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The collection of data stored in tables, files, or whatever is commonly called a database. So that s how we ll be referring to this collection from here on. Within the database are collections of related data in what are called tables. Note that I call the stuff in your database data, not information. It s the processes that create the outputs that turn data into information. Many simpler applications do not store enough information to qualify as a database. A utility program that automatically backs up your data might store only a minimum amount of information what to back up, where to put it, last time it was run, next scheduled backup. Often this type of storage is referred to as a configuration file rather than a formal database. However, even if your program does not have a formal database, much of what follows here still applies. You still need to specify what is stored. Much to the irritation of some purists, I will extend the definition of database to include any kind of information your program needs to store and retrieve. Referring back to Figure 2-1, it may seem like the STORAGE box should be tackled first. But it s actually the outputs that define what needs to be in
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2 So What Do I Do First 31
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your database. Everything that comes out on a report or is displayed on a form needs to come from the stored data either directly or as a result of combining or manipulating data items. When I do an application design for a client, I always try to impress them with how critically important this step of defining the database is. Much, if not most, of the value of an application is in the specification of the stored data what fields are included, the formats of the fields (number, character, date, etc.), and the relationships, if any, among the fields and tables. (I like to say 80 percent, but of course it s not really quantifiable that way.) If it is done correctly, the application will be fast, flexible, and elegant, and will run like a spotted dog. If it is done incorrectly, it will cost more to create, learn, and maintain, and will probably run like a stuck pig. Once the database is correctly designed, any primate can make forms and reports. The real value of the application is in the database design. I, and many others more qualified than I, have a lot of advice on how to organize the data in your database. But none of it, in my opinion, rises to the status of a commandment. As Captain Barbosa said in The Pirates of the Caribbean, They re more like guidelines. There are better and worse ways to design a database. But in the programming world, we have a secret motto: A good program is one that works. But I digress . . . So, as the architect of your application, you may need to spend a lot of time thinking about what data to store, how to group it logically, and what the relationships will be among those data items.
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In general, you want to hold data in your database at the lowest, most detailed level. This is often referred to as atomic-level data, because each of the data items is like an atom. In a report or a form (a screen where you input or display data to be defined later in the section titled The Inputs ), the atoms can be combined into molecules and compounds, and, ultimately, a complex structure. These summaries are what the user often sees. But under the hood, everything is stored at the atomic level of detail. For example, a database containing a table with information about sales orders might include a promised ship date and an actual ship date. So you could easily print a report of sales order items sorted by promised date or by ship date. But suppose the user needs a report showing the number of days between the promised ship date and the actual ship date. You might be tempted to add a field to your sales order table with this information. Alternatively, you could simply define a field on your report that calculates at report time the number of days between these two dates, and summarize the information on the way out to the printer.
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