Download Skills Module 2: Implementing a Database with Microsoft Access

Skills Module 2
Implementing a Database with
Microsoft Access
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Skills Module 2 – Page 1
Management Information Systems
for the Information Age
Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
All rights reserved
Main Map






Implementing The Structure Of Your Employee Database
Defining Relationships Within Your Employee Database
Entering Information Into Your Employee Database
Creating A Simple Query Using One Relation
Creating An Advanced Query Using More Than One
Relation
Generating A Report
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Skills Module 2 – Page 2
Management Information Systems
for the Information Age
Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
All rights reserved
Introduction

In Figure M2.1 on the following slide, we’ve
recreated the correct database structure from
Extended Learning Module A.

Revisit Module A if you need a refresher.
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Skills Module 2 – Page 3
Management Information Systems
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Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
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Introduction
Figure M2.1
The Database
Structure We’ll Be
Implementing
module page 2
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Skills Module 2 – Page 4
Management Information Systems
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Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
All rights reserved
Implementing the structure of
your employee database






Implementing The Structure Of Your Employee Database
Defining Relationships Within Your Employee Database
Entering Information Into Your Employee Database
Creating A Simple Query Using One Relation
Creating An Advanced Query Using More Than One
Relation
Generating A Report
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Skills Module 2 – Page 5
Management Information Systems
for the Information Age
Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
All rights reserved
Implementing The Structure Of Your Employee Database

Data dictionary - contains the logical structure for the information.

To create a database using Microsoft Access, perform the following
steps:
1.
2.
3.
4.
Start Microsoft Access.
Select Blank Database on the right side of the screen or select File and New
from the menu and then Blank Database on the right side of the screen.
Select a folder for the database and enter a file name (we’ll use
Employee.mdb).
Click on Create.
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Skills Module 2 – Page 6
Management Information Systems
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Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
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Implementing The Structure Of Your Employee
Database
Figure M2.2
Creating a Blank
Database (1)
module page 4
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Skills Module 2 – Page 7
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Implementing The Structure Of Your Employee
Database
Figure M2.2
Creating a Blank
Database (2)
module page 4
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Skills Module 2 – Page 8
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Implementing The Structure Of Your Employee
Database

To create a relation (table) using the Design view, make
sure the Tables tab is selected and then double-click on
Create table in Design view.

Enter a name, data type, and description (the last is
optional) for each field in a given relation.

Save that structure and repeat the process until you’ve
created the structure for each relation in your database.
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Skills Module 2 – Page 9
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Implementing The Structure Of Your Employee
Database
Figure M2.3
The Start of
Defining the
Structure for Each
Relation (1)
module page 5
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Skills Module 2 – Page 10
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Implementing The Structure Of Your Employee
Database
Figure M2.3
The Start of
Defining the
Structure for Each
Relation (2)
module page 5
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Skills Module 2 – Page 11
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Implementing The Employee Relation Structure
Figure M2.4
Implementing the
Employee Relation
Structure
module page 6
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Skills Module 2 – Page 12
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Implementing The Employee Relation Structure

We entered the three fields for the Employee
relation – Employee ID, Name, and Department
Num.
 Employee ID = Number
 Name = Text
 Department Num = Number
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Skills Module 2 – Page 13
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Implementing The Employee Relation Structure

We identified Employee ID as the primary
key by placing a key symbol next to its
field name.

You’ll perform this process for each
primary key in each relation you create.
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Skills Module 2 – Page 14
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Implementing The Employee Relation Structure

To save the structure, click on the disk
icon (Save As), enter Employee as the
table name, and click on OK.

You can then close the Table: Employee
box.
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Skills Module 2 – Page 15
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Implementing The Job Relation Structure
Figure M2.5
Implementing
the Job Relation
Structure
module page 7
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Skills Module 2 – Page 16
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Implementing The Job Relation Structure

We created the Job relation by using the Design
view.

We identified Job Number as the primary key by
placing the key icon beside its name in the field
name list.
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Skills Module 2 – Page 17
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Implementing The Job Relation Structure

Let’s take a look at the Field Properties for Job
Name.

Since this is a text field, you have some new Field
Properties to consider.

Allow Zero Length - if you leave this at Yes, you’re
essentially saying that anyone can enter a new job but not
specify a name (i.e., blank).
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Skills Module 2 – Page 18
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Implementing The Department Relation Structure
Figure M2.6
Implementing the
Department
Relation Structure
module page 8
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Skills Module 2 – Page 19
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Implementing The Department Relation Structure

We created the Department relation using the Design
view.

We entered the field names of Department Num and
Department Name.

We also specified that Department Num is the primary
key by placing the key icon beside its name in the field
name list.
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Skills Module 2 – Page 20
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Implementing The Department Relation Structure

Let’s take a look at the Field Properties for Department
Name.

Since this is a text field, the default size (Field Size) is
50 characters, which we changed to 35.

The field size for a text field can range from 0 to 255.
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Skills Module 2 – Page 21
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Implementing The Job Assignment Relation Structure
Figure M2.7
Implementing the
Job Assignment
Relation Structure
module page 11
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Skills Module 2 – Page 22
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Implementing The Job Assignment Relation Structure

We entered all the field names (Employee ID,
Job Number, and Hours) and their types (all
are Number).

This particular relation is different from the
rest because it has a composite primary key.
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Skills Module 2 – Page 23
Management Information Systems
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Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
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Implementing The Job Assignment Relation Structure

Composite primary key - consists of the primary key fields from the
two intersecting relations.

We created the Job Assignment relation to eliminate the many-tomany relationship that existed between the Employee and Job
relations.

The Job Assignment relation has a primary key composed of two
fields – the primary key Employee ID that originated in the Employee
relation and the primary key Job Number that originated in the Job
relation.
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Skills Module 2 – Page 24
Management Information Systems
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Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
All rights reserved
Defining relationships within
your employee database






Implementing The Structure Of Your Employee Database
Defining Relationships Within Your Employee Database
Entering Information Into Your Employee Database
Creating A Simple Query Using One Relation
Creating An Advanced Query Using More Than One
Relation
Generating A Report
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Skills Module 2 – Page 25
Management Information Systems
for the Information Age
Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
All rights reserved
Defining Relationship Within Your Employee Database

We have one final structural task to take care
of – that of defining how all the relations relate
to each other.

Foreign key - a primary key of one file
(relation) that appears in another file (relation).
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Skills Module 2 – Page 26
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Defining Relationship Within Your Employee Database
Figure M2.8
The Start of
Defining
Relationships in a
Database
module page 11
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Skills Module 2 – Page 27
Management Information Systems
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Second Canadian Edition
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Defining Relationship Within Your Employee Database

To create these relationships, you click on the Relationships button
in the button bar.

To identify the relationships, you must make each relation appear on
the palette.

To do this, simply highlight each relation name and click on Add,
which is what we did.

We then clicked on the Close button to make the Show Table box
disappear.
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Skills Module 2 – Page 28
Management Information Systems
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Second Canadian Edition
Copyright 2004
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All rights reserved
Defining Relationship Within Your Employee Database
Figure M2.9
The Start of Defining
Relationships in a
Database
module page 11
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Skills Module 2 – Page 29
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Defining Relationship Within Your Employee Database

Click on and drag each primary key and drop it onto its
respective foreign key counterpart.

Once you drop the primary key onto its respective
foreign key counterpart, you’ll see the Edit
Relationships box.

In that box, you need to click on Enforce Referential
Integrity and then Create.
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Skills Module 2 – Page 30
Management Information Systems
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Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
All rights reserved
Entering information into your
employee database






Implementing The Structure Of Your Employee Database
Defining Relationships Within Your Employee Database
Entering Information Into Your Employee Database
Creating A Simple Query Using One Relation
Creating An Advanced Query Using More Than One
Relation
Generating A Report
Back
Next
M
A
P
Skills Module 2 – Page 31
Management Information Systems
for the Information Age
Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
All rights reserved
Entering Information Into Your Employee Database

To enter information, you simply
highlight the desired relation and click
on Open.
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Skills Module 2 – Page 32
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Entering Information Into Your Employee Database

Figure M2.10 TOP SCREEN
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Skills Module 2 – Page 33
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Entering Information Into Your Employee Database

Figure M2.10 MIDDLE SCREEN
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Skills Module 2 – Page 34
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Entering Information Into Your Employee Database

Figure M2.10 BOTTOM SCREEN ON
NEXT PAGE
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Skills Module 2 – Page 35
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Entering Information Into Your Employee Database


While entering data in your table you may
encounter an integrity error
This is possibly due to the relationship you
have established such that you may have
a problem with the primary key – foreign
key relationship
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Skills Module 2 – Page 36
Management Information Systems
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Second Canadian Edition
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Entering Information Into Your Employee Database

Figure M2.11 top SCREEN
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Skills Module 2 – Page 37
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Entering Information Into Your Employee Database

Figure M2.11 BOTTOM SCREEN
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Skills Module 2 – Page 38
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Creating a simple query unsing
one relation






Implementing The Structure Of Your Employee Database
Defining Relationships Within Your Employee Database
Entering Information Into Your Employee Database
Creating A Simple Query Using One Relation
Creating An Advanced Query Using More Than One
Relation
Generating A Report
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M
A
P
Skills Module 2 – Page 39
Management Information Systems
for the Information Age
Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
All rights reserved
Creating a Simple Query Using One Relation

Query-by-example (QBE) tool - helps you
graphically design the answer to a question.

Suppose, for example, that we wanted to see a
list of all employees by Employee ID and by
Name.
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Skills Module 2 – Page 40
Management Information Systems
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Second Canadian Edition
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Creating a Simple Query Using One Relation
1.
Select the Queries tab.

Figure M2.12a
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Skills Module 2 – Page 41
Management Information Systems
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Creating a Simple Query Using One Relation
2.
Double click on Create query in Design view.

Figure M2.12b
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Skills Module 2 – Page 42
Management Information Systems
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Creating a Simple Query Using One Relation
3.
In the Show Table dialog box, select the appropriate
relation name, click on Add, and then close the Show
Table dialog box.

Figure M2.12c
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Skills Module 2 – Page 43
Management Information Systems
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Creating a Simple Query Using One Relation
4.
Drag and drop the fields into the QBE grid that you
want in the query result.

Figure M2.12d
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Skills Module 2 – Page 44
Management Information Systems
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Creating a Simple Query Using One Relation
5.
Click on the exclamation point icon (Run) in the button
bar.
Figure M2.12e
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Skills Module 2 – Page 45
Management Information Systems
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Copyright 2004
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Creating a Simple Query Using One Relation

Let’s assume that we wanted to see all
employees by ID and name who are in the
Residential department (Department Num is
43).

We often refer to this as a conditional query
because it only returns results based on some
condition.
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Skills Module 2 – Page 46
Management Information Systems
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Second Canadian Edition
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Creating a Simple Query Using One Relation

Figure M2.13a
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Skills Module 2 – Page 47
Management Information Systems
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Creating a Simple Query Using One Relation

Figure M2.13b
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Skills Module 2 – Page 48
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Creating an advanced query
using more than one relation






Implementing The Structure Of Your Employee Database
Defining Relationships Within Your Employee Database
Entering Information Into Your Employee Database
Creating A Simple Query Using One Relation
Creating An Advanced Query Using More Than One
Relation
Generating A Report
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M
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P
Skills Module 2 – Page 49
Management Information Systems
for the Information Age
Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
All rights reserved
Creating An Advanced Query Using More Than One
Relation

Suppose we wanted a list of all employees by ID,
name, and the department in which they work.
However, instead of Department Num as the identifier
for the department, we would like to see Department
Name.

That query will require the use of two relations
because Employee ID and Name are in the Employee
relation and Department Name is in the Department
relation.
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Skills Module 2 – Page 50
Management Information Systems
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Creating An Advanced Query Using More Than One
Relation

Figure M2.14a
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Skills Module 2 – Page 51
Management Information Systems
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Creating An Advanced Query Using More Than One
Relation

Figure M2.14b
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Skills Module 2 – Page 52
Management Information Systems
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Creating An Advanced Query Using More Than One
Relation

Figure M2.14c
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Skills Module 2 – Page 53
Management Information Systems
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Creating An Advanced Query Using More Than One
Relation

As a final query example, let’s consider that we
would like to see all The IDs and names of
employees who work in the Residential
Department (Department Num is 43) who work
more than four (4) hours in Sales (Job Number
is 23) and how many hours they work in Sales.
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Skills Module 2 – Page 54
Management Information Systems
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Creating An Advanced Query Using More Than One
Relation

To perform this query, we still only need two
relations, this time Employee and Job
Assignment.
1.
2.
3.
4.
5.
Employee ID from Employee
Name from Employee
Department Num from Employee
Job Number from Job Assignment
Hours from Job Assignment
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Skills Module 2 – Page 55
Management Information Systems
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Creating An Advanced Query Using More Than One
Relation

Insert figure M2-15a
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Skills Module 2 – Page 56
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Creating An Advanced Query Using More Than One
Relation

Insert figure M2-15b
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Skills Module 2 – Page 57
Management Information Systems
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Second Canadian Edition
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Creating An Advanced Query Using More Than One
Relation

Insert figure M2-15c
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Skills Module 2 – Page 58
Management Information Systems
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Second Canadian Edition
Copyright 2004
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All rights reserved
Generating a report






Implementing The Structure Of Your Employee Database
Defining Relationships Within Your Employee Database
Entering Information Into Your Employee Database
Creating A Simple Query Using One Relation
Creating An Advanced Query Using More Than One
Relation
Generating A Report
Back
Next
M
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P
Skills Module 2 – Page 59
Management Information Systems
for the Information Age
Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
All rights reserved
Generating A Report

To create this report, follow these steps:
1.
2.
3.
4.
5.
6.
Select the Reports tab.
Double click on Create report by using wizard.
Under Tables/Queries, select Table: Employee.
Under Available Fields, select Employee ID and click on the
greater than sign (>) to the right and select Name and click on
the greater than sign (>) to the right.
Under Tables/Queries, select Table: Department.
Under Available Fields, select Department Name and click on
the greater than sign (>) to the right.
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Skills Module 2 – Page 60
Management Information Systems
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Second Canadian Edition
Copyright 2004
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Generating A Report
7.
8.
9.
10.
11.
12.
13.
Click on Next>.
Click on Next>. (Allows you to choose ordering of information
presentation.)
Click on Next>. (Allows you to specify grouping of information.)
Click on Next>. (Allows you to specify sorting of information.)
Click on Next>. (Allows you to select layout and page orientation).
Click on Next>. (Allows you to choose from among predefined reports
styles).
Enter “Employee Report” (without the quote marks) for the title and
click on Finish.
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Skills Module 2 – Page 61
Management Information Systems
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Generating A Report

Insert Figure M2.16a
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Skills Module 2 – Page 62
Management Information Systems
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Second Canadian Edition
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Generating A Report

Insert Figure M2.16b
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Skills Module 2 – Page 63
Management Information Systems
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Second Canadian Edition
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Generating A Report

Insert Figure M2.16c
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Skills Module 2 – Page 64
Management Information Systems
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Generating A Report

Insert Figure M2.16D
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Skills Module 2 – Page 65
Management Information Systems
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Second Canadian Edition
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Generating A Report

Insert Figure M2.16E
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Skills Module 2 – Page 66
Management Information Systems
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Second Canadian Edition
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Generating A Report

Insert Figure M2.16F
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Skills Module 2 – Page 67
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Generating A Report

Insert Figure M2.16G
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Skills Module 2 – Page 68
Management Information Systems
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Generating A Report

Insert Figure M2.16H
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P
Skills Module 2 – Page 69
Management Information Systems
for the Information Age
Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
All rights reserved
Generating A Report

Insert Figure M2.16I
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Next
M
A
P
Skills Module 2 – Page 70
Management Information Systems
for the Information Age
Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
All rights reserved
Generating A Report

Insert Figure M2.16J
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Next
M
A
P
Skills Module 2 – Page 71
Management Information Systems
for the Information Age
Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
All rights reserved
Generating A Report

Insert Figure M2.16K
Back
Next
M
A
P
Skills Module 2 – Page 72
Management Information Systems
for the Information Age
Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
All rights reserved
Generating A Report

Insert Figure M2.16L
Back
Next
M
A
P
Skills Module 2 – Page 73
Management Information Systems
for the Information Age
Second Canadian Edition
Copyright 2004
The McGraw-Hill Companies, Inc.
All rights reserved