Rookie-building DB-want to get right the first time! Help?

Thanks for the advice Fred. I AM feeling a bit overwhelmed, but feel like I'm
catching on slowly. I only have the knowledge I've gleaned from the books and
tutorials I've read this week. I'll be the only person using the database at
first. I'll then hopefully have someone else updating the database as well as
staying on top of the external data updates we'll be tracking.
I sort of get it that a report takes information from the table and makes it
'pretty'. I think I get it that a form just makes it easier to enter data,
but it still goes into the same table. I'm not sure what a Query does yet.
Is it possible to show you what I've done so far to see if I'm on the right
track? I'm not sure if that's out of bounds. I'm grateful just to try to
follow the instructions you are offering. I messed with the relationship
keys, but got a bit confused using the examples given. I'll play with that
again later.
As for when this needs to be up and running, that would be ASAP. I didn't
realize I needed something like this until it became a logistical nightmare
trying to figure out which agency to ask for what data. Now I'm a little
thwarted in the efforts needed to get the most basic aspect of the business
built - the data! Sigh. I AM a little overwhelmed. This forum is INCREDIBLE
though! I didn't realize there would be people as generous as you willing to
help me out. Thank you.

"Fred" wrote:

Hi Sandra,

In order to answer your last question:

I know you're having some trouble on this first step for your medium
complexity situation, but most people would, and that's what this design
discussion group is for. Are you somewhat fluent on the the basics of Access
design, like queries, forms etc?

Will this dtatbase need to be used by other people who will know absolutely
nothing about Access? If so, you will probably need to get substantial help
from a developer.

How much time to you have to get this up and running?


PS: Don't use anybody who hits you up for money in these free advice forums.

These newsgroups are "staffed" by volunteers. The Code of Conduct for these
'groups precludes soliciting paid work.

If someone solicits paid work here, please consider whether you want to do
business with someone who ignores the rules.

Regards

Jeff Boyce
Microsoft Access MVP


"SandraRae2000" wrote in message
...
Rookie user: Access 2007, Using "Picture Yourself Learning: Microsoft
Access
2007" as reference guide.
Need suggestions for how to structure what seems to me to be a very
complicated DB. I want to build it the best way the first time, so I don't
do
a lot of work and not have it do what I need.
Here's what I need to do:
Track GIS datasets for about 50 natural and environmental hazards.
The data itself does not need to be tracked. I do need to track its source
(National, State, County or City data) and know its date of creation, and
frequency of updates for example.
I don't know whether to create one Table with tons of fields, and then try
to figure out queries. Or should I create tables for each specific hazard
like Earthquake, Flood, etc.? Should I create tables for each source of
data
such as National, State, County and each City from which I obtain data?
What I want to be able to do is easily determine which updates to which
data
need to happen when, which data came from which source, what data is
available for each specific hazard and what datasets overlap at the
National,
State, County and City levels.

Here's an example: I have data from the National Wetlands Inventory that
is
updated annually.
I also have data from the County that is updated quarterly. The State and
the Cities have no additional data. I need to be able to know, for 50
different hazards or issues, the source of the data, how often it's
updated,
a scheduled reminder when it's time to update if possible, and a field
with
a hyperlink to the actual data or metadata.

My reference book includes instructions on Creating a DB, Creating and
Editing Tables, Improving Table Design and Creating Relationships,
Creating
Forms, Creating Simple Queries, Creating Queries that filter and Summarize
Data and Creating Reports. I think it's a beginner type book - well it
must
be, if I'm able to sort of understand it. But I'm hoping someone who
understands the whole picture can tell me what parts to build and where. I
can follow directions, but can't see the forest for the trees at this
point.

Any help would be extremely appreciated, and paid forward!

"Steve" wrote in message
...
If the responses you have gotten are all greek to you,

Patronising oaf.

I would like to offer tp build the database for you.

Would you hire someone who can't even check their own spelling?

I provide help with Access, Excel and Word applications for a small fee.
My fee to help you would be very reasonable.

Small or reasonable? The two are not the same. Either way it'll be money
for old rope.

Contact me

As a last act of desperation.

and let's discuss how we can work together to create your database.



No, let's discuss how to follow newsgroup rules.

Hi Sandra,

The confluence of two items (you are barely started on the big job of
learning Access and are in a big hurry to get this up and running then you
are probably going to need many hours of help from an expert.

If I were looking for such help, expert help, I scan back through this
discussion groupl for regular contributors who appear to be in the business
and who aren't the one person (who you've now met) that abuses this group by
hitting people up for money, and email a couple of them.


- - -

Alternatively, hit the books really hard and ask questions here. At the same
time that you are reading the books, here is your overall process:

1. Shut the computer off and decide the real world entities are that you
want to database. Use the discussion in this tread to guide you.

2. Design Tables and links between them to implement your decisions from#1

3. Make rudimentary queries to look at your individual tables. Not
essential, but a good next step. And (although not essential) make single
table queries which will be the middlemen (record sources) for your forms and
reports.

4. For cases where you need to see & enter the data from multiple linked
tables all at once, make a form with subform(s) to do so. For example, to
see an organization that sends datasets, then the show and enter their data
sets underneath them, make and "Organizaiton" form, and put a "Data set"
subform underneath it.

5. Make rudimentary reports for single tables

6. In a similar manner an situaiton as number 4, make reports with
subreports to show data.

What do you not understand about the nature of a volunteer newsgroup? If you
don't understand that basic concept you are not capable of understanding the
complexities and subtleties of relational database design.

Steve wrote:
If the responses you have gotten are all greek to you, I would like to offer
tp build the database for you. I provide help with Access, Excel and Word
applications for a small fee. My fee to help you would be very reasonable.
Contact me and let's discuss how we can work together to create your
database.

Steve


Rookie user: Access 2007, Using "Picture Yourself Learning: Microsoft
Access
[quoted text clipped - 43 lines]

Any help would be extremely appreciated, and paid forward!

--
Message posted via http://www.accessmonster.com

"SandraRae2000" wrote in message
...
Rookie user: Access 2007, Using “Picture Yourself Learning: Microsoft
Access
2007� as reference guide.
Need suggestions for how to structure what seems to me to be a very
complicated DB. I want to build it the best way the first time, so I don’t
do
a lot of work and not have it do what I need.
Here’s what I need to do:
Track GIS datasets for about 50 natural and environmental hazards.


FWIW I have a "hazardous materials" tracking database which you're welcome
to a copy of if you like. It may be of no use to you whatsoever, but then
again it might just help. Drop me a line if you'd like to take a look.

Keith.
www.keithwilby.co.uk

Sandra,

See my response of today, hidden several posts back in the above thread.

Thanks Fred!
I'm going to follow your instructions of how to approach this. Then, if that
fails, I'll consider your other suggestion. If I do go the professional
route, what is a typical fee structure like? While learning all of this and
starting from scratch is extremely fun and rewarding, I'm supposed to be
focusing on other aspects of my operation! But, I have more time than money!!
Thanks so much for your help and advice.
Sandra

"Fred" wrote:

Hi Sandra,

The confluence of two items (you are barely started on the big job of
learning Access and are in a big hurry to get this up and running then you
are probably going to need many hours of help from an expert.

If I were looking for such help, expert help, I scan back through this
discussion groupl for regular contributors who appear to be in the business
and who aren't the one person (who you've now met) that abuses this group by
hitting people up for money, and email a couple of them.


- - -

Alternatively, hit the books really hard and ask questions here. At the same
time that you are reading the books, here is your overall process:

1. Shut the computer off and decide the real world entities are that you
want to database. Use the discussion in this tread to guide you.

2. Design Tables and links between them to implement your decisions from#1

3. Make rudimentary queries to look at your individual tables. Not
essential, but a good next step. And (although not essential) make single
table queries which will be the middlemen (record sources) for your forms and
reports.

4. For cases where you need to see & enter the data from multiple linked
tables all at once, make a form with subform(s) to do so. For example, to
see an organization that sends datasets, then the show and enter their data
sets underneath them, make and "Organizaiton" form, and put a "Data set"
subform underneath it.

5. Make rudimentary reports for single tables

6. In a similar manner an situaiton as number 4, make reports with
subreports to show data.

On Thu, 4 Feb 2010 05:47:02 -0800, Fred
wrote:

Alternatively, hit the books really hard and ask questions here. At the same
time that you are reading the books, here is your overall process:

1. Shut the computer off and decide the real world entities are that you
want to database.

This is really good advice. Every new database design should start
off as a pencil or whiteboard sketch of just the basic tables and how
they're related.

If you haven't already found it, a really good book for getting
started is Database Design for Mere Mortals by Michael Hernandez.

Armen Stein
Microsoft Access MVP
www.JStreetTech.com

It's coming together! I am SLOWLY figuring this out. I'm following each of
your suggestions and I can see it taking shape. Mostly, I'm beginning to
understand it, which is HUGE progress! You folks are amazing! Thank you. I'm
sure I'll have more questions soon.

"SandraRae2000" wrote:

Rookie user: Access 2007, Using “Picture Yourself Learning: Microsoft Access
2007� as reference guide.
Need suggestions for how to structure what seems to me to be a very
complicated DB. I want to build it the best way the first time, so I don’t do
a lot of work and not have it do what I need.
Here’s what I need to do:
Track GIS datasets for about 50 natural and environmental hazards.
The data itself does not need to be tracked. I do need to track its source
(National, State, County or City data) and know its date of creation, and
frequency of updates for example.
I don’t know whether to create one Table with tons of fields, and then try
to figure out queries. Or should I create tables for each specific hazard
like Earthquake, Flood, etc.? Should I create tables for each source of data
such as National, State, County and each City from which I obtain data?
What I want to be able to do is easily determine which updates to which data
need to happen when, which data came from which source, what data is
available for each specific hazard and what datasets overlap at the National,
State, County and City levels.

Here’s an example: I have data from the National Wetlands Inventory that is
updated annually.
I also have data from the County that is updated quarterly. The State and
the Cities have no additional data. I need to be able to know, for 50
different hazards or issues, the source of the data, how often it’s updated,
a scheduled reminder when it’s time to update if possible, and a field with
a hyperlink to the actual data or metadata.

My reference book includes instructions on Creating a DB, Creating and
Editing Tables, Improving Table Design and Creating Relationships, Creating
Forms, Creating Simple Queries, Creating Queries that filter and Summarize
Data and Creating Reports. I think it’s a beginner type book – well it must
be, if I’m able to sort of understand it. But I’m hoping someone who
understands the whole picture can tell me what parts to build and where. I
can follow directions, but can’t see the forest for the trees at this point.

Any help would be extremely appreciated, and paid forward!