TABLE OF CONTENTS

1. Importance of MS Access2. Application of MS Access Create a table Create a query Joining 2 tables Relationship between two tables Reports Forms

MANAGEMENT INFORMATION SYSTEM (MIS)

Management information system(MIS) is a system that provides information needed to manage organizations effectively. Management information systems are regarded to be a subset of the overall internal controls procedures in a business, which cover the application of people, documents, technologies, and procedures used by management accountants to solve business problems such as costing a product, service or a business-wide strategy. Management information systems are distinct from regular information systems in that they are used to analyze other information systems applied in operational activities in the organization. Academically, the term is commonly used to refer to the group of information management methods tied to the automation or support of human decision making, e.g. Decision Support Systems, Expert systems, and Executive information systems.

INTRODUCTION TO MICROSOFT ACCESS

Microsoft Office Access, previously known as Microsoft Access, is a database management

system from Microsoft that combines the relational Microsoft Jet Database Engine with a

graphical user interface and software-development tools. It is a member of the Microsoft Office

suite of applications, included in the Professional and higher editions or sold separately. On May

12 2010, the current version of Microsoft Access 2010 was released by Microsoft in Office 2010;

Microsoft Office Access 2007 was the prior version.

Access enables you to:

Create tables to organize data into manageable related units.

Enter, retrieve and modify data.

Extract information based on specific criteria.

Create forms to enter data.

Create reports

Very simply, Microsoft Access is an information management tool that helps you store

information for reference, reporting, and analysis.  Microsoft Access can help you

overcome the limitations found when trying to manage large amounts of information in

Microsoft Excel or other spreadsheet applications.

DATABASE OBJECTS

Access databases are made up of tables, queries, forms, reports, macros, modules. Each of these objects has its own special function.

ABC Limited has strength of 50 employees, maintaining the record of these employees in files or registers is a very much time consuming method and often leads to data redundancy and mismatched reports. To avoid these problems the company has designed a database using Microsoft Access which stores the entire record of the employees and generates timely reports.

Types of Database Object

Tables- They store data in a row and column format similar to spreadsheets.

Queries- They enable you to view data from a table based on a specified criterion.

Forms-They enable you to enter, view and modify in a table.

Reports- They enable you generate reports based on tables and query results.

Create a blank database

1. Start Access.

2. On the New tab in backstage view, click Blank Database or Blank Web Database.

IMPORTANT the choice that you make here will determine what features are available

in the database. Desktop databases cannot be published to the Web, and web databases do not support some desktop features, such as totals queries.

3. On the right, type a name for your database in the File Name box.

To change the location in which you create the file, click Browse next to the File Name box, browse to and select the new location, and then click OK.

4. Click Create.

Access creates the database, and then opens an empty table (named Table1) in Datasheet view.

5. Access puts the cursor in the first empty cell in the Click to Add column of the new table.

To add data, begin typing — or you can paste data from another source, as described in the section Paste data from another source into an Access table, later in this article.

Relational model

The relational model for database management is a database model based on first-order predicate logic, first formulated and proposed in 1969 by Edgar F. Codd.[1][2] In the relational model of a database, all data is represented in terms of tuples, grouped into relations. A database organized in terms of the relational model is a relational database.

A table in an SQL database schema corresponds to a predicate variable; the contents of a table to a relation; key constraints, other constraints, and SQL queries correspond to predicates. However, SQL databases deviate from the relational model in many details, and Codd fiercely argued against deviations that compromise the original principles.

The relational model's central idea is to describe a database as a collection of predicates over a finite set of predicate variables, describing constraints on the possible values and combinations of values. The content of the database at any given time is a finite (logical) model of the database, i.e. a set of relations, one per predicate variable, such that all predicates are satisfied.

Creating a Database using Access 2007

Starting Access 2007

Firstly click on the start button in the left lower corner of your pc screen and click on the all programs, and after that click on Microsoft office access 2007 as it is getting started then the screen that will appear is shown below:

Creating an Access 2007 Database

To increase our database knowledge with each step we’ll begin with blank database.

Step 1: As we see the screen we see a blank database button below the title. Click on that

Blank Database button.

Step 2: When you click on Blank Database button the right side of access screen changes

into the image shown into step 2

Step 3: To save your work on a floppy diskette in the A: Drive, on a USB key/Flash Drive

or on your C: Hard Disk, or in some other drive. Please save to one of these areas and

substitute your Drive in the instructions. For choosing derive click on the small folder to

write the file name.

Step 4: on the right side of your screen you will see the drive on which you will create

your database. Click on create button.

Creating a Table

When you click on the create button then a new screen comes that is shown in below given figure. In this screen you will see these new features. The tabs and ribbons that are automatically appear for the area in access on which you are working.

Data type:

Attachment    Files, such as digital photos. Multiple files can be attached per record. This data type is not available in earlier versions of Access.

AutoNumber    Numbers that are automatically generated for each record. Currency    Monetary values. Date/Time    Dates and times. Hyperlink    Hyperlinks, such as e-mail addresses. Memo    Long blocks of text and text that use text formatting. A typical use of a Memo

field would be a detailed product description. Number    Numeric values, such as distances. Note that there is a separate data type for

currency. OLE Object    OLE objects, such as Word documents. Text    Short, alphanumeric values, such as a last name or a street address. Yes/No    Boolean values.

Lookup wizard

When using a lookup wizard, a person can choose a lookup field type. The field can either be simple or complex. Simple fields are used to store single values while complex fields store multiple values. The wizard provides all the necessary features, including tables, queries and options, such as Datasheet view and Design view, to allow one to create a lookup field effortlessly. A person can also change the width and the sort order of the fields for easy data entry.

Step 1: select the lookup wizard option.

Step 2: Once you go with the lookup wizard option next we select the “I will type in the values that I want” and press next button.

Step 3: Now we have options what values you want to choose for the lookup column and press next button. Like here we use the option of male and female in the gender column.

Step 4: Then ask do you want to store multiple values for this lookup and u just need to mark the allow multiple value option and press the finish button.

Now you can easily select the option with the help of lookup wizard option, like just tick the option of male or female you don’t need to write it again and again male or female.

OLE object

OLE (sometimes pronounced o-lay) is an acronym for object linking and embedding. When you use this technology in a program such as Access, you can combine information from different applications into your tables. For instance, you can combine text from a word processor (such as Word), spreadsheets or graphs from Excel, and graphics, sound, or video from a wide variety of sources--all within a single database.

Step 1: In photo column by right clicking we get a option of insert object by which we can attach any kind of picture, video or document.

Step 2: Once we added the picture just by double clicking the box we get that picture which is attached to the particular person.

Sorting and Filtering

Sorting and filtering are tools that let you organize your data. When you sort data, you are putting it in order. Filtering data lets you hide unimportant data and focus only on the data you're interested in.

Sorting:

Step1: like here in the student detail table the name of students are not arranged in the alphabet sequence so by pressing the name column we get two options i.e. sort A to Z or sort Z to A. as we chose sort A to Z option and press the ok button it will arrange all the names in A to Z order.

Step 2: Now we can see that all the names of the students are arranged in A to Z order starting from Amrit Kaur to Spinder.

Filtering:

Step 1: Filtering helps us to get the information which we required. Like here we want to filter the females in the students for that we need to press left button and in select option tick the female option and press ok button. Results will show the number of females in the list.

Step 2: Now the results give us the information of the females from all the number of students.

Freeze pane:

To keep an area of a datasheet visible while you scroll to another area, you can freeze one or more of the fields (columns). The fields that you freeze move to the leftmost position on the datasheet.

1. Open a table, query, form, view, or stored procedure in Datasheet view.

2. If you want to freeze several fields, first move them so that they are contiguous. You can move fields on a datasheet by dragging them to the desired location.

3. Select the fields that you want to freeze. To select several fields, press and hold SHIFT while you click the fields.

4. Right-click the selected fields, and then click Freeze Fields.

5. If you want the fields to remain frozen after you are finished working, save the changes when you close the datasheet.

Like here we want to freeze ID column, press left button on ID column and select the freeze columns option.

Now we can see that the ID column is freeze and other columns are scrolled.

Relationship:

In a relational database, relationships enable you to prevent redundant data. For example, if you are designing a database that will track information about books, you might have a table named "Titles" that stores information about each book, such as the book’s title, date of publication, and publisher. There is also information that you might want to store about the publisher, such as the publisher's telephone number, address, and ZIP Code/Postal Code. If you were to store all this information in the "Titles" table, the publisher’s telephone number would be duplicated for each title that the publisher prints.

A better solution is to store the publisher's information only one time, in a separate table that we will call "Publishers." You would then put a pointer in the "Titles" table that references an entry in the "Publishers" table.

To make sure that you data stays synchronized, you can enforce referential integrity between tables. Referential integrity relationships help make sure that information in one table matches information in another. For example, each title in the "Titles" table must be associated with a specific publisher in the "Publishers" table. A title cannot be added to the database for a publisher that does not exist in the database. 

Logical relationships in a database enable you to efficiently query data and create reports.

Creating the database relationship:

First open up your database. In order to create or modify any relationships in your database, you need to switch to the relationships view.

So click on the Database Tools tab on the new Access 2007 ribbon and click on the Relationships button

Since there aren’t any existing relationships, Access will open the Relationships View together with the Show Table dialog box.

We need to select the tables and add them to the relationships view window. Go ahead and select each table that relates to the other tables and click Add.

Now, I am creating a one-to-one relationship between my dept_details and the books_details tables.

But before I do that, I need to figure out where I want to start with my data entry. This is quite important so take your time.

In my example, I want to start with the dept_details table.

Starting with that table, I will click and hold on the primary key of that table, which in this example is ID. Then I will drag and drop it on the IDin DEPT_ID.

Now the relationship between the three tables is created.

Query Design:

Queries are a way of searching for and compiling data from one or more tables. Running a query is like asking a detailed question of your database. When you build a query in Access, you are defining specific search conditions to find exactly the data you want.

Queries are far more powerful than the simple searches you might carry out within a table. While a search would be able to help you find the name of one customer at your business, you could run a query to find the name and phone number of every customer who's made a purchase within the past week. A well-designed query can give information you might not be able to find out just by looking through the data in your tables

If you have the Personnel Datasheet or Personnel Form open (to add data), close them before you begin your queries. The Access program sometimes becomes logically confused when you try to do queries when it “thinks” you also want to add data. You may see “error” messages if you leave the Form or Datasheet open.

Add the tables first before we start with the query part. Select the tables and press add button.

Now add the different fields in the field option in which we want to place a query. As we select department field in dept_details table and name in student_details and books details in books_detail table respectively.

Query: In the first query in the cretirea row we write LAW , which gives us result of the Law department. And now for the results press the datasheet view on the right bottom.

Datasheet view shows that there is one student name Jashanjeet who belongs to LAW department.

Query: another type of query is like we want to make a query between two tables. Like in criteria row in department column write ‘sms’ and in student details column write between A And S. Which means results shows the details of the students from two tables the students whose department is ‘sms’ and name lies between A And S letter. Now click the datasheet view button.

Results shows the name of students whose department is sms and name is between letters A and S.

Query: another query is like whose department is ‘sms’ or name between A and S for this we need to be careful like now we need to change the criteria for this query. We need to write between A and S in or row in name column. Now press the datasheet view button.

Results shows the list of students whose department is sms and name starting with letter between A and S.

Query: another type of query is greater than or less than type. Here in the issue date field we need a data which shows the list which tells us the books which are issued after the particular date. For that in criteria row write >#4/11/2015# means dates greater than 4/11/2015. Press datasheet view button.

Results shows that there are three students to whom books are issued after the date 4/11/2015.

Form:

Forms are like display cases in stores that make it easier to view or get the items that you want. Since forms are objects through which you or other users can add, edit, or display the data stored in your Access database, the design of your form is an important aspect. If you database is going to be used by multiple users, well-designed forms is essential for efficiency and data entry accuracy.

Form wizard:

Step1: In create go to more forms option and click on form wizard option.

Step2: next step is to select fields from a particular table. Like here from student_details table we add the different fields like name, roll no, gender, photo and now press next button,

Step 3: now select the layout for a form, like we select columnar and press next button.

Step 4: there are different styles and from them select one and press next button.

Step 5: select the title for your form and press the finish button.

And this is how your form looks like.

Form design:

Step 1: very first step is go in a create tool bar and press the form design button.

Step 2: press the add existing fields button by which you can add different existing fields for forms.

Step 3: simply double clicking the field we can add the fields in the form. Once fields get added press the datasheet view button.

This is how the form looks like.

Report:

When you use a database, you typically use reports to view, format, and summarize data. For instance, you might create a list-type report to display phone numbers for all your contacts, or a summary report to total up the sales for your company across different regions and time periods

Create a report:

Step 1: in create toolbar press the report button which create a basic report of the data in t he current query or table.

Step 2: after adding a particular table and fields this is how report looks like.

Report wizard:

Step 1: press the report wizard which helps to create simple, customized reports.

Step 2: select the fields you want to add in the report and press next button.

Step 3: in grouping levels options simply press next button because we need nothing to change.

Step 4: next option is of what sort of order you want for your report select your option and press next button.

Step 5 : layout option is asked for, select the layout you like and press the next button.

Step 6: select the style for your report and press next button.

Step 7: in the last step give a title to your report and press the finish button.

This is how your report looks like.