The document discusses analyzing data for effective decision making in Microsoft Access. It describes how to filter and sort data to retrieve only relevant records. It also explains how to create queries to answer business questions, including the use of filters, sorts, calculations, and joining data from multiple tables. Advanced query features covered include conditional expressions, aggregate functions, and different join types. The overall aim is to illustrate how Access can be used to analyze data and support decision making.
Queries module in course Accelerated Introduction to Microsoft Access. Only retrieval is covered in this module. See the Automating Access module for the Action Queries.
Part 2Provider Database (Open Office Database)Use the project.docxdewhirstichabod
Part 2:
Provider Database (Open Office Database)
Use the project description HERE to complete this activity. For a review of the complete rubric used in grading this exercise, click on the Assignments tab, then on the title
Case Study Part 2 - Provider Database (Access)
– click on Show Rubrics if the rubric is not already displayed. The grading rubric has been built for use with MS Access. However, the elements graded and the point value for each element is identical for anyone using OO for this assignment.
NOTE: there are some great tutorials on working with OpenOffice which can be found in the Content menu. Look for the
Tutorials
menu item in the section under
OpenOffice - Database Alternative for Mac OS X
.
As you recall, data is a collection of facts (numbers, text, even audio and video files) that is processed into usable information. Much like a spreadsheet, a database is a collection of such facts that you can then slice and dice in various ways to extract information or make decisions. However, the advantage and primary use of a database over a spreadsheet is its ability to handle a large volume of data and yet allow for quick access to the information that is desired.
Databases are everywhere now and impact our lives in a multitude of ways. It can accurately be said that “your life is in a database” or, more accurately, in multiple databases, and information about you (a retrieval of facts about you) is easily accessible. Your shopping history, credit history, medical history, even your driving history, is stored in one or more databases.
This exercise will introduce you to the basic building blocks of any database – fields, records, and files (also called tables). Although you will create a database with a single table containing a small amount of data about computer component Providers, the more applicable use of databases involves the creation of many tables linked together with a common field or “key.” Regardless of the size of the database, the data is stored in the same way – in fields which are combined to create a record. And those records are stored in a file or table. The data is entered into the field via a data entry form, and the information is extracted (to answer a particular question or need) via reports and/or queries.
Specific instructions for the project can be found in the table below.
Create a provider database and related reports and queries to capture contact information for potential PC component providers that might be used to purchase the equipment your specified in your MS Word project – the PC specifications..
This Open Office database assignment has the following parts:
a simple database
table
to hold provider contact information; some of the required fields in the table require that a Caption be added to the field characteristics. The Caption will be displayed in the report that is to be generated.
a simple database
form
that can be used to enter data into the database table;
a simp.
Essential Excel for Business Analysts and ConsultantsAsen Gyczew
Excel is the most often used first-choice tool of every business analyst and consultant. Maybe it is not the most fancy or sophisticated one, yet it is universally understood by everybody especially your boss and your customers.
Excel is still pretty advanced tool with countless number of features and functions. I have mastered quite a lot of them during my studies and while working. After some time in consulting I discovered that most of them are not that useful; some of them bring more problems than solutions. On top of that there are features that we are taught at university that are not flexible and pretty time consuming. While working as a business analyst I developed my own set of tricks to deal with Excel I learned how to make my analyses idiot-proven and extremely universal.
I will NOT teach you the entire Excel as it is simply not efficient (and frankly you don’t need it). This course is organized around 80/20 rule and I want to teach you the most useful (from business analyst / consultant perspective) formulas as fast as possible. I want you also to acquire thanks to the course good habits in Excel that will save you loads of time.
If done properly, this course will transform you in 1 day into pretty good business analyst that knows how to use Excel in the smart way. It is based on my 12 years of experience as a consultant in top consulting companies and as a Board Member responsible for strategy, improvement and turn-arounds in biggest companies from FMCG, SMG, B2B sector that I worked for. On the basis of what you will find in this course I have trained over 100 business analysts who now are Investment Directors, Senior Analyst, Directors in Consulting Companies, Board Members etc.
I teach step by step on the basis of Excel files that will be attached to the course. To make the best out of the course you should follow my steps and repeat what I do with the data after every lecture. Don’t move to the next lecture if you have not done what I show in the lecture that you have gone through.
I assume that you know basic Excel so the basic features (i.e. how to write formula in Excel) are not explained in this course. I concentrate on intermediate and advanced solutions and purposefully get rid of some things that are advanced yet later become very inflexible and useless (i.e. naming the variables). At the end, I will show 4 full blown analyses in Excel that use the tricks that I show in the lectures.
To every lecture you will find attached (in additional resources) the Excel shown in the Lecture so as a part of this course you will also get a library of ready-made analyses that can, with certain modification, be applied by you in your work.
Part 2Provider Database (Open Office Database)Use the project des.docxdanhaley45372
Part 2:Provider Database (Open Office Database)Use the project description HERE to complete this activity. For a review of the complete rubric used in grading this exercise, click on the Assignments tab, then on the title Case Study Part 2 - Provider Database (Access)– click on Show Rubrics if the rubric is not already displayed. The grading rubric has been built for use with MS Access. However, the elements graded and the point value for each element is identical for anyone using OO for this assignment. NOTE: there are some great tutorials on working with OpenOffice which can be found in the Content menu. Look for the Tutorials menu item in the section under OpenOffice - Database Alternative for Mac OS X.
As you recall, data is a collection of facts (numbers, text, even audio and video files) that is processed into usable information. Much like a spreadsheet, a database is a collection of such facts that you can then slice and dice in various ways to extract information or make decisions. However, the advantage and primary use of a database over a spreadsheet is its ability to handle a large volume of data and yet allow for quick access to the information that is desired.
Databases are everywhere now and impact our lives in a multitude of ways. It can accurately be said that “your life is in a database” or, more accurately, in multiple databases, and information about you (a retrieval of facts about you) is easily accessible. Your shopping history, credit history, medical history, even your driving history, is stored in one or more databases.
This exercise will introduce you to the basic building blocks of any database – fields, records, and files (also called tables). Although you will create a database with a single table containing a small amount of data about computer component Providers, the more applicable use of databases involves the creation of many tables linked together with a common field or “key.” Regardless of the size of the database, the data is stored in the same way – in fields which are combined to create a record. And those records are stored in a file or table. The data is entered into the field via a data entry form, and the information is extracted (to answer a particular question or need) via reports and/or queries. Specific instructions for the project can be found in the table below.
Create a provider database and related reports and queries to capture contact information for potential PC component providers that might be used to purchase the equipment your specified in your MS Word project – the PC specifications..
This Open Office database assignment has the following parts:
1. a simple database table to hold provider contact information; some of the required fields in the table require that a Caption be added to the field characteristics. The Caption will be displayed in the report that is to be generated.
1. a simple database form that can be used to enter data into the database table;
1. a simple dat.
A Primer for Relational Database Design and UseDavid Krumholz
Microsoft Access is a relational database management system (DBMS or RDBMS). At the very core, it is a software “engine” that provides an interface between physical data and user application queries.
1. Analyzing Data For Effective Decision Making 1 Chapter 3 “The human problems which I deal with every day—concerningemployees as well as customers—are the problems that fascinateme, that seem important to me.”—Hortense Odlum
2. Chapter Introduction Filter data in Microsoft Office Access 2007 database Retrieve and examine only records you need Sort data Rearrange records in specified order Queries Provide quick answers to business questions Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 2
3. Tools Covered In This Chapter Action queries (update, append, delete, crosstab, and make-table) Aggregate functions (Avg, Max, Min, Sum) Calculated field Comparison and logical operators Crosstab query Filter by Form and Filter by Selection Find duplicates query Find unmatched records query Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 3
4. Tools Covered In This Chapter Immediate IF (IIF) function Parameter query Design view Select query Simple Query Wizard SQL commands (AS FROM, GROUP BY, HAVING, ORDER BY, SELECT, WHERE) Top Values query Wildcard characters Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 4
5. Level 1 Objectives: Organizing and Retrieving Information from a Database Filter and sort data to make it more meaningful Create simple queries to answer business questions Develop queries using comparison criteria and wildcards Display and print query results Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 5
6. Filtering and Sorting Data Filter Restricts data in single table to create temporary subset of records See only certain records in table based on specified criteria Sorting records Organizing in particular order or sequence Sort records regardless of whether table filtered Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 6
7. Filtering by Selection Tools Filter by Selection Select particular field in datasheet Display only data that matches contents of field Specify only one criterion for filter Filter by Form Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 7
8. Using Filter by Selection to Display a Temporary Subset of Records Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 8
9. Filtering by Form Specify two or more criteria Filter for comparative data Use comparison operators AND criteria Selects records that contain all specified values OR criteria Selects records that contain any specified values Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 9
10. Sorting Data to Increase Information Content Organizes data and increases information value Access sorts records based on primary key values Use sorting to change order To sort Select sort field Sort on multiple fields Move fields in datasheet view so that they are adjacent Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 10
11. Sorting Data To Increase Information Content Primary sort field Access sorts records by this field first Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 11
12. Sorting Types of Data Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 12
13. Filtering Using the Filter Arrow Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 13
14. Using Queries to Answer Business Questions Query Database object Stores criteria for selecting records from one or more tables based Save query Use it again More powerful than filter Display only some fields in table Create fields that perform calculations Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 14
15. Using Queries to Answer Business Questions (continued) Capabilities of Access queries: Display selected fields and records from table Sort records on one or multiple fields Perform calculations Generate data for forms reports and other queries Update data in database Find and display data from two or more tables Create new tables Delete records in table based on one or more criteria Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 15
16. Using Queries to Answer Business Questions (continued) Select query Ask question based on one or more tables in database Result displayed in datasheet Called recordset Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 16
17. Using the Simple Query Wizard to Create a Query Simple query wizard Presents list of tables and queries in database And fields that they contain Select fields from one or more tables Wizard creates and displays results Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 17
18. Advantages and Limitations of the Simple Query Wizard Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 18
19. Including Summary Statistics in a Query for Data Analysis Summary query Groups records Calculate sum, average, minimum, or maximum value in each selected field Count records in table or query Click summary options button Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 19
20. Creating a Summary Query with the Simple Query Wizard Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 20
21. Creating a Query in Design View Select query window in Design view has two sections Area for field lists at top of window Design grid below it Add tables for query to top part of window Appear as field lists Query by example (QBE) Typing search value as a criterion Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 21
22. Query Design View Tools Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 22
23. Creating Queries with Multiple Criteria Most queries involve more than one criterion Represent AND criteria Entering conditions in same criteria row in query design grid Specify OR criteria Use “or” row of query design grid Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 23
24. Setting Criteria for the Query in Design View Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 24
25. Specifying Sort Order in Queries Query results appear in same order as data from underlying tables Unless specify sort order when designing query Sort order determined from left to right Multiple columns must be adjacent to sort on more than one field in datasheet view Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 25
26. Running a Query Click Run button in the Results group on the Design tab Access displays datasheet of records Save query Save only design Not values from tables displayed in results Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 26
27. Enhancing Query Criteria to Improve Data Analysis Expand criteria by using Wildcards Comparison operators Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 27
28. Using Wildcards for Inexact Query Matches Wildcard character Placeholder Stands for one or more characters Memo fields Use same keywords throughout memos Easily retrieve records later Use wildcards when specifying keyword as a query criterion To select records that contain characters before and after keyword Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 28
29. Wildcard Characters Used in Queries Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 29
30. Using Wildcards for Inexact Query Matches (continued) Access inserts Word “LIKE” for criteria with wildcards quotation marks around text LIKE “*Spanish*” Pound signs around dates #12/*/2008# Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 30
31. Using Comparison Operators to Refine Query Criteria Comparison operators Compare value in field with range of values in criterion Clear the grid Start with same field list but blank grid Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 31
34. Verifying and Printing Query Results Verify query results before Distributing query to others Using it as basis for decisions Use business knowledge Determine whether results adequately answer question Print query datasheet Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 34
35. Modifying Query Datasheets Improve appearance of query or table datasheet Resize column widths in any datasheet Double-click line between field names to resize columns to best fit Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 35
36. Formatting Options for Query and Table Datasheets Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 36
37. Level 1 Summary Use filtering and sorting to change data display Develop queries using Simple query wizard Design view Use comparison operators and wildcards to make queries more flexible Verify query results using business knowledge Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 37
38. Level 2 Objectives:Creating More Complex Queries Design queries that compare data from more than one table Refine table relationships by specifying the join type Perform calculations in queries Customize queries and their results Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 38
39. Evaluating Data Using Special Types of Queries Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 39
40. Using Queries to Find Duplicate Records Duplicates Query Wizard Searches for duplicate values in fields Improve business operations Designed to identify records that contain same information in particular field Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 40
41. Using Queries to Find Unmatched Records Find Unmatched Query Wizard Compares records in two specified tables or recordsets Finds all records in one table or query that have no related records in second table or query Requires that two tables being compared have common field Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 41
42. Limiting the Records in the Query Results Limiting results to only a few records often aids analysis Top and Bottom Values Sorts and then filters records Display specified number of records that contain top or bottom values Top Values button on Design tab Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 42
43. Top Values Query Design and Results Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 43
44. Using Parameter Values in Queries Parameter values Phrase usually in form of a question or instruction Enclosed in square brackets Serves as prompt to user to enter value Example [Enter a job ID:] Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 44
45. Parameter Query to Allow User Input when the Query Is Run Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 45
46. Analyzing Data from More than One Table Data from more than one table required to answer question Combine records from two or more tables Display only information needed Work in design view to specify criteria for selecting records from multiple tables Lines between tables link primary key to foreign key field Primary key designated with 1 Foreign key designated with ∞ Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 46
47. Analyzing Data from More than One Table (continued) Join tables Linking of tables using primary and foreign keys Established relationship Or Each table shares field with same or compatible data type One join field primary key If tables do not include fields that can be joined Add one or more extra tables or queries Link tables that contain the data Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 47
48. Analyzing Data from More than One Table (continued) Use queries as source of underlying data for another query in place of one or more tables Create queries based on more than one object Should not use any table or query that does not have common field with at least one of the other tables or queries Otherwise Access displays every combination of records between two tables Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 48
49. Refining Relationships with Appropriate Join Types Inner join Displays all records in one table that have corresponding values in common field in another table Records must match before being displayed in query results Outer join Display all records of one table Regardless of whether corresponding record stored in related table Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 49
50. Inner Join Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 50
51. Left Outer Join Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 51
52. Right Outer Join Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 52
53. Refining Relationships with Appropriate Join Types (continued) Outer join types Left Right Use join properties dialog box To change join type By default tables related using inner joins Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 53
54. Using Logical Operators to Specify Multiple Conditions Logical operators Test values that can only be true or false Place conditions in separate fields in same criteria row of design grid All conditions in row must be met to select record NOT logical operator Excludes values that don’t meet criterion Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 54
56. Performing Calculations with Queries Any information derived from fields in table or query should be calculated in query Rather than included as data in table Calculation types Predefined Compute amounts for groups of records or for all records combined in query Custom Performs numeric date and text computations on each record Using data from one or more fields Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 56
57. Calculating Statistical Information Aggregate functions Arithmetic and statistical operations Apply to records that meet query’s selection criteria Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 57
59. Using Aggregate Functions in a Query Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 59
60. Creating Calculated Fields in a Query Expression Arithmetic formula used to make calculation Use standard arithmetic operators Use parenthesis for complex expressions Calculated field Add to query design grid Type expression Expression builder Build complex expressions Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 60
61. Creating Calculated Fields in a Query (continued) Function Perform standard calculation Return value Date() Provides today’s date Field properties Change format and number of decimal places for calculated field Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 61
63. Concatenating in Queries Concatenation Combining contents of two or more fields Operator & Example Name [EmpFirst]& " " & [EmpLast] Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 63
64. Level 2 Summary Use queries to select data from more than one table Join types Inner Right outer Left outer Calculated field types Predefined Custom Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 64
65. Level 3 Objectives: Exploring Advanced Queries and Queries Written in Structured Query Language Calculate and restructure data to improve analysis Examine and create advanced types of queries Make decisions in a query using the immediate IF (IIF) function Develop queries using SQL Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 65
66. Analyzing Query Calculations Crosstab queries Special type of totals query Performs aggregate function calculations on values of one database field Determine exactly how summary data appears in results Calculate and restructure data Analyze it more easily Work especially well with time-series data Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 66
67. Creating a Crosstab Query To create use Use a wizard Often need to create query first Or design view Start with select query that includes numeric values or summary calculations Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 67
68. Crosstab Field Settings Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 68
69. Modifying Data Using Queries Action queries Modify data in table Add records to or delete records from table Create new table Backup data before using action query Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 69
70. Access Action Queries Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 70
71. Process for Archiving Data Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 71
72. Archiving Data with Make-table Queries Make-table query Creates table from some or all of the fields and records in existing table or query Access does not delete selected fields and records from existing table Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 72
73. Adding Records to Tables with Append Queries Append query Select records from one or more tables by setting criteria Add those records to end of another table Selected records also remain in original tables Table to which records added must already exist Also use to bring data from another source into database Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 73
74. Removing Records from Tables with Delete Queries Delete query Removes information from table Based on specified criteria All records meeting criteria permanently removed from table Create select query first Convert to delete query Cascading deletes Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 74
75. Updating Data with an Update Query Update query Changes values of data in one or more existing tables Create select query first Change type to update query Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 75
76. Making Decisions in Queries IF statement Tests condition Takes one action if condition true Takes another action if condition false IIF function Make if decision Format IIF(condition to test what to do if true, what to do if false) Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 76
77. Customizing Queries Using Structured Query Language Access designed as database management system (DBMS) for Small businesses Or departments within large businesses Structured query language Common query language of most DBMSs Use to query, update, and manage relational databases Create query in design view Access translates entries and criteria into SQL statements Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 77
78. Customizing Queries Using Structured Query Language (continued) View statements by switching from Design view to SQL view SELECT statement defines What data query should retrieve from database How it should present data Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 78
79. Exploring the Components of an SQL Query Keywords Use to construct SQL statements Most developers place each statement on separate line To make SQL code easy to read Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 79
80. Common SQL Keywords Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 80
81. Level 3 Summary Action queries Make new tables Append data Delete data Update data IFF function SQL Use SQL view to edit SQL directly Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 81
82. Chapter Summary Queries retrieve data from one or more tables Action queries update data Perform calculations Make decisions using IFF function SQL Used to interact with relational databases Use SQL view to view/edit SQL statements generated by Access Succeeding in Business with Microsoft Office Access 2007: A Problem-Solving Approach 82