SowrayBiz

This section uses a simple but powerful utility to introduce and demonstrate some important database concepts

User Instructions

Databases: Simple Tables

Wonderful CrossTabulation

Getting Relational

Dissecting the Sample Application

The attached sample database provides a simple tool for the collation and display of personal activities over the forthcoming period. It is designed to be placed in a shared directory of a small (<50 workstation) Local Area Network, from where each individual can access and update their own forecast, and refer to those for other members of the team as necessary.

This version uses MS Access 97 as the front end to the database (providing the user interface as well as hosting and managing the data), this choice assumes that each user has MS Access on their local workstation. If this were not the case, then a simple solution would have been to design a front-end using Visual Basic, Delphi, or similar, which could then be distributed 'license free' to all user workstations.

No security has been implemented to constrain access to any part of the program, though if this were being 'rolled out' as a deliverable it would be usual to provide protection against unintentional (or curious) access that might disrupt the package. This lack of protection, however, allows you to explore the database structure - and me to illustrate some simple but powerful data management and presentational techniques. Feel free to use the tool as you see fit, alternatively it can be readily tailored to meet your specific needs. Note that We assume no liability for any use of this tool - please read our Terms and Conditions before downloading this software.

The sections below explain how to use the application, then delves into design of the database, introducing some fundamental principles. I'll add to this over the course of the next few months, focusing on some of the more advanced techniques used and ways in which the app could be enhanced, covering issues such as user interface, help and additional functionality. If you have any specific issues you would like covered, or particular enhancements made, then e-mail me and let me know ...

Location. The file can be placed anywhere, the data and front end wrapper is entirely self contained.

First use. The download version is (or will be) sparsely populated with sample data to indicate functionality, you can delete this if you wish to do so.

Start the application by double clicking the downloaded file, if you have MS Access 97 installed, it will be started up, earlier versions of Access will not work, later versions should, though you will be asked if you wish to update the file to the later version. Do so if you wish, it will still work.

Functionality. You are presented with two buttons on the opening screen. The top button 'Pers Activity Forecast' takes you the the data entry screen - where users input what they are going to be up to. Click it.

There are several entries on the name list, to add your own, hit the 'Add name to list, or Amend' button. This opens a raw query in tabular format, simply enter [personal number], [title], [name] and [department] information as necessary, then close the query using either File|Close or the lower of the two X buttons (Top RH Corner of the query child window frame).

When you re-open the 'Pers Activity Forecast' sheet, the amended details will be visible.

When you click on a name in the LH (green) window, forecast activities for that individual appear in the RH (white) window. If nothing has been entered blank entries for the next 7 days are automatically generated at this stage. Simply enter appropriate details in the boxes.

To enter new dates click on the bottom, empty cell in the dates column (marked by an asterisk *), you will notice a 'drop down' arrow on the right hand edge of the box, you can either select a date from the options provided, or type in a date directly.

You can use this sheet to view the activities for any specific individual, alternatively, you can automatically tabulate the data for everyone. Close the form using the exit (closing door) button (top right).

Closing the Pers Activity Forecast sheet returns you to the opening screen. The lower of the two buttons marked 'Forecast Summary Table' opens the tabulated view, showing dates across the top and personnel down the left, sorted by dept and name. Close this view using either File|Close or the lower X.

The next time the utility is opened, it will remember the last name accessed on the personal activity forecast sheet by the user on the workstation, and move straight to it, speeding data entry.