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PART I PART I PART I
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A sales report showing sales by quantity and employee
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discussed and samples were shown The relationships among the tables in the Northwind sample database were examined The next chapter discusses in-depth the process of designing a relational database and how to distribute data among tables You will see how to create a new database from a template that you can download and how to create a blank database without a predetermined design
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CHAPTER
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Creating a Database
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he information in a relational database system is distributed among related tables to optimize information storage and retrieval Common fields relate the tables so information can be extracted and presented in useful ways A database can be an essential tool in tracking and managing personal or business information if it s properly designed and constructed A poorly designed database is of little or no value The more time spent on task and data analysis, the better the results Once the design is completed and reviewed, building the database with Access 2007 is easy, with or without a predefined database template
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Designing the Database
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The design process begins with an analysis of the tasks to be required of the database First, you must determine what the system is intended to do for the prospective users Interview all the users and get thorough descriptions of their expectations What s essential to remember is that the design process is also an iterative one: as the users get accustomed to a new system, they can think of more features that they can use, such as an additional data entry form, a special query, or a calculated field On the other hand, freezing the design at some point is critical, so you can proceed with the development Then you can accumulate the users later requirements and desires for the upgraded version It is also important to acquaint the users with the comprehensive form and report capabilities of Access 2007 by demonstrating some data entry forms and showing examples of printed reports The database design process can be broken down into seven steps, each with specific goals and products: 1 Determine what the users want from the database and what data is needed to provide the output 2 Decide what tables to include in the database 3 Identify the fields for each table 4 Assign a unique field or combination of fields for each table that ensures no two records are the same
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Part I:
Getting Started
5 Determine how the tables are related to one another 6 Review design and step through procedures with users 7 Create tables and enter data While numbering steps in a process implies one step is completed before the next begins, in reality, the design process is more fluid, with each step overflowing into the next You can return to a previous step at any time in the process This chapter covers only the design and creation of the database itself 4 discusses creating tables with and without a table template, 5 describes how to relate the tables, and 6 contains more information on entering and editing data in the database
Introducing Home Tech Repair
The example we ll use is the Home Tech Repair database Home Tech Repair is a small company specializing in maintenance and improvement of home structures Its specialties are electrical, plumbing, structural, painting, and heating and air conditioning systems in the home It doesn t undertake large construction or remodeling jobs The database s main purpose is to track work orders and print invoices Figure 3-1 shows an example of the manual record-keeping system in use before the development of the Access database
Determining the Goals of the Database
Step 1 Determine the Purpose of the Database What do the users need from the database What kind of reports do they want, and how do they want the information arranged and summarized If adequate data collection forms already exist, use them as patterns for the database forms Look at other databases that address similar information management situations After the tasks are defined, you can develop a list of the required data items The main purpose of the Home Tech Repair database is to maintain up-to-date information about current work orders The information must include forms for data entry and viewing of all table data, and it must relate the individual work orders to specific customers or employees In addition to work order tracking, the owner wants to conduct financial analyses, for example, to determine how much revenue has been generated by each employee or to review the total sales on a monthly basis These analyses can include summary reports with charts and graphs depicting trends, as well as proportional distributions of types of jobs over a period of time Such studies are helpful when planning for future work
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