Create and use databases

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.


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.

Elements and 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

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 Required

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


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:









combinations of above

Data may include:



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


spelling, electronically and manually

Report layout may include:

alignment on page


enhancements to format - borders, patterns and colours

enhancements to text

formatting provided through use of a wizard or other automated process


logical ordering of data


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:






Storing databases may include:

authorised access

filing locations

naming conventions

organisational policy for backing up files

organisational policy for filing hard copies of databases


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

Employability Skills

This unit contains employability skills.

Licensing Information

Not applicable.