Introduction to MS ® Access for SCT Banner ® Users Evaluation Code 607 Sarah Lawrence and Malinda Richbourg University of North Carolina at Greensboro Wednesday, March 12 12:00 pm - 1:00 pm

2 Evaluation Code 607 Session Rules of Etiquette Please hold all questions until the end of the session Please turn off your cell phone/beeper If you must leave the session early, please do so as discreetly as possible Please avoid side conversation during the session Thank you for your cooperation!

3 Evaluation Code 607 Introduction This is an introductory session that demonstrates how easy it is to retrieve data from SCT Banner® using MS Access queries. This session will also demonstrate how to: create queries run a select query make tables and export data from tables and query results to an Excel file.

4 Evaluation Code 607 Topics of Discussion System Requirements Linking to SCT Banner ® Object Access Views using ODBC data sources Creating queries and tables Exporting data

5 Evaluation Code 607 System Requirements Access and Excel should be installed locally on each user’s computer. Access uses ODBC (Open Database Connectivity) drivers to connect to SCT Banner® Object Access Views databases. Users install ODBC drivers locally via a network application.

6 Evaluation Code 607 Connecting to SCT Banner® SCT Banner® Database Access Query Access Results

7 Evaluation Code 607 How do you link the ODBC Drivers to SCT Banner® Object Access Views? “File” “Get External Data” “Link Tables”

8 Evaluation Code 607 Locating the ODBC Database Change “Files of type” to ODBC Database

9 Evaluation Code 607 Data Source Name Select “Machine Data Source” tab Select the appropriate “Data Source Name” Click OK

10 Evaluation Code 607 Login Screens Enter your username and password if prompted

11 Evaluation Code 607 SCT Banner ® Object Access Views Select the view(s) containing the appropriate data Click OK

12 Evaluation Code 607 Unique Keys If necessary identify the unique keys

13 Evaluation Code 607 Table Object List The selected views appear in Access under the “Table Object” list as a linked table.

14 Evaluation Code 607 Queries Setting up the Query

15 Evaluation Code 607 Which Query To Choose? Select Query??? Advantages Real-Time data Data can be exported Disadvantages Retrieving data from multiple tables/views are slower Query results are not updateable Query must be run each time data are needed

16 Evaluation Code 607 Advantages Retrieving data from multiple tables/views are faster Data and data fields can be manipulated Data are frozen Data can be exported Disadvantages Must rerun the query for real-time data Which Query To Choose? Make-Table Query???

17 Evaluation Code 607 Walking through the steps using MS Access Handouts are available with step by step instructions.

18 Evaluation Code 607 Questions ????

19 Evaluation Code 607 Sarah Lawrence Please fill out the Evaluation Form Evaluation Code 607 Thank You!

20 Evaluation Code 607 SCT, the SCT logo, Banner, and PowerCAMPUS are registered trademarks and SCT OnSite is a registered service mark; SCT Plus, SCT Matrix, Campus Pipeline, Luminis, SCT PocketRecruiter, SCT Connected Learning, and the SCT e-Education Infrastructure diagram are trademarks; and SCT Services and SCT SinglePoint Solutions are service marks of Systems & Computer Technology Corporation. All other products and company names referenced herein are used for identification purposes only and may be trademarks of their respective owners. Copyright © 2003 Systems & Computer Technology Corporation. All rights reserved.