Database Basics

What is a database? “A database is an organized collection of information about a subject.” 1 1 Examples: Address books/Telephone books /Contact lists CD towers full of music /Playlists DVD towers of movies /Video collections Filing cabinet full of documents relating to clients from Suzanne Weixel, et al., Learning Microsoft Office 2007 (Boston: Pearson Prentice Hall DDC), 350.

Database software Ostensibly – to all outward appearances Database software computerizes the manual process. There are many types of databases, and the number increases daily. “Each type has a database at its heart even if it ostensibly isn’t a database package.” 2 2 What’s this???

Types of database software – In Human Resources Allows employees to handle their own insurance coverage, vacation time, and expense reports. Helps Human Resources keep up with everything from payroll to evaluations. – In Healthcare Used to stores records and schedule appointments. Handles insurance claims, coding, and billing. – Pharmaceutical Database Software Used for research. FDA uses it to make sure drug manufacturers stay within guidelines. – Accounting Databases Every company has some kind of accounting and financial system. Handles things like accounts payable, billing, inventory, orders, and payroll. Many allow Smartphone users to access info remotely. continued list on next slide… from Dave Klein, Choosing the Right Business Database Software, Finance and Money Articles, the-right-business-database-software/ (January 14, 2011). the-right-business-database-software/

Types of database software continued list from previous slide… – For Legal Companies Manages time billed to clients, retainers, and trust accounting. Also can handle basic office accounting, case management, and document management. – For Transportation and Logistics Tracks things from manufacturing to delivery - very detailed to business needs. Used to maximize delivery efficiency, accurate ETA’s, and fuel efficiency, and monitor vehicle locations. Includes scheduling, dispatch, mileage, routing, average speed, etc. Logistics supports order processing, inventory management, warehousing, and purchasing. – Consumer & Retail Services Database Software Purchasing from on-line shops is a growing market. Can cross reference clients so sales will increase in both places. Used to track sales, record s, and keep track of client’s sizes and needs. – Clouds from Dave Klein, Choosing the Right Business Database Software, Finance and Money Articles, the-right-business-database-software/ (January 14, 2011). the-right-business-database-software/

What is it good for? Database software makes it easy to organize and update information electronically. Database software in business should accomplish 2 goals: save money and help the business grow. from Dave Klein, Choosing the Right Business Database Software, Finance and Money Articles, (January 14, 2011).

Database tools to access data from Suzanne Weixel, et al., Learning Microsoft Office 2007 (Boston: Pearson Prentice Hall DDC), , Interactive tables – have rows and columns just like Excel; may be linked so that updating one table updates the other Forms – created to enter and view data in one or more tables Queries – allows you to filter and see only a portion of a table Reports – formatted information from a table or query you can send to a printer Imports/Exports – data retrieved from or shared to an external source such as Excel or Word

Choosing appropriate software To import data – may import from various sources, i.e., text files, other databases, and Excel – imports may be manual or automated by scripting software like Visual Basic Module or Macro To export data – export data to match the receiving file – if sharing data to another platform, i.e., Macintosh or Unix, or with an application not supported by the database software, export as a Text Only file - almost all database programs accept input in the Text Only format – exports may be manual or automated from Suzanne Weixel, et al., Learning Microsoft Office 2007 (Boston: Pearson Prentice Hall DDC),

Current trends Private clouds (as opposed to public ones) Exponential database growth Big data (LOTS of data) > leading to big processing realignment, including data center consolidation to maximize processing efficiency Predictive data Shift moving from IT to business user with more data more readily available to business users Data as a service Data monetization – working to increase value of & market data App stores Multi-platform > this is leading to managers with multi-skills 4 4 from Joe McKendrick, Big Data, Big Issues - The Year Ahead in Information Management, database Trends and Applications (Nov 30, 2010).

Which software will be used? The database software we will use in class is Microsoft Access. Access is said to be the best-selling personal computer database management system. 1 Important Note: Access is a real-time application, meaning that, unlike Word, PowerPoint, and Excel, it saves data as you’re typing it rather than when you say to “Save” it. Why is this important? Because when you open practice files from the Shared folder, they are Read-only, and trying to type data into a Read-only file will produce errors or may not even allow access to certain features, buttons, or menu items. So… First thing you must do as soon as you open a practice file is save it to your network folder. This changes the file from Read-only to writable so that all features needed will be available to you. Ready to begin the lessons? Look for an icon on your desktop that looks like this:

Works Cited 1.Suzanne Weixel, Jennifer Fulton, Faithe Wempen, and Catherine Skintik, Learning Microsoft Office 2007 (Boston: Pearson Prentice Hall DDC), , Dave Klein, Choosing the Right Business Database Software, Finance and Money Articles, database-software/ (January 14, 2011). database-software/ 3.Fern Halper, Seven guiding principles for analyzing data, Fern Halper’s Data Makes the World Go Round, guiding-principles-for-analyzing-data/ (January 15, 2008). guiding-principles-for-analyzing-data/ 4.Joe McKendrick, Big Data, Big Issues - The Year Ahead in Information Management, database Trends and Applications Issues---The-Year-Ahead-in-Information-Management aspx (Nov 30, 2010). Issues---The-Year-Ahead-in-Information-Management aspx Return to last slide viewed