HDMD-Certificate-CIS-260-Course-Material

Certificate in

Healthcare Database Management and

Design

Database Management Systems

5 Credit Course

1

This work is licensed under a Creative Commons

Attribution 3.0 Unported License

Table of Contents

Course Summary ......................................................................................................... 6

Course Learning Objectives ........................................................................................ 6

Course Topics ............................................................................................................. 6

Core Materials ............................................................................................................. 7

Module 1: Database Management Systems (equivalent to 3 contact hours) ............... 9

Topics, Descriptions and Objectives ........................................................................ 9

Learning Activities/Assignments............................................................................... 9

Activity 1 – Identify Databases with Personal Information .................................. 10

Activity 2

– Ethical and Legal Boundaries of Databases ..................................... 10

Activity 3

–ONC Comp4/Unit 6 plus online IT Dictionaries. ................................ 10

Discussion Questions ............................................................................................. 11

Assessment Questions .......................................................................................... 11

Module 2: Database Administration (equivalent to 4 contact hours) .......................... 12

Topics, Descriptions and Objectives ...................................................................... 12

Learning Activities/Assignments............................................................................. 13

Activity 1 —Data Governance, Policy and Procedures Manuals ......................... 13

Activity 2 —Career and Certification Research.................................................... 14

Activity 3 —Activities in CAHIMS 9.4 Staying Current with Technology and

Industry ............................................................................................................... 14



Module 3: Data Management (equivalent to 4 contact hours) ................................... 16



Activity 1 —Data Capture, Validation, and Maintenance ..................................... 17

Activity 2

– Data Validation ................................................................................. 17

Activity 2

—Data Governance White Papers ....................................................... 18

Activity 4 —Data Dictionary Template ................................................................. 19

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Optional Resources ................................................................................................ 20


Module 4: Stakeholders & Requirements (equivalent to 3 contact hours) ................. 22



Activity 1 — O.U.R Hospital Employee Training Database - Gather Requirements

[Business, Functional, & Technical Requirements] ............................................. 23

O.U.R Hospital Employee Training Database Scenario: .................................... 24

Activity 2 – O.U.R Hospital Employee Training Database - Governance, Policies

& Procedures ...................................................................................................... 25

Activity 3 – O.U.R Hospital Employee Training Database - Data Dictionary ....... 26

Activity 4 – Activities in CAHIMS 3.3 Business, User & Technical Requirements

........................................................................................................................... 26



Module 5: Data Modeling (equivalent to 8 contact hours) .......................................... 27



Activity 1 —Data Modeling and ER Diagrams ..................................................... 29

Activity 2 – Unique Identifiers (UIDs) .................................................................. 29

Activity 3

– O.U.R Hospital Employee Training Database - Database Naming

Conventions........................................................................................................ 30

Activity 4 —Microsoft VISIO................................................................................. 30

Activity 5

– O.U.R Hospital Employee Training Database - Conceptual Model .. 31

Activity 6

—Normalization .................................................................................... 32

Activity 7 – O.U.R Hospital Employee Training Database - ER Diagram ............ 32

Activity 8 —Other Modeling Concepts ................................................................. 32

Activity 9 —Data Patterns .................................................................................... 33

Activity 10

– O.U.R Hospital Employee Training Database - Physical Diagram . 34


3





Module 6: Database Development using Microsoft Access (equivalent to 13 contact hours) ........................................................................................................................ 37



Activity 1

—Microsoft Access: Introduction/Review Materials .............................. 39

Activity 2

— Microsoft Access: Create Tables ..................................................... 41

Activity 3 – Microsoft Access – Working with Relationships ............................... 41

Activity 4 – Microsoft Access: Working with Data ............................................... 42

Activity 5 – O.U.R Hospital Employee Training Database – Build Database ....... 42

Activity 6

–O.U.R Hospital Employee Training Database – Build Queries .......... 43

[Microsoft Access: Create Queries] .................................................................... 43


Activity 7 – Microsoft Access: Create Pivot Tables & Charts .............................. 44

Activity - O.U.R Hospital Employee Training Access Database – Build Pivot

Tables & Charts .................................................................................................. 45

Activity 8 – O.U.R Hospital Employee Training Database - Build Forms [Microsoft

Access: Create Forms] ....................................................................................... 46


Activity 9 – O.U.R Hospital Employee Training Access Database – Build Reports

........................................................................................................................... 48

(Microsoft Access) .............................................................................................. 48

Activity - O.U.R Hospital Employee Training Access Database Scenario .......... 49

Activity 10

– Microsoft Access: Database Administration .................................... 51

Activity - O.U.R Hospital Employee Training Access Database

– Database

Administration ..................................................................................................... 51

Activity 11- Microsoft Access Best Practices ...................................................... 52

Activity 12 – O.U.R Hospital Employee Training Access Database - Using

Templates ........................................................................................................... 52

Activity 12

– Microsoft Access: Programming and Macros ................................. 54

4



Activity - O.U.R Hospital Employee Training Access Database

– Navigation

Forms ................................................................................................................. 55

Activity 13

– Microsoft Access: SQL .................................................................... 56



Module 7: Database Security (equivalent to 3 contact hours) .................................... 63



Activity 1 —Microsoft Access: Security ................................................................ 63

Activity - O.U.R Hospital Employee Training Access Database – Security Plan 64

Activity 2 – Activities in CAHIMS 7.1 Privacy & Security Policies & Compliance 65

Activity 3

– Activities in CAHIMS 7.3 Data and Systems Security Management 65

Activity 4

– Activities in CAHIMS 7.4 Disaster Recovery and Business Continuity

........................................................................................................................... 66



Module 8: Testing and Training (equivalent to 2 contact hours) ................................ 67



Activity 1

– Activities in CAHIMS 6.1 & 6.2 HIMS Testing and Evaluation .......... 68

Activity 2

—O.U.R Hospital Employee Training Database - Test Plan ................ 68

Activity 3 – Activities in CAHIMS 5.2 End User Training and Support ................ 68

Activity 4 —O.U.R Hospital Employee Training Database - Training Plan .......... 68


Module 9: Capstone Project (equivalent to 10 contact hours) ................................... 69



Activity 1 — Capstone Project: Nurse Rotation Database ................................... 72



Appendix A: Instructor Materials ................................................................................ 75

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Appendix B: O.U.R. Hospital Scenario ...................................................................... 77

Course Summary

Concepts and theory of relational database management systems (RDBMS) including the analysis and design of relational database systems. This is a projectbased class. Entity Relationship modeling and advanced Microsoft Access techniques, in preparation for the Microsoft Office Specialist exam, will be covered.

Course discussion and hands-on case studies in the healthcare industry with comparison to other industries, as applicable, provides practical knowledge and experience.

Course Learning Objectives

At the completion of this course the student should be able to:



Discuss database management systems and database administration.



Analyze, design, and create relational databases to meet industry and customer needs using current relational database management system software.



Identify the business rules and customer requirements to be included in the data model.



Differentiate between and create conceptual data models, logical data models and physical data models.



Normalize relationships in tables.



Use database design patterns in data modeling.



Use modeling/diagramming software to model data.



Validate, import, convert, and export data from one application to another



Create data queries that sort, filter, manipulate and calculate data



Develop effective queries, forms, reports and custom user interfaces for databases.



Discuss ethics and security issues and regulations surrounding data and databases.



Test the integrity of the database design.

Course Topics



Database Management Systems



Database Development (CAHIMS 9.4)

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

Business rules and user requirements (CAHIMS 3.3)



Entity Relationship Diagrams



Normalization



Database Design Patterns



Validate and manage data



Data Queries



Database Forms, Views and Reports



Database Security and Administration (CAHIMS 7.1, 7.3, 7.4)



Software, Data and User Testing (CAHIMS 5.2, 6.1, 6.2)



CAHIMS Addressed: 3.3, 5.2, 6.1, 6.2, 7.1, 7.3, 7.4, 9.4

Core Materials

Bellevue College, Life Science Informatics Center, & Healthcare Information and

Management Systems Society. (2013). CAHIMS Exam Preparation Course . Retrieved from https://www.nterlearning.org/web/guest/course-details?cid=912

Microsoft Office Support,

“Resources for learning Access 2010”, Access training on

Office.com,, http://office.microsoft.com/en-us/access-help/resources-for-learningaccess-2010-HA010341956.aspx?CTT=1 , 03/19/2013

Microsoft Access 2010, “Download Office 2010 training”, http://office.microsoft.com/enus/support/download-office-2010-training-HA101901726.aspx?CTT=1 , (free, downloadable, customizable PowerPoint versions)

Moran, Donna. "Database Management Systems Lectures." Health Information

Technology. Pierce College, Puyallup. 22 Apr. 2013. [Insert URL once Bellevue College uploads materials]

Moran, Donna. "O.U.R. Hospital Case Study PowerPoint." Health Information

Technology. Pierce College, Puyallup. 22 Apr. 2013. [Insert URL once Bellevue

College uploads materials]

O.U.R. Hospital Training Database scenario is a database for scheduling and tracking training courses for hospital’s employees.

This scenario will be developed week by week along with corresponding lecture topics resulting in documentation, models, and an Access database. Instructor can scope the project up or down depending on course time constraints. This

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can be a classroom example, a small team project as they learn each skill, or an individual homework assignment. Activities are detailed in the O.U.R. Hospital

Training Case PowerPoint slides as well as in the corresponding modules in this document.

Moran, Donna. "O.U.R. Hospital Training Requirements Document." Health Information

Technology. Pierce College, Puyallup. 22 Apr. 2013. [Insert URL once Bellevue

College uploads materials]

This is a sample Business/Technical Requirements document for student use in the O.U.R. Hospital Training Database scenario.

National Workflow Center for Emerging Technologies. “College Curriculum: Database

Administration Curriculum.”

Building a Foundation for Tomorrow: Tools & Frameworks .

Bellevue, WA: Bellevue Community College, 1997.

Office of the National Coordinator for Health Information Technology (ONC) (2012,

March). Health IT workforce curriculum: National training and dissemination center .

Retrieved from http://onc-ntdc.info/



8

Module 1: Database Management Systems (equivalent to 3 contact hours)

Topics, Descriptions and Objectives



Database management systems

Module Description: Definition of databases and relational database management systems (RDBMS).

Objectives Material (Lecture/article/video/web resources/textbook and pages) – Please include proper citation for resource

1. Discuss database management systems and database administration.

Lecture 1- Define and Discuss Databases and Database

Management Systems (DBMS)

Moran, Donna. Database Management Systems, Module

1, Lecture 1.

2. Analyze, design, and create relational databases to meet industry and customer needs using current relational database management system software.

Lecture 2 - Demo computer software - Demo and discuss

Microsoft Access 2010 (and earlier version) templates

(from within the software and from Microsoft online) as examples of databases meeting industry and customer needs.

Demo the Northwind database (from Sample Templates within Access 2010) as an example of a database populated with data.

Learning Activities/Assignments

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Activity 1

– Identify Databases with Personal Information

Have student list all the databases that might contain information about him/her.

Discuss with other students to generate a “more comprehensive” list. (Example: IRS, school, library, doctor’s office, hospital, Telephone Company, banks, credit card companies, email companies, cable company, utilities, police, FBI, magazine company, etc.). Have student groups report out.

Activity 2 – Ethical and Legal Boundaries of Databases

Students read the following news article by Stephanie Simon, that talks about the release of a new educational database that “already holds files on millions of children identified by name, address and sometimes social security number.

Learning disabilities are documented, test scores recorded, attendance noted. In some cases, the database tracks student hobbies, career goals, attitudes toward school - even homework completion.”

Simon, Stephanie. "K-12 Student Database Jazzes Tech Startups, Spooks Parents."

Reuters . Thomson Reuters, 03 Mar. 2013. Web. 22 Mar. 2013. http://www.reuters.com/article/2013/03/03/us-education-databaseidUSBRE92204W20130303

Discussion Questions: a. Where should the legal/ethical boundaries be?

Where should companies’ rights to information start and personal boundaries stop? b. Do you think these parents understood their children’s information would be used this way? What was their responsibility in protecting or providing this information?

Activity 3 –ONC Comp4/Unit 6 plus online IT Dictionaries.

This is a review and continuance of the classroom lectures.

Download and watch the ONC Comp4/Unit6 Lectures A and D from the following website http://onc-ntdc.info/units/7 :

Objectives:

• Define and describe the purpose of databases (ONC Comp4/Unit6 Lecture A)

• Define a relational database (ONC Comp4/Unit6 Lecture A)

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• Examine the structure of a healthcare database component (ONC Comp4/Unit6

Lectures D)

Find online IT dictionary to look up terms not defined or unclear in the ONC presentation

(Teaching goal: students build “toolkit” of online resources and get in the habit of looking up IT terms they don’t understand.) Students explain the following terms based on their IT dictionary lookup:

• data redundancy and inconsistency

• genomic data

• Parse, Parsed, Parsing

• file editing

• data analysis and manipulation

• relational database

• relationships between data elements

Examples of online IT dictionaries for this activity.

"Gartner IT Glossary." Gartner IT Glossary . 26 Apr. 2013 http://www.gartner.com/itglossary/ .

"Technology Dictionary." Techopedia

– IT Dictionary for Computer Terms and Tech

Definitions . 26 Apr. 2013 http://www.techopedia.com/it-dictionary .

"Webopedia: Online Computer Dictionary for Computer and Internet Terms and

Definitions." Webopedia . 26 Apr. 2013 http://www.webopedia.com/ .

Discussion Questions

Discussion Question 1: What limitations/restrictions/regulations do you think should exist to you being included on a “database”? How do you get on one and how do you get off? (Activity 2)

Discussion Question 2: How is the VistA database different than the Access templates or or Microsoft Northwind sample database? What are some similarities? (ONC

Comp4/Unit6 Lecture D)

Discussion Question 3: Why is reducing data redundancy important? Why could it be critical in a healthcare environment? (ONC Comp4/Unit6 Lecture A)

Assessment Questions

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1. How is a database different from a DBMS? a. A database is smaller than a DBMS. b. A DBMS doesn’t include tools for administration or maintenance, a database does. c. A database is relational, a DBMS is not. d. A database doesn’t include tools for administration and maintenance, a

DBMS does.*

Feedback: Correct answer D. Information on this topic can be found in presentation slides Module 1 Lecture 1.

Objective to which this item maps: Module 1, Objective 1

2. Databases management systems provide varied structures and design, including: a. Relational Database Management System (RDBMS) b. Object Relational Database Management System (ORDBMS) c. Object Oriented Database Management System (OODBMS) d. All of the above *



Module 2: Database Administration (equivalent to 4 contact hours)







Business rules and user requirements



Database Security and Administration

Module Description: An examination of database administration and the role of the database administrator, including IT career paths in database administration, data analysis, and database development.


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Lecture 1

– Database Administration


2, Lecture 1.

Lecture 3 – Database Career Paths and Certifications


2, Lecture 3.

Lecture 2 –Governance, Policies, and Procedures



2, Lecture 2.

Lecture 4- CAHIMS 9.4 – Staying Current with

Technology and Industry


Activity 1 —Data Governance, Policy and Procedures Manuals

Have student do an internet search for business examples of Data Governance, Policy and Procedures Manuals. Many colleges, public institutions and government agencies have theirs online. Students create their own blank templates based on ideas from these online manuals and from ideas generated from Activity 1 to use later in this course and next courses.

Good online examples to share with students of policy versus procedure manuals:

"Policy vs. Procedure: A Guideline." Organizing Principles and Guidelines . 26

Apr. 2013 http://policy.calpoly.edu/cappolicy.htm

.

Another example showing a SQL Server Policy and Procedure:

13



Robidoux, Greg. "Defining and Establishing SQL Server Policies and

Procedures." Defining and Establishing SQL Server Policies and Procedures .

Edgewood Solutions, LLC, 9 Aug. 2007. Web. 19 Apr. 2013. http://www.mssqltips.com/sqlservertip/1305/defining-and-establishing-sql-serverpolicies-and-procedures/ .

Activity 2 —Career and Certification Research

Time permitting – Small group work otherwise as homework and discuss next class:

Students do an internet occupation search on “database administrator”, “data analyst”, and “database developer”. In their research, students should address the following questions: What do they “do”? What are current salary ranges, skills needed, certifications and training needed, job outlook for your area? Discuss this database degree and certification training/preparation embedded throughout – CAHIMS, Microsoft

MOS - ACCESS, Microsoft MTA – Database, and Microsoft SQL Server MSCA

Website Examples:

“Occupational Outlook Handbook : U.S. Bureau of Labor Statistics." U.S. Bureau of Labor Statistics . U.S. Bureau of Labor Statistics, n.d. Web. 26 Apr. 2013. http://www.bls.gov/ooh/ .

"Database administration and automation." Wikipedia . 22 Apr. 2013. Wikimedia

Foundation. 26 Apr. 2013 http://en.wikipedia.org/wiki/Database_administration_and_automation .

"Database administrator." Wikipedia . 19 Apr. 2013. Wikimedia Foundation. 26

Apr. 2013 http://en.wikipedia.org/wiki/Database_administrator .

"WOIS/The Career Information System." WOIS/The Career Information System .

26 Apr. 2013 http://www.wois.org/use/occs/viewer.cfm?occnum=100057 (or your own state occupation information system)

Activity 3 —Activities in CAHIMS 9.4 Staying Current with Technology and

Industry

Students will complete required readings and exercises for CAHIMS 9.4 lessons.


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Discussion Question 1: from ONC Comp4/Unit6/Lecture D, what is “administered”, what kinds of policies and procedures might be needed, how would governance be used?

Why are these important? [ Note to instructor: this content will be developed over several courses. Keep it simple for now – get the students to realize that these topics must be evaluated for any database development.]

Discussion Question 2: What Laws and Regulations do you as a student know that could impact data governance? What impact do you think they might have? [If the students need an idea to get started, name some students will be familiar with such as

HIPAA and FERPA.] (Laws and regulations will be discussed in more detail in

BTECH257 and CIS280.)

Discussion Question 3: Which career path in the database field interests you based on your research? Why?


1. Database Administration includes a. Establish and maintain sound backup and recovery policies and procedures. b. Implement and maintain database security c. Setup and maintain documentation and standards. d. All of the above*

Feedback: Correct answer D. Information on this topic can be found in presentation slides Module 2, Lecture 1.


2. Rules or methods addressing day to day operations are detailed in which manual? a. Governance b. Policies c. Procedures*

Feedback: Correct answer C. Information on this topic can be found in presentation slides Module 2, Lecture 2.


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3. (T/F) Database administrator is a potential career path for an individual completing the HIT degree program. (T)

Feedback: Correct answer T. Information on this topic can be found in presentation slides Module 2 Lecture 3.


4. [Insert CAHIMS 9.4 questions for module 2, objective 2]

Module 3: Data Management (equivalent to 4 contact hours)













Software, Data and User Testing

Module Description: Overview of the data management functions to include managing import, convert, and export data from one application to another; backup, archive, and restore data; validating and verifying data; analyze data/information for accuracy and consistency. Discussion on Data Management in the b usiness’s Governance, Policies and Procedures and the purpose of the Data Dictionary.



Lecture 1 – What is Data Management?


3, Lecture 1.

2. Discuss ethics and security issues and regulations surrounding data and databases.

Lecture 2 – Data Governance


3, Lecture 2.

3. Validate, import, convert, and export

Lecture 3

–Data Validation

16



data from one application to another


3, Lecture 3.

4. Identify the business rules and customer requirements to be included in the data model.

Lecture 4

– The Data Dictionary


3, Lecture 4.


Activity 1 —Data Capture, Validation, and Maintenance

Students read and discuss:

AHIMA. "HIM Functions in Healthcare Quality and Patient Safety. Appendix C:

HIM’s Role in Data Capture, Validation, and Maintenance." Journal of AHIMA 82, no.8 (Aug 2011): expanded online version. http://library.ahima.org/xpedio/idcplg?IdcService=GET_HIGHLIGHT_INFO&Quer yText=xPublishSite+%3csubstring%3e+%60BoK%60+%3cAND%3e+%28xCateg ory+%3csubstring%3e+%60Health+Records+Management%60+%3cAND%3e+x

Subject+%3csubstring%3e+%60Data+Management%60%29&SortField=xPubDa te&SortOrder=Desc&dDocName=bok1_049164&HighlightType=HtmlHighlight&d

WebExtension=hcsp

Discussion Questions: IT and the business owners both have important roles in capturing, validating, and maintaining the organization’s data. What are the responsibilities of the IT department? What are the responsibilities of the data owner, in this case, HIM professionals?

Activity 2

– Data Validation

Instructor brings in copies of forms and reports students would have familiarity – credit card applications, college registration form, college application, patient intake form from a doctor’s office, example of an electric bill or telephone bill, etc. Distribute two examples to small teams (2-3 students). Students identify the data elements from the form and the report, and discuss the types of validation they believe is needed (or would

17



have been needed to feed data to a report). Students create examples of constraints and error messages needed. Discuss team result variations as a class. [To Instructor: help students understand that analyzing current forms and reports assists with new development.]

Potential Homework: Give the class another form so students can analyze and document individually and create examples of constraints and error messages needed.

Students will compare their examples with those of their classmates.

Activity 2

—Data Governance White Papers

Students divide into small teams, read, discuss, and then report out key facts to the class. Have teams peer review the templates they created in Activity 1. Discussion

Questions: What was missing based on these white papers? What might be confusing o r unclear to the peer reviewers if they were to use the other team members’ templates instead of their own? Using the team feedback, students update their own templates.

Two articles from IBM on data governance.

"Six easy steps for smart governance", IBM Software, IBM Corporation, June

2010, Web, 19 Mar. 2013 https://www.attevo.com/files/4813/1680/8669/Six-Steps-to-Data-Governance-

Whitepaper.pdf

“The IBM Data Governance Council Maturity Model: Building a roadmap for effective data governance”, IBM Corporation, Oct. 2007. Web. 19 Apr. 2013. https://www-

935.ibm.com/services/uk/cio/pdf/leverage_wp_data_gov_council_maturity_model

.pdf

An article on the importance of data governance from a healthcare enterprise records manager.

Nunn, Sandra. "Driving Compliance through Data Governance" Journal of

AHIMA 80, no.3 (March 2009): 50-51. http://library.ahima.org/xpedio/groups/public/documents/ahima/bok1_042957.hcs

p?dDocName=bok1_042957

Six free, downloadable whitepapers from Microsoft on Data Governance.

18



"A Guide to Data Governance for Privacy, Confidentiality, and Compliance."

Microsoft Download Center . Microsoft Corporation, 29 Sept. 2010. Web. 19 Apr.

2013. http://www.microsoft.com/en-us/download/details.aspx?id=10985 .

The Data Governance Framework articles:

Thomas, Gwen. "The DGI Data Governance Framework." Whitepapers and

Downloads from The Data Governance Institute , n.d. Web. 19 Apr. 2013. http://www.datagovernance.com/whitepaper_abstracts.html

.

Varieties of data governance:

Thomas, Gwen. "’Flavors’ of Data Governance." Whitepapers and Downloads from The Data Governance Institute . n.d. Web. 19 Apr. 2013. http://www.datagovernance.com/whitepaper_abstracts.html

.

Discussion Questions: Which “flavors” would healthcare need? How? Why? [Students should be able to give examples to justify all of the flavors when thinking about the whole healthcare industry.]

Remind students that learning how to build and maintain databases is only part of the database admin istrator’s job. Without good data, a working database has no value.

Activity 4 —Data Dictionary Template

Students read:

AHIMA. "Managing a Data Dictionary." Journal of AHIMA 83, no.1 (January 2012):

48-52. http://library.ahima.org/xpedio/groups/public/documents/ahima/bok1_049331.hcsp?d

DocName=bok1_049331 .

“This practice brief describes common data inconsistencies found within healthcare organizations' systems, defines the data dictionary and its associated data management challenges, and outlines the HIM role in maintaining data integrity.

”

Students do online research for example data dictionaries and/or data dictionary templates. Discuss the types of information included in their findings. Create a template based on learnings from the article and from their online research. This template will be used later in this course and in subsequent courses. Not all content would be needed in each IT project, but this template will evolve to be their own career resource.

19




1. Discussion Question 1: Why is it important to include stakeholders in the development of the data dictionary? (Relates to Activity 2 and 4)

2. Discussion Question 2: Describe the problems you can envision if the data dictionary is not kept up-to-date or easily available to all stakeholders. (Relates to Activity 3 and 4)

Optional Resources

For instructors who are AHIMA members:

“Guidelines for Developing a Data Dictionary”, AHIMA e-HIM Work Group on EHR Data

Content, AHIMA Practice Brief, AHIMA Journal, AHIMA E-HIM Task Force Report,

2/2/06

“This practice brief is made available for historical purposes only. “

“Data Dictionary Standardization in a Single or Multi-Hospital System”, Rynberg, Sally,

AHIMA Convention, 10/15/04

“The creation of a standardized data dictionary is absolutely crucial effective patient care along with sound administrative processes. Ideas for standardizing data elements and creating standardized a data dictionary within a facility are discussed.

”

For all instructors:

Microsoft Access 2010 data validation.

"Restrict Data Input by Using a Validation Rule." - Access . Microsoft Corporation,

2013. Web. 19 Apr. 2013. http://office.microsoft.com/en-us/access-help/restrictdata-input-by-using-a-validation-rule-HA010341586.aspx

.

Lists of common data validations.

"Data Validation." Wikipedia . Wikimedia Foundation, 04 Dec. 2013. Web. 19 Apr.

2013. http://en.wikipedia.org/wiki/Data_validation .

Using Microsoft Access Documenter to prepare database documentation.

20



"Document and Print Your Database Design." - Access . Microsoft Corporation, n.d. Web. 19 Apr. 2013. http://office.microsoft.com/en-us/access-help/documentand-print-your-database-design-HA010270668.aspx

.

Data Governance resources from the Data Governance Institute at datagovernance.com:

“How to Use the DGI Data Governance Framework to Configure Your Program

(PDF)." Whitepapers and Downloads from The Data Governance Institute . The

Data Governance Institute, LLC, n.d. Web. 19 Apr. 2013. http://www.datagovernance.com/whitepaper_abstracts.html

“11x17 DGI Framework Poster Color (PDF)."

Whitepapers and Downloads from

The Data Governance Institute . The Data Governance Institute, LLC, n.d. Web.

19 Apr. 2013. http://www.datagovernance.com/11x17_DGI_framework_poster_color.pdf

“Download the DGI Data Governance Framework (PDF)." Whitepapers and

Downloads from The Data Governance Institute . The Data Governance Institute,

LLC, n.d. Web. 19 Apr. 2013. http://www.datagovernance.com/dgi_framework.pdf

.


1. In order for an organization to have successful business continuity and effective data recovery, their business and IT managers need to be able to succinctly answer the question: a. How would your customers be served through the HIT system? b.

What is the value of your organization’s data?* c. How does your organization utilize information? d. What are your organization’s procedures to secure data?

Feedback: Correct answer B. Information on this topic can be found in presentation slides Module 3 Lecture 1, http://www.technologyexecutivesclub.com/Articles/management/artBusinessValu eofData.php


21



2. Data Governance is an approach public and private entities can use to organize one or more aspects of their data management efforts, including: a. Business Intelligence (BI) * b. Data collection procedures (DCP) c. Revision management (RM) d. Total quality management (TQM)

Feedback: Correct answer A. Information on this topic can be found in presentation slides Module 3 Lecture 2, http://www.microsoft.com/enus/download/details.aspx?id=10985


3. (T/F) Normalization is the process of ensuring data entered falls within accepted boundaries of the application collecting the data. (F)

Feedback: Correct answer F. Information on this topic can be found in presentation slides Module 3 Lecture 3, http://www.webopedia.com/TERM/V/validation.html


4. The data dictionary is useful for several reasons, including: a. Limit liability for disaster recovery (LA/DR) b. For systems optimization* c. To eliminate the need for authoritative sourcing d. To maintain the disparate elements of data

Feedback: Correct answer B. Information on this topic can be found in presentation slides Module 3 Lecture 4, http://www.informit.com/guides/content.aspx?g=sqlserver&seqNum=382


Module 4: Stakeholders & Requirements (equivalent to 3 contact hours)





22



Module Description: An introduction to working with users to gather requirements.

Objectives Material (Lecture/article/video/web resources/textbook and pages)

– Please include proper citation for resource


Lecture1 - Business, Functional, and Technical

Requirements


4, Lecture 1.

Lecture 2 – CAHIMS 3.3 Business, User and Technical

Requirements


Activity 1

— O.U.R Hospital Employee Training Database - Gather

Requirements [Business, Functional, & Technical Requirements]

Students read the following online articles before attempting the O.U.R Hospital scenario listed below:

Pedersen, Martin G. "Top 10 Writing Good Requirements Tips." Top 10 Writing

Good Requirements Tips . RequirementOne Inc., 15 Jan. 2012. Web. 18 Mar.

2013. http://www.requirementone.com/Blog/2012/01/15/Top-10-Writing-goodrequirements-tips .

Stroud, J. DeLayne. "Business Requirements Document: A High-level Review."

ISixSigma . ISixSigma, 26 Feb. 2010. Web. 25 Mar. 2013. http://www.isixsigma.com/implementation/project-selection-tracking/businessrequirements-document-high-level-review/ .

"Requirements Document." New Mexico Human Services Department . 4 Nov.

2010. Centers for Medicare & Medicaid Services. 26 Apr. 2013 http://www.hsd.state.nm.us/pdf/hcr/HIX/CMS%20Requirements%20Document.pd

f .

23



O.U.R Hospital Employee Training Database Scenario:

“You’ve been tasked to create an Access database to be used for scheduling and tracking training courses for your hospital’s employees.

Along with HIPAA training for new employees, and CPR/1st Aid certification and re-certification courses for all employees, you also need to schedule training on the new Electronic Medical Records (EMR) system that is being implemented.

While all employees will be trained, they don’t all take the same EMR training modules.”

Whole class or small team discussion; students will individually add results to their O.U.R Hospital Training Requirements Document.docx. Instructor may grade as individual or small team assignments.

[ Note to instructor: the analysis and design for this project is oversimplified as this is the first course in the certificate sequence. Discuss with students and track ideas on the board, but for more complex ideas, let the students know that they will learn more skills in the next courses .This is an iterative process as we will find in the next course – Business Analysis. ALSO, let them know as they work through the O.U.R

Hospital Employee Training Database scenario, that they will repeat the steps again independently in another scenario at the end of the course.]

Discussion Questions:

Based on the scenario, what are we being tasked to create? Break it into specific bullets.

Who are the stakeholders? How might the project seem to change as you talk to the various stakeholders? Take each stakeholder identified and see how they might want something different or more/less complex. (Examples: training manager wants a master report showing all courses for the month and enrollments; floor supervisors, want a report showing who and when just their staff will be in training and unavailable; individual employees want their course title, day, time, and place.)

As you drill down into details, more questions are raised and you must go back to the stakeholders to refine.

Note to instructor: Be sure the following answers are solicited from the students. We will use the following “answers” as we develop this case:

Problem Statement and Deliverables

24



Create an Access database for the training department to use for scheduling and tracking training courses for the hospital’s employees.

1. Schedule courses & instructors & locations

1. Identify who needs training

2. Schedule attendees

3. Track delivery of training courses (change from scheduled to completed)

4. Track who attended

5. Update completed training by attendee

6. Create weekly schedule reports for Training management, class list for instructor, course date/location for employee, list of employees still needing training for this year and type of training

Stakeholders:

1. Training management

2. Instructors

3. Employees

4. Hospital Administration

Ask students to divide into teams representing the different stakeholder groups.

Students discuss and identify their needs related to the employee training, then report to the group. (As example, the Hospital Administration group said they would like to know which courses were offered quarterly and how many students were served. They would also like to know how many employees still need training, by course. They are looking at it from a compliance perspective.) Use this information to students build a simple Requirements Document to accompany the scenario. The example template, O.U.R Hospital Training Requirements Document.docx, is included with the Instructor Notes.

Activity 2

– O.U.R Hospital Employee Training Database - Governance,

Policies & Procedures

Students will add results to their OUR Hospital Training Requirements Document.docx

What would be the Governance requirement(s) that would prompt the need for the database, and therefore, provide management and funding support for its development?

Remember “governance” asks “why we must do this”. How would those Governance statements be brought down to policy level and procedure level statements?

25



(Have the students help create governance, policy, and procedure statements around

HIPAA, CPR/1 st Aid training for all employees and EMR training and include these in the

Requirements Document as Background information.)

(Example:

Governance: O.U.R. Hospital and its employees will comply with all federal

HIPAA requirements.

Policy: All O.U.R. Hospital Employees will attend HIPAA training within one week of employment.

Procedure: HR will notify Training of all new hires prior to their start date so that they can be scheduled for HIPAA training during their first week of employment. )

Discussion: how does the Governance, Policies, and Procedures shape the database Business Requirements? Do we need to add/subtract anything from our

Requirements Document? (Example – business requirement “ HIPAA training within one week of hire ”.)

Activity 3

– O.U.R Hospital Employee Training Database - Data Dictionary

It is important to start building/utilizing a data dictionary from the start of the project. It helps to minimize conflicting meanings of terms with all the stakeholders, to minimize different data types being used for the same information in parallel IT projects, and becomes a common, shared location to document constraints as they are discovered.

For this course, the Data Dictionary is included in the Requirements Document.

Based on the O.U.R. Hospital Training Database scenario, what data will we need to collect in our database? Using the Data Dictionary template students build in Module

3 Activity 4:

1. List each data element that is known at this time

2. Define each data element

3. Determine the data type

4. Determine the field constraints and messages

5. Determine the data validation requirements

Activity 4 – Activities in CAHIMS 3.3 Business, User & Technical Requirements


26




1. Discussion Question 1: Discuss building a relationship with Stakeholders. Read

“Advice for IT Support in working with End Users”, http://www.try2stop.us/it/post/advice-it-support-working-end-users , 04/08/13.

Remember your experiences as a customer needing service/support from a business (doesn’t need to be an IT experience), what do you think is missing from this list?


1. When developing your business functional and technical requirements for a database, important stakeholders who need to be part of the process include: a. People needed to implement the product* b. Sales representatives from competing DBMS companies c. Textbook publishers d. All of the above

Feedback: Correct answer A. Information on this topic can be found in presentation slides Module 4 Lecture 1.



Module 5: Data Modeling (equivalent to 8 contact hours)




Database Development









Normalization




Module Description: A review of database terminology such as tables, forms and reports plus design concepts including normalization. An introduction to Microsoft

27



Access 2010 software navigation. [At the time of the development of this course

Access 2013 online training materials were not available].



1. Differentiate and create conceptual data models, logical data models and physical data models.

Lecture 1 – Data Modeling

Moran, Donna. Database Management Systems,

Module 5, Lecture 1.

Lecture 2 – Entity Relationship Modeling


Module 5, Lecture 2

2. Use modeling/diagramming software to model data.

Lecture 3 – Introduction to Microsoft VISIO



3. Normalize relationships in tables.

Lecture 4 – Normalization



Lecture 5 – Other Modeling Concepts

4. Use database design patterns in data modeling.



Lecture 6 – Data Patterns



28




Activity 1 —Data Modeling and ER Diagrams

What kinds of models do they use or have they seen? Why develop or use models instead of the real object? (Developing right in the database?)

Students look around the room and name all the nouns/entities that could be collected in a database. Good time to start them thinking about the difference between a “chair” as data versus a Chair as an entity. And will Chair as an entity restrict the business growth? What if they want to add production of ottomans? Does the database need to be redesigned then? Would Furniture be better? Discuss options.

Activity: Internet search for E-R diagram images. Let students take turns practicing

“reading” them aloud to another student. Some are too “advanced” for the students at this point; might be best to hand select a few.

Microsoft and Oracle Examples (complex, but GREAT for show and tell!!):

Activity 2

– Unique Identifiers (UIDs)

Discuss the following online article about 20 million Americans sharing the same Social

Security Numbers and the impact of that on database UIDs.

"20 Million Americans Have Multiple Social Security Numbers Associated With

Their Name." ID Analytics-20 Million Americans Have Multiple Social Security

Numbers Associated With Their Name . ID Analytics, Inc., 11 Aug. 2010. Web. 19

Apr. 2013. http://www.idanalytics.com/news-and-events/news-releases/2010/8-

11-2010.php

.

AdventureWorks 2008 OLTP Schema . 2008. Diagram. Web. 30 May 2013. http://merc.tv/img/fig/AdventureWorks2008.gif

Microsoft Northwind Schema . 2008. Diagram. Web. 30 May 2013. http://merc.tv/img/fig/AdventureWorks2008.gif

Oracle. Oracle Retail Data Model Reference . 10g Release 2 (10.2). Redwood

City, CA: Oracle USA, 2009. Web. 30 May 2013. http://docs.oracle.com/cd/B19306_01/bi.102/e10084.pdf

29



Activity 3

– O.U.R Hospital Employee Training Database - Database Naming

Conventions

There are a variety of naming conventions and even variations between businesses with arguments on all sides. The first thing you should do as a new database employee is find out the naming conventions used by your company. The most important thing is to label so that your informed Stakeholders could understand the diagrams (at least at the conceptual level), and to not use something that may cause problems over time such as special characters or spaces.

Here are some links to explore the variety:

"Database Design and Naming Conventions." CodeProject . CodeProject. 26 Apr. 2013 http://www.codeproject.com/Articles/232457/Database-Design-and-Naming-

Conventions

"Database Naming Rules." About.com Databases . 26 Apr. 2013 http://databases.about.com/od/specificproducts/a/Database-Naming-Rules.htm

"What naming convention should I use in my database?" ASPFAQ 26 Apr. 2013 http://databases.aspfaq.com/database/what-naming-convention-should-i-use-in-mydatabase.html

"Enforce SQL Server Database Naming Conventions Using Policy Based

Management." MSSQLtips . 26 Apr. 2013 http://www.mssqltips.com/sqlservertip/2298/enforce-sql-server-database-namingconventions-using-policy-based-management/

Individual work; students will add results to their OUR Hospital Training Requirements

Document.docx

Have each student decide on the Access database naming conventions he/she will use for the O.U.R Hospital scenario, then document it as part of the Procedures manual attached to their Requirements document.

Activity 4 —Microsoft VISIO

Demo “Get to know VISIO”, and “Create a Database Model”.

"Get to Know Visio." Practice . Microsoft Corporation, 2013. Web. 19 Apr. 2013. http://office.microsoft.com/en-us/visio-help/get-to-know-visio-

RZ001126777.aspx?section=11

30



"Create a Database Model (also Known as Entity Relationship Diagram)." - Visio .

Microsoft Corporation, n.d. Web. 19 Apr. 2013. http://office.microsoft.com/enus/visio-help/create-a-database-model-also-known-as-entity-relationship-diagram-

HA010115477.aspx

.

Use these other VISIO links as class or homework depending on available time.

"Download Office 2010 Training." - Access . Microsoft Corporation, n.d. Web. 19 Apr.

2013. http://office.microsoft.com/en-us/access-help/download-office-2010-training-

HA101901726.aspx?CTT=1 .

"Make the Switch to Visio 2013." - Support . Microsoft Corporation, n.d. Web. 19 Apr.

2013. http://office.microsoft.com/en-us/support/make-the-switch-to-visio-2013-

RZ102925050.aspx?CTT=5 .

"Visio 2007 Training Courses." - Visio . Microsoft Corporation, n.d. Web. 19 Apr.

2013. http://office.microsoft.com/en-us/visio-help/visio-2007-training-courses-

HA010214368.aspx?CTT=1 .

Activity: Students recreate a small database model (can find samples using Google

Images or from www.databaseanswers.org) so they can practice adding entities, attributes, PK, FK, cardinality, optionality and relationships. Be sure to point out

“Database, Display Options” in the menu for setting display options such as relationships and crow’s feet.

Activity 5 – O.U.R Hospital Employee Training Database - Conceptual Model

Individual work; students will add results to their O.U.R Hospital Training Requirements

Document.docx

Based on the O.U.R. Hospital Training Database scenario, use Microsoft VISIO to:

• Diagram the tables

• Add fields to the tables and data types

• Add primary keys

Note to instructor: Be sure to check the database options settings in VISIO before beginning to diagram

(crow’s foot, relationship lines, and optionality)

31



Activity 6

—Normalization

Bring student applications and/or registration forms from your college; in small teams (2-

3 students), students diagram and normalize. Since they registered for your class, they will usually comprehend this example as a starting point in developing their modeling skills.

Follow up this college forms example by asking students to relate this to the patient intake forms at a clinic or an Urgent Care facility. Bring in examples (some can be found online through various medical clinics) and students diagram and normalize.

Emphasize that one form does not represent all the data in a database and this activity is only for modeling skill building.

More complex Healthcare normalized examples for discussion can be seen at www.databaseanswers.org

Homework: (This is listed as an Access 2003 online training module, but contains modeling and normalization. It also includes hands on practice and self-tests for review of these concepts.)

"Table that data." Office Support - Access . 26 Apr. 2013 http://office.microsoft.com/en-us/access-help/overview-

RZ006149432.aspx?section=1 .

Activity 7 – O.U.R Hospital Employee Training Database - ER Diagram


Document.docx

Based on the O.U.R. Hospital Training Database scenario, expand the Microsoft VISIO diagram to:



Add relationships between tables and label with relationship verbs.



Normalize to 3NF

Activity 8

—Other Modeling Concepts

The IT field changes faster than books can keep up. IT professionals therefore learn from each other through blogs, webinars, conferences, and following leaders specializing in the different topic areas. Use the following two blogs as examples of online research of database practitioner’s learnings and best practices.

32



*Good article differentiating a lookup table from a reference table.

Kramek, Andy. "Modeling Lookup Tables." FoxiteCOM Community Weblog Andy

Kramek . N.p., 10 May 2009. Web. 16 Apr. 2013. http://weblogs.foxite.com/andykramek/2009/05/10/modeling-lookup-tables .

Also

"Why use an int as a lookup table's primary key?" Stack Exchange - Database

Administrators . 26 Apr. 2013 http://dba.stackexchange.com/questions/1910/why-usean-int-as-a-lookup-tables-primary-key .

Students pick a topic covered on database modeling that is unclear for them and do an internet search for a clearer explanation or a best practice of that topic. Discuss how they found the information (key words used), how they screened through the various findings, how reliable they feel the information is that they found. This can be a written homework assignment.

Activity 9 —Data Patterns

Discuss different templates/patterns in everyday life

– what is a template/pattern? Give examples? Why use templates/patterns? How helpful? How can they constrain?

(examples: Word or Excel templates, painting/stenciling templates; clothing patterns, cookie cutters, etc)

Data patterns exist for database models. Discuss, show examples, how would they be helpful, how would they constrain? At the simplest level, Microsoft templates provide the same benefits/limitations

– this might be an example the students can relate. Now imagine a “template” for a hospital? Or a retail company? This is the idea behind data patterns. [ Note to instructor: This idea will be revisited later when Microsoft Access templates are discussed.]

Hospital data models can be found in:

Silverston, Len. The Data Model Resource Book: A Library of Universal Data Models by

Industry Types , Revised Edition, Volume 2. John Wiley & Sons. 2001.

“Universal Data Models With Len Silverston.” Dir. EmbarcaderoTechNet. Perf. Len

Silverston.

YouTube . 24 Mar. 2010. 26 Apr. 2013 http://www.youtube.com/watch?v=D5Rgpl6humE .

33



Activity 10

– O.U.R Hospital Employee Training Database - Physical

Diagram


Document.docx

What database design patterns would be helpful?

Based on the O.U.R. Hospital Training Database scenario, expand the Microsoft VISIO diagram to:

1. Resolve many-to-many relationships

2. Add Cardinality

3. Add Optionality


Discussion Question 1: Should we create a PatientID for the Patient table or use something that exists already such as SSN for Patient? [ Note to instructor: Use this as an opening for discussion of confidentiality]. Should SSN be used for PatientID? Also some things aren’t as unique as we think. Could we use home phone number for

PatientID – (No, other family members use the same phone number, phone numbers change, etc.)


See other examples in:

Hay, David C. "Advanced Data Model Patterns." Advanced Data Model Patterns .

Essential Strategies, Inc., 1997. Web. 22 Apr. 2013.

<http://www.essentialstrategies.com/publications/modeling/advanceddm.htm>.

Using data model patterns for rapid applications development

Hay, David C. "Using data model patterns for rapid applications development." Essential

Strategies Inc.

http://www.essentialstrategies.com/documents/patterns.pdf

.

See also

34



Silverston, Len, and Paul Agnew. "What are Universal Patterns for Data

Modeling?" Universal Data Models . 11 Feb. 2009. Universal Data Models, LLC. http://universaldatamodels.com/Portals/9/udm_Publications_Article_Universal_Patternsf orDataModeling_Beye_Newsletter.pdf

.


1. The _______________ model follows formal database design rules documenting the comprehensive business information requirements in a consistent and accurate format. a. Conceptual Model b. Logical Model* c. Physical Model d. Procedural Model

Feedback: Correct answer B. Information on this topic can be found in presentation slides Module 5 Lecture 1, http://pic.dhe.ibm.com/infocenter/dzichelp/v2r2/index.jsp?topic=%2Fcom.ibm.db2

z10.doc.intro%2Fsrc%2Ftpc%2Fdb2z_datamodeling.htm


2. In documenting relationships, you show how one piece of data interacts with another piece of data by drawing a line and labeling the line with a

________ to describe the relationship. a. Adverb b. Adjective c. Noun d. Verb*



35



3. (T/F) Microsoft VISIO is a proprietary diagramming software package providing the user the ability to create an Entity Relationship database model. (T)

Feedback: Correct answer T. Information on this topic can be found in presentation slides Module 5 Lecture 3, http://office.microsoft.com/en-us/visiohelp/create-a-database-model-also-known-as-entity-relationship-diagram-

HA010115477.aspx


4. One of the rules for Second Normal Form (2NF) is: a. Create additional fields in records for sets of values applying to multiple tables b. Create multiple keys in a record for relating to multiple records c. Create separate tables for sets of values applicable to multiple records* d. Relate tables with their Primary Keys (PK).

Feedback: Correct answer C. Information on this topic can be found in presentation slides Module 5 Lecture 4, http://support.microsoft.com/kb/283878


5. (T/F) Databases designed for Third Normal Form (3NF), i.e. fully normalized, also optimize performance. (F)

Feedback: Correct answer F. Information on this topic can be found in presentation slides Module 5 Lecture 4, http://infocenter.sybase.com/help/index.jsp?topic=/com.sybase.dc20020_1251/ht ml/databases/databases215.htm


6. When a record in one table relates to multiple records in a second table, and a record in the second table relates to multiple records in the first table, the relationship requires a third table, called a _________________. a. Tertiary table b. Composite table

36



c. Construction table d. Junction table*

Feedback: Correct answer D. Information on this topic can be found in presentation slides Module 5 Lecture 5, http://office.microsoft.com/en-us/accesshelp/table-that-data-RZ006149432.aspx?section=26


7. (T/F) Universal patterns for data modeling are reusable guides providing data modeling templates for very prevalent or universal themes occurring in data modeling. (T)

Feedback: Correct answer T. Information on this topic can be found in presentation slides Module 5 Lecture 6, The Data Model Resource Book , http://www.youtube.com/watch?v=D5Rgpl6humE


Module 6: Database Development using Microsoft Access (equivalent to 13 contact hours)




Database Development






Data Queries







Module Description: The development of Access databases. Project-based activities in preparation for the Microsoft Office Specialist exam.

Objectives Material (Lecture/article/video/web resources/textbook and pages) – Please include proper citation for resource

37




Lecture 1

– Introduction to Microsoft Access

Moran, Donna. Database Management

Systems, Module 6, Lecture 1.

Lecture 2: Microsoft Access 2010 Database

Structure and Navigation



Lecture 3: Microsoft Access 2010 Tables



Lecture 7: Microsoft Access 2010 Database

Administration and Security

[custom built and online resources]

2. Validate, import, convert, and export data from one application to another

Lecture 3: Microsoft Access 2010 Tables



Lecture 8: Microsoft Access 2010 Advanced

Topics

3. Create data queries that sort, filter, manipulate and calculate data

Lecture 4: Microsoft Access 2010 Queries


4. Develop effective queries, forms, reports and custom user interfaces for databases.

Lecture 4: Microsoft Access 2010 Queries


Lecture 5: Microsoft Access 2010 Forms


Lecture 6: Microsoft Access 2010 Reports

38




Lecture 8: Microsoft Access 2010 Advanced

Topics

Lecture 9: Microsoft Access 2010 SQL


Activity 1

—Microsoft Access: Introduction/Review Materials

[An introduction to Microsoft Office Professional is a requisite to our program. This would be a review for our students if it has been a while since they took the course.]

Students review, or read and work through the following Microsoft training materials, as needed:

Database basics – a review of database and design concepts

"Database Basics." - Access . Microsoft Corporation, n.d. Web. 22 Apr. 2013. http://office.microsoft.com/en-us/access-help/database-basics-

HA010341616.aspx

.

Database design basics – a review of design and normalization concepts

"Database Design Basics." - Access . Microsoft Corporation, n.d. Web. 22 Apr.

2013. http://office.microsoft.com/en-us/access-help/database-design-basics-

HA010341617.aspx?CTT=3 .

Create an Access database – review of the steps to create an Access database

"Create an Access Database." - Access . Microsoft Corporation, n.d. Web. 22

Apr. 2013. http://office.microsoft.com/en-us/access-help/create-an-accessdatabase-HA010341576.aspx?CTT=3 .

Note to instructor:

“Create an Access database” includes building from a template. May wish to save this for the section on templates depending on your course sequencing. Just concentrate on new development from data models.

39



Guide to the Access 2010 user interface

– an overview of the Access ribbons and navigation

"Guide to the Access 2010 User Interface." - Access . Microsoft Corporation, n.d.

Web. 22 Apr. 2013. http://office.microsoft.com/en-us/access-help/guide-to-theaccess-2010-user-interface-HA010341735.aspx?CTT=3 .



40

Activity 2

—

Microsoft Access: Create Tables

In class activity or homework. Students work through the following videos, articles, and online training and then apply the concepts to the O.U.R Hospital scenario inActivity 5.

Article: “Introduction to tables”

"Introduction to Tables." - Access . Microsoft Corporation, n.d. Web. 23

Apr. 2013. http://office.microsoft.com/en-us/access-help/introduction-totables-HA010341584.aspx?CTT=1 .

Online Training – “Create tables for a new database” ( Note to instructor : this feeds to

“Design the tables for a new database” online training series below. The web link is on the right side of the web page once “Create Tables for a New Database” is completed.)

"Create Tables for a New Database." - Access . Microsoft Corporation, n.d. Web.

23 Apr. 2013. http://office.microsoft.com/en-us/access-help/create-tables-for-anew-database-RZ101772997.aspx

.

[Online training series of 9 videos with practices, quizzes, and Quick

Reference Cards. They will be identified in the modules that follow.]

Online Training -

“Design the tables for a new database” (online series)

"Design the Tables for a New Database." - Access . Microsoft Corporation, n.d.

Web. 23 Apr. 2013. http://office.microsoft.com/en-us/access-help/design-thetables-for-a-new-database-RZ101772996.aspx

.

Article: “Introduction to data types and field properties”

"Introduction to Data Types and Field Properties." - Access . Microsoft

Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/accesshelp/introduction-to-data-types-and-field-properties-HA010341783.aspx

.

Activity 3 – Microsoft Access – Working with Relationships

In class activity or homework. Students work through the following videos, articles, and online training and then apply the concepts to the O.U.R Hospital scenario Activity 5.

Online Training: “Create Relationships for a New Database (online series)”

41



"Create Relationships for a New Database." - Access . Microsoft Corporation, n.d.

Web. 23 Apr. 2013. http://office.microsoft.com/en-us/access-help/createrelationships-for-a-new-database-RZ101772998.aspx

.

Article:

“Guide to table relationships”

"Guide to Table Relationships." - Access . Microsoft Corporation, n.d. Web. 23

Apr. 2013. http://office.microsoft.com/en-us/access-help/guide-to-tablerelationships-HA010120534.aspx?CTT=1 .

Activity 4

– Microsoft Access: Working with Data

In class activity or homework. Students work through the following videos, articles, and online training and then apply the concepts to the O.U.R Hospital scenario Activity 5.

Article: “Restrict data input by using a validation rule”

"Restrict Data Input by Using a Validation Rule." - Access . Microsoft Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/access-help/restrictdata-input-by-using-a-validation-rule-HA010341586.aspx

.

Article: “Add a calculated field to a table”

"Add a Calculated Field to a Table." - Access . Microsoft Corporation, n.d. Web.

23 Apr. 2013. http://office.microsoft.com/en-us/access-help/add-a-calculatedfield-to-a-table-HA101820564.aspx?CTT=1 .

Article: “Introduction to importing and exporting data”

"Introduction to Importing and Exporting Data." - Access . Microsoft Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/accesshelp/introduction-to-importing-and-exporting-data-HA101790599.aspx?CTT=1 .

Video: “Import data to an Access database”

"Video: Import Data to an Access Database." - Office.com

. Microsoft Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/access-help/videoimport-data-to-an-access-database-VA101815333.aspx?CTT=3 .

Activity 5 – O.U.R Hospital Employee Training Database – Build Database

Using the Physical Model diagram and the Data Dictionary from previous O.U.R

Hospital activities, build the Microsoft Access tables for the training database.

42



• Include data validation

• Include user validation messages

• Create a minimum of 10 records per table

• For the employees table, create an Excel spreadsheet with the Employee data first. Pretend that it is an export file from the HR database. Now import it into the Access database. Include the spreadsheet printout as part of your documentation.

• Build the table relationships

Activity 6 –O.U.R Hospital Employee Training Database – Build Queries

[Microsoft Access: Create Queries]

In class activity or homework. Students work through the following videos, articles, and online training and then apply the concepts to the O.U.R Hospital scenario.

Article: “Introduction to queries”

"Introduction to Queries." - Access . Microsoft Corporation, n.d. Web. 23 Apr.

2013. http://office.microsoft.com/en-us/access-help/introduction-to-queries-

HA010341786.aspx?CTT=1 .

Online Training: “Create queries for a new database (online series)”

"Create Queries for a New Database." - Access . Microsoft Corporation, n.d. Web.

23 Apr. 2013. http://office.microsoft.com/en-us/access-help/create-queries-for-anew-database-RZ101772999.aspx?CTT=1 .

Video: Calculate values in a query

"Video: Calculate Values in a Query." - Office.com

. Microsoft Corporation, n.d.

Web. 23 Apr. 2013. http://office.microsoft.com/en-us/access-help/video-calculatevalues-in-a-query-VA101822639.aspx?CTT=3 .

Video:

“Create an expression”

"Video: Create an Expression." - Office.com

. Microsoft Corporation, n.d. Web. 23

Apr. 2013. http://office.microsoft.com/en-us/access-help/video-create-anexpression-VA101812615.aspx?CTT=3 .

Article: “Create an expression”

43



"Create an Expression." - Access . Microsoft Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/access-help/create-an-expression-

HA010341590.aspx?CTT=1 .

Article:

“Use the expression builder”

"Use the Expression Builder." - Access . Microsoft Corporation, n.d. Web. 23 Apr.

2013. http://office.microsoft.com/en-us/access-help/use-the-expression-builder-

HA101812460.aspx?CTT=3 .


Individual work; students will create Access database to accompany this project

Now that the tables are built, the IT development team is ready to build the queries that will feed the forms and reports.

• Build queries to answer the following questions:

• Which courses are offered this week, sorted by weekday?

• Who is enrolled in today’s classes?

• Who still needs HIPAA training?

• Who is ready for CPR/First Aid recertification?

Activity 7

– Microsoft Access: Create Pivot Tables & Charts


Video: “Pivot your data in Access”

“Video: Pivot Your Data in Access." - Office.com

. Microsoft Corporation, n.d.

Web. 22 Apr. 2013. http://office.microsoft.com/en-us/access-help/video-pivotyour-data-in-access-VA101842926.aspx?CTT=1 .

Create PivotTable or PivotChart in a desktop database

44



"Create PivotTable or PivotChart Views in a Desktop Database." - Access . Microsoft

Corporation, n.d. Web. 22 Apr. 2013. http://office.microsoft.com/en-us/accesshelp/create-pivottable-or-pivotchart-views-in-a-desktop-database-

HA101901543.aspx?CTT=3 .

Activity - O.U.R Hospital Employee Training Access Database

– Build Pivot

Tables & Charts


Training Management would like a Pivot Chart to see enrollments in courses for the current week.



Create a query to see number of employees enrolled per course for current day plus 7



Create a pivot chart to display the results of the new query.



45

Activity 8 – O.U.R Hospital Employee Training Database - Build Forms

[Microsoft Access: Create Forms]


Article:

“Introduction to Forms”

"Introduction to Forms." - Access . Microsoft Corporation, n.d. Web. 22 Apr. 2013. http://office.microsoft.com/en-us/access-help/introduction-to-forms-

HA010343724.aspx?CTT=1 .

Article: “Create a form by using the Form tool”

"Create a Form by Using the Form Tool." - Access . Microsoft Corporation, n.d.

Web. 22 Apr. 2013. http://office.microsoft.com/en-us/access-help/create-a-formby-using-the-form-tool-HA010341567.aspx?CTT=3 .

Article: “Create a form by using the Form Wizard”

"Create a Form by Using the Form Wizard." - Access . Microsoft Corporation, n.d.

Web. 22 Apr. 2013. http://office.microsoft.com/en-us/access-help/create-a-formby-using-the-form-wizard-HA010341568.aspx?CTT=3

Create forms for a new database (online series)

"Create Forms for a New Database." - Access . Microsoft Corporation, n.d. Web.

22 Apr. 2013. http://office.microsoft.com/en-us/access-help/create-forms-for-anew-database-RZ101773001.aspx

.

Video:

“Set the record source for a form or report”

"Video: Set the Record Source for a Form or Report." - Office.com

. Microsoft

Corporation, n.d. Web. 22 Apr. 2013. http://office.microsoft.com/en-us/accesshelp/video-set-the-record-source-for-a-form-or-report-

VA101814106.aspx?CTT=1 .

Create a tabbed form

"Create a Tabbed Form." - Access . Microsoft Corporation, n.d. Web. 22 Apr.

2013. http://office.microsoft.com/en-us/access-help/create-a-tabbed-form-

HA010341583.aspx?CTT=3 .

46



Video: Highlight data on forms by using conditional formatting

"Video: Highlight Data on Forms by Using Conditional Formatting." - Office.com

.

Microsoft Corporation, n.d. Web. 22 Apr. 2013. http://office.microsoft.com/enus/access-help/video-highlight-data-on-forms-by-using-conditional-formatting-

VA102438087.aspx?CTT=3 .

Video: “Improve the appearance of your Access forms and reports with Office Themes”

"Video: Improve the Appearance of Your Access Forms and Reports with Office

Themes." - Office.com

. Microsoft Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/access-help/video-improve-the-appearance-ofyour-access-forms-and-reports-with-office-themes-VA101815213.aspx?CTT=1 .



Training administrative assistants need forms for enrolling the employees, or to look up information when an employee calls with questions.

The instructors are responsible for scheduling the training courses depending on their availability (not during department meetings or their vacations) and with some time between sections to allow them to reset the classroom. They need a form for scheduling.



47

Activity 9

– O.U.R Hospital Employee Training Access Database – Build

Reports

(Microsoft Access)


Introduction to reports

"Introduction to Reports." - Access . Microsoft Corporation, n.d. Web. 22 Apr.

2013. http://office.microsoft.com/en-us/access-help/introduction-to-reports-

HA010343725.aspx?CTT=3 .

Create a simple report

"Create a Simple Report." - Access . Microsoft Corporation, n.d. Web. 22 Apr.

2013. http://office.microsoft.com/en-us/access-help/create-a-simple-report-

HA010341579.aspx?CTT=3 .

Create a grouped or summary report

"Create a Grouped or Summary Report." - Access . Microsoft Corporation, n.d.

Web. 22 Apr. 2013. http://office.microsoft.com/en-us/access-help/create-agrouped-or-summary-report-HA010341571.aspx?CTT=3 .

Video: Set the record source for a form or report (applicable to forms and reports)

"Video: Set the Record Source for a Form or Report." - Office.com

. Microsoft

Corporation, n.d. Web. 22 Apr. 2013. http://office.microsoft.com/enus/access-help/video-set-the-record-source-for-a-form-or-report-

VA101814106.aspx?CTT=3 .

Create reports for a new database (online series)

"Create Reports for a New Database." - Access . Microsoft Corporation, n.d.

Web. 22 Apr. 2013. http://office.microsoft.com/en-us/access-help/createreports-for-a-new-database-RZ101773004.aspx?CTT=1 .

Video: Use conditional formatting on reports

"Video: Use Conditional Formatting on Reports." - Office.com

. Microsoft

Corporation, n.d. Web. 22 Apr. 2013. http://office.microsoft.com/en-

48



us/access-help/video-use-conditional-formatting-on-reports-

VA101814119.aspx?CTT=1 .

Display comparative data visually with data bars

"Display Comparative Data Visually with Data Bars." - Access . Microsoft

Corporation, n.d. Web. 22 Apr. 2013. http://office.microsoft.com/en-us/accesshelp/display-comparative-data-visually-with-data-bars-

HA101851088.aspx?CTT=1 .

Video: “Improve the appearance of your Access forms and reports with Office Themes”

[ Note to instructor: this is video is also listed with Forms]

"Video: Improve the Appearance of Your Access Forms and Reports with Office

Themes." - Office.com

. Microsoft Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/access-help/video-improve-the-appearance-ofyour-access-forms-and-reports-with-office-themes-VA101815213.aspx?CTT=1 .

Activity - O.U.R Hospital Employee Training Access Database Scenario


Students build design and build reports to meet the following end user needs:

• Training Management Staff:

• Training Management Staff need to report to upper management the training progress. They need to see numbers of courses and sections offered and number of students served by month along with the number of students still needing that training.

• Training Instructors:

• Training Instructors need to see their weekly training schedule at a glance with course names, dates/times and room locations. They would like this grouped by work day, then by course name and section.

• Training Instructors need their class rosters for the day they teach sorted by employee last name, then first name along with the employee’s department (to customize examples when possible). They would also like the date/time and room location, and course name listed at the top of the page.

49



Include report design notes in the Requirements Document. Be sure to update the Data Dictionary if more fields are created.



50

Activity 10 – Microsoft Access: Database Administration


Compact and repair a database

"Compact and Repair a Database." - Access . Microsoft Corporation, n.d. Web.

23 Apr. 2013. http://office.microsoft.com/en-us/access-help/compact-and-repaira-database-HA010341740.aspx?CTT=1 .

Archive Access data

"Archive Access Data." - Access . Microsoft Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/access-help/archive-access-data-

HA010288259.aspx?CTT=3 .

Protect your data with backup and restore processes

"Protect Your Data with Backup and Restore Processes." - Access . Microsoft

Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/accesshelp/protect-your-data-with-backup-and-restore-processes-

HA010341510.aspx?CTT=1 .

Activity - O.U.R Hospital Employee Training Access Database – Database

Administration

Determine answers for the administration of the database and add to the Requirements

Document.

Based on the O.U.R. Hospital Training Database scenario, develop an administration plan for our database.

1. What is the backup plan and schedule?

2. Who is responsible?

3. Who is responsible for recovery if needed?

4. Who is responsible and when will the backup/recovery process be tested?

5. What determines or when will the database be compacted/repaired?

51



Activity 11- Microsoft Access Best Practices

A good practice before working with any new software is to do an internet search of best practices for that product so many “poor lessons learned” are avoided.

Students will do an internet search on Access Best Practices and discuss the concept of best practices and how to learn from others in the field. Using

“Best Practices for

Microsoft Access ” below as a starting point, students will research a best practice to update one of his topics or find others to add to this chart.

Some sources found on 3/28/13:

Toews, Tony. "Best Practices for Microsoft Access." Best Practices for Microsoft

Access . Granite Consulting, 27 Sept. 2010. Web. 23 Apr. 2013. http://www.granite.ab.ca/access/bestpractices.htm

.

Scott, Brad. "Microsoft Access Developer Best Practices." Microsoft AccessPros .

N.p., n.d. Web. 25 May 2013. <http://microsoftaccesspros.com/microsoft-accessbest-practices.htm>.

Activity 12

– O.U.R Hospital Employee Training Access Database - Using

Templates.

Students will review the video and articles before completing the activity.

Video:

“Get Started Using Templates in Access 2010”

"Video: Get Started Using Templates in Access 2010." - Office.com

. Microsoft

Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/enus/videos/video-get-started-using-templates-in-access-2010-

VA101944638.aspx?CTT=3 .

Search Results: “Microsoft Access templates”

"Search Results for Access - Templates - Office.com." Search Results for Access

- Templates - Office.com

. Microsoft Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/templates/results.aspx?qu=access .

Article: “Introduction to the Access 2010 templates”

"Introduction to the Access 2010 Templates." - Access . Microsoft Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/accesshelp/introduction-to-the-access-2010-templates-HA010341734.aspx?CTT=1 .

52



Video: Modify the Access 2010 templates

"Video: Modify the Access 2010 Templates." - Office.com

. Microsoft Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/access-help/videomodify-the-access-2010-templates-VA101794442.aspx?CTT=3 .

Activity:

Review online Microsoft Access templates for ideas that could enhance O.U.R Hospital

Employee Training Database. List and reference five templates along with descriptions of functionality that you believe would enhance your database. If you had started with a template first, which template would you have chosen and why? How would that have helped you? How would starting with a template have hindered your database development?



53

Activity 12 – Microsoft Access: Programming and Macros


Article: “Create a data macro”

"Create a Data Macro." - Access . Microsoft Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/access-help/create-a-data-macro-

HA010378170.aspx?CTT=1 .

Video:

“Create a user interface (UI) macro”

"Video: Create a User Interface (UI) Macro." - Office.com

. Microsoft Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/access-help/videocreate-a-user-interface-ui-macro-VA101814109.aspx?CTT=3 .

Video: Introduction to the Macro Builder

"Video: Introduction to the Macro Builder." - Office.com

. Microsoft Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/access-help/videointroduction-to-the-macro-builder-VA100393510.aspx?CTT=3 .

Article: “Introduction to Access programming”

"Introduction to Access Programming." - Access . Microsoft Corporation, n.d.

Web. 23 Apr. 2013. http://office.microsoft.com/en-us/access-help/introduction-toaccess-programming-HA010341717.aspx?CTT=3 .

MSDN Links: “Access 2010 Development”

"Access 2010 Development." Office Dev Center . 2013. Microsoft. 26 Apr. 2013 http://msdn.microsoft.com/en-us/library/office/ff604965(v=office.14).aspx

.

Article: “Get help for built-in functions, properties, macro actions, and SQL keywords”

"Get Help for Built-in Functions, Properties, Macro Actions, and SQL Keywords."

- Access . Microsoft Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/access-help/get-help-for-built-in-functionsproperties-macro-actions-and-sql-keywords-HA010357048.aspx?CTT=1 .

54



Activity - O.U.R Hospital Employee Training Access Database

– Navigation

Forms


Create a Navigation Form for ease of use by the Training department utilizing forms and macros.

• Training Management wants to be able to quickly find and print the reports showing employee training is progressing as required.

• Training Instructors want to find their class rosters, dates/times and room locations.

• Training administrative assistants want to get to their forms for enrolling the employees, or to look up information when an employee calls with questions.



55

Activity 13 – Microsoft Access: SQL

Students will chose a custom query they created for O.U.R Hospital Employee Training

Database. The student will create a printscreen of the Design View for that query and paste into a Word document then select “Design, View, SQL View”, the student will copy the SQL code to the Word document below the printscreen. The student will then compare the SQL code against the design view to see the correlation between the two options. This can be a class discussion, small group discussion, or a written homework assignment.

Introduction to Access SQL

"Introduction to Access SQL." - Access . Microsoft Corporation, n.d. Web. 23 Apr.

2013. http://office.microsoft.com/en-us/access-help/introduction-to-access-sql-

HA010341468.aspx?CTT=1 .

Access SQL: basic concepts, vocabulary, and syntax

"Access SQL: Basic Concepts, Vocabulary, and Syntax." - Access . Microsoft

Corporation, n.d. Web. 23 Apr. 2013. http://office.microsoft.com/en-us/accesshelp/access-sql-basic-concepts-vocabulary-and-syntax-HA010256402.aspx

.

Comparison of Microsoft Access SQL and ANSI SQL

"Comparison of Microsoft Access SQL and ANSI SQL." Office Dev Center . 2013.

Microsoft. 26 Apr. 2013, http://msdn.microsoft.com/enus/library/office/bb208890(v=office.12).aspx

Microsoft Access SQL Reference

"Microsoft Access SQL Reference." Office Dev Center . 2013. Microsoft. 26 Apr.

2013, http://msdn.microsoft.com/en-us/library/office/ff841692(v=office.14).aspx


Structure of a database Access 2007 text version

"Learn the structure of an Access database." - Access . 27 Apr. 2013 http://office.microsoft.com/en-us/access-help/learn-the-structure-of-an-accessdatabase-HA001213954.aspx?CTT=3 ,

Access 2007 reserved words and symbols

56



"Access 2007 Reserved Words and Symbols." - Access . Microsoft Corporation, n.d.

Web. 27 Apr. 2013. http://office.microsoft.com/en-us/access-help/access-2007reserved-words-and-symbols-HA010030643.aspx?CTT=1 .

Access 2010 specifications

"Access 2010 Specifications." - Access . Microsoft Corporation, n.d. Web. 27 Apr. 2013. http://office.microsoft.com/en-us/access-help/access-2010-specifications-

HA010341462.aspx?CTT=1 .

Access Glossary

"Access Glossary." - Access . Microsoft Corporation, n.d. Web. 27 Apr. 2013. http://office.microsoft.com/en-us/access-help/access-glossary-

HA010218202.aspx?CTT=1 .

Ten quick tips to help work more efficiently in Access 2010 - Video

"Video: Ten Quick Tips to Help Work More Efficiently in Access 2010." - Office.com

.

Microsoft Corporation, n.d. Web. 27 Apr. 2013. http://office.microsoft.com/en-us/accesshelp/video-ten-quick-tips-to-help-work-more-efficiently-in-access-2010-

VA101831095.aspx?CTT=1 .

Create dynamic reports in Access using linked tables - Article

"Create Dynamic Reports in Access Using Linked Tables." - Support . Microsoft

Corporation, n.d. Web. 27 Apr. 2013. http://office.microsoft.com/en-us/support/createdynamic-reports-in-access-using-linked-tables-HA001042820.aspx?CTT=1 .

[ Note to instructor: this is a previous version of Access but the content is still valid.]

Import or link to data in an Excel workbook

– Article

"Import or Link to Data in an Excel Workbook." - Access . Microsoft Corporation, n.d.

Web. 27 Apr. 2013. http://office.microsoft.com/en-us/access-help/import-or-link-to-datain-an-excel-workbook-HA010341760.aspx?CTT=1 .

Split an Access database - Article

"Split an Access Database." - Access . Microsoft Corporation, n.d. Web. 27 Apr. 2013. http://office.microsoft.com/en-us/access-help/split-an-access-database-

HA102749583.aspx?CTT=1 .

57



Ways to share an Access database - Article

"Ways to Share an Access Database." - Access . Microsoft Corporation, n.d. Web. 27

Apr. 2013. http://office.microsoft.com/en-us/access-help/ways-to-share-an-accessdatabase-HA010342110.aspx?CTT=1 .

Create a navigation form

– Video

"Video: Create a Navigation Form." - Office.com

. Microsoft Corporation, n.d. Web. 27

Apr. 2013. http://office.microsoft.com/en-us/access-help/video-create-a-navigation-form-

VA101812613.aspx?CTT=3 .

Access 2010 Custom Themes - Article

"Access 2010 Custom Themes." Access Blog . Microsoft Corporation, n.d. Web. 27

Apr. 2013. http://blogs.office.com/b/microsoft-access/archive/2009/09/25/access-2010custom-themes.aspx

.

Database Tasks using Access 2010 - Article

"Access 2010: Database Tasks." - Access . Microsoft Corporation, n.d. Web. 27 Apr.

2013. http://office.microsoft.com/en-us/access-help/access-2010-database-tasks-

HA101829991.aspx?CTT=5&origin=HA010341722 .

[ Note to instructor: this is an overview of many of the Access features. Could be for introduction, or better for overall review.]

Add or change a lookup column

"Add or Change a Lookup Column." - Access . Microsoft Corporation, n.d. Web. 27 Apr.

2013. http://office.microsoft.com/en-us/access-help/add-or-change-a-lookup-column-

HA010163773.aspx?CTT=1 .

Article: “Build an Access database to share on the Web”

"Build an Access Database to Share on the Web." - Access . Microsoft Corporation, n.d.

Web. 23 Apr. 2013. http://office.microsoft.com/en-us/access-help/build-an-accessdatabase-to-share-on-the-web-HA010356866.aspx?CTT=3 .


1. Microsoft Access is a:

58



a. Flat file manager b. Network file manager c. Relational Database Management System * d. Hierarchical Database Management System

Feedback: Correct answer C. Information on this topic can be found in presentation slides Module 6 Lecture 1, http://office.microsoft.com/en-us/accesshelp/learn-the-structure-of-an-access-database-HA001213954.aspx?CTT=3


2. (T/F) When you create a new database, Access opens an empty table

(named Table1) in design view. (F)

Feedback: Correct answer F. Information on this topic can be found in presentation slides Module 6 Lecture 2, http://office.microsoft.com/en-us/accesshelp/access-2010-database-tasks-

HA101829991.aspx?CTT=5&origin=HA010341722


3. When you create relationships between tables, you relate the _________ in one table to the ________ in the second table. a. Foreign Key, Secondary Key b. Primary Key, Foreign Key * c. Primary Key, Replacement Key d. Replacement Key, Foreign Key

Feedback: Correct answer B. Information on this topic can be found in presentation slides Module 6 Lecture 3, http://office.microsoft.com/en-us/accesshelp/introduction-to-tables-HA010341584.aspx?CTT=1


4. Access provides two primary methods to create select queries, the Query

Designer and the Query Wizard. Regardless of the tool you use, you use the following steps: a. Select sorting/filtering; select fields, choose a record source, run query b. Select fields, choose a record source, run query, select sorting/filtering c. Run query, select sorting/filtering, choose a record source, select fields

59



d. Choose a record source, select fields, select sorting/filtering, run query *

Feedback: Correct answer D. Information on this topic can be found in presentation slides Module 6 Lecture 4, http://office.microsoft.com/en-us/accesshelp/the-basics-of-creating-select-queries-

RZ101772999.aspx?CTT=1&section=3


5. When you use the Form Wizard to create a form: a. You may only use one table or query for the form. b. You may define how the data is grouped and sorted. * c. You may precisely place where each field displays on the form. d. Start by clicking on the Database Tools tab on the ribbon.

Feedback: Correct answer B. Information on this topic can be found in presentation slides Module 6 Lecture 5, http://office.microsoft.com/en-us/accesshelp/create-a-form-by-using-the-form-wizard-HA010341568.aspx?CTT=3


6. (T/F) If Access finds a table with a one-to-many relationship with the table or query that you used to create the form, you must manually add a subdatasheet to the form. (F)

Feedback: Correct answer F. Information on this topic can be found in presentation slides Module 6 Lecture 5, http://office.microsoft.com/en-us/accesshelp/create-a-form-by-using-the-form-tool-HA010341567.aspx?CTT=3


7. To facilitate understanding, Access provides the ability to group and sort information. One of the easiest ways to group and sort information in a report is to create the new report using the: a. Report Tool

60



b. Report Design Tool c. Report Wizard * d. Report Grouper

Feedback: Correct answer C. Information on this topic can be found in presentation slides Module 6 Lecture 6, http://office.microsoft.com/en-us/accesshelp/create-a-grouped-or-summary-report-HA010341571.aspx?CTT=3


8. You can help keep your data organized by periodically archiving old or inactive records. You can archive: a. Queries. b. Forms c. Reports d. Tables *

Feedback: Correct answer D. Information on this topic can be found in presentation slides Module 6 Lecture 7, http://office.microsoft.com/en-us/accesshelp/archive-access-data-HA010288259.aspx?CTT=3


9. You can use Access 2010 and Access Services to build web database applications that will help you: a. Secure and manage access to your data b. Share data throughout an organization c. Share data over the Internet d. All of the above.*

Feedback: Correct answer D. Information on this topic can be found in presentation slides Module 6 Lecture 8, http://office.microsoft.com/en-us/accesshelp/build-an-access-database-to-share-on-the-web-HA010356866.aspx?CTT=3

61




10. Like a sentence, a SQL statement has clauses. Some common SQL reserved words that make up a clause are: a. Select * b. Input c. Sort d. Loop

Feedback: Correct answer A. Information on this topic can be found in presentation slides Module 6 Lecture 9, http://msdn.microsoft.com/enus/library/office/bb208890(v=office.12).aspx


11. (T/F) Microsoft Access SQL and ANSI SQL utilize the same reserved words and data types. (F)

Feedback: Correct answer F. Information on this topic can be found in presentation slides Module 6 Lecture 9, http://msdn.microsoft.com/enus/library/office/bb208890(v=office.12).aspx


62



Module 7: Database Security (equivalent to 3 contact hours)





Module Description: A study of ethics and security issues surrounding data and databases.


– Please include proper citation for resource

1. Demonstrate an understanding of ethics and security issues surrounding data and databases

Lecture 1 –CAHIMS 7.1 Privacy & Security

Policies and Compliance

Lecture 2 –CAHIMS 7.3 Data and Systems

Security Management

Lecture 3 –CAHIMS 7.4 Disaster Recovery and

Business Continuity


Activity 1

—Microsoft Access: Security


Introduction to Access 2010 security

"Introduction to Access 2010 Security." - Access . Microsoft Corporation, n.d.

Web. 22 Apr. 2013. http://office.microsoft.com/en-us/access-help/introduction-toaccess-2010-security-HA010341741.aspx

.

Create strong passwords

63



"Create Strong Passwords." Password Generator & Checker . Microsoft

Corporation, n.d. Web. 22 Apr. 2013. http://www.microsoft.com/security/onlineprivacy/passwords-create.aspx

.

Use sandbox mode in Access 2010

"Use Sandbox Mode in Access 2010." - Access . Microsoft Corporation, n.d. Web. 23

Apr. 2013. http://office.microsoft.com/en-us/access-help/use-sandbox-mode-inaccess-2010-HA010342092.aspx?CTT=1 .

Security Checklist

"Security and Compliance." Oracle Database Security . Jun 2008. Web. 27 Apr.

2013. http://www.oracle.com/technetwork/database/security/twp-securitychecklist-database-1-132870.pdf

10 Tips for Securing a Microsoft Access Database

Harkins, Susan. "10 Tips for Securing a Microsoft Access Database."

TechRepublic . Microsoft Corporation, 26 Feb. 2009. Web. 22 Apr. 2013. http://www.techrepublic.com/blog/10things/10-tips-for-securing-a-microsoftaccess-database/552 .

Microsoft Access Best Practices

"Access Database Best Practices." Best Practices for Deploying Your Access

Database . OpenGate Software Inc., 2013. Web. 22 Apr. 2013. http://www.opengatesw.net/ms-access-tutorials/Access-Articles/MSAccess-

Deployment-Best-Practices.htm

.

"Database Security Best Practices for the Vigilant Database Administrator and

Developer." Database Security Best Practices . Microsoft Corporation, n.d. Web. 22

Apr. 2013. http://technet.microsoft.com/en-us/security/gg483744.aspx

.

Activity - O.U.R Hospital Employee Training Access Database – Security Plan


Document.docx

Based on the O.U.R. Hospital Training Database scenario, develop a security plan for our database.

64



1. Who gets access to the database? Who approves their access? Who sets up their access?

2. Where does the database reside?

3. Will a password be required or will the location be password protected? How frequently will the password change?

Have class or teams discuss a security plan for the Hospital Employee Training Access database. Review the following list from NWCET Database Curriculum. Which ones will be needed for this assignment? Be sure those identified are included in the student security plan. What would be the security requirements for this assignment if deployed in a “real” setting?

Key Competencies from Security module, NWCET Database Curriculum



Identify database security procedures and implementation plans



Gather and document security requirements

 Identify user’s access requirements



Differentiate methods of security

 Identify and understand customer’s need for security



Identify potential security conflicts



Gather information based on technical security requirements



Communicate security tradeoffs and risks



Evaluate risks based on impact on the whole system



Evaluate maintenance plan for regular integrity checks



Prepare contingency plan and create alternatives



Understand security system tools available



Implement user access privileges



Implement appropriate methods of security

Activity 2 – Activities in CAHIMS 7.1 Privacy & Security Policies & Compliance


Activity 3 – Activities in CAHIMS 7.3 Data and Systems Security Management


65



Activity 4 – Activities in CAHIMS 7.4 Disaster Recovery and Business

Continuity



Security Audits of Electronic Health Information (Updated), AHIMA

"Security Audits of Electronic Health Information (Updated)." Security Audits of

Electronic Health Information (Updated) . AHIMA, 2011. Web. 27 Apr. 2013. http://library.ahima.org/xpedio/groups/public/documents/ahima/bok1_048702.hcsp?dDo

cName=bok1_048702 .

Disaster Planning for Health Information (Updated)

"Disaster Planning for Health Information (Updated)." Disaster Planning for Health

Information (Updated) . AHIMA, 2010. Web. 27 Apr. 2013. http://library.ahima.org/xpedio/groups/public/documents/ahima/bok1_048638.hcsp?dDo

cName=bok1_048638 .

94% of Healthcare Organizations Breached

"94% of Healthcare Organizations Breached." BackgroundCheck.org

. N.p., n.d. Web.

27 Apr. 2013. http://www.backgroundcheck.org/94-of-healthcare-organizationsbreached/ .

Stolen health data increasingly sought after for commercial ventures

"Stolen Health Data Increasingly Sought after for Commercial

Ventures." FierceHealthIT . FierceMarkets, 2013. Web. 27 Apr. 2013. http://www.fiercehealthit.com/story/stolen-health-data-increasingly-sought-aftercommercial-ventures/2013-03-25?utm_medium=nl&utm_source=internal .

15 worst data security breaches in 21 st Century

"The 15 Worst Data Security Breaches of the 21st Century." CSO Online . CXO Media,

Inc., 15 Feb. 2012. Web. 26 Apr. 2013. http://www.csoonline.com/article/700263/the-15worst-data-security-breaches-of-the-21st-century .

5 Big Database Breaches Of Late 2011 (includes healthcare)

66



"Five Big Database Breaches Of 2011's Second Half." Dark Reading . UBM Tech, n.d.

Web. 26 Apr. 2013. http://www.darkreading.com/database/five-big-database-breachesof-2011s-seco/232300536?itc=edit_stub



2. [Insert CAHIMS 73 questions for module 7, objective 1]


Module 8: Testing and Training (equivalent to 2 contact hours)











Module Description: Test the integrity of the database design, then develop a training plan for end users.


1. Test the integrity of the database design.

Lecture 1: CAHIMS 6.1 & 6.2 HIMS Testing and

Evaluation


Lecture 2: CAHIMS 5.2 End User Training and Support

67




Activity 1 – Activities in CAHIMS 6.1 & 6.2 HIMS Testing and Evaluation

Students will complete required readings and exercises for CAHIMS 6.1 and 6.2 lessons.

Activity 2 —O.U.R Hospital Employee Training Database - Test Plan


Document.docx

Based on the O.U.R. Hospital Training Database scenario, create a test plan to confirm all parts are working as required.

Students should include the following information in the Test Plan section of their

Requirements document: a. Who should determine the test requirements? b. Who should manage the test plan? c. Who should perform the tests? d. Who signs off that the tests were successful? e. What are the tests to be performed? What is the intent of each test? How will the tester know whether the test worked or not?

Activity 3 – Activities in CAHIMS 5.2 End User Training and Support


Activity 4

—O.U.R Hospital Employee Training Database - Training Plan


Document.docx

Based on the O.U.R. Hospital Training Database scenario, create a training plan for the

Access users.

Remind the students that the IT developers aren’t the Training department.

68



a. Why is a Training Plan needed? b. What should be included? Is a training/user’s manual needed?





Module 9: Capstone Project (equivalent to 10 contact hours)







Database Development (CAHIMS 9.4)









Normalization









Data Queries










Objectives


2. Analyze, design, and create relational

Material (Lecture/article/video/web resources/textbook and pages)


Lecture 1: Nurse Rotation Database – Capstone

Project

Moran, Donna. "Database Management Systems

Lectures." Health Information Technology. Pierce

College, Puyallup. 22 Apr. 2013.



69

databases to meet industry and customer needs using current relational database management system software.


4. Differentiate and create conceptual data models, logical data models and physical data models.

5. Normalize relationships in tables.

6. Use database design patterns in data modeling.

7. Use modeling/diagramming software to model data.

8. Validate, import, convert, and export data from one application to another

9. Create data queries that sort, filter, manipulate and calculate data

10. Develop effective queries, forms, reports and custom user interfaces for databases.

11. Discuss ethics and security issues and regulations surrounding data and databases.

12. Test the integrity of the



70

database design.



71


Activity 1 — Capstone Project: Nurse Rotation Database

Scenario:

It is the first week in your new healthcare database internship. The IT Manager meets with the new interns and says,

“I think I have just the project for you to get your feet wet. It will be a chance for you to use your Access skills and to work with some of our healthcare staff. Our house supervisor wants a way to track nursing staff work rotations, make shift changes, and to easily print weekly and monthly reports.

Up until now, it has just been tracked in a spreadsheet, but it has limitations.

Since we already have the software, we believe using Access will quickly give them the functionality they need at this time without additional software costs.

Talk to House Supervisor about the requirements. I estimate it will take you about two weeks (class time). Be sure to document everything so it can be supported by our team.”

After talking to the House Supervisor, you find that there are 3 shifts a day: 7am-

3pm, 3pm-11pm, and 11pm-7am. The following information on each nurse is also needed in the system for the House Supervisor:

• Nurse name

• Employee ID

• Work contact phone and email

• Home contact phone and email

• Day

• Shift

• Unit/floor

• Shift Supervisor

• Ideally they only work one Federal holiday a calendar year.

• After you think about it, you ask a few more questions and also found out that a nurse isn’t supposed to work two shifts back to back unless in an emergency, nor more than 36 hours a week.

• Also, the nurse should work the same unit/floor for the week if possible, and should watch the same patient if he/she is still on the floor for the nurse’s next shift for “patient continuity”.

Notes to Instructor

72



• Keep it simple. While this could move into “make or buy” decisions, and the whole SLDC, instead, at this point in the certificate program, allow the students to utilize the skills they’ve learned to date. This same case will be used for discussion in the next several courses as they build their skills.

Activity:

Divide class into 2 or 3 person teams to build this Access database. This could be completed in two ways: all teams do the same project (let them pretend they are competing vendors/contractors), or have different projects for each team (Create other variations on this project. For example, change “Nurse” to “Lab Tech” and change shifts and a few of the variables, or “phlebotomists” working a blood mobile, etc.).

Have all teams present out to the class at completion for peer review.

• Responsible team member evaluation

• Project assumptions

• Database design

• Access development

• Data validation

• Classroom presentation

• Peer review by other teams

• Documentation requirements:

1. Combined Requirements document (Business, Functional, Technical)

2. Data Dictionary

3. Training Plan & Users Guide

4. Test Plan

5. Combined Governance, Policies and Procedures document

6. Security should be addressed in numbers 1, 4, and 5 or could be a separate Security Plan

7. Database administration plan

Resources Needed:

CIS Capstone Project Rubric.docx [Insert URL once Bellevue College uploads materials]


No discussion questions for this module.


73



No assessment questions for this module. Assessment is embedded within the

Capstone Project.



74

Appendix A: Instructor Materials

Materials for Instructors needing background/review on Access 2010



Instructor Review Resources for learning Access 2010-includes links for the online training for students and for the PowerPoint versions of the training

"Resources for Learning Access 2010." - Access .

Microsoft Corporation, n.d. Web. 27 Apr. 2013. http://office.microsoft.com/en-us/access-help/resourcesfor-learning-access-2010-HA010341956.aspx?CTT=3 ,

Instructor Review

Instructor Review

Instructor Review

Getting started with Access 2010 (includes overview video)

"Getting Started with Access 2010." - Access . Microsoft

Corporation, n.d. Web. 26 Apr. 2013. http://office.microsoft.com/en-us/access-help/gettingstarted-with-access-2010-HA010341722.aspx?CTT=3 ,

“What’s new in Microsoft Access 2010” – article for users unfamiliar with Access 2010

"What's New in Microsoft Access." - Access . Microsoft

Corporation, n.d. Web. 22 Apr. 2013. http://office.microsoft.com/en-us/access-help/what-snew-in-microsoft-access-HA010342117.aspx?CTT=5 .

“Make the switch to Access 2010” – online video for experienced Access user unfamiliar with 2010 version

"Make the Switch to Access 2010." - Access . Microsoft

Corporation, n.d. Web. 22 Apr. 2013. http://office.microsoft.com/en-us/access-help/make-theswitch-to-access-2010-RZ101791922.aspx?CTT=1 .

75



If this course is to use Access 2013, the following links may be helpful to the instructor:

Discontinued features in Access 2013

"Discontinued Features and Modified Functionality in Access 2013." - Access . Microsoft

Corporation, n.d. Web. 27 Apr. 2013. http://office.microsoft.com/en-us/accesshelp/discontinued-features-and-modified-functionality-in-access-2013-

HA102749226.aspx?CTT=1 .

Access 2013 Quick Start Guide (6 page reference sheet)

"Access 2013 Quick Start Guide." - Support . Microsoft Corporation, n.d. Web. 26 Apr.

2013. http://office.microsoft.com/en-us/support/access-2013-quick-start-guide-

HA103673689.aspx?CTT=1 ,

Make the switch to Access 2013 – online training

"Make the Switch to Access 2013." - Support . Microsoft Corporation, n.d. Web. 22 Apr.

2013. http://office.microsoft.com/en-us/support/make-the-switch-to-access-2013-

RZ102923802.aspx?CTT=1 .

Training courses for Access 2013 – Reference List

"Training Courses for Access 2013." - Access . Microsoft Corporation, n.d. Web. 22 Apr.

2013. http://office.microsoft.com/en-us/access-help/training-courses-for-access-2013-

HA104030993.aspx?CTT=1 .

**Access 2010 Database Tasks – this is an overview of everything Access 2010 can do from creating a database to importing from Excel to using the Table Analyzer.

"Access 2010: Database Tasks." - Access. Microsoft Corporation, n.d. Web. 22 Apr.

2013. http://office.microsoft.com/en-us/access-help/access-2010-database-tasks-

HA101829991.aspx?CTT=5 .

76



Appendix B: O.U.R. Hospital Scenario

This scenario will be developed week by week along with corresponding lecture topics resulting in documentation, models, and an Access database. Instructor can scope the project up or down depending on course time constraints. This can be a classroom example, a small team project as they learn each skill, or an individual homework assignment. Activities are detailed in the Database

Management Systems O.U.R. Hospital Training Case PowerPoint slides as well as in the corresponding module in this document.

Scenario: O.U.R. Hospital Employee Training Database

“You’ve been tasked to create an Access database to be used for scheduling and tracking training courses for your hospital’s employees.

Along with HIPAA training for new employees, and CPR/1 st Aid certification and re-certification courses for all employees, you also need to schedule training on the new Electronic Medical Records (EMR) system that is being implemented. While all employees will be trained, they don’t all take the same EMR training modules.”

Activities by Module:

Module 4 Activity 1: Gather Requirements

Module 4 Activity 2: Governance, Policies & Procedures

Module 4 Activity 3: Data Dictionary

Module 5 Activity 3: Database Naming Conventions

Module 5 Activity 5: Conceptual Model

Module 5 Activity 7: ER Diagram

Module 5 Activity 10: Physical Diagram

Module 6 Activity 5: Build Database

Module 6 Activity 6: Build Queries

Module 6 Activity 7: Build Pivot Tables & Charts

77



Module 6 Activity 8: Build Forms

Module 6 Activity 9: Build Reports

Module 6 Activity 10: Database Administration

Module 6 Activity 11: Using Templates

Module 6 Activity 12: Navigation Forms

Module 7 Activity 1: Security Plan

Module 8 Activity 2: Test Plan

Module 8 Activity 4: Training Plan



78

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Department of Labor's Employment and Training Administration, Grant

#TC-23745-12-60-A-53. The solution was created by the grantee and does not necessarily reflect the official position of the U.S. Department of

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Database Management Systems

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