1. Preparing to Automate Data Management
Chapter 1
Preparing to Automate Data Management
“You can use all the quantitative data you can get, but you still have to distrust it and use your own intelligence and judgment.” — Alvin Toffler
Use the quote as a jumping off point for discussion, if desired.

2. Chapter Introduction Discovery phase includes
Gathering all existing data
Researching missing and incomplete data
Talking with users about data output needs
Subsequent steps in process include
Putting data into groups called tables
Identifying unique values for each record in those tables
Designing database to produce desired output
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3. Database Design Process: The Discovery Phase
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4. Level 1 Objectives: Examining Existing and Missing Sources of Data
Discover and evaluate sources of existing business data
Research sources of missing or incomplete data
Assign data to tables and use field types and sizes to define data
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5. Discovering and Evaluating Sources of Existing Data
Identify information that organization needs to manage and organize
Might begin to see patterns that indicate how to organize data
Database management system (DBMS)
Includes:
Oracle
ColdFusion
Microsoft Access
MySQL
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6. Discovering and Evaluating Sources of Existing Data (cont’d)
Data duplication
Undesirable
Additional space required in database to store extra records
Leads to inconsistent and inaccurate data
Data redundancy
Same data repeated for different records
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7. Researching Sources of Missing Data
Part of discovery phase
Must ask right questions of right people to get right answers
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8. Assimilating the Available Information and Planning the Database
First step in database design
Determine best way to organize data into logical groups of fields
Field
Single characteristic of entity
Also called column
Record
Values in each field in table
Also called row
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9. Assimilating the Available Information and Planning the Database (continued)
Table
Collection of fields that describe one entity
Also called entity or relation
Database
Collection of one or more tables
Relational database
Contains related tables through fields that contain identical data
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10. Evaluating Field Values and Assigning Appropriate Data Types
Determines how to store data in field
DBMSs use different names for some data types
How do you determine which data type to assign each field?
Depends on what function you want to derive from data
Each data type has different properties
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11. Common Data Types and Their Descriptions
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12. The Text and Memo Data Types
Text data type
Letters and numbers
Not used in calculations or formulas
Stores maximum of 255 characters
Default for all fields created in access database
Memo data type
Store long passages of text
Displays only 64,000 characters
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13. The Number Data Type Stores both positive and negative numbers
Contains up to 15 digits
Use for values used in calculations
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14. The Currency Data Type
Includes two decimal places and displays values with dollar sign
Use for monetary values
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15. The Date/Time Data Type
Display values in format mm/dd/yyyy
Can also include time in different formats
Used in calculations if necessary
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16. The AutoNumber Data Type
Unique to Access
Number automatically generated by access
Produces unique values for each record
Useful to distinguish two records that share identical information
Produces values of up to nine digits
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17. The Yes/No Data Type Assigned to fields requiring
True/false
On/off
Takes up one character of storage space
Make data entry easy
Check box
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18. The OLE Object Data Type
Used to identify files created in another program - Then linked or embedded in database
Abbreviation for object linking and embedding
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19. The Hyperlink Data Type
Assigned to fields that contain hyperlinks to
Web pages
addresses
Files that open in
Web browser
client
Another application
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20. The Lookup Wizard Data Type
Creates fields to look up data in
Another table
Or list of values created for field
Makes data entry easy
Ensures that valid data entered into field
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21. The Attachment Data Type
New to Access 2007
Lets you store one or more files for each record in the database
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22. Selecting the Correct Data Type
Helps store correct data in correct format while using least amount of space
Eases data entry and interactivity with data
Choosing certain data types results in user-friendly interactive features
Drop-down menus
Check boxes
Hyperlinks
Correctly manipulate data
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23. Assigning the Correct Field Size for Text Fields
Important to consider field size when assigning data types
Minimize space reserved for each record by assigning smallest data type that will store data
Be conservative when assigning field sizes
But not too conservative
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24. Assigning the Correct Field Size for Number Fields
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25. Dividing the Existing and Missing Data into Tables
Single most important component of database
Most databases contain
Multiple tables
Hundreds or even thousands of records
Primary key
One field that creates unique value in each record
Used to identify each record in table
May be a combination of fields
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach

26. Database Design Process: Planning the Tables
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27. Naming Conventions Database tables must
Have unique names
Follow established naming conventions
General rules for naming objects
Object names cannot exceed 64 characters
Object names cannot include period, exclamation point, accent grave, or brackets
Object names should not include spaces
Most developers capitalize first letter of each word when table name includes two words
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach

28. Leszynski/Reddick Naming Conventions for Database Objects
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29. Level 1 Summary Discovery phase Identify existing and missing data
Determine tables
Determine data types
Follow naming conventions
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30. Level 2 Objectives: Understanding and Creating Table Relationships
Understand relational database objects and concepts
Create table relationships
Understand referential integrity
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31. Understanding Relational Database Objects
Users can view data in tables by:
Opening table
Creating other objects
Four main objects in database
Tables
Queries
Forms
Reports
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32. Tables Data in relational database stored in one or more tables
View data in table
Open it and scroll through records
Most of the time, three other main database objects used to display data normally
Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach

33. Queries Query Query results
Question asked about data stored in database
Query results
Look similar to table
Fields displayed in columns
Records displayed in rows
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34. Queries (continued) Select query Action query Crosstab query
Most commonly used query
Data selected from table on which query based
Action query
Performs action on table
Select specific records in table and update them
Crosstab query
Performs calculations on values in field and displays results in datasheet
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35. Forms Used to view add delete, update and print records in database
Based on table or query
Interface more attractive than table datasheet
Customize form’s appearance with instructions and command buttons
Switchboard
Form displayed when database opened
Provides controlled method for users to open objects in database
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36. Form Based on a Table
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37. Reports Formatted presentation of data from table or query
Created as printout or to be viewed on screen
Data displayed by report usually based on query
Dynamic
Reflect latest data from object
Cannot be used to modify data
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38. Accounts Receivable Report
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39. Other Database Objects
Macro
Set of instructions
Automate certain database tasks
Usually automates simple tasks
Module
Contains instructions to automate database task
Written in Visual Basic for Applications (VBA)
Performs more sophisticated actions than macro
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40. Understanding Relational Database Concepts
Flat file database
Simple database
Contains single table of information
Relational database
Contains multiple tables to store related information
Common field
Field that appears in two or more tables and contains identical data to relate tables
Primary key in first table
Foreign key in second table
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41. Creating Table Relationships
Take advantage of interrelated objects
Goal in good database design
Create separate tables for each entity
Ensure each table has primary key
Use common field to relate tables
Relate two (or more) tables
Query them as though they are one big table
Join
Specifies relationship between tables and properties of relationship
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42. One-to-Many Relationships
Abbreviated as 1:M
One record in first table matches zero one or many records in related table
Primary table
One side
Related table
Many side
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43. One-to-Many Relationship Between Customers and Prescriptions
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44. One-to-One Relationships
Abbreviated as 1:1
Exists when each record in one table matches exactly one record in related table
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45. One-to-One Relationship Between Physical and Billing Addresses
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46. Many-to-Many Relationships
Abbreviated as M:N
Each record in first table matches many records in second table
Each record in second table matches many records in first table
Junction table
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47. Many-to-Many Relationship Between Employees and Classes
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48. Understanding Referential Integrity
Null value
Field does not contain any value
Entity integrity
Guarantee that there are no duplicate records in table
Each record unique
No primary key field contains null values
Referential integrity
If foreign key in one table matches primary key in second table
Values in foreign key must match values in primary key
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49. Understanding Referential Integrity (continued)
When database does not enforce referential integrity
Problems occur that lead to inaccurate and inconsistent data
Orphaned
No longer match between primary key in primary table and foreign keys in related table
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50. Referential Integrity Errors
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51. Overriding Referential Integrity
Might want to override referential integrity
Intentionally change primary key
Delete parent record
Cascade updates
Change primary key value so that DBMS automatically updates appropriate foreign key values in related table
Cascade deletes
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52. Level 2 Summary Main database objects: Relationship types: Table Query
Form
Report
Relationship types:
One-to-many
One-to-one
Many-to-many
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53. Learn the techniques for normalizing data
Level 3 Objectives: Identifying and Eliminating Database Anomalies by Normalizing Data
Learn the techniques for normalizing data
Evaluate fields that are used as keys
Test the database design
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54. Normalizing the Tables in the Database
Normalization
Design process
Goals
Reduces space required to store data by eliminating duplicate data in database
Reduces inconsistent data in database by storing data only once
Reduces chance of deletion update and insertion anomalies
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55. Normalizing the Tables in the Database (continued)
Deletion anomaly
User deletes data from database
Unintentionally deletes only occurrence of data in database
Update anomaly
Due to redundant data in database
User fails to update some records or updates records erroneously
Insertion anomaly
User cannot add data to database unless preceded by entry of other data
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56. Normalizing the Tables in the Database (continued)
Functional dependency
Column in table considered functionally dependent on another column
If each value in second column associated with exactly one value in first column
Partial dependency
Field dependent on only part of primary key
Composite primary key
Primary key uses two or more fields to create unique records in table
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57. Normalizing the Tables in the Database (continued)
Determinant
Field or collection of fields whose value determines value in another field
Inverse of dependency
Natural key
Primary key that details obvious and innate trait of record
Artificial key
Field whose sole purpose is to create primary key
Usually visible to users
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58. Normalizing the Tables in the Database (continued)
Surrogate key
Computer-generated primary key
Usually invisible to users
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59. First Normal Form Repeating group First normal form
Field contains more than one value
First normal form
1NF
Does not contain any repeating groups
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60. Second Normal Form 2NF Table must be in 1NF
Must not contain any partial dependencies on composite primary key
Tables in 1NF and contain primary key with only one field
Automatically in 2NF
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61. Third Normal Form 3NF Only determinants must be candidate keys
Field or collection of fields that could function as primary key but was not chosen to do so
Transitive dependency
Occurs between two nonkey fields both dependent on third field
Tables in 3NF should not have transitive dependencies
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62. Level 3 Summary Normal forms First (1NF) Second (2NF) Third (3NF)
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63. Chapter Summary Discovery: Table relationships
Identify existing and missing data
Organize data into tables
Determine data types for each field
Table relationships
Established through common fields
Types
1:M
1:1
M:N
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64. Chapter Summary (continued)
Normalization
Reduces duplication and inconsistency
Forms:
1NF
2NF
3NF
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