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CHAPTER 1 s DATA BASICS
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For more information on Access and SQL Server, see the following: Microsoft Office Access 2007: http://office.microsoft.com/en-us/access/ FX100487571033.aspx Access 2003 Product Information: http://www.microsoft.com/office/access/prodinfo SQL Server 2005 Overview: http://www.microsoft.com/sql/prodinfo/overview
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CHAPTER
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Define Your Data
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efore you create your database s data tables and fill those tables with values, you should set aside some time for defining your data. You start defining your data by determining the goals, results, or outcomes that you want your data to help you achieve. Next, you determine the technical requirements for gathering, entering, storing, using, and analyzing your data. Equipped with this information, you can better select a suitable database management system and better design your tables, fields, and table relations.
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2.1 Determine Your Goals, Results, or Outcomes
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Many individuals and organizations start defining and designing a database by creating some data tables, relating the tables together, and filling them with values. These steps alone are not sufficient for a well-planned database definition and design. You should first determine the goals, results, or outcomes you need your data to help you achieve. You should then determine how collecting and analyzing data will help you achieve those goals, results, or outcomes. Doing so can help provide a broader view of the types of tables and relationships among those tables to better capture and analyze all of your data.
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First, gather key folks who are involved in the designing of your database, those who collect, enter, and analyze your data, and finally those who make important decisions based on that data. Then, collect information from these people to help you better design your database.
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The key folks involved with your database and its data should be prepared to answer three questions: Question #1: What are your goals, and what are the goals of our organization This can be broken down into the following: What goals are we trying to achieve by collecting this data What kinds of problems or issues are we facing that this data may help address What are we trying to measure, track, or analyze with this data
CHAPTER 2 s DEFINE YOUR DATA
From whom or from where are we collecting this data How often are we collecting this data Question #2: What results are you looking for, and what result is our organization trying to achieve This means the following: What do we need to do with this data once we have collected it What results are we hoping to achieve by collecting, measuring, tracking, or analyzing this data Question #3: What would a successful outcome look like for you and for our organization What would a successful outcome look like once we have collected, measured, tracked, or analyzed this data How do we envision ultimately benefiting from successfully collecting, measuring, tracking, or analyzing this data Use the results of this information-gathering session to develop a plan to better design your database.
s Don t underestimate the power of clearly defining your and your organization s goals, results, and outTip
comes that your data will help you achieve. For example, clear goals can help you focus on collecting only the most important data to reach your desired results and outcomes. Focusing on collecting only the most important data can result in a less cluttered database design that is easier to use and consumes fewer computing resources.
Try It
The ExcelDB_Ch02_01.doc file in the Source Code/Download section of the Apress web site, http://www.apress.com, contains a version of the questions in the preceding How To section. You could use this file in helping determine your organization s goals, results, or outcomes you need your data to help you achieve.
2.2 Determine Requirements for Collecting, Storing, Analyzing, and Maintaining Your Data
After determining the overall goals, results, or outcomes for your data, you should choose a database management system to collect, store, analyze, and maintain your data. You should also determine whether you have any specific needs for remote users, Web-based users, security requirements, and so on. To choose the most appropriate database management system, you should first determine your technical requirements. From there, you should gather your
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