Database Design ConceptsWith Access

Learning OutcomesIdentify and define the information that

is needed to design a databaseCreate conceptual and logical db

designsBuild a relational database that

provides users with queries, forms, and reports

Understand core terms, concepts, and tools

Learning Outcomes

Design and maintain relational db tables

Create Select and Action queriesCreate normalized relationships

between tables, apply validation rules, and referential integrity principles

Design and modify reports and forms

Challenges

House analogyNeed a blueprint before you can build

GIGO (garbage in, garbage out)

Key DB Design Concepts

Entity Person, place, thing, event (noun)

AttributeProperty of an entity (adjective, adverb)

RelationshipAssociation between entitiesUsually a verb

Key DB Design Concepts

DatabaseStructure that can house information

about multiple types of entities, the attributes of these entities, and the relationships among the entities.

Relational DatabasePerceived by users to be a collection of

tables; two-dimensional named tables

DBMS (software)

Design structure of databaseCreate data entry formsValidate dataSort and manipulate dataQuery the databaseProduce reports

Goals of Database Design

Input set of user requirements

Output database structure capable of supporting

user requirements

Database Design Step 1

Information-level designgather user requirementsdesign a database that meets

requirements as cleanly as possibleindependent of DBMS

Database Design Step 2

Concerned with characteristics of specific DBMS

Must resolve issues such ascolumn namesdata typenumber of columnsdata length

General Design Guidelines

Identify the tables (entities)

Determine the primary keys (unique

attribute)

Determine additional fields (attributes)

Determine relationships among tables

General Design Guidelines (cont)

Determine data types for fieldsIdentify and remove unwanted

redundancyStoring a piece of data in more than one

place

Determine a storage locationDetermine additional properties for

attributes

A Database Example

Camashaly Design Group provides custom marketing solutions for the service, non-profit, and retail sectors. The company specializes in designing and maintaining Web sites and using social networking Web sites for online marketing. Camashaly uses business analysts to work collaboratively with clients.

Camashaly would like to organize the data on clients and business analysts in to a database managed by Access 2010.

Applying the DatabaseDesign Guidelines to Camashaly Design

Group

Client Number

Client Name Street City State Postal Code

BA53 Bavant Animal Hospital 134 Main Burles NC 28817BB32 Babbage CPA Firm 464 Linnell Austin SC 28796BC76 Buda Community Clinic 867 Ridge Buda NC 27032CJ29 Catering by Jenna 123 Second Granger NC 27036GA74 Grant Antiques 78 Catawba Georgetown NC 28794GF56 Granger Foundation 65 Simpson Granger NC 27036HC10 Hendley County Hospital 216 Rivard Austin SC 28796KD21 KAL Design Studio 116 Pine Georgetown NC 28794KG04 Kyle Grocery Cooperative 421 First Kyle SC 28798ME14 Mike's Electronic Stop 234 Gilham Georgetown NC 28794PJ34 Patricia Jean Florist 345 Magee Kyle SC 28798SL77 Smarter Law Associates 764 Main Burles NC 28817TB17 The Bikeshop 346 Austin Buda NC 27032WE05 Walburg Energy Alternatives 12 Polk Walburg NC 28819WS01 Woody Sporting Goods 578 Central Walburg NC 28819

Word table (Clients.doc)

Excel workbook

Business Analyst Number

Last Name First Name Street City State Postal Code

11 Kerry Cordelia 251 Painter Georgetown NC 2879414 Martinez Manuel 3125 Steel Kyle SC 2879727 Liu Jan 265 Marble Byron SC 2879535 Scott Jeff 1925 Pine Georgetown NC 28794

Word table (Business Analysts)

Excel workbook

Your Turn!

Look at the user documents provided Clients Word documentBusiness analysts Word documentBusiness analyst financial data Excel

workbookClient financial data Excel workbook

Design a database for Camashaly Design Group

Import Excel Files

Open AccessOn the External Data tab click Excel in

the Import groupImport the two Excel workbooksDO NOT remove any columns

Create Tables for Data in Word Documents

Create a table for Clients and one for Business AnalystsHint: the Client Number and Business Analyst

number should be primary key fields

Are there columns that have been duplicated between tables? If so, remove the column from one table.Hint: Client name is contained in both the Clients

and Client Financial Data tables. Normalization requires that the name is stored in the Clients table. Remove the column in the Financial Data table.

Set Up Relationships

Which tables have a column in common?

Close the tables (do not close Access)Click the Database Tools tabClick relationshipsSet up a one to many relationship

Hint: Look for the common columns. Client and Business Analyst are the tables that are on the one side.

Create a Query

Create a Simple Query using the WizardInclude the first name, last name and

incentive YTD for the business analystsSpecify a Detail query, click Finish

Create a Second Query

Create a second query using Query Design that will list all clients that owe more than $1,000From the Show Tables dialog box, add the Clients

and Client Financial Data tablesThe fields to display are client name, postal code,

and current dueSort in ascending order on postal codeCriteria for the current due is > 1000Change to Datasheet View to see the results

Create a Form

Create a form to input new clientsHint: Open the clients table and click

on Create/Form

Create a Report

We want a report that will Use the report wizardChoose the clients table; fields to display

are the client name and postal codeChoose the client financial data; fields to

display are the amount paid and current due

View the data by ClientGroup by Postal Code

Report (continued)

Sort by current due in descending order

No summary optionsKeep all the defaults, click finishIf necessary, edit in Design view to

make your report attractive.

Congratulations!

Thank you toPhil Pratt and Mary Last