ACCESS AGENDA SELECT LESSONS

1. ACCESS AGENDA • SELECT LESSONS • The day of the presentation is the primary criterion for selection projects • Start choices with Rx because went first for CIO.1 • HANDOUT THE FOLDERS WITH THE LESSONS • COPY THE ACCESS DATA FILES • TO: student travel drives • FROM: !!!TEAM PROJECTS-COPYING TO TEAM TRAVEL DRIVE • Copy to !!!ACCESS 2010 on I: on classroom PC • SHOW POWERPOINT • Sample Screens • Great Presentations

2. Databases

3. DATABASES & DATA WAREHOUSES Access to a Gold Mine of Information “Thereal valuewill come from getting theright informationto theright people, at theright time, and giving those people thetools to find the meaningin it.” Declaration of Integration Abbie Lundberg CIO 1Dec2002

4. ACCESS PROJECTS A-2a Database • “What’s really great about databases and DBMSs is that the concepts are the same whether you’re using a personal DBMSs package or a large mainframe DBMS package.” • “...once you learn database and DBMS concepts while using a personal DBMS package (like MS ACCESS), you can apply your knowledge directlytobusiness environments where other DBMS packages may be used.” Haag.2004.94 • Team Projectsuse Microsoft’s DBMS ACCESS to demonstrate: • Data Definition:tables: fields, properties, keys Project A • Application Generators:forms:controls Projects B, C, D • Data Manipulation:sorting, filters &queriesProjects E, F

5. Use Access as an Alternative…. A-2b Database • “Access gives them a robust database engine that does not lock into a specific technology.”1.3 • “Your job is to getworkdone, notbuildcomputerprograms. Access provides an easy way to get started …with a user interface that will be familiar to anyone who has used Microsoft Office.”2.3 • Access is inexpensive, and most people catchonquickly….Your company probably owns several copies of Access.2.4-5 • Access is a workablesolution. 3.3 • Stonyfield Farms & CSS TechRepublic 5Dec03

6. A-3 Access ProjectA tables, properties cradling relevance Access ProjectsE, F filter, sort, query creating analysis communicating access Access ProjectsB, C, D forms & controls capturing reliability cradling conveying access DBMS process data (reliability)  info (relevance)  knowledge (access & analysis) shared information & decentralized computing Figure 3.6

7. A-4a ACCESS Projects: Structure & Process DATA for Project is in Chapter folder copy to travel drive after select projects Application & Analysis (ALL3) CONCEPTS & TEMPLATES from PowerPoint & handouts PROCEDURES from MS step-by-step handout Text in MS chapters illustrates how to apply, synthesize & evaluate data procedures & concepts Synthesis & Evaluation of DBMS procedures: outline of text integrating concepts & screens Application & Analysis Hard limit: no more than 20 minutes. # slides depends on content & use. CIO case Presentation focusing on Analysis, Synthesis & Evaluation contributes to Comprehension See samples of prior presentations

8. ASSIGNMENT: Work with team on ACCESS project. • This requires reviewing Information Age, IT Systems, IT StrategiesPowerPoints and using those concepts, frameworks and ideas to analyze and evaluate the ACCESS procedures. • Emphasize course concepts to explain why the procedures are important in: • meeting the MIS challenge • performing the 5Cs, • processing data into information then knowledge, • data sharing and decentralized computing that support decision making and innovation • building CIS (TPS), MIS (dashboards), DSS, WSS • creating informationpartnerships, virtual – learning organizations that are timeless & locationless • These exercises are essential to the synthesis of concepts, frameworks and ideas into a new whole that changes the brain reallearning(Bloom Hierarchy of Learning Objectives; WSJ 19Jan07 “Thinking Can Change the Brain”)

9. 10 Seinfeld car rental:databases support all 5Cstake reservation  capture formshold reservation  cradle tables availability of cars create  querypresentation  communicate & convey  report Cluster diagram: access performs 5Cs & supports IT systems

11. Select Access ProjectsChoice reverse order CIO.1 presentations (Rx  Build) A-12

12. Handout Access Lessons Copy Projects to Travel Drive Review Project Notes

14. Project D: Data - Reliability *** Uncheck “read only box” in properties (right click on file for properties), then Apply, OK *** Security Warning: Enable content *** Handout • Access 2010: Chapter 6 “Maintain Data Integrity” (with notes) • GardenCompany06GardenCompany06 - AfterRestrictingDataUsingValidationRules *** Context : pp. 143 6.5 Restricting Data to Values in Lists • pp.167 - 171 6.6 Restricting Data to Values in Other Tables • pp.172 - 176 • At step 17, refer to procedures at step 4 on page 173.

15. Right click the file, • then click properties click “OK” Uncheck “Read Only” click “Apply”

16. select: enable content

17. perform information processing (5Cs) for MIS challenge IA-15 DATABASES & DATA WAREHOUSES Access to a Gold Mine of Information “Thereal valuewill come from getting theright informationto theright people, at theright time, and giving those people thetools to find the meaningin it.” Declaration of Integration Abbie Lundberg CIO 1Dec2002

18. DATABASES & DATA WAREHOUSES Tools to capture/cradle data; communicate / convey information & create knowledge so meet the MIS challenge DB-2.a capture cradle data  capture& cradledata about basic objects & events with TPS (CIS) using forms & tables  journal  DBMS (ACCESS) software that allows KW to perform these tasks: 5Cs create information queries & reports used to create & communicate informationfrom operational database to a special form of database that supports decision making with MIS &EIS  ledger  derived from a data warehouse by KW using queries & reports to convey information & createknowledge with DSS (Excel) Victoria Secret WSJ 9Dec02  DATA MART (Excel)

19. CAPTURE & CRADLE BASIC DATA from store TPS & online CIS What IS Victoria’s Secret? DATABASES PROVIDE ACCESS BY COMMUNICATING & CONVEYING INFORMATION TO KNOWLEDGE WORKERS ENABLE ANALYSIS THAT CREATES KNOWLEDGE FOR DECISION MAKING & INNOVATION

20. “Databases enable e-tailers “ not only to track individuals’ purchases closely but also to analyzebroadbuyingpatterns - - by gender, location and credit-card type, at least, and even internet-service provider, if an e-mail address is given.” WSJ 1.5 What IS Victoria’s Secret? DATABASES “This wealth of data can be used to targetmarketingefforts….Victoria Secret mails several catalogues a year, featuring largely the same merchandise but with different covers and product photos. Then it gauges which generates the most sales.” WSJ 1.5, 3.1-4

21. Why MathWill RockYour World!Bus Week 23 Jan06 “A generation ago, quants turned finance upside down. Now they’re mapping out ad campaigns(Victoria’s Secret) and building new businesses form mountains of personal data.” 54.1 • “They’re turning personal data, trends and onlinecontent into math, crunching the numbers and discovering new efficiencies and ways to market. Before long they’ll have a mathematical model of you.” 6.1

22. Figure 3-16 Tactical, aimed at meeting an immediateneed   create & cradle information DB-12.b create & convey knowledge  efficiencies in resource allocation in capital markets MathWillRockYou OLAP selectively extracts / organizes relevantdata for analysis like ledger, strategic but unfinished concept  capture & cradle data OLTP: JOURNALIZING BASIC EVENTS What are Databases & Data Warehouses? finance - accountingexample Data Mart RRA Extractive Petroleum Industry SIC 1311 SEC EDGAR accounting DATABASE S&P Compustat market DATABASE whatis.com

23. DB-3.a How is a database organized? Physical Structure Logical Structure (d e c i s i o n s) IT Columns Characteristics MIS Rows Observation Why Math Will Rock Your World Table DBMS Bus. Week 23Jan06 p.62 DBMS (Access) is software bridge between user’s logical requests and physical structure so more easily get to theirwork performing the 5Cs Access

24. DB-4.a Figure 3.4 LogicalStructureofaRelationalDatabase is composed of files (tables) Part file (table) LogicalStructureofaRelationalDatabase Facilityfile (table)

25. DB-4.a Figure 3.4 LogicalStructureofaRelationalDatabase LogicalStructureofaRelationalDatabase Fields incolumns representcharacteristics  is composed of files DataDictionary defines properties /characteristicsin fields of a table, includingkeys Part file (table) Facility file (table)

26. DB-4.a Figure 3.4 LogicalStructureofaRelationalDatabase LogicalStructureofaRelationalDatabase Fields in columns represent characteristics  is composed of files DataDictionary defines properties / characteristics in fields including keys Part file (table) Foreignkeysidentify relationshipsbetweenfiles Records in rows entered byforms  Facility file (table) Primarykeysdefine records& relationshipswithina file

27. AccessProjects demonstrate how DBMS subsystems provide the tools to create and use the logicalstructure of a relational database Access ProjectA tables, properties cradling relevance Access ProjectsE, F filter, sort, query creating analysis communicating access Access ProjectsB, C, D forms & controls capturing reliability cradling conveying access DBMS process data (reliability)  info (relevance)  knowledge (access & analysis) shared information & decentralized computing Figure 3.6

28. ACCESS PROJECTS A-2a Database • “What’s really great about databases and DBMSs is that the concepts are the same whether you’re using a personal DBMSs package or a large mainframe DBMS package.” • “...once you learn database and DBMS concepts while using a personal DBMS package (like MS ACCESS), you can apply your knowledge directlytobusiness environments where other DBMS packages may be used.” Haag.2004.94 • Team Projectsuse Microsoft’s DBMS ACCESS to demonstrate: • Data Definition:tables: fields, properties, keys Project A • Application Generators:forms:controls Projects B, C, D • Data Manipulation:sorting, filters &queriesProjects E, F

29. What is a Data Definition Subsystem? DBMS DB-7 • creates and maintains the data dictionary that defines the properties and logical structure of data in a file (table)H.89.8-90.1 • properties include: field name, data type, format, default value, validation rule, keys • contributes to maintaining data integrity • Team Project A

30. What is Application Generation Subsystem? DBMS DB-8 • contains facilities to develop transaction-intensive applications that require a detailed series of tasks to process a transaction. This subsystem includes: • Tools for creating data entry screensand controls in forms • Programming languages specific to the DBMS: SQL (standardized query language) in Access • Interfaces to commonly used programming languages that are independent of any DBMS: C, C++, Cobol • Team Projects B, C, D

31. What is a Data Manipulation Subsystem? DBMS DB-9.a • helps you change data in a database and mine it for valuable information. • most often the primary interface between a user and the data in a database • tools in the data manipulation subsystem include: • views: filtering & sorting Project E • report generators • queries Project F

32. DB-13 What benefits / costs are related to databases & data warehouses? Database • POTENTIAL BENEFITS • improved data integrity (reliability: forms, controls, validation rules) • increased user productivity (input: forms; output: queries/reports) • increased security • reduced data redundancy (capture once, use many) • POTENTIAL COSTS • development training • hardware  maintenance • software

33. DB-14 What Are the Critical Success Factors for Databases & Data Warehouses? Data Warehouse • Expectations are communicated to the users • User involvement is ensured throughout the project • Project has a good sponsor, from the business side not IT • Project team has the right skill set dedicated to the team • A realistic schedule including all necessary tasks • Tools have been chosen to match the needs of the users • Users are trained in the way they plan to use the warehouseDataWarehousing.com (7 Feb 2001)

34. Issues addressed within SDLC DB-12.a • Who will be the users?H.104.6-8 • What data will they need?H.104.9-105.2 • What data mining tools will the users need ? • How often should the data be updated? H.105.3-4 • What types of databases, DSS & networks are most appropriate? • Who should oversee the information resource? • CIO should manage information which is as important as the financial resources managed by CFO.

35. Issues addressed within SDLC DB-12.b • Who has ownership of (responsibility for) the quality of specific information? • What ethical, security and privacy issues are involved in using information and IT? • How should technology changes be assessed? • Chasing technology is very expensive • The real issues is whether the new technology manages information better and if the benefit exceeds the cost

36. SDLC Next topic Systems Development Life Cycle

37. ASSIGNMENT: Work with team on ACCESS project. • This requires reviewing Information Age, IT Systems, IT StrategiesPowerPoints and using those concepts, frameworks and ideas to analyze and evaluate the ACCESS procedures. • Emphasize course concepts to explain why the procedures are important in: • meeting the MIS challenge • performing the 5Cs, • processing data into information then knowledge, • data sharing and decentralized computing that support decision making and innovation • building CIS (TPS), MIS (dashboards), DSS, WSS • creating informationpartnerships, virtual – learning organizations that are timeless & locationless • These exercises are essential to the synthesis of concepts, frameworks and ideas into a new whole that changes the brain reallearning(Bloom Hierarchy of Learning Objectives; WSJ 19Jan07 “Thinking Can Change the Brain”)