type into fields. Refer to the list of example fields for suggestions www. apc. org APC - UNESCO MMTK Project

Records A simple table showing fields (columns) and records(rows): And as part of an MS Access database table: www. apc. org APC - UNESCO MMTK Project

Queries • Queries are the information retrieval requests you make to the database • Your queries are all about the information you are trying to gather www. apc. org APC - UNESCO MMTK Project

Reports • If the query is a question. . . then the report is its answer • Reports can be tailored to the needs of the data-user, making the information they extract much more useful www. apc. org APC - UNESCO MMTK Project

The database planning process What kind of database are you working on? – Information and referral database – Contact/client database – Donation database (donorbase) – Other www. apc. org APC - UNESCO MMTK Project

Information and referral databases • Store information about service providers • Track and match requests for referral • Use a simple design • Need to be maintained with up-to-date and complete information www. apc. org APC - UNESCO MMTK Project

Contact/client databases • Store contact information for client base • Sortable by criteria like: · · Client interests Services provided Subscription expiry dates Last contacted date www. apc. org APC - UNESCO MMTK Project

Donation databases (donorbases) · Generate reports of donations · Order or sort donors according to different conditions · Record the various donation details of each donor · Create and sort lists of potential and current donors · Print letters, labels and reports www. apc. org APC - UNESCO MMTK Project

Exercise 3: Database planning • Work through the questions on the worksheet • Be aware of the sequence (order) in which questions arise • Repeat the exercise with your colleagues in your organisation www. apc. org APC - UNESCO MMTK Project

Conclusion: Database the information tool • A powerful tool for managing information • Information first - database second • Take your co-workers with you • Include them at all stages of the project planning process · Train them properly in the use of the tool · Develop their understanding of the capacity of the tool www. apc. org APC - UNESCO MMTK Project

Information first Database second www. apc. org APC - UNESCO MMTK Project

Exercise 4 • Look through the questions and ideas for database planning on each piece of paper • Try and group them into separate database planning projects • Leave out the ones which you think are irrelevant • Arrange them into logical trains of thought www. apc. org APC - UNESCO MMTK Project

Introduction to databases Developed by Anna Feldman for the Association for Progressive Communications (APC) www. apc. org APC - UNESCO MMTK Project