Database Project

What have I learned?

The database project taught me how important it is not only to collect data but also to manage data in an efficient and effective way. Creating a database with a good and logical underlying structure is helpful and necessary to leverage and analyze one’s data. I learned which functions Access incorporates, I got to know how user friendly Access is and I collected experiences working with it. Learning by doing is always better than just watching and hearing and so the “hands-on”-task was really helpful in understanding and the learning process itself. Concluding I can say that databases (and related topics) were always a closed book to me, but know I understand what it is, how they function and the purpose why it is necessary to have databases.

How could the functionality be enhanced?

The functionality of the database being created in the project could be enhanced by visual aids like graphs and figures. Access offers the functions of generating graphs and figures when creating a report. So as an example for the graphical representation of “Recently Departed Members Report” one could have included a graph showing the distribution of members leaving the fitness center on a monthly basis. This could be done by creating another report, clicking on the graph symbol in the ribbon bar, choosing bar graphs and using only the left date as input for the graph. Graphic 1 shows how it could look like.

Graphic 1: Screenshot of Access showing the graph

By having e.g. a bar graph it would be easier to see the fluctuations of numbers of people leaving the gym and might give some hints for the reasoning behind their decisions to quit, because maybe it is season- or month-related. This insights could be used for e.g. marketing and advertising, or decision making in general. 

Graphic 1 by Nina Maria Scherl.

Week 10: Clear

MS Access

Probably everyone has seen MS Access in the MS Office package, but not everyone has a clue about its purpose and functions.

In the following I will give some basic insights into the usage of MS Office Access.

Graphic 1: Layout of Access

MS Office offers Access as an easily-usable program to store and administer data. Generally, a MS Access-database consists of four different basic elements: Tables, Forms, Queries and Reports. As can be seen from Graphic 1, all four elements serve different purposes, but are linked with each other. Following I will explain the purpose of each basic element.

Tables

Tables save the data and hence, represent some kind of data collection. They can be seen as the backbone of the database.

Forms

Forms make the entry of data into tables and the modification of data in tables easier.

Queries

Queries access the data in tables, can display chosen data next to each other and it is even possible to do calculations within queries, e.g. add one variable to another as functions can be used.

Reports

Reports are based on queries and serve the purpose of displaying data and providing a basis for nice print-outs.

By providing the possibility to store, modify, administrate and print data in an easy and convenient way, MS Access is a great program not only for large companies and organizations, but also for small or medium sized enterprises. Even individual people, like you and me, can use it in our everyday-lives e.g. for the management of a DVD collection.

Graphic 1 by Nina Maria Scherl.