Intro and rationale for using Access.

How Come It Takes Me So Long
to Get Answers to Simple
Questions About My Business?
Technologies for Business Intelligence
Introduction to Microsoft Access
What’s the problem?
Businesses (people, really) can’t get
answers efficiently.
What’s “the answer”?
Centralized, any-time, any-place data.
Examples – Let’s start small
Two spreadsheets. One has student
name, znumber and major, the other has
student name, znumber and quiz score.
Multiple locations
 Multiple reports filed
 Stored in cabinets, as Word
documents or Excel spreadsheets
 No one knew what was going on
 Consolidated it… one system
 Education Partner of the Year in 2005
Realty Appraisal System
How much should we pay
for 40 acres in Sycamore?
How much should we charge
McDonalds for outlot land?
Realty Appraisal System
One Central System
Faster Answers
And the biggest? The “HITECH Act”
The American Recovery and Reinvestment Act
of 2009 was signed by President Obama on
February 17, 2009.
The Act includes the Health Information
Technology for Economic and Clinical Health
Act (HITECH Act).
The purpose of the HITECH Act is to promote
the use of health information technology with a
goal of utilization of an electronic health record
for each person in the United States by 2014.
What can YOU do?
Step 1: Get familiar with Microsoft
Access (or any Relational Database
Management System, RDBMS).
Step 2: Make Access centrally
accessible to your employees.
What can YOU do?
Step 1: Identify where your corporate
information comes from.
Step 2: Have Access available at the point
of entry.
Step 3: For things spreadsheet-based, get
familiar with the import function, consider
moving that data out of spreadsheets.
Some definitions
“Data” is characters, fields, and files that are
stored somewhere.
“Information” is data with meaning and context.
It is an organizational asset.
A database is a collection of related data.
A relational database has numerous tables (like
spreadsheets) which are tied together by
common fields.
The most common use of a database is an “ad
hoc” query (Translation: An as-needed
question). OLAP. For example, “How many
cases of bottled water did we sell to college
students in September vs. August?”
Q. How can you make it work?
A. Centralized database, allowing for BI and mining.
Server - responds to client requests
DBMS - the program. Manages
interaction with databases.
Client - makes requests of the
DBMS server
database - the collection of data.
Created and defined to meet the
needs of the organization.
Database Management System (DBMS)
a program for creating & managing databases; ex.
Oracle, MS-Access, SQL Server, Sybase.
Basically synonymous with “database” at this point.
Business Intelligence (“BI”)
To keep track of information, businesses use a wide
range of software programs, such as Excel, Access and
different database applications for various departments
throughout their organization. Using multiple software
programs makes it difficult to retrieve information in a
timely manner and to perform analysis of the data. The
term Business Intelligence (BI) represents the tools and
systems that play a key role in the strategic planning
process of the corporation. These systems allow a
company to gather, store, access and analyze corporate
data to aid in decision-making. Generally these systems
will illustrate business intelligence in the areas of
customer profiling, customer support, market research,
market segmentation, product profitability, statistical
analysis, and inventory and distribution analysis to name
a few.
Data Mining
A class of database applications that look
for hidden patterns in a group of data that
can be used to predict future behavior. For
example, data mining software can help
retail companies find customers with
common interests.
It’s automated… done by the computer.
Often, the patterns were not even thought
about prior to mining.
Organizational Information,
Business Intelligence and Data
So really it’s all closely related:
Corporate information is stored in a
database so that it can be queried
and/or “mined” to provide business
One more example:
Customers, Products, Orders.