The document discusses the process of designing a database in Microsoft Access 2013. It covers the discovery phase where existing and missing data sources are identified. Data is divided into logical tables that are planned and designed. Appropriate data types and field sizes are assigned. Relationships between tables, such as one-to-many, are created. The data is then normalized through several normal forms to eliminate anomalies and inconsistencies. The goal is to organize the data efficiently and establish referential integrity between related tables.

1. Succeeding in Business with Microsoft Access 2013
Preparing to Automate
Data Management

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Chapter Introduction
• Gathering data/planning a database design
– Discovery phase includes:
• Gathering all existing data
• Researching missing and incomplete data
• Talking with users about data output needs
– Subsequent steps in process include:
• Putting data into groups called tables
• Identifying unique values for each record in those
tables
• Designing database to produce desired output
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Database Design Process:
The Discovery Phase
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Knowledge Check

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Level 1 Objectives:
Examining Existing and Missing Sources of Data
• Discover and evaluate sources of existing data
• Research sources of missing data
• Assign data to tables and use field types and
sizes to define data
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Discovering and Evaluating
Sources of Existing Data
• Identify information that organization needs
to manage and organize
• Might begin to see patterns that indicate how
to organize data
• Database management system (DBMS)
– Examples:
• Oracle
• Microsoft Access
• MySQL
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Discovering and Evaluating
Sources of Existing Data (cont’d.)
• Data duplication
– Undesirable
• Additional space required in database to store
extra records
• Leads to inconsistent and inaccurate data
• Data redundancy
– Same data repeated for different records
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Knowledge Check

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Identifying Sources
of Missing Data
• Part of discovery phase
• Must ask right questions of right people to get
right answers
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Assimilating the Available Information and
Planning the Database
• First step in database design
– Determine best way to organize data into logical
groups of fields
• Entity
– A person, place, thing, or idea
• Field
– Single characteristic of entity
– Also called column
• Record
– Values in each field in table
– Also called row
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Assimilating the Available Information and
Planning the Database (cont’d.)
• Table
– Collection of fields that describe one entity
– Also called relation
• Database
– Collection of one or more tables
• Relational database
– Contains related tables through fields that contain
identical data
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Evaluating Field Values and Assigning
Appropriate Data Types
• Data type
– Determines how to store data in field
– DBMSs use different names for some data types
• How do you determine which data type to
assign each field?
– Depends on what function you want to derive
from data
– Each data type has different properties
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Short Text and Long Text Data Types
• Short Text data type
– Letters and numbers
– Not used in calculations or formulas
– Stores maximum of 255 characters
– Default for all fields created in Access database
• Long Text data type
– Store long passages of text
– Can effectively store over 65,000 characters
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The Number Data Type
• Stores both positive and negative numbers
• Contains up to 15 digits
• Use for values used in calculations
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The Currency Data Type
• Includes two decimal places and displays
values with dollar sign by default
• Use for monetary values
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The Date/Time Data Type
• Display values in format mm/dd/yyyy
– Can also include time in different formats
• Used in calculations if necessary
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The AutoNumber Data Type
• Number automatically generated by Access
• Produces unique values for each record
• Useful to distinguish two records that share
identical information
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The Yes/No Data Type
• Assigned to fields requiring:
– Yes/no
– True/false
– On/off
• Takes up one character of storage space
• Make data entry easy
– Check box
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The OLE Object Data Type
• Used to identify files created in another
program
– Then linked or embedded in database
• Abbreviation for Object Linking and Embedding
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The Hyperlink Data Type
• Assigned to fields that contain hyperlinks to:
– Web pages
– E-mail addresses
– Files that open on:
• Network
• Workstation
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The Attachment Data Type
• Lets you store one or more files for each
record in the database
– Pictures
– Documents
– Charts
– Spreadsheets
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The Calculated Type
• Uses data from fields in the same table to
perform calculations
• When selected, opens Expression Builder so
that you can create the calculation or
expression
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The Lookup Data Type
• Creates fields to look up data in:
– Another table
– Or list of values created for field
• Makes data entry easy
• Ensures that valid data entered into field
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Selecting the Correct Data Type
• Helps store correct data in correct format
while using least amount of space
• Eases data entry and interactivity with data
• Choosing certain data types results in user-
friendly interactive features
– Drop-down menus
– Check boxes
– Hyperlinks
• Correctly manipulate data
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Assigning the Correct Field Size
for Text Fields
• Important to consider field size when
assigning data types
– Minimize space reserved for each record by
assigning smallest data type that will store data
• Be conservative when assigning field sizes
– But not too conservative
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Assigning the Correct Field Size
for Number Fields
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Table 1.3: Field Sizes for the Number data type

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Dividing the Existing and
Missing Data into Tables
• Tables
– Single most important component of database
– Most databases contain:
• Multiple tables
• Hundreds or even thousands of records
• Primary key
– One field that creates unique value in each record
– Used to identify each record in table
– May be a combination of fields
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Database Design Process:
Planning the Tables
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Naming Conventions
• Database tables must:
– Have unique names
– Follow established naming conventions
• General rules for naming objects
– Object names cannot exceed 64 characters
– Object names cannot include period, exclamation
point, accent grave, or brackets
– Object names should not include spaces
– Most developers capitalize first letter of each word
when table name includes two words
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Leszynski/Reddick Naming Conventions for
Database Objects
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Level 1 Summary
• Discovery phase
• Identify existing and missing data
• Determine tables
– Determine data types
• Follow naming conventions
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Level 2 Objectives:
Understanding/Creating Table Relationships
• Understand relational database objects and
concepts
• Create table relationships
• Understand referential integrity
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Understanding Relational
Database Objects
• Users can view data in tables by:
– Opening table
– Creating other objects
• Four main objects in database
– Tables
– Queries
– Forms
– Reports
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Tables
• Data in relational database stored in one or
more tables
• View data in table
– Open it and scroll through records
• Most of the time, three other main database
objects used to display data
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Queries
• Query
– Question asked about data stored in database
• Query results
– Similar in look to a table
– Fields displayed in columns
– Records displayed in rows
– This arrangement of data in Access is called a
datasheet
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Queries (cont’d.)
• Select query
– Most commonly used query
– Data selected from table on which query based
• Action query
– Performs action on table
– Select specific records in table and update them
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Queries (cont’d.)
• Crosstab query
– Performs calculations on values in field and
displays results in datasheet
• SQL-specific query
– Must be written in SQL code
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Forms
• Used to view, add, delete, and update records
– Based on table or query
– Interface more attractive than table datasheet
• Customize form’s appearance with
instructions and command buttons
• Navigation or Switchboard form
– Form displayed when database is opened
– Provides controlled method for users to open
objects in database
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Form Based on a Table
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Reports
• Formatted presentation of data from table or
query
• Created as printout or to be viewed on screen
• Data displayed by report usually based on
query
• Dynamic
– Reflect latest data from object
• Cannot be used to modify data
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Accounts Receivable Report
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Other Database Objects
• SharePoint Services
– Sharing data on company intranets and on the
Web
– Create a database on a SharePoint site to be
accessed by authorized individuals
• Macro
– Instructions to automate simple database tasks
• Module
– Performs more sophisticated actions than macro
– Written in Visual Basic for Applications (VBA)
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Understanding Relational
Database Concepts
• Relational database
– Contains multiple tables to store related
information
• Common field
– Field that appears in two or more tables and
contains identical data to relate tables
– Primary key in first table
– Foreign key in second table
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Creating Table Relationships
• Goal in good database design
– Create separate tables for each entity
– Ensure each table has primary key
– Use common field to relate tables
• Relate two (or more) tables
– Query them as though they are one big table
• Join
– Specifies relationship between tables and
properties of relationship
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One-to-Many Relationships
• Abbreviated as 1:∞
• One record in first table matches zero one or
many records in related table
• Primary table
– One “side”
• Related table
– Many “side”
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One-to-Many Relationship Between Customers
and Prescriptions
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One-to-One Relationships
• Abbreviated as 1:1
• Exists when each record in one table matches
exactly one record in related table
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One-to-One Relationship Between Physical and
Billing Addresses
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Many-to-Many Relationships
• Abbreviated as ∞:∞
• Each record in first table matches many
records in second table
• Each record in second table matches many
records in first table
• Junction table
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Many-to-Many Relationship Between
Employees and Classes
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Understanding Referential Integrity
• Null value
– Field does not contain any value
• Entity integrity
– No duplicate records in table; each record is unique
– No primary key field contains null values
• Referential integrity
– If foreign key in one table matches primary key in
second table, values in foreign key must match values
in primary key
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Understanding Referential Integrity (cont’d.)
• When database does not enforce referential
integrity
– Problems occur that lead to inaccurate and
inconsistent data
• Orphaned
– No longer match between primary key in primary
table and foreign keys in related table
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Referential Integrity Errors
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Overriding Referential Integrity
• Might want to override referential integrity
– Intentionally change primary key
– Delete parent record
• Cascade Update Related Fields
– Change primary key value so that DBMS
automatically updates appropriate foreign key
values in related table
• Cascade Delete Related Records
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57. Succeeding in Business with Microsoft Access 2013
Level 2 Summary
• Main database objects
– Table
– Query
– Form
– Report
• Relationship types
– One-to-many
– One-to-one
– Many-to-many
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Level 3 Objectives: Identifying and Eliminating
Database Anomalies by Normalizing Data
• Learn the techniques for normalizing data
• Evaluate fields that are used as keys
• Test the database design
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Database Design Process: Normalizing the Data
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Normalizing the Tables
in the Database
• Normalization
– Design process
– Goals:
• Reduce space required to store data by
eliminating duplicate data in database
• Reduce inconsistent data in database by storing
data only once
• Reduce chance of deletion update and
insertion anomalies
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Normalizing the Tables
in the Database (cont’d.)
• Deletion anomaly
– User unintentionally deletes only occurrence of
data in database
• Update anomaly
– User fails to update some records or updates
records erroneously, resulting in redundant data
• Insertion anomaly
– User cannot add data to database unless
preceded by entry of other data
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Normalizing the Tables
in the Database (cont’d.)
• Functional dependency
– Column in table considered functionally
dependent on another column
• If each value in second column associated with
exactly one value in first column
• Partial dependency
– Field dependent on only part of primary key
• Composite primary key
– Primary key uses two or more fields to create
unique records in table
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Normalizing the Tables
in the Database (cont’d.)
• Determinant
– Field or collection of fields whose value
determines value in another field
• Natural key
– Primary key that details obvious and innate trait of
record
• Artificial key
– Field whose sole purpose is to create primary key
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First Normal Form (1NF)
• Repeating group
– Field contains more than one value
• First normal form
– Does not contain any repeating groups
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Second Normal Form (2NF)
• Table must be in 1NF
• Must not contain any partial dependencies on
composite primary key
• Tables in 1NF and contain primary key with
only one field
– Automatically in 2NF
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Third Normal Form (3NF)
• Must be in 2NF and only determinants must
be candidate keys
– Candidate key
• Field(s) that could function as primary key but was not
chosen to do so
• Tables in 3NF should not have transitive
dependencies
– Transitive dependency
• Two nonkey fields both dependent on third field
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Level 3 Summary
• Normal forms
– First (1NF)
– Second (2NF)
– Third (3NF)
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Chapter Summary
• Discovery:
– Identify existing and missing data
– Organize data into tables
– Determine data types for each field
• Tables, queries, forms, and reports
• Table relationships
– Established through common fields
– Types
• 1: ∞; 1:1; ∞ : ∞
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Chapter Summary (cont’d.)
• Normalization
– Referential integrity
– Reduces duplication and inconsistency
– Forms:
• 1NF
• 2NF
• 3NF
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