Welcome to Armstrong Computers College's official resource guide for the May/June 2017 Level Two Database Management exam. This guide will help students familiarize themselves with the exam structure while providing both the questions and simplified, Microsoft Access-based answers. We aim to equip every student with the knowledge and practical skills to succeed in database creation and management using Access.
Our vision is simple: to bring high-quality ICT education to the doorstep of every student. Let's dive in and get you prepared for success.
SECTION A – Theory (Microsoft Access Focus)
1. Explain the Acronym OLE
OLE stands for Object Linking and Embedding. In Microsoft Access, it allows you to embed objects from other applications like Microsoft Word, Excel, or images into your tables or forms. For example, you can embed a Word document in a field to store a resume.
2. Explain the term smallint and byte data types
In Microsoft Access, data types are used to define what kind of data a field can hold. Byte stores integers from 0 to 255 and uses very little space. Smallint is not directly available in Access, but its equivalent is Integer, which can store values from -32,768 to 32,767. Choosing the correct data type improves performance and storage efficiency.
3. Explain the concept of entity relationship
An Entity Relationship in Microsoft Access refers to how tables are connected. For instance, a 'Students' table may relate to a 'Courses' table. Relationships can be one-to-one, one-to-many, or many-to-many, and are defined using primary keys and foreign keys. This ensures data integrity through referential integrity rules.
4. State THREE (3) examples of user-defined objects
In Access, user-defined objects are objects you create for a specific purpose in your database. Examples include: Forms, Reports, Macros.
5. Give THREE (3) examples of Boolean data types.
Boolean data types in Microsoft Access are used for fields that store True/False or Yes/No values. Examples: Yes, No, Null (when the field is left blank or unknown).
6. Explain the types of queries
Microsoft Access supports several types of queries: Select Query, Action Queries (Update, Delete, Append, Make Table), Parameter Query, Crosstab Query.
7. What is the default value for numeric field?
In Microsoft Access, the default value for a numeric field is typically 0. You can change this in the field properties to another number depending on your design requirements.
8. Describe the components of a table structure
A table structure in Access includes: Field Name, Data Type, Field Properties, and Primary Key.
9. List FOUR (4) numeric data types
Access numeric data types include: Byte, Integer, Long Integer, Double.
10. List the features of a database table
Features include: Columns (Fields) and Rows (Records), Defined data types, Primary Key, Relationships, Validation rules.
SECTION B – Practical (Microsoft Access Steps)
- Open Microsoft Access and create a new blank database. Save it as
NVTI.accdb. - Create a Table: In Datasheet View or Design View, create a new table with the following fields:
- FormNumber – Number (Integer)
- Counter – Number (Integer)
- Year – Number (Integer)
- IDNo – Number (Integer)
- Surname – Short Text
- Enter the Records: Fill the table with the provided data below:
| FORM NUMBER | COUNTER | YEARS | ID NO | SURNAME |
|---|---|---|---|---|
| 2 | 189 | 2012 | 4001 | ADAM |
| 6 | 195 | 2012 | 4002 | AOK |
| 8 | 194 | 2012 | 4003 | DAGOTEY |
| 7 | 196 | 2012 | 4004 | DAGOTEY |
| 5 | 193 | 2012 | 4005 | JASMINE |
| 1 | 188 | 2012 | 4006 | JAY |
| 10 | 198 | 2012 | 4007 | KARI |
| 4 | 192 | 2012 | 4008 | MOTR |
- Save the table as
NVTITT. - Run a SELECT Query:
- Create > Query Design > Add NVTITT.
- Include all fields. In the
FormNumberfield criteria, type:<=70. - Sort by FormNumber in Descending order. Click Run.
- Create a Report:
- Use Report Wizard, choose
NVTITTtable. - Include all fields. Sort by Surname (Ascending).
- Finish and print the report.
- Use Report Wizard, choose
