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Advanced MS-Access for Power Users

Advanced MS-Access for Power Users. By Indiana University of Pennsylvania Eric Parks. Presentation Goal. Make you more efficient at : Identifying and working with Banner data to create queries Writing MS Access queries. About IUP. 14,000 students; 1,800 employees Largest Member, SSHE

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Advanced MS-Access for Power Users

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  1. Advanced MS-Access for Power Users By Indiana University of Pennsylvania Eric Parks

  2. Presentation Goal • Make you more efficient at : • Identifying and working with Banner data to create queries • Writing MS Access queries

  3. About IUP • 14,000 students; 1,800 employees • Largest Member, SSHE • 3 campuses; 1 center; 1 academy • Doctoral I • Clock-hour programs

  4. Banner at IUP • Implemented five baseline modules and three “Web For” products 1998-2000 • Banner 5.x (soon to be Banner 6) • Oracle 9i, OAS (soon to be 9IAS) • Sun Solaris

  5. The Challenge Problem Statement • We were seeing an increase in the number of MS Access users not following proper practices for creating reports and pulling Banner data

  6. Topics • Getting Started • Other ways to get Reports/Data • Compacting • Poor Practices

  7. Getting Started 1. Defining your data 2. Understanding your data 3. Creating results 4. Presenting your results

  8. Defining Your Data

  9. Two Popular Methods Determine tables/views needed to create the query • Via Banner Client • Via Web site developed by IUP

  10. Banner Form Within Banner Form with desired data • Select the field with data you wish to use in your query and click Help >> Dynamic Help Query

  11. The help form shows the field name which will point you to the correct table. FTVACCT is the table the field FTVACCT_ACCT_CODE is stored in.

  12. Web Information Resource • Web-site created by IUP • Broken down by modules • Lists tables and views along with comments on the fields

  13. Understanding Your Data

  14. Primary Keys – Indexes • If queries and reports use the indexed fields, then the query runs much faster • If you use the indexed field in the underlying table associated with a view, the query will run faster even though views do not have listed indexes

  15. Query w/ Indexed field (SPBPERS_PIDM) Pidm is indexed so query zooms to correct record Super fast and efficient Query by non indexed field (SPBPERS_LEGAL_NAME ) Check 1st record for match – no match then check 2nd record for match etc until find match May go through MANY records to find match Very slow and resource consuming Example: SPBPERS

  16. Querying without an index • Would be like trying to find a particular file folder without any labels. You would have to go through each one until you found the one you were looking for. • However, if the folders were labeled (indexed) you could directly choose the correct one without having to look at all the other folders.

  17. Application Tables (Base/Repeating) • Base Table – ex SPBPERS • Contains ONE record for each key • SPBPERS_PIDM is the Key in this table so the output is one record per person • Repeating Table ex SPRADDR • Contains multiple records pointing back to a record in a base table

  18. Validation Tables • Used to verify values for a particular field; Values must be in the table in order to be allowed during data entry into an associated banner form • Characteristics of Validation tables • Have Code field and Description field • The _Code in a field name indicates there may be an associated Validation table • For reporting, the code field is often used to obtain the description from the validation table

  19. Validation TablesNaming Conventions • Example … STVATYP (address type) • S -> module student • T -> Table • V -> Table type of Validation • Last 4 characters refer to field name • SPRADDR_ATYP_CODE field has an associated validation table named STVATYP

  20. Views in depth • A view is a subset of one or more tables • Views can help optimize your applications • The user only needs access to the view, not the underlying tables

  21. VIEW Table 1: Field 1 Table 3: Field 1 Table 1: Field 2 Table 3: Field 2 Table 2: Field 1 Table 3: Field 3 Table 2: Field 4 Table 3: Field 4 Table 2: Field 6 Table 1 Field 1 Field 2 Field 3 Field 4 Table 2 Field 1 Field 2 Field 3 Field 4 Field 5 Field 6 Table 3 Field 1 Field 2 Field 3 Field 4 Field 5 Field 6 Field 7

  22. AS_Student_Data sgvstd1 Fields … sgvstd2 Fields … stvresdFields… Consists of fields from the following tables: Spridensprtelespraddrsorfolksgbstdnspbpersstvtermsprhold

  23. Querying SCT Views with required fields • Banner bookshelf or the hardcopy Reporting manual • Search for the view name

  24. Why Mandatory? • In order to obtain information at the level identified by the key attributes, you must supply these conditions when you create your query • The mandatory fields are the indexed fields/primary keys; When the indexed fields are used, the query is much more efficient • When the mandatory conditions are met, a subset of the data is returned which also speeds the query and reduces stress on the Banner system

  25. Example: AS_STUDENT_ENROLLMENT_SUMMARY Mandatory Conditions The following condition must be supplied for the view to report the information: • Term Code -- Term_Code_Key

  26. Student Listing Name State Phone Term The mandatory condition TERM_CODE_KEY was not supplied, so there is a row for every term in the database The mandatory condition TERM_CODE_KEY = ‘199501’ was supplied, so only the rows in that term were returned Name State Phone Term

  27. Tables vs. ViewsWhich one should you use? • Use tables for linear/simple queries • Use views for complicated queries involving multiple tables • Security Issues • A view may be used or created for sensitive data

  28. Creating the Results

  29. Expression Builder • Concatenation &or+can be used to join • NAME: [LAST_NAME]+", "+[FIRST_NAME]+" "+[MIDDLE_INITIAL] • Donlan, Michael J • TERM: [TERM_DESC]&" (“&[TERM_CODE_KEY]&")“ • Spring 2003 (200250) for term 200250 • IIf («expr», «truepart», «falsepart») • Local: IIf([STATE1]="PA","IN STATE","OUT OF STATE") • If state is PA then IN STATE would be displayed since it is true • Left$ («stringexpr», «n») • Year: Left$([TERM_CODE_KEY],4) • 2002 for term 200250 • Format («expr», «fmt») • Date: Format([ENROLLMENT_ADD_DATE],"mm/dd/yyyy") • Result example 10/10/2002

  30. LIKE Criteria for Last_NameLike “Jon*“ would return Jones, Jonet etc Not equal <> Criteria for field State1 <>"PA" IN Criteria for field Last_NameIn (“Smith”,”Jones") Between Criteria for Enrollment_Add_Date Between #4/2/2002# And #4/4/2002# Better way to get values between two dates is: >= #4/2/2002# and < #4/5/2002# AND OR Comparison Operators

  31. Presenting the Results

  32. Presenting MS Access Data Queries to another office product… Click on Tools >> Office Links from the menu • MS Access Reports • Word Merge • Export • HTML • MS Excel • Tab Delimited file • Report Snapshot Reports to another format… Click on File >> Export from the menu and then choose the type

  33. Other Reporting Vehicles • Job Submission (Banner) • Web Report

  34. Tables and views can change with each new release.How do we know if there are view or table changes?

  35. SCT Table & View Changes • The release guide will show you new and changed tables/views. You can do a search using the find & find again buttons if you want to know if a particular table/view has changed.

  36. Compacting the Database • Compact databases once a week • You can also set the db to compact on close Click Tools >> Options then choose the General tab.

  37. Query Analyzing The query analyzer can be used to show helpful information such as table indexes, column properties, relationships, parameters etc. Click Tools >> Analyze >> Documenter and choose your query. Clicking the options button allows you to specify what you want to see in the documenter

  38. Poor Practices • Using MS Access to store and/or update information that is used for business purposes • Queries that run for an extended period of time • Poor Organization of databases • Using Like or In on Key fields

  39. Using MS Access to store and/or update information that is used for business purposes • Banner should store all operational data and Access should be used to link to that data • Data stored in Access would not be updated when a Banner transaction occurs and would therefore become out of date quickly • If Access was used to store data, hard drive (or server) storage space would quickly become an issue

  40. Queries that run for an extended period of time • An extended period of time will vary based on the query; A query returning many records or containing many tables and views will take longer than a simple query • Closing your MS Access database does not stop the query from running behind the scenes

  41. Poor Organization of databases • Good naming conventions on databases allow users to easily identify • the database purpose • the query or report purpose • Copying an entire database to get a single query is not advised; You can import the query or report into your database from another Access database; This prevents multiple copies of the same/similar databases

  42. Using Like or In on Key fields • Using Like or In dramatically decreases query performance when used on a key field • Always specify the key field (such as Term) then if needed use like or in on a secondary field

  43. Questions Eric Parks eparks@iup.edu

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