1. Course Learning Process 1 Course objectives Visualization methods; systems development process Systems development tools: Access and Excel Methods to learn material Course lectures: concepts, exercises, questions Book tutorials: Labs: in-class time to try out new and/or difficult Access and Excel skills/concepts Outside of class: do book tutorials not done in labs Book material: Explanation, concepts, detailed description Methods to assess learning (and hopefully learn more…) Homework and projects: Apply instruction from tutorials Create simulated “real” applications

2. Help available 2 Your books!!!! Online help via Access and Excel Google (or other favorite search engine) IS Graduate Assistant (Robert Dittmer) Office hours: MTWR 10 AM – noon in lab Email: rdittmer@unr.edurdittmer@unr.edu Professor (Christina Hilfer) Office hours: MTWR 2:00-3:00PM Email: chilfer@unr.educhilfer@unr.edu

3. Objectives 6/12/13 3 Learn introductory concepts and guidelines for designing databases Differentiate and categorize types of stored data. Understand the situations where it is appropriate to use a database vs. spreadsheet vs. both. Define key terms related to database design. Learn how to design a small database. Understand how Access creates data structures and relates data in a database.

4. Questions for a systems developer 4 What am I trying to accomplish by using a computer? Are you: Keeping track of lots of information for an organization, customer, government, investor? Making processes more efficient requiring less labor? Facilitating decision making? Presenting information in a more readable, attractive format? What is the best way to accomplish your goals? Database management system? Spreadsheet? Web front end? Custom developed programs? Combination?

5. What types of data are stored on a computer? 5 Video, pictures, audio Email Web pages Word processing documents PowerPoint-type presentations Structured data: Pre-defined formats such as employee, customer, student, registration data.

6. Book Example: Belmont Landscapes 6 Company provides landscape architecture services including analyzing sites, developing plans and performing construction work. Wants to have a way to keep track of the work that will be done for customers (“contracts”) and then have a way to charge those customers (“invoices”) once the work has been completed.

7. Should you use a spreadsheet or DBMS for Belmont Landscapes? 7

8. Why do we store data in a database? 8 To protect the “integrity” of the data. Make data accurate. Reduce data redundancy. To make data more accessible. Enhance flexibility of data access methods. Improve speed of data access. To make an application more adaptable. Provide more flexibility in application development. Decrease dependence on a given visualization method.

9. Overview of MS Access 9 Data Management Software (not technically a database management system) Has the following objects: Tables: Object to store data. This is the only data storage object in Access. Queries: Object to view data stored in tables. Can be used to filter data, reformat data, create calculations, create aggregations, create summarizations. Forms: Object to enter data into a table in user friendly format. Also used to view data in a nice format on a screen. Reports: Object to view data in a nice format on paper.

10. Important Database Design Terms 10 Entity (when created in a database this is a table): A person, place, or thing about which we store data. Example is a Customer for Belmont Landscapes. Entity instance(also called a record or row): One instance of an entity that includes all data stored about that instance. Example is “Anthony Rodriquez” for Belmont. Attribute (also called a field or column): A characteristic of the entity about which we store data. Examples are Company, FirstName, Lastname for a Customer entity.

11. Examine the contract “spreadsheet” 11 Review data content. What is the application? What is the purpose of the stored data? Is any of the data redundant? Why might redundant data be a problem?

12. 12 Contract NumberCustomer IDCompanyLastNameFirstNamePhoneAddressCityStateZIPContract TypeInvoice NumberInvoice DateInvoice Amount 301111001 StudentLastStudentFirst 616-866- 3901 49 Blackstone DriveRockfordMI49341Residential Landscape Plan201103/23/2013$1,500.00 301111001 StudentLastStudentFirst 616-866- 3901 49 Blackstone DriveRockfordMI49341Residential Landscape Plan201205/10/2013$2,500.00 301211027 O'BrienKaren 517-483- 924438 Langley RdLansingMI48933 Consultation for backyard, residential202102/25/2013$300.00 301511005 HawesOwen 616-392- 0622102 Pineview RdHollandMI49423 Schematic plan for backyard, residential204104/01/2013$1,500.00 301711012 Grand Rapids Engineering CompanyRodriquezAnthony 616-454- 9801 225 Summer Street Grand RapidsMI49503Peer plan review for town205104/01/2013$2,250.00 302011055Fox and Hound GrilleGorskiSteve 269-979- 2004 1440 Beadle Lake Rd Battle CreekMI49014Landscape design for restaurant203104/19/2013$1,500.00 302011055Fox and Hound GrilleGorskiSteve 269-979- 2004 1440 Beadle Lake Rd Battle CreekMI49014Landscape design for restaurant203208/19/2013$2,000.00 302011055Fox and Hound GrilleGorskiSteve 269-979- 2004 1440 Beadle Lake Rd Battle CreekMI49014Landscape design for restaurant203309/20/2013$2,000.00 302011055Fox and Hound GrilleGorskiSteve 269-979- 2004 1440 Beadle Lake Rd Battle CreekMI49014Landscape design for restaurant203410/20/2013$1,000.00 302111040 RiverView Development CompanyNowakCharles 616-988- 0777144 E Tower Ave Grand RapidsMI49503 Landscape plans for multifamily housing site211110/12/2013$4,500.00 302111040 RiverView Development CompanyNowakCharles 616-988- 0777144 E Tower Ave Grand RapidsMI49503 Landscape plans for multifamily housing site211211/12/2013$3,000.00 302111040 RiverView Development CompanyNowakCharles 616-988- 0777144 E Tower Ave Grand RapidsMI49503 Landscape plans for multifamily housing site211309/02/2014$12,000.00 302111040 RiverView Development CompanyNowakCharles 616-988- 0777144 E Tower Ave Grand RapidsMI49503 Landscape plans for multifamily housing site211409/05/2015$8,500.00 302211043Monroe State CollegeKirkRachel 616-988- 132040 Monroe St Grand RapidsMI49503Landscape design for two entrances210107/14/2013$4,500.00 302211043Monroe State CollegeKirkRachel 616-988- 132040 Monroe St Grand RapidsMI49503Landscape design for two entrances210211/15/2013$12,000.00

13. Process for Designing Databases (Database Normalization) 13 Identify all the fields needed to produce the required information Divide each piece of data into its smallest useful part Example 1: Break up a name into first, last, initial Example 2: Break up an address into street, city, state, zip Group related fields into tables Use an entity-relationship diagram (ERD) to depict the design Determine each table’s primary key Identify how the tables are related (or if they are related) Include a common field in related tables (foreign key) Determine the properties of each field Type of data: Text, date, number, etc. Size of data Name of data

14. Contract Data 14

15. Group (sub-divide) the customer data 15

16. Group (sub-divide) the invoice data 16

17. What is a primary key? 17 Definition Examples “Natural” vs. “Surrogate”

18. Primary Keys 18 Natural keys are primary keys having an innate value Examples A UPC code A stock symbol A book ISBN number In cases where there is no innate value, we create an artificial key (surrogate key). The key value is arbitrary Maybe just some Integer value Composite key: two or more fields combine to uniquely identify a record. Sometimes used when joining tables.

19. Define keys and relationships 19

20. What does it look like in Access? 20

21. What is a foreign key? 21 Definition Example Depiction on diagrams

22. What is referential integrity? 22 Definition “Constraint” Conceptual example Implementation in Access example

23. Referential Integrity Usage 23 Primary keys ensure entity integrity Eliminates duplicate records Null values are prohibited Referential integrity ensures that a foreign key in one table matches a primary key in another table Without referential integrity, orphaned records can exist A record in the (many) table with a corresponding record in the (one) table

24. Referential Integrity in Access 24

25. Referential Integrity 25 Enforce referential integrity means 1-to-many relationships are enforced Cascade Update means that if primary key changes in master table the corresponding key is updated in the detail table Cascade Delete means that deleting master record causes corresponding child records to be deleted