• t alk abo u t d a t a b a s e s

4 Databases
• t alk abou t d a t a p r o c e s s i n g
• a s k for a n d give a d v i c e
• t alk abo u t c o m p a n y d e p a r t m e n t s

Database basics
Speaking W h a t database p r o d u c t s d o y o u k n o w a n d use at w o r k a n d at home?

Listening 2 bEZH L i s t e n t o t w o colleagues at a b o o k c o m p a n y . Chr is needs some

i n f o r m a t i o n f r o m t h e p r o d u c t i o n database. C o m p l e t e t h i s dialogue.
Chris: T i m , (1)_ . you help me Tracking Resource Database

a m o m e n t , please?
Tim: Sure. W h a t ' s t h e (2)_ TRD: Product Data at your fingertips!
TRD is the business tool used in the development and
Chris: I need s o m e ( 3 ) management of products throughout their life cycle.

about a book budget from the Please note the revised function on all

database. screens in TRD provides on screen guidance and links

to useful users documentation

Tim: OK.
Chris: But I d o n ' t k n o w h o w t o
(4) it.
Tim: No p r o b l e m .
Tracking Resource Databas e
Chris: So w h a t d o I d o first?
Tim: Enter y o u r n a m e a n d
(5) a n d press enter.
Chris: E r m ... ?
Tim: You have g o t a passwor d?
Chris: Erm, I can't (6) it.
Tim: Use m i n e . T y p e i n t evans,
that's t - e - v - a - n - s , then
snavet. s - n - a - v - e - t .
Chris: OK.
Tim: N o w press Enter. N o w w h a t is
t h e n a m e of t h e book?
Chris: Basic French.
Tim: OK. T y p e i n t h a t i n t h e t i t l e
(7) i n t h e first
(8) N o w press Find.
T h e r e i t is. OK, b u d g e t . Click
(9) Publishing and
s c r o l l d o w n t o Plant costs a n d
click on that.
Chris: Good. There's t h e b u d g e t i n t h e
s e c o n d row. T h a n k s , T i m .
Tim: No p r o b l e m .

Pmfjti t Uttfl Basic French

Budget t M IO d.itf
40 OOO
10000 8000 +2 000
13000 12000 + 1 000
Milium tfia 5000 0 +5 000
. i.-H.m 7000 1 000 +6 000
rtg 5000 6 000 -1 000

27 000 +13 000

 Language

Asking people to do things

Could you help me, please?

Sure.
•

Please could you help?

No problem.
We use can/could/would you + infinitive without to Can you explain what a database is, please?
when we ask somebody to do something for us. I'm afraid 1 can't.
Please can you explain what a database is?
I'm sorry, 1 can't.
Would you explain that, please?
Could you come back a bit later? I'm busy right now.

O m^T'filf L i s t e n a n d repeat these q u e s t i o n s .

1 C o u l d y o u h e l p me, please?
2 Please c o u l d y o u h e l p me?
3 W o u l d y o u h e l p m e w i t h t h i s software?
4 Please c o u l d y o u e x p l a i n h o w t o d o that?
5 Please w o u l d y o u give m e y o u r p a s s w o r d ?

Speaking 4 W o r k i n pair s. S t u d e n t A: m a k e q u e s t i o n s f r o m t h e p r o m p t s . S t u d e n t B: answer

yes o r no a n d give a r eason w h y n o t (if y o u r a n s w e r is n o ) .
Example: type / name
Could you type in your name, please?
1 open / window
2 t u r n up / air c o n d i t i o n i n g
3 t u r n down / mp3 player
4 give / you / pen
5 answer / phone
6 give / password

5 W o r k i n pair s. Use t h e e x a m p l e of a database b e l o w t o e x p l a i n t o y o u r p a r t n e r

w h a t a database is. Use these w o r d s : store, access, get, fields, columns, rows.
Example: A database is used to ... . This is a ... .

First Name Last Name Department Title Phone ext.

John Smith Development Engineer 123

Jane Doe Finance Auditor 454

6 W h y d o p e o p l e a n d o r g a n i s a t i o n s use databases? Discuss w i t h t h e g r o u p .

Example: They use databases to find out....

29
 Data processing
Vocabulary M a t c h t h e headings i n t h e b o x t o t h e d a t a p r o c e s s i n g steps a-f.

data coding data collection data entry data sorting

data tabulation data validation

Gather t h e r a w d a t a w h i c h y o u w a n t t o pr ocess. J \ 1 \

A r r a n g e a n d s y s t e m i s e t h e data. •
Clean t h e d a t a a n d d o u b l e - c h e c k for faults a n d inconsistencies

11
Enter t h e d a t a i n t o a s y s t e m . •
A r r a n g e t h e d a t a i n t o t a b l e f o r m a t so t h a t i t can be analysed. ) •

Create categories t o organise t h e d a t a i n t o relevant groups

2 Put t h e d a t a p r o c e s s i n g steps i n 1 i n t o t h e c o r r e c t order.

Listening 3 E ff L i s t e n t o an IT e x p e r t d e s c r i b i n g t h e d a t a p r o c e s s i n g steps t o a
colleague. Check y o u r answer s t o 1 a n d 2.

L i s t e n a n d m a r k t h e s y l l a b l e stress i n these n o u n s a n d v e r b s .
1 entry 7 gather
2 collection 8 create
3 tabulation 9 arrange
4 validation 10 enter
5 sorting 11 double-check
6 coding 12 format

5 L i s t e n again a n d repeat t h e w o r d s .

30 Databases
 Vocabulary 6 C o m p l e t e these sentences w i t h t h e w o r d s i n t h e b o x .

about at between for from in into of to

Example: This database is used to store our financial information.

1 W h a t ' s t h e difference a database a n d a spreadsheet?
2 A database is s t o r i n g data.
3 T h e s c h o o l has i n f o r m a t i o n students.
4 Can p e o p l e access t h e s y s t e m t h e same time?
5 A database is a c o l l e c t i o n records.
6 You r e t r i e v e i n f o r m a t i o n t h e database.
7 Ynn ente r t h e rlata the system
8 W h i c h softwar e rln y n n use ynur work?

Language

Quick questions to check understanding

That's called collection. OK?

We use these when we are making sure the other That's coding? Got that?
person understands the statement. That's tabulation. All right?
We call that sorting. Understood?

Speaking 7 W o r k i n pair s. E x p l a i n t h e d a t a p r o c e s s i n g steps f r o m 1 i n y o u r o w n w o r d s .

8 L o o k at t h e e x a m p l e s of database softwar e below. W h a t database softwar e d o

y o u know? W h a t is i t used for?
 Data storage and backup Li

Vocabulary M a t c h t h e d a t a stor age a n d b a c k u p s o l u t i o n s i n t h e b o x t o p i c t u r e s A-F.

W h a t o t h e r s o l u t i o n s are there?

external hard drive hard disk m p 3 player server the Internet

usb flash drive

0
• • La
Reading 2 Read t h i s a r t i c l e a b o u t d a t a storage. C o m p l e t e t h e sentences w i t h t h e w o r d s i n
t h e box. Asking fo

cloud contents emerging encrypt flash loss magnetic

offsite protect security theft volumes

We use si
Data storage advice.
O n l i n e stor age is an (1) emerging m e t h o d
of d a t a storage a n d back-up. A r e m o t e
server w i t h a network connection and
special software backs u p files, folders, o r
t h e e n t i r e (2) of a h a r d d r i v e .
T h e r e are m a n y c o m p a n i e s t h a t p r o v i d e a S
web-based b a c k u p .
One (3) technology in this
area is (4) computing. This
allows colleagues i n an o r g a n i s a t i o n t o
share resources, software a n d i n f o r m a t i o n
over the Internet.
C o n t i n u o u s b a c k u p a n d stor age o n a
r e m o t e h a r d d r i v e e l i m i n a t e s t h e r isk of
d a t a (5) as a r e s u l t of fire, flood
o r (6) R e m o t e d a t a stor age a n d
back-up p r o v i d e r s (7) the data
and set u p p a s s w o r d p r o t e c t i o n t o ensure
m a x i m u m (8)
Small businesses a n d i n d i v i d u a l s
c h o o s e t o save d a t a i n a m o r e t r a d i t i o n a l
way. E x t e r n a l d r i v e s , disks a n d (9) . tapes are v e r y p o p u l a r d a t a stor age s o l u t i o n s . USB o r
(10) m e m o r i e s , DVDs a n d h a r d disks are c h e a p a n d w i d e l y accessible s o l u t i o n s . T hese
m e t h o d s are v e r y p r a c t i c a l w i t h s m a l l (11) of d a t a stor age a n d b a c k u p . However, t h e y are
n o t v e r y reliable a n d d o n o t (12) t h e user i n case of a disaster.

Speaking 3 W h a t stor age a n d b a c k u p s o l u t i o n s are t h e m o s t p o p u l a r ? W h i c h s o l u t i o n s do

y o u use m o s t often?

32 Databases
 Listening 4 S2!E3ji L i s t e n a n d repeat these phr ases.
1 emerging technology
2 cloud computing
3 d a t a stor age
4 hard drive
5 external drives
6 backup providers

**£M L i s t e n t o t h i s d i a l o g u e . A colleague. T i m . is asking an IT e x p e r t . Sandy,

w h a t stor age d e v i c e t o buy. M a r k t h e s e s t a t e m e n t s t r u e ( T ) o r false (F).
1 T i m needs t h e stor age d e v i c e for w o r k . T / F
2 T i m wants to backup music and photos. T / F
3 Sandy r e c o m m e n d s a n e x t e r n a l h a r d d r i v e . T / F
4 T i m c a n s p e n d $300 o n t h e s t o r a g e device. T / F
5 Sandy r e c o m m e n d s a s t o r a g e d e v i c e w i t h a s p e c i a l feature. T / F

Language

ng for and giving advice

I/You/He/She/It/We/They should/shouldn't (should not)....

What should 1 do?
You should buy a flash drive.
You shouldn't get a server.
We use should/would + infinitive without to to give
advice.
I/You/He/She/It/We/They would/wouldn't (would not)....
What would you recommend?
I'd (would) recommend a flash drive.
1 wouldn't (would not) recommend a server.

Speaking 6 W o r k i n pair s. Pr actise asking for a d v i c e a b o u t b a c k u p s o l u t i o n s for a s m a l l

c o m p a n y . Use t h e i n f o r m a t i o n i n 2.
Example:
A: What would you recommend ... ?
B: I'd recommend .... / You should ....

33
 Database system benefits
Speaking 1 W h a t k i n d of d a t a d o c o m p a n i e s create, m a n i p u l a t e , s t o r e a n d retrieve?

Vocabulary 2 M a t c h t h e c o m p a n y d e p a r t m e n t 1-8 w i t h t h e t y p e of d a t a i t w o r k s w i t h a - h .
1 Finance a) d a t a a b o u t e m p l o y e e s , t r a i n i n g ,
r e c r u i t m e n t needs
2 Marketing b) data about p r o d u c t specification,
details a n d design
3 H u m a n resources c ) d a t a a b o u t pr ofits, t a x , loans, shares
and cash
4 Customer relations d ) d a t a a b o u t v o l u m e of p r o d u c t s s o l d
e) d a t a a b o u t c u s t o m e r s , s a t i s f a c t i o n
5 Production surveys, promotions
f) d a t a a b o u t p r o d u c t a d v e r t i s e m e n t s
6 T echnical s u p p o r t and competitors
g) d a t a a b o u t q u a n t i t y of p r o d u c t
7 Sales i n stor age
h ) i n f o r m a t i o n a b o u t t h e H e l p Desk,
8 Stock m a n a g e m e n t s u p p o r t calls, m a n u a l s , p r o b l e m
reports

L o o k at t h e f o u r t y p e s of d a t a b e l o w f r o m P a r t y P l a n n e r L t d . W h a t d o y o u t h i n k
Par tyPlanner L t d does? W h a t c o m p a n y d e p a r t m e n t s c a n y o u identify?

Personal data: Customer data: Product data: Technical data:

- CVs, job descriptions - customer contacts - inventory - contact to help desk
- employee personal data - satisfaction surveys - purchasing needs - helpdesk reports
- training - promotions - return products - troubleshooting manuals
- holiday - service reports

Speaking 4 W o r k i n s m a l l g r o u p s . Talk a b o u t t h e advantages a n d disadvantages of a

c o m p u t e r i s e d database. Present y o u r ideas t o t h e rest of t h e g r o u p .
Example: There are many advantages / disadvantages ....
 Business matters
Reading 1 Read p a r t of t h i s e m a i l f r o m t h e o w n e r of J u m b o B o o k Store. A n s w e r these
questions.
1 W h a t t y p e s of i n f o r m a t i o n does J u m b o B o o k Store c o m m u n i c a t e b e t w e e n
its employees?
2 H o w d o t h e e m p l o y e e s exchange i n f o r m a t i o n i n t h e c o m p a n y ?
3 W h a t d o c u m e n t s does A m i k i prepare?
4 H o w m u c h t i m e does i t take t o c o m p i l e t h e data?
5 W h y do the customers complain?

H • E l

Let me give you some background to our company's setup.

Jumbo Book Store is a company based in Thailand. It has three book stores and a
warehouse next to one of the book shops. The store manager, Amiki Sukhon, finds it
very difficult to track sales because he uses handwritten sales reports that employees
prepare every day. The driver takes the reports and delivers them to the main office.
Every day it takes 5 to 6 hours to compile data about the sales. Based on these sales
reports, Amiki writes purchase orders for new books, sales figures for the owner and
customer information for the marketing department.
In addition, he often gets calls from customers complaining about poor information
about available books and stationary products in the warehouse.
Could you spend some time looking at how we can improve our processes?
Regards

Speaking 2 W o r k i n s m a l l g r o u p s . Prepare r e c o m m e n d a t i o n s u s i n g t h e p r o b l e m / s o l u t i o n
outline.

Problem/Solution Outline

Problem

Solutions

End Results

3 Present y o u r r e c o m m e n d a t i o n s t o a n o t h e r g r o u p .