G8: ​Chp 2: Managing Data

​Chp 2: Managing Data

By Soleha Majeed

What is a Model?

• A model is a copy or representation of something real.

• Models help us understand how something looks, works, or behaves.

• A model does not have to be exact, but it should be realistic.

Real-Life Examples

• A toy car showing how a real car looks

• A model village showing roads, houses, and parks

• A globe showing Earth

Modelling

Why Models Are Useful

• Help us learn safely

• Easy to study

• Used for planning and learning

For example: A 3D Model of a bridge

Multiple Choice

Q1. What is a model?

• A copy or representation of a real system

• A game

• A machine

• A real object

What is a Simulator?

• A simulator is a special type of model.

• It copies real-life systems or situations.

• It allows people to practice skills safely.

Simple Definition

A simulator lets us experience real situations without real risk.

Real-Life Examples

• Driving simulator

• Flight simulator

• Surgery simulator

​“Have you ever played a game that feels like real life — like a car racing game or flight game?”

Multiple Choice

Which of the following best describes a simulator?

• A device used for playing games only

• A real-world experiment

• A computer system that imitates real-life situations

Driving Simulator Example

• A driving simulator copies real road conditions.

  • It helps learners practise driving without accidents.

  What Can Be Practised?

  • Steering

  • Braking

  • Traffic rules

  • Road signs

• Who Uses It?

  • Learner drivers

  • Driving schools

  • Police training centres

Multiple Choice

Which skill can be practised using a driving simulator?

• Driving skills
• Parking techniques
• Vehicle maintenance

Simulator in Pilot Training

• Flight simulators are used to train pilots before they fly real planes.

• The simulator looks like a real cockpit with all controls and screens.

• The “windows” are screens showing what the pilot would see in real life.

• This helps pilots:

  • Learn safely without accidents

  • Practice flying in bad weather

  • Learn emergency responses (like engine failure)

Simulator in Pilot Training

​“Why might it be risky for beginners to train in real planes?”

Multiple Choice

Why is a flight simulator used instead of a real plane for training?

• Allows pilots to fly without any prior experience in real aircraft.

• It used for training because it offers a safe, controlled environment to practice various scenarios without the risks and costs

Simulators in Healthcare

• Doctors and surgeons use simulators to practice surgeries safely.

• Helps in:

  • Learning surgical skills

  • Testing new medical techniques

  • Planning responses to emergencies (like earthquakes)

• Hospital layout simulators help design efficient hospital spaces.
  Examples like virtual surgery trainers or VR medical training.

Multiple Choice

How do simulators help surgeons?

• By treating real patients

• By allowing safe practice and testing

• By replacing doctors

Simulators and Data

Key features: (pg 201)

• Key features are the most important features. (see pg 201)

• Without key features, the simulator will not work properly.

Example

• Speed display in flight simulator

• Steering control in driving simulator

• “What happens if speed is missing?”

Simulators and Data

Simulators Need Data to Work

• Simulators cannot work on their own.

• They need input data to process and produce an output.

• Without data, the simulator will not respond correctly.

Multiple Choice

Data requirements for a flight simulator might include:

• Traffic patterns

• Patient vital signs

• Weather data

• Building materials

Multiple Choice

A key feature is one that is:

• Optional

• Important for correct working

Multiple Choice

Why is data important in simulators? (in easy words)

• Data makes simulators slower and less efficient.
• Simulators do not need data to function properly.
• Data makes simulators realistic and effective for training or testing.

Simulators and Data

Input Data in a Flight Simulator

Users can give data to a flight simulator by:

• Pressing + or – keys to increase or decrease speed

• Using number keys (0–9) to set speed

• Using arrow keys to turn left or right

• Moving the mouse to control direction

• Using the mouse to help the aeroplane take off

👉 All these actions are data inputs.

Multiple Choice

Which is an example of input data?

• Speed shown on screen

• Pressing arrow keys

• Warning message

Importance of Input Data

• Some data is vital for the simulator to work properly.

• If speed is not set → the aeroplane will not move.

• If turning controls are missing → the aeroplane can only fly straight.

• Correct data allows realistic behaviour.

Multiple Choice

What happens if no speed is set in a flight simulator?

• Plane crashes

• Plane flies faster

• Plane stays still

• Plane disappears

In your Notebook:

What is a simulator? Explain why simulators are important for learning and training.

Explain how data is used in a flight simulator. Give at least four examples of input data.

Why is input data important in a simulator? Explain what would happen if important data is missing.

Spreadsheet Models – Introduction

A spreadsheet model is a spreadsheet used to analyse data and test solutions to problems.
It helps us understand what might happen if something changes.

We use spreadsheet models to:

• Organise numbers

• Perform calculations

• Make decisions

Spreadsheet Models – Introduction

Real-Life Examples

• Calculating class test averages

• Tracking pocket money

• Planning business profit and expenses

Multiple Choice

What is a spreadsheet model mainly used for?

• Analysing data and testing solutions

• Developing software applications.
• Managing email communications.

Using Spreadsheets to Analyse Data

Spreadsheets can:

• Find highest, lowest, and average values

• Compare results

• Show patterns

Example:
A teacher can analyse test scores to see:

• Who scored highest

• Who needs extra help

• Class average

Real-Life Example

• A shop owner checks daily sales to see which product sells best.

Multiple Choice

Which task can a spreadsheet do easily?

• Create complex graphics
• Perform calculations such as finding average

• Store large databases
• Manage user accounts

Using Spreadsheets for Business Decisions

Businesses use spreadsheets to:

• Track income

• Track expenses

• Calculate profit or loss

If a business is not making profit, they can:

• Reduce costs

• Increase selling price

• Sell more items

Real-Life Example

A school canteen checks if it earns enough money from snacks.

Using Spreadsheets for Business Decisions

profit = income − cost.

OR
profit = Sales − expenses.

Multiple Choice

Why do businesses use spreadsheets?

• for tracking finances, data organization and analysis

• for sending and receiving emails.

• for social media marketing.

What-If Analysis

What-if analysis means asking questions like:

“What if we change this value?”

You change one value and see how it affects the result.

Examples

• What if the price increases?

• What if we save more money?

• What if we want a certain profit?
  

Multiple Choice

What-if analysis is used to:

• Guess randomly

• evaluate potential outcomes of different scenarios

Simple What-If Examples

Examples of what-if questions:

• What if a product price increases by $0.50?

• What if you save $10 every week?

• What if you want $200 profit?

By changing values, the spreadsheet automatically updates results.

Real-Life Example

Saving money for a bicycle and checking how long it will take.

Multiple Choice

Which is a what-if question in terms of spreadsheet? (easy)

• What if I hire more staff next year?

• What if I change my product color?
• What if I increase my sales by 10%?

Keep It Kool – Business Spreadsheet pg 206

Keep It Kool sells:

• Ice cream

• Milkshakes

• Frozen yoghurt

• Iced coffee

Their spreadsheet shows:

• Cost to make

• Selling price

• Number sold

• Profit

Keep It Kool – Business Spreadsheet pg 206

https://docs.google.com/spreadsheets/d/1GW-vqzHkXNtbUqVw2bWZDq6MQ0oxzOl-/edit?usp=sharing&ouid=101246322010639961344&rtpof=true&sd=true

What Is Goal Seek?

Goal Seek is a spreadsheet tool used to:

• Set a goal (like profit)

• Automatically calculate what value must change

Example

“What selling price is needed to make $50 profit?”
https://www.youtube.com/watch?v=hKR8b9YxVzU

Multiple Choice

. Goal Seek is used to:

• Format cells

• Find a value to reach a goal

• Delete data

• Sort names

Using Goal Seek (Ice Cream Example)

Goal: $50 profit

• Cost: $0.50

• Number sold: 20

Result:

• Selling price must be $3.00

Real-Life Meaning

Higher profit needs higher price or more sales.

Goal Seek Practice Questions

• Find milkshake selling price for $43 profit

• Find number of frozen yoghurts for $105 profit

Goal Seek helps answer these quickly and accurately.

Multiple Choice

Goal Seek works best when: (in easy words)

• You have a specific target value to achieve.
• You want to analyze past data trends.
• You are unsure of the desired outcome.
• You need to change multiple values at once.

Checking Instructions in a Form

• Instructions must be clear and simple so users know:

  • What information to enter

  • How to enter it

  Unclear instructions can lead to wrong or missing data.

  Good Instruction Example

  “Enter your date of birth in DD/MM/YYYY format.”

  Bad Instruction Example

  “Enter your date.”

Multiple Choice

Clear instructions help users to:

• Enter data correctly

• feel more confused
• ignore unnecessary details
• complete tasks faster

Question Order and Format

• Questions should be asked in a logical order.
  The form should also guide users to enter data in the same format.

  Logical Order Example

  1. Name

  2. Age

  3. Address

  Why Format Matters

  • Makes data easy to compare

  • Helps searching and sorting

Multiple Choice

Why is a standard format important?

• for consistency and clarity.

• for creativity and innovation.

• It is only necessary for large organizations.

Space and Answer Options

• A form should:

  • Give enough space for answers

  • Include all options for multiple-choice questions

  Missing options can cause incorrect data.

  Real-Life Example

  If “Other” is missing, users may choose the wrong option.

Multiple Choice

Why must all answer options be provided?

• To avoid incorrect data

• To reduce questions.

• To force one answer

Evaluating a Data Collection Form

• A data collection form is used to gather information from users.
  Before using a form, we must evaluate it to check how effective it is.
  Evaluating means checking whether the form collects the right data in the right way.

  Why Evaluation Is Important

  • Helps avoid confusion

  • Improves accuracy

  • Saves time

  • Makes data useful

  Real-Life Example

  An online school admission form must be clear so parents fill it correctly.

Multiple Choice

Why do we evaluate a data collection form? (in easy words)

• to ensure it collects accurate and useful information.

• to ensure it is filled out quickly.

• to increase its length and complexity.

• to make it look more appealing.

Multiple Choice

What is a data?

• Data is a type of software used for storage.

• Data is information, often in numerical or categorical form, used for analysis.

• Data is a programming languages.

Database: A database is an organized collection of information, or data, that is stored and accessed electronically.

Multiple Choice

What is a database? (in easy words)

• a structured collection of data that can be easily accessed and managed.

• a simple text document that holds information.

• a type of software that only stores images.

• a random collection of files stored on a computer.

"Where do we store student records, library books, and employee data?

What if we can't store these in Word or Excel?"

Excel is spreadsheet software (for calculations, charts, financial tasks).

MS Access is a Database Management System meant for storing, managing, and organizing data efficiently.

Multiple Choice

Which software becomes slower when handling very large datasets?

• Excel

• Access

• Understand what MS Access is and why organizations or companies uses it.

• Identify major components or tools of MS Access

• Create a simple table with fields and appropriate data types.

​MS ACCESS

Multiple Choice

Which of the following best defines a DBMS? (data based management system)

• A system that prints documents

• A software that helps organize and manage databases

Multiple Choice

The main purpose of using a DBMS is to:

• Make presentations

• Store large amounts of data efficiently

• Write essays

Basic Structure of a Database

• A database is organised using:

  • Table

  • Field

  • Record

  • Primary key

  These parts help store and manage data properly.

Multiple Choice

Which is NOT a part of a database structure?

• Field

• Record

• Paragraph

• Primary key

Table, Field, and Record

• Table: Collection of data in rows and columns

• Field: A column (e.g. Date of Birth)

• Record: One complete row of data about a person

Real-Life Example

A school register is a table; one student’s details are a record.

Primary Key

A primary key uniquely identifies each record.
No two records have the same primary key.

Examples

• Student ID

• Library card number

LET'S WORKING ON MS Access

Analyse!

https://www.youtube.com/redirect?event=video_description&redir_token=QUFFLUhqbTBlcGN1UUMzSDBSMmRvZHNVYXJaUE1CNUw4QXxBQ3Jtc0tsZF8xWHFVVTcyOWVoeWdxajBUNHF3dE5JN0ZGaW5XZEVKX09WcHo1eHlYMHpydG1QLUxjdzg1djBobng1bm5fb2p5dHB5VnAyWkR4R2F2VWJoYVFYWFItam1DV1Vha1JBUEZPRk1oWEJ4Q0t4WHpwcw&q=https%3A%2F%2F1drv.ms%2Fu%2Fs%21AmxrofZZlZ-whKx-OHtH9VLpU4PdJw%3Fe%3D0aRP1p&v=ubmwp8kbfPc

Review of MS access

​https://www.liveworksheets.com/worksheet/en/database/2058697

What is Data Validation?

Data validation means checking the data before it is saved in a computer system or database.
Its main purpose is to make sure the data entered is correct, complete, and sensible.

Validation does not check if data is true — it checks whether data follows rules.

What is Data Validation?

For example:

• If a form asks for your age, validation checks whether:

  • Something is entered

  • The value is within a sensible range

  • Numbers are entered, not letters

Validation helps computers reject wrong data and accept correct data.

What is Data Validation?

Real-Life Example

When you fill out an online admission form, it will not submit if:

• You leave the name blank

• You type letters instead of numbers in phone number
  This happens because of validation checks.

Multiple Choice

What is the main purpose of data validation?

• To check if data is interesting

• To check if data follows rules

• To delete wrong data automatically

• To store data permanently

Multiple Choice

Validation checks data:

• After deleting

• Before saving

• During printing

• After searching

Presence Check

A presence check makes sure that data is not left blank.
It checks whether the user has entered something in a required field.

If the field is empty, the computer shows an error message and does not allow submission.

Example

• Name field → must not be empty

• Email field → must be filled

• Password field → cannot be left blank

Presence Check

Real-Life Example

When signing up for an email account:

• If you leave the password box empty

• The system says: “This field is required”

  That is a presence check.'

• presence check does not check correctness.

• It only checks whether something is entered.

Multiple Choice

What does a presence check do?

• Checks if data is in correct format

• Checks if data is true

• Checks if a field is not empty

• Checks data length

Format Check

A format check ensures that data is entered in the correct structure or pattern.

It checks whether data matches a specific format, such as:

• Date

• Email address

• Phone number

Format Check

Examples

• Date format: DD/MM/YYYY → 14/08/2011 ✔

• Email format: [e-mail]

• Phone number format: +92-3XX-XXXXXXX

Wrong format examples:

• 14th August 2011 ❌

• abc@com ❌

Real-Life Example

When entering your date of birth on a school portal:

• The system may not accept 12th June 2010

• It only accepts 12/06/2010

Multiple Choice

Which validation check ensures DD/MM/YYYY format?

• Presence check

• Length check

• Format check

• Range check

Length Check

A length check controls how many characters or digits can be entered in a field.

It ensures data is not too short or too long.

Examples

• Phone number → must be 11 digits

• Password → minimum 8 characters

• Student ID → exactly 6 digits

If fewer or more characters are entered, the system rejects the data.

Length Check

Real-Life Example

When creating a password:

• If password is only 3 characters

• The system shows: “Password must be at least 8 characters”

Multiple Choice

Which check makes sure a phone number has 11 digits?

• Format check

• Presence check

• Range check

• Length check

Range Check

A range check ensures that a value lies between a minimum and maximum limit.

It is mostly used with numbers.

Examples

• Age → must be between 5 and 18

• Marks → must be between 0 and 100

• Rating → must be between 1 and 5

Range Check

Real-Life Example

When giving feedback online:

• You cannot give a rating of 10 if range is 1–5

• The system blocks invalid numbers

Multiple Choice

Which value will fail a range check (1–10)?

• 5

• 1

• 10

• 15

Why Validation Checks Are Important?

Validation checks are important because they:

• Improve accuracy of data

• Prevent mistakes

• Help get correct search results

• Keep databases organized and reliable

Without validation:

• Searching becomes difficult

• Wrong decisions may be made

• Data becomes confusing

Why Validation Checks Are Important?

Real-Life Example

In a hospital database:

• Wrong date format may cause patient record errors

• Missing age can affect treatment decisions

Multiple Choice

What happens if validation checks are not used?

• Data becomes more secure

• Data is always correct

• Data may be inaccurate

• Data is deleted

Validation in Data Collection Forms

Validation rules are used in online forms and databases to:

• Stop wrong data from being saved

• Force users to enter correct information

If rules are not met:

• The form rejects the data

• The user must correct it

Validation in Data Collection Forms

Examples in Forms

• Required fields → Presence check

• Date picker → Format check

• Mobile number → Length check

• Age → Range check

Multiple Choice

What happens when validation rules are not met?

• Data is saved anyway

• Data is deleted

• Data is ignored

• Data is rejected

Summary of Validation Checks

Multiple Choice

Which validation check ensures values between 1 and 100?

• Format check

• Length check

• Presence check

• Range check

Apply Validation Rules (Practical Task 2.5)

https://www.youtube.com/watch?v=vsLvi6n-Vag&t=219s

Apply Validation Rules (Practical Task 2.5)

Length Check – Reviewer First Name

• Field: Reviewer first name

• Field Size: 25

Length Check – Reviewer Last Name

• Field: Reviewer last name

• Field Size: 30

Range Check – Review Score

• Data Type: Number

• Validation Rule: >=1 And <=5

Range Check – Reviewer Age

• Data Type: Number

• Validation Rule: >=5 And <=120

Apply Validation Rules (Practical Task 2.5)

Test the Validation (For Students)

❌ Type more than 25 characters in Reviewer first name
❌ Enter 0 or 6 in Review score
❌ Enter 3 or 150 in Reviewer age

Click on this link!

https://drive.google.com/file/d/1RDeaHB9P06eXxGghWfmnRgdSfioVX4uQ/view?usp=sharing

What is a Data Collection Form?

A data collection form is a tool used to collect information and store it in a database.

It can be:

• 📝 Paper-based (printed form)

• 💻 Electronic (on computer)

What is a Data Collection Form?

An electronic data collection form:

• Makes data entry easier

• Reduces mistakes

• Applies validation rules automatically

• Stores data directly in a database

It acts as a user-friendly interface between the user and the database.

Instead of typing directly into a table (which can be confusing), users fill out a form.

What is a Data Collection Form?

Real-Life Examples

• Online school admission form

• Online shopping checkout page

• Google Form survey

• Hospital patient registration system

• Book review submission form

Multiple Choice

A data collection form is mainly used to:

• Design a database

• Collect and store data

• Delete records

• Format documents

Let's watch a video:

https://www.youtube.com/watch?v=Ojpgm8TEAVw

​https://www.youtube.com/watch?v=p7oCdOz4VU0

What is a Wizard?

The Form Wizard in MS Access helps you:

• Select fields

• Choose layout

• Choose design style

• Create a form automatically

It saves time and effort.

What is a Wizard?

Real-Life Example

Think of a wizard like:

• An ATM screen guiding you

• A mobile phone setup guide

• Installing an app step-by-step

Multiple Choice

An electronic form is better than paper because:

• It looks colorful

• It cannot store data
  

• It can apply validation rules

• It takes more time

What is a Wizard?

A wizard is a computer tool that guides you step-by-step to create something.

It:

• Gives instructions

• Shows options

• Helps beginners

• Reduces mistakes

Multiple Choice

A wizard helps users by:

• Deleting data

• Guiding step-by-step

• Printing tables
  

• Hiding fields

Multiple Choice

The Form Wizard is mainly used to:

• Write code

• Delete database

• Delete database
  

• Print data

Selecting Fields in the Form Wizard

When using the Form Wizard:

You will see:

• A box on the left (Available Fields)

• A box on the right (Selected Fields)

To add fields:

• Click on a field name

• Click the single arrow ( > ) to move one field

• Click double arrow ( >> ) to move all fields

When all fields move to the right, it means:
✔ They will appear in your form.

Real-Life Example

If creating a Book Review Form, you might select:

• Book Title

• Author Name

• Reviewer Name

• Rating (1–5)

• Comments

Multiple Choice

The single arrow ( > ) moves:

• All fields

• No field

• Deletes field

• One field at a time

Multiple Choice

If a field is not moved to the right box:

• It appears in form

• It is deleted

• It will not appear in form

• It prints automatically

Clicking Finish and Opening the Form

After selecting fields and layout:

Click Finish.

What happens?

• The form is created

• It opens automatically

• You see all selected fields displayed

Now the form is ready for data entry.
Real-Life Example

You create a Book Review Form. After clicking Finish, the form shows:

• Text boxes

• Rating dropdown

• Comment box

Ready to enter data.

Download this link:

https://drive.google.com/file/d/1PE0xYB2jc_LQhwIHQVItaZWHIWNx985_/view?usp=drive_link

Why Do Companies Use Databases?

Companies collect and store large amounts of data such as:

• Customer details

• Products

• Sales records

• Employees

• Inventory

Why Do Companies Use Databases?

They store this data in databases because databases:

✔ Organise information efficiently
✔ Allow quick searching
✔ Reduce duplication
✔ Improve accuracy
✔ Help decision-making

A database must be suitable for its purpose, meaning it must store the right data in the right way.

Why Do Companies Use Databases?

If it is poorly designed:

• Important data may be missing

• Searches may not work properly

• Data may be inconsistent

• Business decisions may be wrong

Why Do Companies Use Databases?

Real-Life Example

A supermarket database stores:

• Product name

• Price

• Expiry date

• Supplier

If expiry dates are not stored, expired products may be sold.

Multiple Choice

Companies use databases mainly to:

• Decorate reports

• Organise and manage data

• Play games

• Delete information

Multiple Choice

A database that is not suitable may:

• Improve accuracy

• Make searching easier

• Cause incorrect decisions

• Increase profits

What Does “Evaluating a Database” Mean?

Evaluating a database means checking whether it:

✔ Stores necessary data
✔ Stores accurate data
✔ Has correct validation rules
✔ Is complete
✔ Is easy to use
✔ Allows useful searching

What Does “Evaluating a Database” Mean?

When evaluating, we ask:

• Is any data unnecessary?

• Is any important data missing?

• Are validation rules applied?

• Is the data consistent?

What Does “Evaluating a Database” Mean?

Real-Life Example

A school database that stores:

• Student name

• Age

• Grade

But does NOT store:

• Parent contact number

This database is incomplete because emergency contact information is missing.

Multiple Choice

Evaluating a database means:

• Deleting data

• Checking if it meets its purpose

• Printing it

• Renaming it

Multiple Choice

A database missing important data is:

• Complete

• Suitable

• Incomplete

• Perfect

Example – Animal Database

Fields in the Animal Database:

• Animal name

• Animal type (Presence check)

• Animal age (Range check)

• Animal weight

• Fur description

• Other features

Now we evaluate:

Is this database suitable for finding a unique zoo animal?

Real-Life Scenario

Zoodledoo Zoo wants:

• A unique animal

• Interesting features

• Not already in zoo

Can this database:

• Search by height?

• Search by flying ability?

• Search by habitat?

No — because those fields are missing.

Multiple Choice

The animal database is missing:

• Animal name

• Animal type

• Height field

• Age

Multiple Choice

If the zoo wants flying animals, the database needs:

• Colour field

• Can Fly field

• Name field

• Weight field

Checking Data Necessity & Missing Data

When evaluating, ask:

1️⃣ Is all data necessary?
2️⃣ Is any data missing?

Example missing fields in animal database:

• Height

• Habitat

• Can fly (Yes/No)

• Diet

• Country of origin

Without these, searching becomes limited.

Checking Data Necessity & Missing Data

🌍 Real-Life Example

If a pet shop database does not store:

• Vaccination status

It cannot ensure animal health safety.

Multiple Choice

Missing fields make a database:

• More accurate

• Less useful

• Faster

• Larger

Multiple Choice

A “Can Fly” field would most likely use:

• Number

• Short Text

• Yes/No

• Currency

Checking Validation Rules

Validation ensures:

✔ Data is accurate
✔ Data is complete
✔ Errors are reduced

Animal database only has validation on:

• Animal type → Presence check

• Animal age → Range check

Checking Validation Rules

Missing validation on:

• Weight

• Fur description

• Other features

This can cause inconsistent data.

Checking Validation Rules

Real-Life Example

If weight is entered as:

• 50kg

• fifty

• 50

• 50 kilograms

Searches may not work properly.

Consistency = Professional database
Inconsistent data = Poor database design

Multiple Choice

Validation rules ensure data is:

• Random

• Accurate

• Deleted

• Decorative

Multiple Choice

Without validation, data may be:

• Consistent

• Incorrect

• Incorrect

• Safe

Multiple Choice

A suitable database should:

• Store random data

• Store necessary and accurate data

• Avoid validation

• Be incomplete