Introduction
This manual is meant to help those little familiar with Access construct a PLEC
Agrodiversity Database. It is accompanied by a CD that contains sample databases.
These can be used in the creation process, as well as in the tutorial sections of the
manual. The manual assumes the reader has a general knowledge of Microsoft Excel and
minimal experience with Microsoft Access. For those who are familiar with the Access
program, the Annexes and sample databases found on the CD should provide ample
information on the PLEC Database structure. The purpose of the tutorial sections is
solely to guide beginners through a few common applications and to highlight potential
problems. While this manual covers the main concepts necessary for creating a useful
database, it is best used in tandem with an Access book. The Access program also
includes an invaluable help option.
The manual consists of two parts. The first two chapters deal primarily with the
transfer of data into the PLEC Agrobiodiversity Database. These chapters are clearly the
most important in the manual.
The Agrobiodiversity Database comes with built-in
queries and reports that automatically summarize data and perform minor analysis. The
conversion of data into the PLEC Agrobiodiversity Database is an essential step before
moving on to the other chapters of the manual.
After transferring data into the six tables of the PLEC Agrobiodiversity Database,
the database can be expanded to include Agrodiversity data. Chapter three provides
detailed instructions on the incorporation of descriptive or qualitative data into new
database tables. The fourth and fifth chapters guide the reader through the creation of
sample queries and forms. The final chapter contains a brief introduction to the reports
section of Access. This chapter also provides step-by-step instructions on adding GIS
coordinates to the database and linking Access to ArcView GIS. A glossary is located at
the end of the manual along with annexes referenced in the text.
To use any database file located on the CD included with this manual, THE FILE
MUST BE SAVED ONTO A COMPUTER. Database files on the CD can be viewed,
but cannot be altered. The CD contains the following files:
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1) Brazil Presentation: Presentation from the PLEC 2000 General Meeting in Macapa,
Brazil. This presentation compares Access with Excel, gives an overview of the
suggested PLEC database structure, and outlines some of Access’ central concepts.
2) Ghana Presentation: Presentation from the WAPLEC Workshop in Ghana, October
2000. This presentation is similar to the Brazil presentation, but contains information on
creating and linking new agrodiversity tables to the database. Adding coordinates and
linking Access to ArcView GIS are also included.
3) PLEC Agrodiversity Database: This is a blank database.
It can be used to cut and
paste data from Excel. The database contains queries and reports that will immediately
summarize and analyze data upon entry. See Chapter Two titled PLEC Agrodiversity
Database for instructions.
4) Amazonia Agrobiodiversity Database: This is an example of the PLEC
Agrobiodiversity database from Amazonia. It may be helpful to review this database
before transferring data from Excel into the PLEC Agrodiversity Database. Note: The
data have been scrambled to avoid IPR issues.
5) Amazonia Management Database: This database expands upon the Agrodiversity
Database to include management data.
See Chapter Three for an overview of
incorporating agrodiversity data into the Agrobiodiversity Database.
6) China Agrodiversity Database:
This database deviates from the suggested
Agrobiodiversity Database structure to focus upon household level analysis. It also
includes socioeconomic, as well as management data. All the data given are all invented.
7) GIS Database: This database includes GPS coordinates and can be linked to a GIS
program. See Chapter Six for more of linking Access tables and queries to ArcView
GIS.
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8) Amazonia Tutorial Database: This database is part of the forms tutorial in Chapter
Five. It contains examples of the forms discussed in the chapter.
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