Chapter Six: Expanding Access’ Capabilities
Reports
Reports are the final output of a database. They frequently contain summaries
and statistical analysis directly from the queries section of Access. Reports can be
designed to organize data and calculations in a printable format. Labels and text boxes
can be added to explain data and calculations. The report wizard provides step-by-step
instructions to create reports. As with forms, reorganization of fields and labels may be
necessary (see resizing section in chapter five). The intrepid can go further: multiple
queries can be summarized in a single report and charts can be embedded within a report.
The chart wizard can be found by clicking New with the Reports tab selected.
Storing GPS Coordinates
If the resources are available, the addition of GPS coordinates to the PLEC
Agrodiversity Database is highly recommended. Latitude (X) and longitude (Y) can be
added on either the sample area or, now that the signal has been unscrambled, plot level.
To add coordinates, simply create two new fields in either the Plot Description or Sample
Areas table. The data type for the two fields should be Number, and the Field Size in the
property box should be set to Single, allowing for decimals. Use the terms X and Y rather
then latitude and longitude. The ArcView GIS program recognizes decimal degree
coordinates as X for latitude and Y for longitude.
Once the coordinates have been added to a table, the coordinate fields can be
incorporated into queries. For instance, a query that calculates the Shannon and Mg
index for each sample area can be linked to Access by adding X and Y coordinates to the
query design. With the coordinates added to the query, the results can be linked to a GIS
program and a visual representation of the data can be plotted on a map. This can be a
powerful tool for both analysis and presentation.
Linking to ArcView GIS
A table or query that is linked from Access to a GIS program will be
automatically updated when changes are made in Access. For example, if new species
data are added under a sample area, the indices in the biodiversity index queries will
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automatically be recalculated and any linked GIS tables will be adjusted. Many GIS
programs have special functions that allow for links with Access tables and queries.
Below are step-by-step instructions on how to link tables in Access to ArcView GIS2.
As mentioned previously, ArcView GIS recognizes any fields labeled X and Y as
latitude and longitude, respectively. Tables or queries linked to the GIS program should
contain these two columns. Save the GIS Database from the CD onto the hard drive and
then find the Indices query. This query calculates the Shannon and Mg indices for each
sample area. To add the X and Y coordinates simply drag the two fields from the sample
area table above the grid (see Chapter Four for more on using queries). Switch to
datasheet view to see the change. Save the query and it is ready to be linked to ArcView
GIS.
Open the ArcView GIS project that will be linked to the Access query. From the
main window, select the project menu in the top right. Then, from the Project options,
select SQL Connect. The SQL Connect window should appear. Choose ‘MS Access 97
Database’ under ‘Connection:’ Next click on the ‘Connect’ box in the top right of the
window. A new window should appear asking for the location of the database. Select
the updated GIS Database. The Tables column of the SQL Connect window lists all of
the tables and queries in the selected database. Scroll down the list to find the Indices
query and double click on it. The Columns box to the right will display all of the
available fields in the Indices query. From the choices, double click on ‘<All Columns>’
to include every column in the query. Give the new table a name in the box adjacent to
the words Output Table. Finally, press the query button and the link is complete. The
new table will be added to the list of tables in the project and can be plotted as an event
theme.
Demonstration Activity Database
Demonstration activities are the major output of the PLEC project. Although
discrete and/or quantitative data are not the focus of these activities, a database can be
2
It is beyond the scope of this manual to discuss how to use ArcView GIS and it is assumed that the
programmer has knowledge of the ArcView GIS program.
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created to aid in the recording of these events.
Since some of the participants in
demonstration activities, as well as the sites, may be included in the Agrodiversity
Database, there are many opportunities for relationships with the agrodiversity database.
The structure of a three-table addition is shown below:
a. Participants table
This table lists all the participants in demonstration activities along with some
general information about each participant.
The last three rows represent different
demonstration activities with Yes denoting the activities in which the participant was
present.
The household column can be linked to the agrodiversity database.
The
ParticipantID is the primary key.
PartcipantID
Household
Name
Gender
Age
1
2
3
DaSilva
Santos
Almeida
Ze
Maria
Jamili
Male
35
Female 59
Female 29
Community
Activity 1
Activity 2
Activity 3
Mazagao
Mazagao
Ipixuna
YES
NO
YES
NO
YES
YES
YES
NO
NO
b. Expert farmer table
The expert farmer table provides general information about the expert farmers. A
more specific (text) description of the expertise of each expert farmer can be linked to
this table. The household column can be linked to the agrobiodiverity database. The
ExpertID is the primary key.
ExpertID
Household
Name
Gender
Age
Community
Specialty
1
2
3
Rabelo
Pinedo
Gonzalez
Jorge
Sofia
Miguel
Male
Female
Male
57
45
32
Ipixuna
Mazagao
Ipixuna
Agroforestry
YES
Forestry
NO
Inter-cropping NO
Activity 1
Activity 2
Activity 3
NO
YES
NO
NO
NO
YES
c. Activities table
Some general information about the specific activities can be recorded in the
activities table. The sample area where the demonstration took place can be linked to the
agrobiodiversity database via the Sample Area ID. The types of demonstration activities
are included as separate columns.
The date and the PLEC member recording the
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information can also be recorded here. A more specific (text) description of each activity
can be linked to this table. The ActivityID is the primary key.
ActivityID
Demonstrator
Sample
AreaID
Working
Session
Group
Disscusion
Field
Visit
Training
Session
Date
Recorder
1
2
3
Miguel
Sofia
Ze
12
24
7
YES
NO
YES
YES
YES
YES
YES
NO
YES
YES
YES
YES
5/4/00 Jaime
9/7/00 Marcio
3/31/00 Marcio
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