You have been hired to create a Database for the new library in town. We initially tried to use...
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Transcript of You have been hired to create a Database for the new library in town. We initially tried to use...
Welcome to Access
Welcome to Access Day 1
You have been hired to create a Database for the new library in town.
We initially tried to use Excel to keep track of our data, but realized that we just couldn’t keep track of our data in a spreadsheet.
Over the course of the next five days you will learn the concepts of creating a database and making it functional for every day use.
Excel vs Access
EXCEL
Creates spreadsheets Stores flat data Analyzes data and
performs sophisticated mathematical functions
Presents data in charts and graphs.
ACCESS
Create databases Stores LOTS of data
and relates it Retrieves data based
on criteria Enables easy data
entry Creates customizable
reports
When we made it in Excel…In Excel we realized that we would have to duplicate the book record every time a the book was borrowed, or essentially create a new record for the book each time.
If we made it in Access…
Access can store one record of a book in a database and tie all the instances of a book borrow to that one book.
When we made it in Excel…
We tried to create a record for a patron, but we realized we couldn’t do it unless they checked out a book at the same time.
If we made it in Access…
We can have a separate table for Patrons and just connect each patron to a borrow when they check out a book.
When we made it in Excel…
We needed to change a patron’s phone number, but we realized we’d have to change all the instances of a patron borrowing a book. Such a headache!
If we made it in Access…
We can just go to the patron’s record in the Patron table, change their phone number and every borrow will still be connected to the same record.
When we made it in Excel…We wanted to delete a borrow from the spreadsheet, but we realized that in doing so we’d also delete the customer information. What if that were the only time they checked out a book? We’d loose that information completely.
If we made it in Access…
Because the patrons are stored in a separate table from the borrows, we can delete a borrow without deleting the Patron.
Library Database Example
Access can store data in separate tables and relate them
Access can create queries that can pull out very specific pieces of data
Access can create forms that allow for quick and user friendly data entry
Access can create reports to present your data.
Table Design
What fields should we include in the Books and Patrons table?
Data types Each field should be the smalled
data chuncks you can think of. Example: Separate First_Name and Last
Name into two different fields.
What fields would you want?
Books• Book ID (PK)• Title• Author First• Author Last• Book Year• Genre• Checked In
Patrons• Patron ID (PK)• Patron First Name• Patron Last Name• Patron Phone• Library Card
Number• Address• City, State , ZIP• Country• Patron Info
Define the relationships
Citizen
Bus
Car
Student
Athlete
Book
Person
Mother
Sale
Book
Get into pairs and define the relationships between the following entities:• For example how many social security numbers would one citizen
have? • One to one
• How many passengers can one bus have? • One to many or Many to many
Social Security Number
Passenger
Owner
Class
Sports Team
Genre
Bank Account
Child
Cash Collection
Book Checkout
REA Diagrams
Resources—what kind of resources do we need to keep track of for the library?
Events—what kind of events will we need to track in the library?
Agents—Who will be the participants in the library?
Borrows• Borrow ID (PK)• Book ID (FK)• Patron ID (FK)• Employee ID
(FK)• Checked Out
Date• Due Date• Checked In Date
Books• Book ID (PK)• Title• Author First• Author Last• Book Year• Genre• Checked In Employees
• Employee ID (PK)
• Employee First Name
• Employee Last Name
• Address• Hire_Date
Patrons• Patron ID (PK)• Patron First
Name• Patron Last
Name• Patron Phone• Library Card
Number• Address• City• State • ZIP• Country• Patron Info
Resources
Events Agents
=one to many
Now it’s your turn!
Let’s start creating the tables in Access and make the relationships between them!