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MAA Innovations in Technical Assistance (MITA) ______________________________ Webinar _________________ Tips on Selecting the Best Case Management & Data Collection System for your Agency Thursday January 13, 2012 2:00 – 3:30p.m. EST Webinar Case Management & Data Collection Systems Microsoft Access Guest Speaker Elizabeth W. Wilson Entrepreneurship Consultant Atlanta, GA 404-344-2601 [email protected] Website www.elizabethwwilson.com Company Website www.thecompanyofwomen.net Follow Me http://www:twitter.com/eww An Overview of Microsoft Access Elizabeth Wilson What is Microsoft Access? Microsoft Access is a relational database management system (DBMS). At the very core, it is a software “engine” that provides an interface between physical data and user application queries. Other examples of DBMS applications include: •Oracle •mySQL •SQL Server (Microsoft) •DB2 (IBM) •Informix •FileMaker Why choose MS-Access over Excel? Although there is always overlap, the following rules might help when deciding when / when not to use MS Access: •MS Access is best used for long-term data storage and/or data sharing. •MS Excel is best used for minor data collection, manipulation, and especially visualization. •Excel is best used for minor data collection and especially data analysis. •It is easy to export data from MS Access to Excel Why choose MS-Access over other DBMS systems? • Cheap, readily available (packaged with MS-Office Professional 2010) Business). • Easy to use relative to other systems. • Includes front-end tools for rapid application development. Why choose other DBMS systems over MS-Access? • MS-Access can handle a large number of records, but is somewhat slow compared to some of the high-end platforms. • Multiple users may use the database simultaneously, but MS-Access is known to become unstable with greater than 3-5 users. Files can also be shared with various users. • There is a “snob factor” other newer applications exist now (Oracle, SQL Server, FileMaker, etc) What is in an MS-Access file? Although the term “database” typically refers to a collection of related data tables, an Access database includes more than just data. In addition to tables, you can add: •Saved queries (stored procedures) - organizing and/or manipulating data •Forms – interaction with data, event programming •Reports – customized results for printing forms •Macros and programs for extending functionality Microsoft provides some logical integration of these tools through “wizards”. However, these are pretty basic - most developers must pick and choose the best approach when implementing applications. What is in an MS-Access file? Unless advanced techniques are employed, all entities are stored in one *.mdb file. When running, a locking file (*.ldb) is also visible. Only the mdb file needs to be copied to transfer the database to another computer or location. MS Access Information Flow Chart Forms (Active) Reports (Static) Queries Tables Demographics Ethnicity Baseline Outcomes Microsoft Access Summary MS-Access is a powerful relational database program. It has many integrated features and can be greatly customized to fit most personal/departmental needs for data collection and storage. MS Access Training Resources • Visual Quickstart Series – beginner/intermediate level • O’Reilly Series – intermediate/advanced level • There is also an excellent tutorial on the web: • http://mis.bus.sfu.ca/tutorials/MSAccess/tutorials.html • To download a Trial Version of Access: http://office.microsoft.com/en-us/products/get-microsoft-accessFX102159812.aspx?WT%2Emc%5Fid=ODC%5FENUS%5FOATAccessHome%5FMonTry