access presentation

Excel Access

Part II: Microsoft Access With extensions to ArcGIS and Google Earth

Access

Excel and Access are very similar when it comes to running powerful queries, running sophisticated calculations, generating reports and forms, and connecting to external data.

Access

Access is a data management system with relational data.

Excel stores information in worksheets; Access stores data in tables for complex querying in relation to data stored in other locations.

Access

Access is a data management system with relational data.

Excel stores information in worksheets; Access stores data in tables for complex querying in relation to data stored in other locations.

- Require non-relational view of data (especially if data is mostly numeric)

- Want to run calculations and statistical comparisons

- Dataset is manageable in size (<=15,000 rows)

- Require relational database - May need to add more tables in future - Have a very large amount of data - Have a lot of data that is mostly text - Want to run complex queries - Need to maintain connectivity to external

databases

Access Interface

Access Interface

Select the view of your table or query (Datasheet, PivotTable, PivotChart, Design)

Create a new query

Navigate-to and filter tables, queries, forms, and reports

Retrieve, export or connect-to data outside of Access

Access Query Design

Access Query Design

Run/execute the query

Fields and calculations in resulting query

You can write the query in SQL, but the Design View is a graphical user interface (GUI) that requires no knowledge of SQL language.

Select fields to display and perform calculations on + set relationships

Create new table or edit existing tables when query runs

Perform summary calculations (sum, count, average, etc.)

Access Query Design

Lines below “or:” are the Criteria for fields other than the first. Including different Criteria on the same horizontal line is the same as the “AND” Boolean; different Criteria on different horizontal lines is the same as the “OR” Boolean

Field: Field from existing table to be queried Table: Table where selected field exists Total: When Σ Totals is selected, can perform summary calculations (min, max, avg, etc.); default is “Group By” Sort: Ascending, Descending, or not sorted Show: Field will be displayed in query result if checked Criteria: Query for that field Or: Same as “OR” Boolean

Access Query Design

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1. Select the Create tab 2. Select Query Design

Access Query Design

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In the Show Table, select AREA_FAR, buildingclass, LOCATION and USE. Double-click to add each table to the query design.

Access Setting Relationships

Every table should have a unique identifier (the Primary Key, which is the BBL in our case for most tables).

You can relate to other tables by dragging one identifying field to another (BBL to BBL, BLDGCLASS TO BLDGCLASS).

Access Query Design

1. Double click each of the fields shown above to add them to query.

2. Select Σ Totals 3. Uncheck Show for BLDGCLASS and in the Criteria set it to LIKE ‘I*’

4. Under the Total dropdown, select Sum for LOTAREA and BLDGAREA and Sort the LOTAREA by Descending

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5. Select Run

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Access LIKE Statement

LIKE ‘I*’ selects anything that begins with “I”

LIKE ‘*I’ selects anything that ends with “I”

LIKE ‘*I*’ selects anything with an “I” in it

Selecting the View returns back to the Query Design

Access Query Design

1. Back in Design View, change the BLDGCLASS Criteria to ‘I1’ to list only Hospitals, Sanitariums, Mental Institutions

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2. Save the query

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3. Click Run

Access Updating Records

Oftentimes there are multiple spellings for the same owner. Selecting one name and replacing the others with the correct name can be accomplished via a query.

TIP: Save a copy of the database before making

updates.


1. Create a new query (Create > Query Design) and add the Location table

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2. Double-click OWNERNAME and in the Criteria enter LIKE ‘*PRESBYTERIAN H*’ in one row; LIKE ‘*PRESPYTERIAN H*’ in another

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3. Click Run


4. Select Update table

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5. After removing the *, in the Update To row type in PRESBYTERIAN HOSPITAL

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6. Click Run 7. A dialog will appear to confirm the update. Click Yes


Updating the table for Columbia University properties

LIKE ‘*COLUMBIA U*’ LIKE ‘*ROYAL CHARTER*’


Updating the table for Memorial Sloan-Kettering Cancer Center properties

LIKE ‘*S.K.I.*’ LIKE ‘*SLOAN-KETT*’ LIKE ‘*MEMORIAL HOSP*’ LIKE ‘*SKI REAL*’


Updating the table for St. Luke’s-Roosevelt Hospital properties.

LIKE “*ST LUKE’S/R*” LIKE ‘*ST LUKES-R*’ LIKE ‘*LUKES H*’

Access Complex Queries/Builder

1. Create a new query

2. Add LOCATION, AREA_FAR, and USE

3. Select OWNERNAME, BLDGCLASS

4. Create an Expression using Builder

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1. Navigate to your database and select the table(s) that contain the fields for the calculation (AREA_FAR)

2. Double-click on the desired Expression Categories to form an expression for the available built floor area; set the Criteria to >0

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To determine where the developable parcels are, return to Design View and add the BBL and ADDRESS


1. Back in Design View, select Make Table

2. Enter a Table Name and click OK

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3. Click Run to add the table to the database

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Access Relating to GIS

1. Add Manhattan Tax Lots 2011 data to a new ArcMap document

2. Navigate to ArcCatalog and select Add OLE DB Connection under Database Connections

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1. Under the Provider tab, select Microsoft Office 12.0 Access Database Engine OLE DB Provider

2. Click Next

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1. Enter the location of the Access database in the Data Source field

2. Click Test Connection to verify that you can connect to the database

3. Click OK if the connection was successful

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Navigate to the database in ArcCatalog and add the HOSP_OPP table to the document (drag and drop into the Table of Contents).


2. Make a copy of the Manhattan tax lots data (right click to copy, paste into Layers)

3. Join the HOSP_OPP table to the copied layer on BBL

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Access GIS to Google Earth

1. Select the Layer To KML tool under ArcToolbox > Conversion Tools > To KML

2. Select the new layer and designate the output file; set the output scale to 1

3. Click OK

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File > Open > navigate to the recently-created KMZ file

Google Earth will maintain symbology and data descriptions from ArcMap


MSK to expand existing hospital

Applied Sciences NYC – Cornell University and Israel Institute of Technology

Columbia University intent to redevelop existing parking garage

Hunter College to move to E76th Street DSNY garage site; to relocate garage on E25th Street