1. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 1 Preparing To Automate Data Management Chapter 1 “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

2. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 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

3. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 3 Database Design Process: The Discovery Phase

4. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 4 Discovering and Evaluating Sources of Existing Data (continued) 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

5. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 5 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

6. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 6 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

7. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 7 Evaluating Field Values and Assigning Appropriate Data Types Data type  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

8. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 8 Common Data Types and Their Descriptions

9. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 9 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  Stores maximum of 65,535 characters

10. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 10 The Number Data Type Stores both positive and negative numbers Contains up to 15 digits Use for values used in calculations

11. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 11 The Currency Data Type Includes two decimal places and displays values with dollar sign Use for monetary values

12. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 12 The Date/Time Data Type Display values in format mm/dd/yyyy  Can also include time in different formats Used in calculations if necessary

13. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 13 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

14. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 14 The Yes/No Data Type Assigned to fields requiring  Yes/no  True/false  On/off Takes up one character of storage space Make data entry easy  Check box

15. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 15 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

16. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 16 The Hyperlink Data Type Assigned to fields that contain hyperlinks to  Web pages  E-mail addresses  Files that open in Web browser E-mail client Another application

17. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 17 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

18. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 18 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

19. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 19 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

20. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 20 Assigning the Correct Field Size for Number Fields

21. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 21 Dividing the Existing and Missing Data into Tables 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

22. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 22 Database Design Process: Planning the Tables

23. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 23 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

24. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 24 Leszynski/Reddick Naming Conventions for Database Objects

25. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 25 Level 1 Summary Discovery phase Identify existing and missing data Determine tables  Determine data types Follow naming conventions

26. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 26 Level 2 Objectives: Understanding and Creating Table Relationships Understand relational database objects and concepts Create table relationships Understand referential integrity

27. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 27 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

28. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 28 Tables Data in relational database stored in one or more tables View data in table  Open it and scroll through records Time three other main database objects used to display data normally

29. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 29 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

30. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 30 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

31. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 31 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

32. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 32 One-to-Many Relationship Between Customers and Prescriptions

33. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 33 One-to-One Relationships Abbreviated as 1:1 Exists when each record in one table matches exactly one record in related table

34. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 34 One-to-One Relationship Between Physical and Billing Addresses

35. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 35 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

36. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 36 Many-to-Many Relationship Between Employees and Classes

37. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 37 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

38. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 38 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

39. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 39 Referential Integrity Errors

40. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 40 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

41. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 41 Level 2 Summary Main database objects:  Table  Query  Form  Report Relationship types:  One-to-many  One-to-one  Many-to-many

42. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 42 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

43. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 43 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

44. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 44 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

45. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 45 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

46. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 46 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

47. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 47 Normalizing the Tables in the Database (continued) Surrogate key  Computer-generated primary key  Usually invisible to users

48. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 48 First Normal Form Repeating group  Field contains more than one value First normal form  1NF A row in first normal form (1NF) if and only if all underlying domains contain atomic values only.  Does not contain any repeating groups

49. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 49 Second Normal Form 2NF  A row in second normal form (2NF) if and only if it is in 1NF and every non-key attribute is fully dependent on the key 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

50. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 50 Third Normal Form 3NF Only determinants must be candidate keys Candidate key  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

51. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 51 To Summarize 3NF 3NF  A row in third normal form (3NF) if and only if it is in 2NF and every non-key attribute is non-transitively dependent on the primary key A tongue-in-cheek expression is used by Craig Mullins in his Database Administration  Every attribute depends upon the key, the whole key, and nothing but the key.”

52. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 52 Level 3 Summary Normal forms  First (1NF)  Second (2NF)  Third (3NF)

53. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 53 Chapter Summary Discovery:  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

54. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 54 Chapter Summary (continued) Normalization  Reduces duplication and inconsistency  Forms: 1NF 2NF 3NF

55. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 55 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

56. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 56 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

57. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 57 Researching Sources of Missing Data Part of discovery phase Must ask right questions of right people to get right answers

58. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 58 Queries Query  Question asked about data stored in database Query results  Look similar to table  Fields displayed in columns  Records displayed in rows

59. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 59 Queries (continued) Select 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

60. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 60 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

61. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 61 Form Based on a Table

62. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 62 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

63. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 63 Accounts Receivable Report

64. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 64 Other Database Objects Page  Also called data access page  Web page  View and interact with data stored in access database  Html document stored outside database Macro  Set of instructions  Automate certain database tasks  Usually automates simple tasks

65. XP Chapter 1 Succeeding in Business with Microsoft Office Access 2003: A Problem-Solving Approach 65 Other Database Objects (continued) Module  Contains instructions to automate database task  Written in Visual Basic for Applications (VBA)  Performs more sophisticated actions than macro