Using Microsoft ACCESS to develop small to medium applications on campus

Agenda 1.Review various applications used on campus 2.Discuss briefly a typical application 3.Review the TAMS (Time and Materials System) used in IST 4.Review the pros and cons to building an application versus buying one 5.Build a simple application using ACCESS Questions?

Systems used on campus Over 200 applications on campus (according to 2007 IST survey)Over 200 applications on campus (according to 2007 IST survey) Some applications are for storing stats, inventory, tracking expenses, maintaining lists Approximately 30 applications using some form of ACCESS

A Typical Application Logon screen Menus Data Entry and Validation Data lookup, edit and delete Reports Batch Interface (Macros, VisualBasic for Access) Advanced features: –Data Import/Export from multiple sources –Integrate to other systems (i.e. , Sharepoint)

TAMS demo Login Create a request Show lists Show reports Display an invoice Show documentation

Buy versus Build ? Not simple Many factors to consider besides price and time –Important to understand short term versus long term benefits and challenges –Training, customization, documentation, upgrades, cost

Buying software ‘Faster’ and ‘easier’ to deploy The vendor is an ‘expert’ May belong to user groups to share information Vendor assumes most responsibility. No need to employ technical staff Vendor stays on top of changes such as new taxes or government requirements (where applicable) Pros

Buying software Cost, initially, ongoing maintenance, additional licenses and requested changes Dependent on vendor’s expertise Sometimes must customize software to fit your needs. This introduces other issues with the vendor as you become ‘unique’ and forces you to become really dependent on vendor support May need to spend time up front to help the vendor ‘understand’ your system and requirements Software may be ‘proprietary’ Software versions must be in sync with your environment. (i.e. you may be forced to upgrade your environment in order to keep using software) You may be forced to continually upgrade or lose support from the vendor Cons

Building software You can build an application exactly how you want it You are in complete control of the application and future changes Cheaper solution as there are no license or maintenance fees. Local support of the environment from end-to-end (hardware, operating system, data warehouse). Changes based upon all users input. Pros

Building software May take longer to develop and deploy May initially cost more to build than to buy You are responsible for all problems You may need to staff some technical expertise and skills to support Cons

Microsoft ACCESS Cheaper. The university has an enterprise license. No extra fees. It’s easy and fast to learn, use and deploy new applications. Manual is online at: You can use existing applications to build new ones You can integrate to other Microsoft applications such as Outlook and Sharepoint You can use a SQL database (unlimited space) Supported by Microsoft. Less chance that they will discontinue support or go out of business Potentially, we can share information on campus and help each other The technical staff just need to understand ACCESS. It doesn’t really matter what the application is for. Supports batch processing Pros

Microsoft ACCESS Does not support more than 20 users very well 2Gb limit on ACCESS table sizes Some ACCESS queries do not work with SQL databases. Only with ACCESS databases. Microsoft could change or discontinue the product (similar to VB 6 to VB.Net) Requires a technical person to support Cons

Typical Access Architecture Single Access Database - 1 File Access File FormsDataReports Split Access Database - 2 Files Data File Forms/Reports

Typical Access Architecture Single Access Database Split Access Database 2 GB file size limitation Data and Interface stored in 1 file Good for simple databases with non-mission critical data Updates require no one to be in the database at that time 2 GB file size limitation Data and Interface are split into two Access files and are linked together Provides data security so users cannot manipulate data file without proper access Easier to make updates to interface without impacting the data structure

Reliable Access Architecture SQL Server Forms Reports Custom Interface Access Files Data -Single data source that can be utilized by multiple interfaces -Provides better data security -SQL managed by IST -No limitations with storage -Updates are easier as each user is required to run their own copy of the interface, but does make it difficult to keep track of versions being used

Setting up an application in ACCESS Templates Charitable donations Blank database

Questions??