Unit of competency details

Unit descriptor 

This unit describes the performance outcomes, skills and knowledge required to create simple two table relational databases with reports and queries, for the storage and retrieval of information.

No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.

Application of the unit 

This unit applies to individuals employed in a range of work environments who develop and use simple databases to store and retrieve data. They may provide administrative support within an enterprise, or may be independently responsible for the storage and retrieval of data relating to their own work roles.

Prerequisite units 

Employability skills 

This unit contains employability skills.

Elements describe the essential outcomes of a unit of competency.

Performance criteria describe the performance needed to demonstrate achievement of the element. Where bold italicised text is used, further information is detailed in the required skills and knowledge section and the range statement. Assessment of performance is to be consistent with the evidence guide.

ELEMENT 

PERFORMANCE CRITERIA 

1. Create a simple database

1.1. Design a simple database, with at least two tables, using a database application , basic design principles , software functions  and simple formulae 

1.2. Develop a table with fields and attributes according to database usage, as well as data  considerations and user requirements

1.3. Create a primary key for each table

1.4. Modify table layout and field attributes as required

1.5. Create a relationship between the two tables

1.6. Check and amend data  entered, in accordance with organisational and task requirements

2. Create reports and queries

2.1. Determine information output, database tables to be used and report layout  to meet task requirements

2.2. Determine data groupings, search and sort criteria to meet task requirements

2.3. Run reports and queries to check that results and formulae provide the required data

2.4. Modify reports to include or exclude additional requirements

3. Use database

3.1. Ensure data input meets designated time lines  and organisational requirements for speed and accuracy

3.2. Use manuals, user documentation and online help to overcome problems with database design and production

3.3. Preview, adjust and print  database reports or forms in accordance with organisational and task requirements

3.4. Name and store databases , in accordance with organisational requirements, and exit application without data loss or damage

3.5. Prepare and distribute reports to appropriate person in a suitable format

REQUIRED SKILLS AND KNOWLEDGE 

This section describes the skills and knowledge required for this unit.

Required skills 

• numeracy skills to create simple queries and to use simple formulae
• planning and organising skills to develop effective databases
• problem-solving skills to address inconsistencies in data and issues in database, and to query structures.

Required knowledge 

• key provisions of relevant legislation from all forms of government, standards and codes that may affect aspects of business operations, such as:

• anti-discrimination legislation
• ethical principles
• codes of practice
• privacy laws
• occupational health and safety

• organisational requirements relating to data entry, storage and presentation.

EVIDENCE GUIDE 

The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package.

Overview of assessment 

Critical aspects for assessment and evidence required to demonstrate competency in this unit 

Evidence of the following is essential:

• creating simple databases and queries
• manipulating data using queries
• formatting data into a final version.

Context of and specific resources for assessment 

Assessment must ensure:

• access to an actual workplace or simulated environment
• access to office equipment and resources
• access to sample data.

Method of assessment 

A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit:

• direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate
• review of authenticated documents from the workplace or training environment
• demonstration of techniques.

Guidance information for assessment 

Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example:

• administration units
• other information and communications technology units.

RANGE STATEMENT 

The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included.

Database applications  may include:

• commercial database applications
• organisational specific database applications

Basic design principles  may include:

• naming conventions
• data layout
• formatting
• database use
• required output
• reporting and presentation requirements

Software functions  may include:

• adding, deleting, moving, re-labelling fields
• altering field widths
• calculating, using formula
• data protection
• field definitions and attributes
• formatting fields
• formatting text
• headers and footers
• inserting and deleting blank lines and spaces
• repeating (if available)
• table, form and report wizards

Simple formulae  may include:

• average
• count
• division
• maximum
• minimum
• multiplication
• subtraction
• sum
• combinations of above

Data  may include:

• numbers
• text

Checking and amending data  may include:

• accuracy of data
• accuracy of formulae with calculator
• ensuring instructions with regard to content and format have been followed
• outcome of sorting or filtering
• proofreading
• spelling, electronically and manually

Report layout  may include:

• alignment on page
• columns
• enhancements to format - borders, patterns and colours
• enhancements to text
• formatting provided through use of a wizard or other automated process
• headers/footers
• logical ordering of data
• tables

Designated time lines  may include:

• time line agreed with internal or external client
• time line agreed with supervisor or person requiring database

Printing  may include:

• forms
• queries
• records
• reports
• tables

Storing databases  may include:

• authorised access
• filing locations
• naming conventions
• organisational policy for backing up files
• organisational policy for filing hard copies of databases
• security
• storage in electronic folders and sub-folders
• storage on disk drives, CD-ROM, back-up tapes

Unit sector 

Competency field 

Information and communications Technology - IT use

Co-requisite units