Page 1 ISMT E-120 Desktop Applications for Managers Introduction to Microsoft Access

Page 2 We’ll Cover the Minimum Relational Databases Access Objects Creating a Database Designing Databases Introduction to Microsoft Access

Page 3 Introduction to Microsoft Access The Minimum Relational Databases Access Objects Creating a Database Designing Databases

Page 4 The Absolute Minimum Data Contained in Tables Tables have fields or columns Tables have rows or records Record is a row in a table, a set of fields Table is made up of a set of records Query > which fields from which rows Sort and Group records

Page 5 The Minimum MSQuery –connect to data source –choose from tables or queries saved in database Access –drag-and-drop to write queries –Or write SQL

Page 6 Introduction to Microsoft Access The Absolute Minimum Relational Databases Access Objects Creating a Database Designing Databases

Page 7 What’s “Relational”? Simple Database = 1 Subject Complex Database = Many Subjects 1 Subject = 1 “Entity”  1 Table “Relationships” Link Tables

Page 8 What’s an Entity? Subject of a Database and table Noun (person, place thing) Important Topic Something To Be Described

Page 9 Examples of Entities Grade Database –Instructors –Classes –Assignments –Students –Enrollments –Results Music Collection –Music genres –Music mediums –Artists –Songs –Instruments

Page 10 What’s a Relationship? A verb describes a relationship They are linkages between entities Types of relationships  one-to-one  one-to-many  many-to-many

Page 11 Examples of Relationships Instructors Teach Classes Students Enroll in Classes Classes Require Assignments Students Submit Assignments Students Receive Results

Page 12 Introduction to Microsoft Access The Minimum Relational Databases Access Database Objects Creating a Database Designing Databases

Page 13 Access Objects Tables Queries Forms Reports Macros Modules

Page 14 Tables One Table, One Entity/Topic/Subject Can Have Base or Reference Tables Made up of Fields and Attributes Fields May Have Many Properties Table Must Have a Primary Key Relationship = same key in more than one table to link them – Primary key in one table and foreign key in second table

Page 15 Queries Types of Queries –Select - get data out –Append - put data in –Update - change data –Delete - delete data SQL does the work

Page 16 Reports Based on Table or Query Format Query Results One Query, Many Reports One Report, Many Queries

Page 17 Forms Based on Table or Query Forms help users to: –View data –Insert data –Update data –Delete data Customary User Interface

Page 18 Macros Stored Sequence of Operations Can be executed any time

Page 19 Modules Specialized Software Program Beyond the scope of ISMT E-120

Page 20 Introduction to Microsoft Access The Minimum Relational Databases Access Objects Creating a Database Designing Databases

Page 21 Creating a Database Define Tables and Keys –Begin with pencil and paper or a white board Link Tables Write Queries –data input, reports Develop Forms Write Reports

Page 22 Example: Project Tracking Entities –projects –clients –status reports –This is highly simplified Tasks Milestones Relationships –client sponsors project –project accountable to client –status report updates project –project documented by status report

Page 23 Project Entities ID Name Client Service Code Start Date End Date Complete Manager Deliverables Core Technology Budget Billing Method Notes

Page 24 Establishing Relationships Tools  Relationships… Normally Include All Tables Relationship Properties Relationships Carry Over to Queries

Page 25 Writing Queries Choose Tables Choose Fields Sort Filter with Criteria Parameters

Page 26 Creating Forms Based on Tables –walk through table one row at a time Based on Queries –more powerful –update several tables at once

Page 27 Creating Reports Based on Tables Based on Queries –more powerful –link several tables at once –select fields –add calculations, etc.

Page 28 Introduction to Microsoft Access The Minimum Relational Databases Access Objects Creating a Database Designing Databases

Page 29 Designing Databases Understand the Application Identify Data Elements Normalize Data Design the Interface

Page 30 Understand the Application [Document Sequence of Steps] [Map Information Flows] [Identify Decision Points] [View From Audience Perspectives]

Page 31 Identify Data Elements Might use: Manual Input Forms Reports Memos

Page 32 Normalize Data Crucial Design Process Art and Science Requires In-Depth Application Knowledge

Page 33 Benefits of Normalization Easier to Maintain Information Easier to Query Database Extensible Design Promotes Data Integrity

Page 34 What is Normalization? Eliminating Redundancy Grouping Data Items into Manageable Collections Verifying Completeness of data

Page 35 Normalization: Step 1 List Every Data Item in One Table –columns are fields –rows are “records” 1 Cell = 1 Piece of Data Add Duplicate Information as Needed Find or Create a “Key” –field or combination of fields uniquely identifying each row (primary key) First Normal Form

Page 36 Normalization: Step 2 Which Keys Determine Which Fields? –“functional dependencies” –one key value determines one field value Could Be > 1 Set of Keys Break Into Separate Tables According to Functional Dependencies Second Normal Form

Page 37 Normalization: Step 3 Look for Functional Dependencies Among Non-Key Fields Remove Any Dependent Non-Key Fields Make Sure No Loss of Information –i.e., fields should be in some other table Third Normal Form

Page 38 Normalization: Sanity Check Make Sure No Information Lost Make Sure Tables “Connect” –one-to-one –one-to-many –NOT many-to-many Make Sure Keys are Unique Referential Integrity

Page 39 Normalization: More Realism (project database) ID Name Client Service Code Start Date End Date Complete Manager Deliverables Core Technology Budget Billing Method Notes

Page 40 What Else Should We Track? Multiple Clients per Project Multiple Deliverables per Project Multiple Tasks per Deliverable Status Reports Due Date Extensions & Changes Budget Extensions & Reductions Staff Assigned to Tasks, Deliverables Where Does It End?

Page 41 Design Interface The 4 th part of database design Designing the user interface Beyond this Course