access primer africamuseum 5 june 2013. ms access relational database management system...
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Access Primer
Africamuseum5 June 2013
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MS Access
Relational Database Management System Data/information resides in series of
related tables Principle of normalisation
Often ‘client-server’ End-user interface independent from
‘engine’
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Access elements
Tables: to store data Queries: to ask questions from
database Forms: to create a user interface Macros: to automate repetitive tasks Modules: create non-standard
functionality, using Visual Basic
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Tables
Must be defined before they can be used Vaguely resemble Excel sheets but:
Unit of information is a ‘record’ (line) Saved automatically as soon as one moves to
another record Consists of ‘fields’
Type must be chosen All fields of a record remain together
No restriction on the number of lines Excel: 64,000 lines
Order of records is not fixed!
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Types of fields
Text (length; max = 255) Memo Integer (normal or long)
Autonumber Real (single or double) Date Boolean (yes/no)
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Indices
Facilitate sorting and selective extraction of records
Special index: primary key unique identifier for a record often ‘autonumber’
Other indices: Unique or not Slow data entry down
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Hands-on
Create table to store names and addresses of students
Experiment with field types ‘Populate’ table – create records
and provide input Play with facilities to display table
Filter, sort
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Import text (or other) files
Download data from for example data.gbif.org Don’t select too many data!
Check data through text editor Then we’ll import the data in our
database
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Hands-on
Download data from for example data.gbif.org Don’t select too many data!
Check data through text editor Play with filter, sort…
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Normalisation
All data should be in the database once and only once Repeated data go to separate table Relationships between the tables are part
of the ‘model’ of the databaseLink between tables defined on pair of fields,
one in each table, that are of same typeRecords of the two tables are ‘related’ if value
in the link fields is the same
Later more!!
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Non-normalised Table
Species # legs # eyes place Country dateAsterias rubens 5 0 Oostende Belgium 12/3/2004Asterias rubens 5 0 Zeebrugge Belgium 13/3/2005Asterias rubens 5 0 Zeebrugge Belgium 14/3/2005Cancer pagurus 10 2 De Panne Belgium 12/3/2004Cancer pagurus 10 2 Oostende Belgium 12/3/2004Cancer pagurus 10 2 Zeebrugge Belgium 14/3/2004Asterias rubens 5 0 Wimereux France 13/3/2005Asterias rubens 5 0 Wimereux France 14/3/2005Cancer pagurus 10 2 Wimereux France 12/3/2004
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Normalisation
Table with morphological characters fields: species, number of legs, number of eyes
Table with distribution records fields: species, place, date
The field ‘Species’ is common to the two tables, and makes it possible to link records between two tables
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Creating relations
‘one to many’ relations Defined on fields of the same type
In case of text fields: same length
On the many side: primary key Helps in maintaining the integrity of the
data Enforce presence of a ‘related record’ in the
‘related table’ Avoid spelling variations (Oostende, Ostend, Ostende…)
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Relations
Best on fields that do not carry any real-world information Autonumber
In the example: add field autonumber in the species table, and use this as a code in the distributions table; make autonumber field the primary key
Also best to add Autonumber as primary key in distributions table
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And more Relations…
Also the locality of the species distribution record should be in a separate table With fields for position, country…
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Hands-on
Refine the data model by creating an extra table for the countries Create extra table with id and countryname Make id the primary key in countries table Change places table, change country to
country_id, and update field type Create relationship between places and
countries
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Queries
Select and sort records of a table Pull together information from related tables Simple statistics
In principle: SQL But access interface hides SQL from the user
For now: query grid Define which tables will be used, fields that have
to be shown, criteria for selection and sorting…
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SQL statement
SELECT species.speciesname, distrecords.observationdate, places.placename, places.country
FROM species INNER JOIN (places INNER JOIN distrecords ON places.id = distrecords.place_id) ON species.id = distrecords.species_id
WHERE (((places.country)="Belgium"))ORDER by speciesname, observationdate;
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Statistics query
Count the number of records in the database given criteria in a ‘Group By’ clause
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Cross-tab query
Not standard SQL, specific for Access
Create table, with one column header and one or more row headers, and a value for the cells
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Hands-on
How many different species do you have in your download from GBIF?
How many with latitude & longitude?
Check the ‘country’ field Why do we need normalisation &
standard vocabularies?
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Access Wizard
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Forms
Create an interface for the users Hide codes/autonumbers (combobox) Elements of the form are linked to
fields in the tables Can show single records at a time, or
‘repeated forms’ Entries/changes to the form are written
automatically to the table
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ComboBox
Limit possible entries into a field Hide codes/autonumbers from users Two different representations of the
same information are combined Code, to be entered into the table Full text equivalent, for the benefit of
the user
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Subforms
To display the content of a many-to-many relationship We don’t know how many related records
there will be, so impossible to solve with static, predefined structure
A form can be repeated, showing multiple lines Number of lines is not limited
First create the subform
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Subforms
And then the main form
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And now…
How to decide on the structure of a database? Which information do we want to store? Which tables do we need? Relationships
between them? Which indices (primary and others) do we
need?
Start from an analysis of user needs In principle also, decide on a platform
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Task
Create ‘model’ for biodiversity/biogeography database Which standard vocabularies to use? What are important elements of
information?SourcesBiology
Classification, synonymyGeography