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Database Design Guideline Essay

I am designing a database for Whipps cross-hospital witch will require information on patients and doctors. I will use Microsoft access to produce my database you don’t need much training on how to use it and this software will make it easier to store and find information about each doctor and patient in Whipps Cross Hospital.

Below I will be designing how the database will work. The mean point of the database will hold 16 to 32 records and is going to have 2 tables. One of the tables is for the DOCTORS and the other one is going to be for the PATIENTS. I will try to design a database that is simple so it can be quick and easy to handle.

Hardware

* Central Processing Unit (CPU) for performing the system’s calculating and processing.

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* Random Access Memory (RAM) for memory.

* Hard disk drive for storage of permanent data.

Design Plans/ Inputs – drawing of what my tables will look like in Microsoft access once I have entered the field names and the data type.

* Doctors Table

Field Name

Data Type

Description

Doctors ID

Text

It is the unique number the doctor is recognised by. (Primary key)

Forename

Text

Doctors first name

Surname

Text

Doctors surname

Address

Text

Doctors Address

Phone Number

Text

Doctors phone number

Salary

Currency

How much the doctor gets paid

Gender

Text

Male or Female

Ward

Text

The working area of the doctor / The ward which the doctor will be working in.

Specialist

Text

What the doctor specialises in (e.g. heart surgeon)

* Patients table

Field Name

Data Type

Description

Patients ID

Text

It is the unique number the patient is recognised by. (Primary Key)

Doctors ID

Text

The ID number of the patients doctor which is the unique number the doctor is recognised by.

Forename

Text

Patients first name

Surname

Text

Patients surname

Address

Text

Where the patient lives.

Illness

Text

What illness the patient has or any previous illnesses.

D.O.B

Text

The date when the patient was born.

Gender

Text

Male or Female

NHS number

Text

Patients ID

Data Admitted

Text

The data they are admitted in the hospital

Date Discharged

Text

The data discharged from hospital

Ward

Text

The ward number they are admitted in

Phone number

Number

Contact number of the patient

Postcode

Text

The area where the patient lives in.

==> Fields -Fields are the different parts of the database record. Common fields in my database are surname, forename, doctor ID, address, gender and phone number. Field is what you store the information in e.g. doctor ID will go under that particle field making it separated from other information/fields.

Doctor’s table: This is how my doctor’s table will look like when I have designed it in the actual database in Microsoft Access, for Whipps Cross Hospital.

Doctor ID

Forename

Surname

Address

Phone Number

Salary

Gender

Ward

Specialist

Patient’s table: This is how my patient’s table will look like when I have designed it in actual database in Microsoft Access; for Whipps Cross Hospital.

Patient ID

Doctor ID

Forename

Surname

Address

D.O.B

Gender

Postcode

NHS number

Ward

Illness

Data Admitted

Date Discharged

Phone number

Validation rules- rules that you can only entry and nothing else in a particular field. It only allows cretin data to be entered. This helps make my work easier because if I type something else by mistake a sign will come up telling me that I can’t type anything else apart from what I wrote on my validation rules for that field.

” Techniques used to ensure that the data is input into a computer system in accordance with predefined rules”

I will be using a validation rules in my database for my doctors and patients table, I will create a validation rule under the field of ward. My validation rule is in colours (“Red” Or “Blue” Or “Orange” Or “Green”). This means that in my database I can only enter the colour red, blue, orange or green for the ward input so while filling my forms I will have to apply and stick with these rules as my database will not allow me to entry any other information apart from using does rules.

Validation controls are given to create some rules for your assignment E.g. Validity check you can put minimum or maximum range. Validation rule gives you some rules witch you have to follow. The big advantage of using a validation rule is that there will be fewer changes of errors and making mistakes in my database this is why I think a validation rule is important in my database.

Relationship- A relationships works when you extract information from both of the tables. It is a common link between the two tables. It gives your database a good overall structure.

I will be creating a relationship between the doctors and patients table; in Microsoft Access for my database. The relationship will be showing what the two tables have in common as I will identify and explain below.

A relationship between the two tables is needed in Whipps Cross Hospital as then doctors will be able to read it easily as well as they can take any information from both of the tables which they want directly. Relationships are important because it shows the relationship between the two tables and what the have in common just like common family DNA cells. Relationship between two tables will allow Whipps Cross Hospital to search lots of tables at the same time.

This is how I will create a relationship in my database; the first step into creating my relationship between the two tables is, to click on the ‘start’, and go to programmes to find ‘Microsoft Access’. After, this document is open I will have to select the button which says ‘open existing files’ then click ‘ok’. After this stage, I will have to go on the file where I have saved the patients and doctor’s table under and click ‘ok’. Then I would have to click on this icon which is located on the toolbars, after that a table will show saying doctors table on one line and the line below says the patients table. I would select one of the two tables and then click ‘add’ and I have to do the same for the other remaining table and then close that table. Then the patients and doctors table would appear. After that, I will have to find out what the two tables have in common. For example ‘Doctors ID’ witch will be common in both tables in my database. Then on one of the two tables I will have to click on the ‘Doctor’s ID’ and drag it to the other table where it says Doctor’s ID and, then I can find any other relationship if so between the two tables. That is how I would create a relationship between two tables however to see the relationship again I can always click on the save icon as before and it will illustrate the direct relationships that has been created.

– This is the icon used to create a relationship witch is located on the top of the database toolbar.

Forms- a form is like a blank document witch allows you to enter information in to the database.

In my database a form will work as a piece of paper where information needs to be filled in about the Doctor and Patients. It is useful because it will tell the information about the Doctor and Patient and updates the patients and doctors information about them witch will narrow my search when I am finding out information about the staff and the patients in Whipps cross hospital. I will also give each field its suitable form to access the information required. I will create a separate form for each doctor and patient in Whipps Cross Hospital so the information don’t get mixed and makes it less complicated to store. Whipps Cross Hospital will need the different forms as it will be easy to find out any information about them and also updates their database system on the patients and doctors.

Doctor’s Form:

Doctor ID:

Forename:

Surname:

Address:

Phone number:

Gender:

Salary:

Ward:

Specialist:

Patient’s Form:

Patient’s ID: Date discharged:

Doctor’s ID: Ward:

Surname: Phone number:

Forename: Postcode:

Gender: Illness:

Data of birth:

Address:

NSH number:

Date admitted:

==> Queries – This is a selection of data from the table in a database where a single query can extract data from different tables. Queries are particular searches that can be run on the database. This is better than going through each and every data and it will waste time. Queries are much quicker and it will save time leaving the hospital staff to do other stuff.

Whipps Cross Hospital can just run the queries and check if there database is working effectively it will save there time and make things easier to find and store. They can find the information needed very easily. This will also affect the general running of the database it will make it faster, quicker and more efficient for the hospital stuff.

Now I am going to plan how I will be creating queries in my database and a brief design of what my queries will look like. For each of my queries I will have the following layouts.

Reports – a report in Microsoft access will allow me to see information from the database in a presentable form. Whipps Cross will need reports in their database so they can see the out come of they results. This saves time, as you don’t have to go through a long process of making reports where as Microsoft access produces the reports for you depending on what to want the output to come out as. The reports produced using Microsoft access is more accurate and reliable.

The reports will be linked to the queries that I will design so; the information from the queries will be used to design my report for Whipps Cross Hospital. In the report all the information is extracted from the Queries, which I will design.

I will be using reports to extract data for my doctor’s table, patients table as well as all my queries so the information is more presentable.

How to cite this page

Choose cite format:

Database Design Guideline. (2017, Sep 28). Retrieved from https://studymoose.com/database-design-guideline-essay

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