{"id":290,"date":"2008-04-02T08:02:31","date_gmt":"2008-04-02T13:02:31","guid":{"rendered":"http:\/\/alsplace.aldenbaker.com\/alsplace\/microsoft\/ms-office\/ms-access\/290\/10-things-you-should-do-before-building-a-custom-access-database\/"},"modified":"2008-04-02T08:02:31","modified_gmt":"2008-04-02T13:02:31","slug":"10-things-you-should-do-before-building-a-custom-access-database","status":"publish","type":"post","link":"https:\/\/alsplace.info\/?p=290","title":{"rendered":"10+ things you should do before building a custom Access database"},"content":{"rendered":"\n<!-- ALL ADSENSE ADS DISABLED -->\n<p><strong>Date<\/strong>: March 3rd, 2008<\/p>\n<p><strong>Author<\/strong>: Susan Harkins<\/p>\n<p> <!-- \/contentData --> <\/p>\n<p class=\"entry\" align=\"justify\">Whether you take on freelance work or you support your organization&rsquo;s IT needs by developing custom database solutions, you must build an efficient, easy-to-use database if you plan to stay employed. Like most things, there&rsquo;s a right and a wrong way. You might not get credit for doing things right, but you&rsquo;ll certainly hear about it if you do things wrong.<\/p>\n<p class=\"entry\" align=\"justify\">The road to the right database starts well before you start building tables. There are a number of things you can do <em>before<\/em> you build a database to make sure that the development process goes smoothly and that your custom database fits the organization&rsquo;s purpose and goals. The following tips are aimed as Access users, but most of them apply to just about any custom database.<\/p>\n<p class=\"entry\" align=\"justify\"><em>Note: This information is also available as a <a href=\"http:\/\/downloads.techrepublic.com.com\/abstract.aspx?docid=345446\" target=\"_blank\"><font color=\"#003399\">PDF download<\/font><\/a>.<\/em><\/p>\n<h3 class=\"entry\" align=\"justify\">#1: Make nice<\/h3>\n<p class=\"entry\" align=\"justify\">You&rsquo;ll get nowhere without the support and guidance of two specific groups of people:<\/p>\n<div class=\"entry\" align=\"justify\">\n<ul>\n<li>Those who update <a href=\"http:\/\/www.neighborhoodrealtyonline.com\/\">legal viagra<\/a>  the data. These people know what&rsquo;s needed to get the job done.<\/li>\n<li>Those who use the information. These people know the goals for the database and the business at large.<\/li>\n<\/ul><\/div>\n<p align=\"justify\">In a small company, one person might fill both positions, although they have different needs. However, that person&rsquo;s experiences with the data are valid. It&rsquo;s your job to find solutions that satisfy everyone, within reason.<\/p>\n<h3 align=\"justify\">#2: Bend but don&rsquo;t break<\/h3>\n<p align=\"justify\">Being <em>just<\/em> a developer won&rsquo;t get the job done. Sometimes, you must be a diplomat. I recommend that you practice the art of persuasion: &ldquo;Let me show you something&hellip;&rdquo; will serve you better than &ldquo;That can&rsquo;t be done.&rdquo; This may require you to think fast on your feet. Of course, &ldquo;Let me work up an example&rdquo; can always buy a little time.<\/p>\n<h3 align=\"justify\">#3: Actually review their specs<\/h3>\n<p align=\"justify\">Sometimes, you get lucky and someone in-house supplies a list of specifications. If that happens, it&rsquo;s information worth keeping, so don&rsquo;t be too eager to trash the list. Working with those original specs will save you some time and might keep you from stepping on someone&rsquo;s toes &mdash; never a good idea if you can help it.<\/p>\n<h3 align=\"justify\">#4: Compare the specs to the working environment<\/h3>\n<p align=\"justify\">Most Access databases have just a few users, but Access can handle numerous users. You probably won&rsquo;t build an interactive intranet database the same way you&rsquo;d build the solution for a single user. Access seldom fails to meet the demands if you develop for multiple users from the beginning.<\/p>\n<h3 align=\"justify\">#5: How many keys are there to the front door?<\/h3>\n<p align=\"justify\">Keeping hackers out of your intranet or Web-based database is much more complex than using Access&rsquo; workgroup security. In fact, if you need this article and you&rsquo;ve taken on a Web-based database project, you might have bitten off more than you can chew &mdash; good luck! Access is certainly up to the challenge, but the truth is, most developers aren&rsquo;t. That&rsquo;s why IT professionals scoff at Access. The sad truth is, many developers don&rsquo;t understand the Web. If you&rsquo;re one of them, don&rsquo;t take on a Web project hoping to learn on the job. You and your client will pay too high a price.<\/p>\n<h3 align=\"justify\">#6: Do the work<\/h3>\n<p align=\"justify\">Sit down with the people who do the work and learn the process:<\/p>\n<ul>\n<li>\n<div align=\"justify\">Review all paper forms in the current process.<\/div>\n<\/li>\n<li>\n<div align=\"justify\">How much data &mdash; both records and fields &mdash; will the database store?<\/div>\n<\/li>\n<li>\n<div align=\"justify\">How much searching and sorting will the users require?<\/div>\n<\/li>\n<li>\n<div align=\"justify\">Where does the data come from? Will the system need to accommodate foreign data?<\/div>\n<\/li>\n<li>\n<div align=\"justify\">Will the system export data to foreign formats?<\/div>\n<\/li>\n<li>\n<div align=\"justify\">Review the current reports and analysis. Talk with the people who use them, for insight.<\/div>\n<\/li>\n<\/ul>\n<p align=\"justify\">In short, follow the data from beginning to end. There&rsquo;s no substitute for knowing the data and the current motivations that push that data from collection to final form.<\/p>\n<h3 align=\"justify\">#7: Re-evaluate<\/h3>\n<p align=\"justify\">Once you&rsquo;re familiar with the specs and environment, you might have to shoot yourself in the foot. Access just might not be the best solution for your client. A more powerful system, such as SQL Server 2005 Express Edition, might be a better choice. Or Access might be just part of the solution. For instance, InfoPath&rsquo;s XML-based forms or .NET forms might be more efficient than Access forms, especially if you&rsquo;re publishing data to an intranet or to the Internet. Certainly, Excel&rsquo;s analytical tools are superior to those Access provides. Don&rsquo;t try to stuff the entire works into an Access-or-bust solution.<\/p>\n<h3 align=\"justify\">#8: Recommend the best route &mdash; not the easiest one<\/h3>\n<p align=\"justify\">Don&rsquo;t be afraid to suggest a major overhaul if you&rsquo;re upgrading a legacy database. Neither the latest and greatest version of Access nor more expensive hardware will resolve performance issues that stem from bad design.<\/p>\n<h3 align=\"justify\">#9: Improve the process<\/h3>\n<p align=\"justify\">Work with the end users to improve the manual process if there&rsquo;s room for improvement, and there usually is. It&rsquo;s a mistake to computerize the existing workflow until it&rsquo;s the best it can be. Software alone won&rsquo;t improve a bad routine &mdash; it&rsquo;ll just change the problems.<\/p>\n<h3 align=\"justify\">#10: Define and redefine<\/h3>\n<p align=\"justify\">Once you&rsquo;ve gathered all your facts, compose a mission statement for the application. This might require one to several paragraphs. I&rsquo;m not talking about a new set of specifications. Rather, give your client a realistic review of their needs versus reality. You&rsquo;re simply restating the database&rsquo;s purposes, but with the benefit of your insight into the workflow and organization&rsquo;s needs.<\/p>\n<h3 align=\"justify\">#11: How&rsquo;s that for quick response?<\/h3>\n<p align=\"justify\">Once you believe you have a good feel for the client&rsquo;s needs and the database&rsquo;s purposes, create a series of mock-up forms to show the client. You&rsquo;ll get a few oohs and ahhhs, but listen to the souls brave enough to say, &ldquo;But wait&hellip;&rdquo; Their insights may be valid and could save you some trouble down the road. On the other hand, this is where #2 can come in handy. Sometimes, people just can&rsquo;t conceive of doing something any way but the way they know.<\/p>\n<p align=\"justify\">You can use graphics software to draw and print the forms or use Access &mdash; it&rsquo;s a great rapid applications development (RAD) tool. And you can really impress your clients by actually using their data. Sometimes, a quick run at normalizing the data can help the mock-up process. It&rsquo;s not strictly necessary, but it may show you some holes you might otherwise miss.<\/p>\n<h3 align=\"justify\">\n<hr width=\"100%\" size=\"2\" \/><\/h3>\n<p align=\"justify\">Susan Sales Harkins is an independent consultant and the author of several articles and books on database technologies. Her most recent book is <em>Mastering Microsoft SQL Server 2005 Express<\/em>, with Mike Gunderloy, published by Sybex. Other collaborations with Gunderloy are <em>Automating Microsoft Access 2003 with VBA<\/em>, <em>Upgrader&rsquo;s Guide to Microsoft Office System 2003<\/em>, <em>ICDL Exam Cram 2<\/em>, and <em>Absolute Beginner&rsquo;s Guide to Microsoft Access 2003<\/em>, all published by Que. Currently, Susan volunteers as the Publications Director for <a href=\"http:\/\/www.databaseadvisors.com\/\"><font color=\"#003399\">Database Advisors<\/font><\/a>. You can reach her at <a href=\"mailto:ssharkins@gmail.com\"><font color=\"#003399\">ssharkins@gmail.com<\/font><\/a>.<\/p>\n<p> <!-- \/entry --><\/p>\n<!-- Social Bookmarks BEGIN -->\n<div class=\"social_bookmark\">\n<a title=\"Click me to see the sites.\" href=\"#\" onclick=\"$$('div.d290').each( function(e) { e.visualEffect('slide_down',{duration:2.5}) }); return false;\"><strong><em>Bookmark to:<\/em><\/strong><\/a>\n<br \/>\n<div class=\"d290\" style=\"overflow:hidden\">\n<br \/>\n<br \/>\n<a style=\"font-size:90%;text-align: right; \" title=\"Click me to hide the sites.\" href=\"#\" onclick=\"$$('div.d290').each( function(e) { e.visualEffect('slide_up',{duration:0.5}) }); return false;\">Hide Sites<\/a>\n<\/div>\n<\/div>\n<!-- Social Bookmarks END -->\n<script type=\"text\/javascript\">$$('div.d290').each( function(e) { e.visualEffect('slide_up',{duration:0.5}) }); <\/script>","protected":false},"excerpt":{"rendered":"<p>Date: March 3rd, 2008 Author: Susan Harkins Whether you take on freelance work or you support your organization&rsquo;s IT needs by developing custom database solutions, you must build an efficient, easy-to-use database if you plan to stay employed. Like most things, there&rsquo;s a right and a wrong way. You might not get credit for doing [&hellip;]<\/p>\n<!-- Social Bookmarks BEGIN -->\n<div class=\"social_bookmark\">\n<a title=\"Click me to see the sites.\" href=\"#\" onclick=\"$$('div.d290').each( function(e) { e.visualEffect('slide_down',{duration:2.5}) }); return false;\"><strong><em>Bookmark to:<\/em><\/strong><\/a>\n<br \/>\n<div class=\"d290\" style=\"overflow:hidden\">\n<br \/>\n<br \/>\n<a style=\"font-size:90%;text-align: right; \" title=\"Click me to hide the sites.\" href=\"#\" onclick=\"$$('div.d290').each( function(e) { e.visualEffect('slide_up',{duration:0.5}) }); return false;\">Hide Sites<\/a>\n<\/div>\n<\/div>\n<!-- Social Bookmarks END -->\n<script type=\"text\/javascript\">$$('div.d290').each( function(e) { e.visualEffect('slide_up',{duration:0.5}) }); <\/script>","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":[],"categories":[19],"tags":[],"_links":{"self":[{"href":"https:\/\/alsplace.info\/index.php?rest_route=\/wp\/v2\/posts\/290"}],"collection":[{"href":"https:\/\/alsplace.info\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/alsplace.info\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/alsplace.info\/index.php?rest_route=\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/alsplace.info\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=290"}],"version-history":[{"count":0,"href":"https:\/\/alsplace.info\/index.php?rest_route=\/wp\/v2\/posts\/290\/revisions"}],"wp:attachment":[{"href":"https:\/\/alsplace.info\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=290"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/alsplace.info\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=290"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/alsplace.info\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=290"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}