Ann Arbor ASA ‘Up and Running’ Series: ACCESS

Ann Arbor ASA‘Up and Running’ Series:

ACCESS

Prepared by volunteers of the Ann Arbor Chapter of the American Statistical Association,

in cooperation with the Department of Statistics and the Center for Statistical Consultation and Research

of the University of Michigan

PURPOSE: • INEFFICIENCIES of Data Storage in Excel• ADVANTAGES of Data Storage in Access• Simple Access Database:

Creation of tables:doctor_information, patient_information,

patient_appointment Manual Data EntryForeign Keys

• Data Entry Screens and Data Reporting

Inefficiencies of Excel

Excel Spreadsheet Inefficiencies

• Disorganized, multiple entries for Dr. Peg Black.

• Tedious cutting and pasting required for reports on Dr. Peg Black.

• Difficult tracking of monthly, weekly and daily appointments

• Not multi-user• Tedious data entry

Inefficiencies of Excel (continued)

Doctor Patient Appointment Dr. John Smith Jane Dwight 11/2/2009 8:00am Dr. Peg Black Bob Carlson 01/2/2009 8:00am Dr. George Frank Peter Townsend 3/2/2009 8:00am Dr. George Frank Peter Townsend 3/3/2009 8:00am Dr. George Frank Linda Garner 3/4/2009 11:00am Dr. George Frank Linda Garner 3/4/2009 1:00pm Dr. George Frank Robert Hendrick 2:00pm 3/4/2009 Dr. George Frank Robert Hendrick 2:00pm 3/5/2009 Dr. Peg Black Bob Carlson 01/3/2009 8:00am Dr. John Smith Jane Dwight 11/3/2009 9:00am Dr. George Frank Lucy Schwartz 11/4/2009 9:00am Dr. Peg Black Bob Carlson 01/3/2009 8:00am Dr. George Frank Linda Garner 9/4/2009 1:00pm Dr. Peg Black Bob Carlson 01/4/2009 8:00am Dr. George Frank Linda Garner 8/4/2009 1:00pm P. Black Bob Carlson 01/5/2009 8:00am

Dr. John Smith Mary Yates 11/4/2009 9:00am Dr. John Smith Jane P. Dwight 11/5/2009 9:00am Dr. Peg Black Bob Carlson 01/6/2009 8:00am

Bob Carlson 01/7/2009 8:00am Dr. George Frank Linda Garner 8/4/2009 1:00pm Dr. George Frank Lucy Schwartz 7/4/2009 9:00am Dr. John Smith Andrew Taylor 11/6/2009 9:00am

Carol Henderson 01/8/2009 8:00am Dr. Peg Black Carol Henderson 01/9/2009 8:00am Dr. Peg Blck Carol Henderson 01/10/2009 8:00am Dr. John Smith Cal Hanks 11/7/2009 9:00am Dr. John Smith Ben Biggs 11/7/2009 9:00am Dr. George Frank Lucy Schwartz 7/8/2009 9:00am

• Inconsistent entries P Black. ,Dr. Peg Black. PREVENT accurate data tracking

• Leaving out an entry Dr. Peg Black PREVENTS accurate data tracking

ADVANTAGES of Database Storage in Access: Data Entry Screens

• Data Entry Screens

produce list of valid doctor names

• No room for data entry

mistakes

Look up list Of Doctors Names

ADVANTAGES of Database Storage in Access: Data Entry Screens

• Data Entry Screens

produce list of valid patient names too.

• No room for data entry

mistakes

Look up list Of Patient Names

ADVANTAGES of Database Storage in Access: Reports

• Reports enable you

to group

Look up list Of Patient Names

Doctor NameEach Patient

ADVANTAGES of Database Storage in Access: Applications

• Access Data Entry Screens and Data AccessReports can be linked together to create AccessApplications

Access Database:First Access Database Screen

• Table: Spreadsheet – Rows of data– Columns of data

• Database: Workbook– Collection of

Spreadsheets or Tables

Simple Access Database

• To start MSAccess Under the Start menu Click on All Programs (Note, items on right side may be different) Click on

All Programs

• UnderGeneral Office Applications ,Microsoft Office 2007 foldersClick onMicrosoft Office Access 2007

Click on Microsoft OfficeAccess 2007

• Click On Blank Database Click on

Blank Database

• Type in the database name (or file name)

“database1”in the File_NameText box.

• Click Create button

• Notice that the directory structure of thedatabase appears above the create andcancel buttons

Directory StructureType in “database1”

Click on Create button

• This screen appearsWhen you click the Create button.

• At this point you are ready to add fieldsto your first table. Lateron we will save thistable and give it a name

We will give thistable a name lateron

We are adding fields to our newtable

Simple Access Database (Table Creation)

• Purpose to Create tables doctor_information,Patient_information, and patient_appointment.

• Add columns, rename columns, and manuallyenter data.

Simple Access Database (Table Creation)

Create Table Basics

• AutoNumber: Unique Identifier: generated automatically when you create a database

• Rename Column: Right click and chose rename. Type column name. Click on “add new field”

• Move to next field: Type in the name of the column and hit enter

• Change column data type: Go to the data type list box and choose an appropriate data type. Default is text

ID field created automatically when you create a database

• Create Doctor_idColumn by renamingID field. Right mouse click.

Choose rename column.

Simple Access Database (Move to next field)

• Rename field Type in “doctor_id”.

Double click on “add new field”

• Move to next field Type “first_name”. Hit <enter>

• Move to next fieldBlank field appears.Cursor is on the blank field

Cursor is on blank field

• Add next fieldsAdd next fieldslast_name, address, city, state in the same fashion.Type each field name.Hit <enter>

• Add next fieldsAfter adding lastField , state, andhitting <enter> Results are as follows: Cursor is here

• Modify data typeAdd numeric fieldZip. Type in zip

Type in Zip

• Modify data typeNext,Click on white space.Click on Data TypeList box and choosenumber

(1) Click on white space

(2) Click on DataT ype list box and choose number

Notice “add New field “ label For next field

• Modify data type• Double Click on “Add new Field” To the right of “zip”

• RepeatFor the soc number.The resulting screenLooks as follows:

(1) Click on white space (2) Click on DataT ype list box and choose number

• Modify data type• Repeat process for hire_date

• Except for the Date type choose Date time

(1) Click on white space (2) Click on DataT ype list box and choose number

Simple Access Database (Save Table)

• Save Table• Click on Upper-left corner disk icon

• Type doctor_informationin dialog box.

1) Click on the disk icon to save the table.

2) Type in doctor_information in dialog box

Simple Access Database (Save Table)

• Save Table• Press OK in dialog box.

• Results are as follows:

The table is called doctor_information

Simple Access Database (Create table for

excercises)

• To create theTables for the Following exercisesClick on Create

Click onCreate

excercises)

• Next clickOn Table

Click onTable

excercises)

• You are set to Add fields For your new Table.

You are set to add fields for your new table

Simple Access Database (Exercise)

• Create tables patient_information and patient_appointment table. The patient_information table has the following layout:

Patient_id Patient_last_name

Patient_first_name

Patient_middle

Patient_soc Patient_address

Autonumber Text Text Text Number text

Patient_state Patient_city Patient_zip Date_of_birth

Text Text Number Date time

Simple Access Database (Exercise continued)

• Create tables patient_information and patient_appointment table. The patient_appointment table has the following layout:

• Patient_appointment has the followiAppt_id Appt_date

Doctor_id App_desc Patient_id

Autonumber

Date time Number Text number

Simple Access Database: Manual Data Entry

• DoctorInformation data

• Open up doctorInformation tableto enter data

• You can right mouse click on a table on the leftside and click open

• Open up doctorInformation tableto enter data

1) Right mouse click

2) Click Open

• OR double clickon doctor_information : Table

2) Click Open

1) Double click on doctor_information table

• Data EntryScreen Appears 1) Click on the disk icon to save the table.

2) Click Open1) <Tab> past doctor id field on to first name.2) Type first name “Gina”3) <Tab > to last_name enter “Smith” for last name4) Continue tabbing and entering in fields

Cursor is here

• DoctorInformation data• Data EntryScreen Appears• Doctor_id filled In automaticallyby pressing <tab>Or <enter>

Note: the Doctor_id shownon this slide may be different than whatyou have since the idsare automatically generated.

1) <Tab> past doctor id field on to first name.2) Cursor is here

1) As soon as you start typing on the first_name field …

the doctor_id field is populated

• Data EntryScreen Appears

• ContinueTabbing and Entering fields

2) Click Open1) <Tab> past doctor id field on to first name.2) Type first name “Gina”3) <Tab > to last_name enter “Anderson” for last name4) Continue tabbing and entering in fields

• Tab to each field• Enter value• Hit <Tab> or <Enter> to moveTo next field

1) Cursor is at address2) Type “123 Lane” for address3) <Tab> or <Enter> for next field4) Continue adding rest of the Fields typing in “Plymouth” for the city, “MI” forthe state, “48170” for the zip, and “388888888”for the soc

• At theHire_date fieldEnter in 07/07/2009. TimeDefaults to noon

2) Click Open1) <Tab> past doctor id field on to first name.2) Type first name “Gina”3) <Tab > to last_name enter “Smith” for last name4) Continue tabbing and entering in fields

• After enteringIn the hire_datehit <enter>. Results are asshown AND data is saved tothe table

2) Click Open

• After enteringIn the hire_datehit <enter>. Results are asshown AND data is saved tothe table

2) Click Open

• Note, you can delete arecord by selecting arecord, right-clicking and choosing delete

2) Click Open

• Confirmationdialog box popsUp. Click OK

2) Click Open

• End resultis as shown

2) Click Open

Simple Access Database: Manual Data Entry (Exercise)

• Enter data into the patient_information table. Add a record with the following values (in order –

omitting double quotes):“ Mann”, “Bob”, “John”, “380004444”, “444 Lockwood”,“Novi”, “MI”, “48170”, “12/01/1970” Patient_id Patient_last_

namePatient_first_name

Patient_middle

Patient_soc Patient_address

Autonumber Text Text Text Number text

Patient_city Patient_state Patient_zip Date_of_birth

Text Text Number Date time

Simple Access Database: Foreign Keys

Purpose:1) Creating Relationships2) Enforcing Integrity

By Creating Child and Parent tables you are creatingRELATIONSHIPS

Simple Access Database: Foreign Keys: Creating Relationships

• Parent tablesAnd Child tables• Fields in Child Table (patientAppointment)referenceFields in Parent Tables (doctor _information,patient_information)• Patient_appointmentDoctor_ID and Patient_ID are foreign keys

Values in Patient_appointmentDoctor_ID mustExist in Doctor_informationDoctor_id

Values in Patient_appointment Patient_ID must exist in patient_informationPatient_id

Simple Access Database: Creating Foreign Keys Creates Relationships: Bring Tables into ERD diagram

• Creating Child Tables is how youCREATE RELATIONSHIPS

• Creating Child tables• Go under DatabaseTools and click on Relationships for a List of tables to Bring into the ERD.

Click on relationships for a list of tables to bring into The ERD (Entity RelationshipDiagram)

Simple Access Database: Creating Foreign Keys Creates Relationships

• Creating Child table• Next, • Click on the Doctor_information, • Hold the <SHIFT> key• Click on Patient_informationAnd Patient_appointment

• Create childTable

• Click Add • Tables

Appear In the ERD

• Left mouseClick onPatient_appointmentMove it down sinceIt is the child table

• Double clickOn doctor_id Of doctor_informationTo bring up Relationship window

• Double clickOn doctor_id Of doctor_informationto bring up Relationship window

• Create childTable Patient_Appointment

• Left tablename choose Doctor_information. Right tableName choose Patient_appointment

• Left columnname choose Doctor_id. Right columnName choose Doctor_id

• Click OK

• Click Create

• Relationshipis created

Simple Access Database: Foreign Keys: Creating Relationship between patient_appointment and

patient_information

ChildTable:PatientAppointmentParent table:Patient Information

Repeat for Patient Information

1)1) Choose Patient_informationFor left table (parentTable)

2) Choose Patient_appointmentFor right table (child table)

Simple Access Database: Foreign Keys: Creating Relationship between patient_appointment and

patient_information

ChildTable:PatientAppointmentParent table:Patient Information

1) Choose patient_idColumns frompatient_informationand patient_appointment tables

Simple Access Database: Foreign Keys: CreatingRelationships

• Relationshipis created

Parent

Relationship

You can double-clickOn the relationshipTo edit it later on

Simple Access Database: Foreign Keys: Enforcing Integrity

• IntegrityIs enforced

Can only use existing doctor ids of 5 or 6 (in this example). Note your doctor ids may be different

Data Entry Screens: Easy way to enter data

Purpose of Data Entry Screens: • To enter the data in a fast and efficient way• To keep data organized • We build data entry screens by choosing

tables and columns and then adding a buttonfor the data entry

• We create data entry screens for the parent Tables first and then the child tables

Data Entry Screens: Parent Tables

• Create Data Entry Screens

• Doctor_Information table

1) Click on create2) Click on form design

1) Click on Add ExistingFields

ExpandDoctor_Information table

Expand doctor_information

Data Entry Screens: Parent Tables:Doctor_Information

Drag doctor id field to edge of second square

Drag first_name field to edge of second square

Data Entry Screens: Parent Tables:Doctor_Information

Drag each field to edge of second square

Drag each field to edge of second square.Hire_date is the last field

Data Entry Screens: Parent Tables: Doctor_Information: Creating button

to insert data

(2) Click on Button

(3) Click on RecordOperations

4) Click on Save Record

5) Click on Finish

(1) Click on Design Tab

(1)(2)

Data Entry Screens: Parent Tables: Doctor_Information: OR much simpler way

to create a form

1) Click on doctor_Information table

2) Click on create

3) Click on Form NOT Form Design

(1) Click on doctor_information

(2) Click on Create

(3) Click on Form

to create a form without dragging each field:

1) After clickingon form, a form is created automaticallyfor the‘doctor_information’Table.

1) Click on the Save disk icon

(1) Click on Save disk icon

1) Type inDoctor_information

2) Press OK. Doctor_informationIs saved as a form

(1) Click on Save disk icon

(1) Type in doctor_information(2) Press OK

Data Entry Screens: Parent Tables: Doctor_Information: Design mode: Add a button

• Add buttonto Data EntryScreen

1) Right-mouseClick on the formDoctor_information

2) Click on Design View to Get into DesignView to add button.

(1) Right click on form doctor_information

(2) Click on Design View

1) Click on the Button icon.

(1) Click on the button

(1) Drag rectangle to the footer section and click

• Choose action for button

(1) Click on Record Operations

(2) Click on Add New Record

(1) Click on Record Operations

(2) Click on Add New Record

(3) Click on Next(3) Click on Next

• NameButtonOn Data EntryScreen

(1) Click on Text

(2) Type Add Record

(3) Click on Next(3) Click on Next

(1) Click on Text(2) Type Add Record

• NameButtonOn Data EntryScreen

(1) Type Add Record

(2) Click on Finish

(1) Type Add Record

(2) Click on Finish

• Runthe formto entera new record

(1) Double click on Doctor Information form

(1) Tab pastdoctor_idand enter In the followingFields

2) Press Add Recordto add the record

Press Add Recordto add the record

(1) Record hasbeen added

Data Entry Screens: Parent Tables: (Exercise)

• Add a data entry screen for Patient Information andadd a button to Add a record. BONUS: Add anotherButton to delete a record

Data Entry Screens: Child Tables: Patient_Appointment with a look-up list of doctors

• Build formfrom patient_AppointmentTable

(1) Select patient_Appointment table(2) Choose create(3) Choose form

• Build formfrom patient_AppointmentTable

(1) Form is createdFor patient_Appointment

2) Right clickOn patient_Appointment

3) Click on design view

• Build dropDown listFor doctors

(1) Click on Drop down list

2) Drag it to the detail part of the form

3) Notice the dialog box comes up. Make sure first option is selected. Click Next

(1) Click on Drop down list

2) Drag it to the detail Part of the form

(3) Notice the dialog box comes up. Make sure the firstoption is selected.Click Next

• Choose Source for Drop down listof doctors (1) Choose

Doctor_informationto populate the drop Down list .

(2) Click Next

(1) Choose Doctor_informationto populate the drop Down list .

• Choose fields for Drop down listof doctors (1) Choose last_name.

Click >.

2) Choose first_name. Click >.

(3) Click Next

(1) Choose last_name.Click >.

2) Choose first_name. Click >.

3) Click Next

• Choose Sorting for Drop downlist (1) Choose last_name.

(2) Click Next

(1) Choose last_name.

(2) Click Next

• Hide theKey column

(1) Make sure hide keyColumn option is chosen

(2) Click Next

(1) Make sure hide key Column option is chosen.

(2) Click Next

• Store valueIn lookup list

(1) Make sure storevalue in field option is chosen

(2) Choose doctor_id From drop down

(3) Click finish

(1) Make sure store value in field option is chosen.

(2) Choose doctor_idFrom drop_down

(3) Click finish

• DoctorLookup listcreated

(1) When You bring upThe patient_Appointment form(by double-clickingon this form) yousee the drop downof doctors.

Data Entry Screens: Parent Tables: (Exercise)

• Add another drop down list on the patient_appointment form to show a drop down

of PATIENTS (from the patient_information table)

Data Entry Screens: End Result

Have pull down for doctor and Patients

Have button to insert

Data Reporting Purpose: Fields and grouping

• Data Reporting Purpose:1) Choose fields that you want to include on the report . We will be choosing fields fromPatient_appointment, Doctor_information, And Patient_information.2) Choose how you want to group your data

Data Reporting: Creating Simple Data Reportswith the Reporting Wizard : fields

• CreateReports

(2) Click on (3) Report Wizard

(1) Click on Create

(1)(2)

• CreateReportsPatient_appointment fields

(1)(2)

1) Choose patient_appointment for the table2) Choose appt_date from left side and hit arrow

to move it to the right side.3) Choose appt_desc from left side and hit

Arrow (->) to move it to right side.

(1) Choose field

(2) Hit Arrow

• CreateReportsDoctor Information fields

(1)(2)

1) Choose Doctor_information for the table2) Choose first_name from left side and hit arrow

to move it to the right side.3) Choose last_name from left side and hit

• CreateReportsPatient Information fields

(1)(2)

1) Choose Patient_Information for the table2) Choose Patient_first_name from left side and hit arrow

to move it to the right side.3) Choose patient_last_name from left side and hit

Data Reporting: Creating Simple Data Reportswith the Reporting Wizard : Grouping

• ChooseHow you Want to Group yourdata

Gives you flexibility in grouping data

Choose doctor_information

Data Reporting: Hit Next and Finish. End Result:

Doctor NameEach Patient

Data Reporting: Can also group report by Patient Information

PatientEach Doctor Appointment

Conclusion

MS Access is an easy and efficient way to store Data and enables you to build Tables, Data Entry Screens, Reports, and Applications.

Questions

ResourcesTraining from CSCAR

http://www.umich.edu/~cscar/

• Statistical Analysis with R -- October 20, 9am-5pm• Intermediate SAS -- October 25, 27 + 29, 9am-12:30pm• Using ArcGIS -- October 26 + 28, 9am-5pm• Applied Structural Equation Modeling -- November 1, 2 + 3, 9am-5pm• Introduction to NVivo -- November 9 + 11, 9am-12:30pm• Applications of Hierarchical Linear Models -- November 8, 10 + 12• Introduction to Programming in Stata -- November 9, 11, 16 + 18, 1pm-4:30pm• Regression Analysis -- November 17 + 19• Classification and Regression Trees Using JMP -- December 2 + 3

Other Workshopsfrom Ann Arbor ASA

• Stata

• Statistics with Excel

• MS Access

• SAS

Ann Arbor ASA ‘Up and Running’ Series: ACCESS

data database

data entry mistakes

peg black bob carlson

george frank linda garner

data accessreports

inefficiencies of data

access simple access

george frank lucy schwartz

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