Database Management Systems Classroom Case Study O.U.R. Hospital Employee Training This scenario accompanies the weekly lectures for the Database Management Systems course.

Scenario 1: O.U.R. Hospital Employee Training Database You’ve been tasked to create an Access database to be used for scheduling and tracking training courses for your hospital’s employees. Along with HIPAA training for new employees, and CPR/1st Aid certification and re-certification courses for all employees, you also need to schedule training on the new Electronic Medical Records (EMR) system that is being implemented. While all employees will be trained, they don’t all take the same EMR training modules. This scenario will be developed week by week along with corresponding lecture topics resulting in documentation, models, and an Access database. Instructor can scope the project up or down depending on course time constraints. This can be a classroom example, a small team project as they learn each skill, or an individual homework assignment. 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems

Pierce College - CIS260 Database Management Systems Gather Requirements Identify the Problem Statement and Deliverables Identify the Stakeholders Whole class or small team discussion; students will add results to their OUR Hospital Training Requirements Document.docx Note to Instructor: the analysis and design for this project is oversimplified as this is the first course in the certificate sequence. Discuss with students and track ideas on the board, but for more complex ideas, let the students know that they will learn more skills in the next courses. Lecture: Based on the previous slide, what are we being tasked to create? Break it into specific bullets. Who are the stakeholders? How might the project seem to change as you talk to the various stakeholders? Take each stakeholder identified and see how they might want something different or more/less complex. (Examples: training manager wants a master report showing all courses for the month and enrollments; floor supervisors, want a report showing who and when just their staff will be in training and unavailable; individual employees want their course title, day, time, and place.) This is an iterative process as we will find in the next course – Business Analysis. As you drill down into details, more questions are raised and you must go back to the stakeholders to refine. The answers we will use as we develop this case will be: Problem Statement and Deliverables Create an Access database to be used for scheduling and tracking training courses for your hospital’s employees. Schedule courses & instructors & locations Identify who needs training Schedule attendees Track delivery of training courses (change from scheduled to completed) Track who attended Update completed training by attendee Create weekly schedule reports for Training management, class list for instructor, course date/location for employee, list of employees still needing training for this year and type of training Stakeholders: Training management Instructors Employees Hospital Administration Ask students to divide into teams representing the different stakeholder groups. Have them discuss and identify their needs related to the employee training, then report to the group. (As example, the Hospital Administration group says they would like to know which courses were offered quarterly and how many students were served. They would also like to know how many employees still need training, by course. They are looking at it from a compliance perspective.) Use this information to have students build a simple Requirements Document to accompany the scenario. Example template, OUR Hospital Training Requirements Document.docx, is included with the Instructor Notes. 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems

Governance, Policies, and Procedures O.U.R. Hospital Employee Training Database Governance Policies Procedures Governance Policies Procedures How? What? Why? Whole class or small team discussion; students will add results to their OUR Hospital Training Requirements Document.docx (Reminder: You’ve been tasked to create an Access database to be used for scheduling and tracking training courses for your hospital’s employees. Along with HIPAA training for new employees, and CPR/1st Aid certification and re-certification courses for all employees, you also need to schedule training on the new Electronic Medical Records (EMR) system that is being implemented. ) Returning to O.U.R Hospital Employee Training database scenario, what would be the Governance requirement(s) that would prompt the need for the database, and therefore, provide Management and funding support for its development? Remember “governance” asks “why we must do this”. How would those Governance statements be brought down to policy level and procedure level statements? (Have the students help create governance, policy, and procedure statements around HIPAA, CPR/1st Aid training for all employees and EMR training. Include these in the Requirements Document as Background information.) (Example: Governance: O.U.R. Hospital and its employees will comply with all federal HIPAA requirements. Policy: All O.U.R. Hospital Employees will attend HIPAA training within one week of employment. Procedure: HR will notify Training of all new hires prior to their start date so that they can be scheduled for HIPAA training during their first week of employment. ) Discussion: how does the Governance, Policies, and Procedures shape the database Business Requirements? Do we need to add/subtract anything from our Requirements Document? (example – HIPAA training within one week of hire.) 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems

Pierce College - CIS260 Database Management Systems Data Dictionary Based on the O.U.R. Hospital Training Database scenario, what data will we need to collect in our database? List each data element that is known at this time Define each data element Determine the data type Determine the field constraints and messages Determine the data validation requirements Whole class or small team discussion; students will add results to their OUR Hospital Training Requirements Document.docx It is important to start building/utilizing a data dictionary from the start of the project. It helps to minimize conflicting meanings of terms with all the stakeholders, to minimize different data types being used for the same information in parallel IT projects, and becomes a common, shared location to document constraints as they are discovered. For this course, the Data Dictionary is included in the Requirements Document. 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems

Pierce College - CIS260 Database Management Systems Conceptual Design Based on the O.U.R. Hospital Training Database scenario, use Microsoft VISIO to : Diagram the tables Add fields to the tables and data types Add primary keys Individual work; students will add results to their OUR Hospital Training Requirements Document.docx Based on the O.U.R. Hospital Training Database scenario, use Microsoft VISIO to : Diagram the tables Add fields to the tables and data types Add primary keys Be sure to check the database options in VISIO before beginning (crow’s foot, relationship lines, optionality). 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems

Pierce College - CIS260 Database Management Systems ER Diagram Based on the O.U.R. Hospital Training Database scenario, expand the Microsoft VISIO diagram to : Add relationships between tables and label with relationship verbs. Normalize to 3NF Individual work; students will add results to their OUR Hospital Training Requirements Document.docx Based on the O.U.R. Hospital Training Database scenario, expand the Microsoft VISIO diagram to : Add relationships between tables and label with relationship verbs. Normalize to 3NF 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems

Pierce College - CIS260 Database Management Systems Physical Design Based on the O.U.R. Hospital Training Database scenario, expand the Microsoft VISIO diagram to : Resolve many-to-many relationships Add Cardinality Add Optionality Individual work; students will add results to their OUR Hospital Training Requirements Document.docx What database design patterns would be helpful? 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems

Database Administration Based on the O.U.R. Hospital Training Database scenario, develop an administration plan for our database. What is the backup plan and schedule? Who is responsible? Who is responsible for recovery if needed? Who is responsible and when will the backup/recovery process be tested? What determines or when will the database be compacted/repaired? Determine answers for the administration of the database and add to the Requirements Document. Based on the O.U.R. Hospital Training Database scenario, develop an administration plan for our database. What is the backup plan and schedule? Who is responsible? Who is responsible for recovery if needed? Who is responsible and when will the backup/recovery process be tested? What determines or when will the database be compacted/repaired? 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems

Pierce College - CIS260 Database Management Systems Security Plan Based on the O.U.R. Hospital Training Database scenario, develop a security plan for our database. Who gets access to the database? Who approves their access? Who sets up their access? Where does the database reside? Will a password be required or will the location be password protected? How frequently will the password change? Individual work; students will add results to their OUR Hospital Training Requirements Document.docx 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems

Pierce College - CIS260 Database Management Systems Testing Plan Based on the O.U.R. Hospital Training Database scenario, create a test plan to confirm all parts are working as required. Discuss: Who should determine the test requirements? Who should manage the test plan? Who should perform the tests? Who signs off that the tests were successful? Individual work; students will add results to their OUR Hospital Training Requirements Document.docx Based on the O.U.R. Hospital Training Database scenario, create a test plan to confirm all parts are working as required. Discuss: Who should determine the test requirements? Who should manage the test plan? Who should perform the tests? Who signs off that the tests were successful? The answer to these questions needs to be included in the Test Plan section of the Requirements Document. 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems

Pierce College - CIS260 Database Management Systems Training Plan Based on the O.U.R. Hospital Training Database scenario, create a training plan for the Access users. Why is a Training Plan needed? What should be included? Is a training/users manual needed? Individual work; students will add results to their OUR Hospital Training Requirements Document.docx Based on the O.U.R. Hospital Training Database scenario, create a training plan for the Access users. Why is a Training Plan needed? What should be included? Is a training/user’s manual needed? Remind the students that the IT developers aren’t the Training department. 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems

Pierce College - CIS260 Database Management Systems Build Database Using the Physical Model diagram and the Data Dictionary, build the Microsoft Access tables. Include data validation Include user messages Create minimum 10 records per table Build the table relationships Using the Physical Model diagram and the Data Dictionary, build the Microsoft Access tables. Include data validation Include user messages Create minimum 10 records per table Build the table relationships 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems

Pierce College - CIS260 Database Management Systems Queries Build queries to answer the following questions: Which courses are offered this week, sorted by weekday? Who is enrolled in today’s classes? Who still needs HIPAA training? Who is ready for CPR/First Aid recertification? Individual work; students will create Access database to accompany this project Now that the tables are build, the IT development team is ready to build the queries that will feed the forms and reports. 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems

Pierce College - CIS260 Database Management Systems Forms Training administrative assistants need forms for enrolling the employees, or to look up information when an employee calls with questions. The instructors are responsible for scheduling the training courses depending on their availability (not during department meetings or their vacations) and with some time between sections to allow them to reset the classroom. They need a form for scheduling. Individual work; students will create Access database to accompany this project 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems

Pierce College - CIS260 Database Management Systems Reports Training Management: Needs to report to upper management the training progress. They need to see numbers of courses and sections offered and number of students served by month along with the number of students still needing that training. Training Instructors: Need to see their weekly training schedule at a glance with course names, dates/times and room locations. They would like this grouped by work day, then by course name and section. Need their class rosters for the day they teach sorted by employee last name, then first name along with the employee’s department (to customize examples when possible). They would also like the date/time and room location, and course name listed at the top of the page. Individual work; students will create Access database to accompany this project 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems

Pierce College - CIS260 Database Management Systems Navigation Forms Create a Navigation Form for ease of use by the Training department. Training Management wants to be able to quickly find and print the reports showing employee training is progressing as required. Training Instructors want to find their class rosters, dates/times and room locations. Training administrative assistants want to get to their forms for enrolling the employees, or to look up information when an employee calls with questions. Individual work; students will create Access database to accompany this project 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems

Pierce College - CIS260 Database Management Systems PivotTables & Charts Training Management would like a Pivot Chart to accompany their progress report. Individual work; students will create Access database to accompany this project 4/15/2013 5:00 PM Pierce College - CIS260 Database Management Systems