Forms Management Database 201

Transcription

1 Forms Management Database 201 By Susie Cook, CFSP Document Administrator, Premera Blue Cross Page 1 of 5

2 Inherited Databases Many of us inherit an existing forms management database created using Microsoft Access or a combination of SQL Server and Microsoft Access. Let s define the difference between these two scenarios. SQL Server A database that uses SQL Server as a platform for the data files, often referred to as the back-end, is predominately managed by the organization s Information Technology department. The user interface, or front-end, to the SQL Server back-end data files can be developed with many tools including Visual Basic, Visual Basic.Net for Active Server Pages or Microsoft Access. SQL Server databases are often heavily guarded by one or several database administrators (DBA) whose jobs are to coordinate all related activities and needs for an organization s database. This includes recoverability, integrity, security, availability, performance, access privileges, maintenance of standards, control procedures, etc. Many small to medium size databases exist with the SQL Server back-end, Microsoft Access front-end combination. Changing and upgrading an inherited database with this configuration will almost always require a working relationship with the IT department. Microsoft Access Microsoft Access is considered a desktop application and works best for individuals and workgroups managing megabytes of data. Access has been referred to as a scaled down version of SQL Server. The chart below from an on-line article authored by Alexander Chigrik is a comparison between some features of Access 2000 and SQL Server Feature Access 2000 SQL Server 2000 SMP support Supported Tables Triggers Relational tables Relational tables, Temporary tables AFTER triggers, INSTEAD OF triggers Procedures Microsoft T-SQL statements User-defined functions Scalar functions, Inline table-valued functions, Multistatement table-valued functions Views Supported Transaction logging Supported Page 2 of 5

3 Recovery Integration with Windows NT security Recovery to last backup Recovery to last backup, recovery to the point of failure, recovery to a specific point in time Supported Access has many restrictions in comparison with SQL Server and stability is questionable with many concurrent users. Seventy plus users is truly too much for just Access alone, but it has been done.and successfully. A forms management department with 10 to even 20 users should not be at risk. Access databases can be fully developed and managed by individuals outside of the IT environment. It is good practice to design the database using your organization s development standards. This can be accomplished by asking your IT department for guidelines and locating a mentor inside the IT arena. What to Do? There are several options to working with an inherited database developed in Microsoft Access where you are free to modify or update the application. First, ask yourself some questions to determine the direction you want to take: 1. Was the database developed using the standards for object naming conventions? 2. Are the tables structured properly with relationships or do you just have one huge table? 3. Are there existing forms, queries and reports? Do they work properly? 4. Is the data valid, (were drop down selections used or is the data from free-form entry? 5. How much data is already in the system and how long would it take to convert or re-enter the data to a new database? 6. Do you want to start over or just fix up the database you inherited? Historically, existing data is most intimidating factor in making the decision to keep the existing structure or start over. Most people who inherit a database wish to go forward with the data and not alter what has already been keyed into the system. If the data is poor, you cannot create reliable output from the data in your system. It is worth the effort to scrub the data in your database and move forward with a format that does not allow garbage data to be keyed in the first place. Your investment today could be the basis for your success tomorrow. Time to learn and convert or re-build an inherited database is another major factor. Most people are too busy performing their daily functions to take the time to learn and move forward. Nothing ventured is nothing gained. Your forms management database can be a Page 3 of 5

4 valuable tool that provides important information to critical business areas of your organization. The following are a few suggestions that may help you overcome this issue: Dedicate one hour per day to the re-design or upgrade of your system. Mark your calendar as busy and forward your calls to voic . Make a copy of the live database to a directory where you can start either building a new application or reviewing the most critical changes that should be done. Start small. Take one thing in particular that needs correction and get it working well. Move your change to the live system. Get into a routine where you create your change in your copy, test it and make sure it works correctly and move the change to the live system. Start over - copy the live system to your development directory and start on the next change. Keep a log that shows what tables, forms, sub-forms, queries or reports you change along with what you changed in the object. Include a column for when you moved the object to the live system. Take a class, purchase manuals and find a mentor who can help you make decisions and progress toward your goal. Keep it simple. Examples of inherited databases will be reviewed. Queries Designing the database tables and relationships is a key step in your ability to manipulate and retrieve data. Queries are used to answer business questions and serve as the foundation for forms and reports. We will cover the four basic questions: 1. What output do you want to see? 2. What do you already know (or what constraints are given)? 3. What tables are involved? 4. How are the tables joined, (and why)? Several levels of queries from easy to intermediate will be covered in this class. Attendees will receive the samples used in a forms management database developed for their reference or use. Output There are several options for output of the data queried in a database. Microsoft Access provides easy tools for converting a query to Word or Excel. Many information requests are sent to the requestor using Excel so they may filter, sort or calculate the data according to their needs. Page 4 of 5

5 Access contains a reporting module that allows you to present your data in a readable and professional format. Reports generally run from a query or a series of queries. Reports are recommended when presenting data that requires sub-reports to display the data in a many-to-one relationship. Recently, the appearance of Microsoft InfoPath has opened a new perspective to reporting on data in an Access database. Although the intention of InfoPath was to provide an interactive form for users to contribute to the database, users immediately saw the benefit and ability to use this application as a reporting tool. The most recent InfoPath version is much more accommodating to this type of use. Output and the various formats will be covered in this class using a forms management database that will be distributed to the attendees for future reference or use. Page 5 of 5