Database Technology and Church Management MSCM 8630 IT for Church Management Dr. Wagner October 9, 2008

This week in class… Two on-line sessions this week ◦ Thursday night 7:30 p.m. ET ◦ Tuesday morning 9:30-10:30 ET (office hour)  No class during fall break  Next sessions on Tues 10/21 and Thurs 10/23 Continue reading ◦ Go over articles from CC magazine ◦ Nicht vergessen! 2 nd assignment due Discuss database technology ◦ Do Access (or other Database package) tutorials in Element K as needed ◦ Third assignment posted (database)

Questions about class so far?

Calendaring in the Church(article) 3 calendaring needs in churches ◦ Resource calendaring  Rooms and equipment ◦ Publication calendaring  Flyers, bulletins  Web authoring? ◦ Personal/team calendaring  MS Outlook/Exchange?  Portable, increases team collaboration, backed up  Access via PDA or smartphone?  “To Do” lists? Challenges?

Is Your Church Up Against the 3 C’s?(article) Communication, Community Outreach, Coordination of Events ◦ Past IT solutions were too complicated and expensive ◦ Internal communications supported with  Reminders, prayer list, real-time works with  Unlimited space, easy to administer ◦ Reservation system 

Database Technology Why is this important? What are the basics? Look at some examples Practice in Access

What kind of data do churches manage? Sermons, research prep Letters, – internal and external Databases ◦ Member lists, contacts, contributions, baptisms, attendance ◦ Problems with multiple databases Multimedia files – photos, videos, audio, bulletins Governance docs – minutes, agendas, meeting notices Custom templates, programs, etc.

Logical Data Elements Personnel Database Employee Record 2 Employee Record 1 Employee Record 3 Employee Record 4 NameSSSalaryNameSSSalaryNameSSSalaryNameSSSalary Data Payroll File Benefits File

Database Management Systems Program(s) through which users interact with database Popular DBMSs include ◦ Access ◦ Filemaker Pro ◦ Oracle ◦ DB2 ◦ SQL Server

Demo of MS Access Application Northwind Foods database Available for download on WebCT

Why not just use spreadsheets? Redundancy ◦ Duplication of data or the storing of the same data in more than one place Difficulty accessing data Lack of powerful query capabilities Limited security Size limitations

Premiere Products Sample Order

Sample Orders Spreadsheet

Premiere Products Required Information Sales Reps ◦ Sales rep number, last name, first name, address, total commission, commission rate Customers ◦ Customer number, name, address, current balance, credit limit, customer sales rep Parts Inventory ◦ Part number, description, number units on hand, item class, warehouse number, unit price

Premiere Products Customer Order Order ◦ Order number, order date, customer number Order line ◦ Order number, part number, number units ordered, unit price Overall order total ◦ Not stored since it can be calculated

One-to-Many Relationship

Types of Relationships One-to-one (1:1) ◦ 1 laptop is assigned to one teacher or student  Foreign key can be stored on either side of relationship One-to-many (1:M) ◦ 1 rep is assigned to 1 or more customers ◦ Foreign key is stored on the “many” side Many-to-many (M:N) ◦ A student can take multiple classes and each class can have multiple students in it ◦ Create a bridge table with a composite key using both of the primary keys from the linked table

Rep and Customer Tables

Orders and OrderLine Tables (con’t.)

Part Table (con’t.)

Premiere Products Data Model

Building a Database Database design determines the structure of a database Design entered into DBMS during construction ◦ Tables – stores data ◦ Forms – screen objects used to maintain, view, and print from a database ◦ Reports – provides formatted output ◦ queries ◦ Switchboards – a set of special forms used to provide controlled access to the data, forms, report and other objects in a database

Part and Order Forms

Parts Report

Main Switchboard

Main Data Switchboard

Let’s try some database practice MS Access 2003 You can also get to a version of this by going to ◦ Login with VU userID and PW ◦ Navigate to “General Applications” folder  You should see both Office 2003 and Office 2007

Query-by-Example (QBE) Query ◦ Questions represented in a way the DBMS can recognize and process QBE ◦ Visual approach to writing queries ◦ Used in MS-Access and other personal DBMSs

Types of Relational Queries Single or Multiple Tables ◦ must show link Simple or Compound Conditions ◦ “and” vs. “or”

Access Query Operators =, = <> like not *, or ? (wildcards in Access)

Access Query Operators Built-in operators ◦ Max, min, count, sum, avg, std, var, first, last Computed fields Joining tables

Simple Queries

Assignment for next week Start using the Access tutorials on Element K (if necessary) Start thinking of project ideas and write up a 1 page proposal Work on next database assignment ◦ Not due until Oct 27 th ◦ Create 3 tables; Members, Groups, Priests  Populate with dummy data  Create links between them  Create 1 report, 1 form, and 1 saved query

Questions?