Part I: Exploring Business Reports in Home and Specialty Infusion

Transcription

1 Part I: Exploring Business Reports in Home and Specialty Infusion Tracy M. Salsa, MBA, BSN, RN Regional Sales Manager, Amerita, Inc. Melinda Silolahti Vice President Finance, Amerita, Inc NHIA Annual Conference & Exposition 1

2 Objectives Describe the basic purpose and structure of a database Explain the key features of a Microsoft Access relational database Differentiate between Microsoft Access and Excel for the management and reporting of business data Describe the purpose and use of Structured Query Language (SQL) Differentiate between SQL and Access for the management and reporting of business data NHIA Annual Conference & Exposition 2

3 Purpose and structure of a relational database Relational database allows data to be organized into one or more tables. Each table has a set of fields, which define the nature of the data stored in the table. Each record that is entered is a row of the table and each field is the column. All of the tables are related by one or more fields, so that you connect all the tables through the field(s) they have in common NHIA Annual Conference & Exposition 3

4 Database record (datasheet) view NHIA Annual Conference & Exposition 4

5 Database table relationship NHIA Annual Conference & Exposition 5

6 Data Definition Language Data Definition Language (DDL) is used to create and destroy objects in a database. For example, the CREATE command can be used to create a new database or new tables in fields in an existing database. Ex: CREATE DATABASE accounts Other common DDL commands are USE, ALTER, and DROP which will all allow the administrator to define the data types and how they are related NHIA Annual Conference & Exposition 6

7 Data Manipulation Language Data Manipulation Language (DML) used to perform tasks on the data such as inserting, updating or deleting data occurrences. These commands can be used by database users during the routine operation of the database. DML starts with an all capital verb such as INSERT. Example, INSERT into last name value ( Smith ) Other common commands used are SELECT, UPDATE, and DELETE NHIA Annual Conference & Exposition 7

8 Structured Query Language (SQL) Retrieving data using Structured Query Language (SQL) SELECT statement. The general form of the SELECT statement is: SELECT select list FROM source WHERE condition(s) GROUP BY expression HAVING condition ORDER BY expression The first line tells the processor that this is a SELECT statement and that we wish to retrieve information from a database. We can then specify what data we want to retrieve NHIA Annual Conference & Exposition 8

9 Structured Query Language (SQL) The FROM clause specifies the database table(s) involved. The WHERE clause gives us the ability to limit the results to records that meet certain conditions. The GROUP BY, HAVING, and ORDER BY clauses are advanced query retrieval commands that allow you to specify your search further NHIA Annual Conference & Exposition 9

10 Example 1 In the above example, we are retrieving the addresses and companies listed in the Contacts table whose location is Seattle NHIA Annual Conference & Exposition 10

11 Database Administrator Database Administration a technical function that is responsible for the physical database design and dealing with issues such as security enforcement, database performance, and backup and recovery. A certified Database Administrator (DBA) is typically in charge of this function which requires a broad technical background. Functions include: Data policies, procedures, standards Policy every user must have a password Procedure backup and recovery Standards naming conventions NHIA Annual Conference & Exposition 11

12 Database Administrator Planning Understand the information requirements of the organization and be able to contribute to the development of the information architecture. Selection of hardware and software Data conflict resolution Resolve data ownership issues Manage the database Installing and upgrading the database Tuning database performance Manage data security, privacy, and integrity NHIA Annual Conference & Exposition 12

13 Database Models Relational vs. XML Extensible Markup Language (XML) is a database model where the data can be organized into hierarchies so that the relationships between the data elements are visually obvious. The data and structure are always presented together. Relational Database is a data storage and retrieval technology volumes of data andorganized into rows on tables. This data is retrieved in numerous way by executing SQL queries in a management tool. Both store data, however relational databases are better for handling large they have mature management systems to maintain that data NHIA Annual Conference & Exposition 13

14 Microsoft Access Database Access calls anything that can have a name an object. The main objects are tables, queries, forms, reports, macros and modules. A table contains fields (or columns) that store different kinds of data, such as a name or address. It also stores Records (or rows) that collect the information that the fields are named for. A query is an object that allows you to retrieve information stored on tables and provides a custom view of the data. You can define queries to select, update, insert, or delete data NHIA Annual Conference & Exposition 14

15 Microsoft Access Database (cont d) A form is an object designed primarily for data input, display or control, of application execution. Forms can customize the presentation of the data that Access extracts for queries or tables. You can also print forms or include macros. A report is designed for formatting, calculating, printing, and summarizing selected data. You can view a report prior to printing it. A macro is an object that is a structured definition of one or more actions that you want Access to perform in response to a defined event NHIA Annual Conference & Exposition 15

16 Microsoft Access Database (cont d) For example, you might design a macro that opens a second form in response to the selection of an item on a main form. You might have another macro that validates the content of a field whenever the value in that field changes. Macros can also open and execute queries, open tables, or view and print reports. Access can also connect to other data sources, such as Excel. Using the Data Connection Wizard on the Data tab, you can create a connection between Access and an Excel workbook. Access can also connect to many other data sources such as OLE DB, a text file, or an XML file NHIA Annual Conference & Exposition 16

17 Access and Excel: Key Differences In simple terms, Access is used to collect, store, and organize the data. Excel is meant for representing data in various ways, such as calculating, charting/graphing, identifying trends, etc. Access can handle large amounts of data (up to several million records), can perform preconfigured changes to large volumes of data, can combine data from multiple sources, and maintains data integrity with advanced validation NHIA Annual Conference & Exposition 17

18 Access and Excel: Key Differences Access is not best at analyzing data using complex, multi step functions that change frequently, easily allow charting/graphing of data, and create simple business forms like invoices or quotes. Excel can easily analyze data using complex, multi step functions that change frequently, can chart/graph data with frequent changes, perform on the fly analysis of multi variable data using Pivot Charts and Pivot Tables. Excel is not best in multi user environments, handling large volumes of data, easily retrieve the data in various ways, or using data from multiple sources NHIA Annual Conference & Exposition 18

19 Which Application to Use? Each program has clear advantages, however selecting one over the other will depend on the type of data you are managing and what you want to do with that data For example, if your goal is to maintain data integrity in a format that can be accessed by multiple users, then Access is the better choice. However, Excel is better suited for complex numerical data that you want to analyze in depth. In many cases, you can use both programs to store your data in Access, and analyze it in Excel NHIA Annual Conference & Exposition 19

20 Which Application to Use? ACCESS Use Access when you: Anticipate multiple users working on the data and need to safely handle updates, such as record locking and conflict resolution. Want to run complex queries. Anticipate the need to add more tables to a data set. Want to produce a variety of reports. Common scenarios: managing contacts, inventory and asset tracking, order tracking, task tracking NHIA Annual Conference & Exposition 20

21 Which Application to Use? EXCEL Use Excel when you: Require a flat view of your data and your data is mostly numeric. Frequently run calculations and statistical comparisons of your data. Plan to create charts/graphs frequently. Need to emphasize data using conditional formatting icons, data bars, and color scales. Want to perform what if analysis on your data. Common scenarios: Accounting, budgeting, billing and sales, reporting, and planning NHIA Annual Conference & Exposition 21

22 Which application to use? BOTH! Use Access and Excel in conjunction: Take advantage of the benefits of both programs. Transfer data between each program where you can continue to work with the data. For example: You created a spreadsheet in Excel with a large dataset and many other users need to have access to the data. You can import or link your worksheet into Access and use it as a database instead of working in Excel. You can also import data from Access into Excel and then create some detailed Pivot Table reports and charts NHIA Annual Conference & Exposition 22

23 Purpose and use of Structured Query Language (SQL) Purpose and use of Structured Query Language (SQL) SQL is one standard language that combines the use of multiple language sets including Data Definition Language (DDL), Data manipulation Language (DML), and Data Query Language (DQL). When SQL is used to CREATE, ALTER, or DROP objects, it is using DDL. DML is used for INSERT, UPDATE, and DELETE commands. DQL is being used for all SELECT statements NHIA Annual Conference & Exposition 23

24 Open Database Connection (ODBC) Database Management Systems Interoperability Not all database management systems are created using MS Access, however you may need the data from a different system. An Open Database Connection (ODBC) is a application programming interface (API) for accessing database management systems. ODBC was designed to be independent of any one DBMS or operating system. ODBC inserts a middle layer, called a database driver, between the DBMS and another application. The purpose of this is to translate from the application into commands the DBMS can understand NHIA Annual Conference & Exposition 24

25 Database Management Systems Interoperability (cont d) A Java Database Connection (JDBC) is a application programming interface (API) for Java that can access data stored in a relational database, such as Access. This allows Java programs to interact with any SQL compliant database. JDBC is similar to ODBC, but is designed specifically for Java programs NHIA Annual Conference & Exposition 25

26 SQL Server vs. MS Access Microsoft SQL Server is another DBMS that was created for larger volumes and data and users. Historically, Access was designed for desktop use, and SQL Server for server applications. Capacity: MS Access can store up to 2GB per database and use one single core to process. SQL Server supports up to 10 GB per database and uses 4 cores to process NHIA Annual Conference & Exposition 26

27 SQL Server vs. MS Access Architecture: MS Access is a desktop, file based application. This means all Access data must be downloaded to a desktop if it is stored on a network drive. SQL Server is a client/server application, which means the query is always processed on the server and only returns the results to the client applications. This is ideal if the database is shared by a team or department NHIA Annual Conference & Exposition 27

28 Questions? NHIA Annual Conference & Exposition 28