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NIOS Class 12 Accountancy Chapter 38 Database Management System
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Database Management System
Chapter: 38
| Module – 7: Application of Computers in Financial Accounting |
INTEXT QUESTIONS 38.1
Fill in the blanks with appropriate words :
(i) ______________ is the first and most important stage while designing database.
Ans: Requirement analysis.
(ii) ______________ are used to be together different entities.
Ans: Relationships.
(iii) All the accounts can be grouped in __________________ categories.
Ans: Five.
INTEXT QUESTIONS 38.2
Fill in the blanks :
(i) _______________ are meant to create the SQL compatible query statement,
store data and retrieve both data and information.
Ans: Queries.
(ii) ______________ is used to create various reports as per the requirement of the end user.
Ans: Report object.
(iii) _______________ has certain capabilities, which bring it closer to an ideal Database Management System.
Ans: Access.
INTEXT QUESTIONS 38.3
Fill in the blanks :
(i) Memo is used for storing comments and accommodates ___________ characters.
Ans: 65536.
(ii) OLE object stands for _____________.
Ans: Object linking and embedding.
(iii) _______________ formats data entry that includes punctuation. It works only for text and date type fields.
Ans: Input mask.
(iv) _____________ is a label used for field in datasheet vie and on forms and reports.
Ans: Caption.
INTEXT QUESTIONS 38.4
Multiple Choice Questions :
(i) ‘DBMS’ stands for :
(a) Drawing Board Management Software.
(b) Dividend Based Marking System.
(c) Data Base Management System.
(d) Data base Marking Software.
Ans: (c) Data Base Management System.
(ii) MS Access is a :
(a) Word processing Software.
(b) Presentation Software.
(c) Spread Sheet Software.
(d) Data Base Management Software.
Ans: (d) Data Base Management Software.
(iii) The term ‘field’ as applied to database table means:
(a) Vertical column of the table.
(b) Size of the table.
(c) Horizontal row of the table.
(d) Name of the table.
Ans: (a) Vertical column of the table.
(iv) SQL stands for :
(a) Simple Questions Language.
(b) Simple Que line up.
(c) Singular Quantity Loading.
(d) Structured Query Language.
Ans: (d) Structured Query Language.
(v) The default extension of MS Access (2007) file is:
(a) Accbd.
(b) .exl.
(c) .doc.
(d) .exe.
Ans: (a) Accdb.
(vi) In order to retrieve select data meeting a specified criteria from two different tables of Access database, we may make use of :
(a) Table.
(b) Query.
(c) Form.
(d) Report.
Ans: (b) Query.
(vii) To expect a well formatted printable data from Access database, we may use:
(a) Table.
(b) Query.
(c) Form.
(d) Report.
Ans: (d) Report.
| TERMINAL EXERCISE |
1. What do you understand by DBMS. Give names of two commonly available DBMS software?
Ans: A Database Management System (DBMS) is a system that provides a logical way of storing, managing and retrieving data in a systematic manner. It helps in organizing data into tables and reduces problems such as data redundancy, inconsistency, duplication and difficulty in accessing data. DBMS enables efficient handling of large volumes of data and helps in generating meaningful information.
Two commonly available DBMS software are:
(i) Microsoft Access.
(ii) Oracle.
2. With suitable example, illustrate the meaning of ‘attributes’ as applied to database?
Ans: Attributes are the properties or characteristics that describe an entity in a database. Each attribute represents a specific piece of information about the entity.
For example, in a student database, “Student” is an entity and its attributes may include Name, Roll Number, Class and Marks. These attributes help in describing the student entity completely.
3. Why do we seek to split up information into different tables rather than confine it to a single table?
Ans: Information is divided into different tables in a database to avoid data redundancy, inconsistency and duplication. Storing all data in a single table makes it difficult to manage, update and retrieve information efficiently.
By splitting data into multiple related tables, it becomes easier to organise data systematically, maintain accuracy, ensure data security and improve efficiency in accessing and processing data.
4. What do you understand by terms ‘key field’, ‘primary key’ and ‘secondary key’ in a database?
Ans: (i) Key Field: A key field is a field in a table that is used to identify records uniquely. It helps in searching and retrieving specific records.
(ii) Primary Key: It is a field or combination of fields that uniquely identifies each record in a table. It does not allow duplicate or null values.
(iii) Secondary Key: It is a field used for searching or sorting records but does not uniquely identify them. It may contain duplicate values.
5. List the conventions that you will follow, while naming different fields of a table?
Ans: The following conventions should be followed while naming fields:
(i) Field names should be meaningful and relevant.
(ii) Avoid using spaces in field names.
(iii) Use short and simple names.
(iv) Avoid special characters.
(v) Use consistent naming style.
(vi) Names should clearly indicate the type of data stored.
6. What are the uses of ‘query’ object in Access program?
Ans: Query object is used to retrieve, manipulate and analyse data stored in tables. It allows combining data from multiple tables and applying conditions to extract specific information.
Queries help in creating SQL statements, filtering records, sorting data and generating meaningful information required by users.
7. What do you understand by ‘Form’ object in Access and how are they useful?
Ans: A Form in Access is an interface used for entering, editing and displaying data stored in the database. It provides a user-friendly way of interacting with data.
Forms are useful for data entry, navigation through records, updating information and presenting data in a structured manner. They also help in reducing errors and improving efficiency.
8. What is the purpose of ‘report’ object in Access program?
Ans: The Report object is used to present data in a formatted and organised manner for printing and sharing. It helps in generating summaries and detailed reports from the database.
Reports are useful for analysing data, presenting results and providing information in columnar or tabular format as required by users.
9. What do you understand by database? What are the ways in which data is storedand queried in an Access database?
Ans: A database is a collection of interrelated data stored in an organised manner for generating useful information. It helps in managing large volumes of data efficiently.
In Access database, data is stored in tables in the form of rows and columns. Queries are used to retrieve, filter and manipulate data based on specific conditions. Thus, tables store data and queries help in accessing and analysing that data.
10. What are the advantages of Access over Excel?
Ans: (i) Access is more suitable for handling large volumes of data.
(ii) It reduces data redundancy and duplication.
(iii) It provides better data security.
(iv) It allows creation of relationships between tables.
(v) It supports queries for advanced data retrieval.
(vi) It provides forms and reports for better data management.
11. Describe in brief the function of ‘Table’, ‘Query’, ‘Form’ and ‘Report’ object of Access program?
Ans: (i) Table: It is used to store data in rows and columns. It forms the basic structure of a database.
(ii) Query: It is used to retrieve and manipulate data based on conditions. It helps in analysing data.
(iii) Form: It provides a user-friendly interface for entering and editing data.
(iv) Report: It is used to present data in a structured format for printing and analysis.
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