Data Management - Databases

Database operations will be covered in this module using Microsofts

Access software. This exercise assumes familiarity with the Excel module
so you should complete that one first if you havent already done so. This
version is specific for Access 2007/Access 2010. If youre using an earlier
version, refer to the Access Exercise for Access 2003.

Why use a database instead of a spreadsheet?

The underlying structure of a database is a data table (like an Excel

spreadsheet) or series of related tables. The database adds more user-
friendly interfaces (forms) between the user and the table and it allows for
automated searching, sorting, and summarizing of the data in the tables. A
database is more difficult to set up than a spreadsheet. The effort required
to set it up is best justified when you have large data sets (more than 30-50
subjects), many data items (more than 15-20), or when you will be
repeatedly performing tasks like sorting and summarizing the data as they
are being accumulated.

Comparing Databases and Spreadsheets

Task Spreadsheet Database
Set up Simple More complex
Data entry Tedious and prone to Easier and less prone
mistakes if too many to error
rows and columns
Error prevention Can be done Easy to do
Sorting Can be done but is Easy to do, even for
prone to data complex selection
corruption and sorting criteria
Calculations with or Easy to do Can be done but may
between data fields be more difficult
Summarizing sorted Fairly easy to do More difficult to set up
data (counts, means, but can be easily
etc) repeated as more
data are entered

The following exercise can be done by experienced Access users

without help. Less experienced users may require help. The tasks to be

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done are typed in italics. Detailed instructions for each step in the exercise
are given in regular typeface. You can refer to the detailed instructions if
they are helpful or you can simply read and respond to the tasks requested
in italics. Online resources are listed at the end of this document. If you
are having problems with this module (its been beta tested but it is
relatively new), please ask for help:
mailto:[email protected] (individual help available only for
students enrolled in the UT-Houston Clinical Research Curriculum or MS in
Clinical Research Degree Program).

Warning: A new feature in Access 2007 is the Security Warning that

sometimes appears just below the ribbon. It appears when you are not
allowed to do something (making a change to the structure of the
database). To get around this, you need to click on Options and select
the Enable option.

Create a Database and Import Data

Open the Access program and create a new database. After opening the
program, double-click on New Blank Database from the dialog box and
click on OK. Name the database YourLastName-Exercise.accdb and
click on Create. It will be saved in the My Documents folder. Import the
data from the spreadsheet AccessExercise.xls. Click on External Data in
the top menu bar. Then click on Excel in the ribbon beneath the menu
bar. Use the browse button to find the AccessExercise.xls spreadsheet
and select it. Click on Open and then OK (accept to option to import it
into a new table. Click on next to accept the first 3 default options. Select
Choose my own primary key and then select IDNumber as the primary
key. This will treat IDNumber as a unique identifier to ensure that the same
subject (with the same ID number) cannot be entered into the database
twice. Click on Next. Type in the table name Subjects under Import to
table and then click on Finish and then Close.

Open the Subjects table in design mode to make modifications to this table.
Double-click on the Subjects table in the Navigation Pane on the left-hand
side. At this point, you can add data to the table but you cannot modify its
structure. On the left end of the Home ribbon, click on the arrow under
View and click on Design View. Your screen should look like this:

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Select (click on) the IDNumber cell. Change (if necessary) the Required
entry in the lower table to read Yes (you cant enter a record with this
field left blank) and the Indexed entry in the lower table to read Yes (No
duplicates). To change these entries, click on the selection, then click on
the down arrow to the right of the selection to make a change. Note that
Double is listed as the Field Size. We will need to know this later.

Add New Fields to the Database

Add a field named Complete to the database. While still in the Subjects
table design window (opened above), Click on the first blank cell under
Field Name in the upper table. Type in Complete under field name, clink
on Enter, and select Text as the field type. We want to restrict the entries
for this field to Yes or No. In the lower table, for Validation Rule, type in
Yes or No or is null. (Include the quotation marks around Yes and No
to signify that these are text words.) Is null is the Access designation for a
blank field. For Validation Text (the error message you will receive if you
violate the validation rule), type in Enter Yes or No. Save the file (Click on
the Office icon in the upper left corner and Save.) Answer No to the
question Do you want the existing data to be tested with the new rules

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because you have no data in the Completed field with the new validation
rules. Close the Subjects table window.

Databases differ from other software programs in that any additions,

modifications, or deletions you make to the data are automatically saved.
You dont need to Save the file when you exit the program. Usually this is
an advantage. If you make mistakes in data entry, however, you cant go
back to the original unmodified version of the file to effectively undo the
changes as you can in other programs. Changes to the structure of the
database (field additions to tables and changes to forms, queries, and
reports) will not be saved unless you save the file before you close it.

Create a New Table

Click on Create in the menu bar and Table Design in the ribbon. Add
the following Field Names and (Types) to the table: IDNumber (number),
Preparation (text), TreatmentDate (date/time), Time (date/time). In the
table below, select Double as the Field Size for IDNumber (it must be the
same type as the IDNumber in the Subjects field so they can be linked later
on.) The Double type allows for decimal numbers (up to 10 decimal
places) as well as whole numbers. Integer allows only whole numbers.
Click on the Office icon and Save As, and then type in Treatments as the
file name. Answer No to the question Do you want to create a primary
key? because you want to be able to enter multiple treatments for the
same subject. Close the Treatments table window.

Link the Tables using IDNumber

The ID Number field in the Treatments table must be linked to the

IDNumber field in the Subjects table so that the entries in the Treatments
table are associated with a particular subject. Under the Database Tools
menu, click on Relationships in the ribbon. Hold the shift key and select
both tables and then click on Add. Then close the dialog box. Select ID
number (click with the mouse) from the Subjects table. Drag and drop from
the IDNumber in the Subjects table to the IDNumber in the Treatments
table. Select all the options at the bottom half of the dialog box and click on
Create. Your screen should look like this:

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The 1 type of relationship designates a one-to-many relationship in
which multiple entries in the Treatment table can be linked to one entry in
the Subjects table. Close the Relationships Window and select Yes to
save the relationship. Now all of the entries in the Treatments table will be
linked to a subject in the Subjects table when the same IDNumber is used
for both the subject and the treatments.

Create a Data Entry Form

Select (single-click) the Subjects table in the Navigation Pane. Select

Create from the top menu bar and then click on Form. You now see a
data entry form for the first subject. Click on Design View under View to
modify this form. Your screen should look like this:

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Rearrange the fields on the form as follows: Make the form wider by
moving the cursor over the right edge of the gray area. First, click on a
blank part of the screen to deselect the fields. When the cursor appears as
a cross with a horizontal arrow on the right edge of the form (underneath
the Detail bar), drag the edge of the form to the right. Select all the fields
(without their labels on the left) on the right side of the form by clicking on
each one while holding the Shift key. Then move the cursor over the
selected fields; when the mouse cursor appears as a double arrow on the
right edge of the fields, drag the right edge of all these fields toward the left
to the middle of the page (so that you can make room for two columns).
Now click on Remove on the arrange ribbon to unlock the form and allow
you to move fields around. Select the bottom six fields, with their labels
and move them to the upper right part of the form. To make the title bar at
the top narrower, drag the mouse until it becomes a double arrow with a
line across it on the top of the Detail Bar and drag the bar upward. You will
not be able to move it very far until you make the Subjects text box
smaller. Do that by selecting that box and dragging the double arrow at the
bottom right corner until the box is only slightly larger than the text. Now
move the Detail bar up again. Your screen should look like this:

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Create a Validation Rule in a Form

Right click on the data entry part of the EGA(L&D) field and click on
Properties. Click on the Data tab if not already selected. Under
Validation Rule, type >=20 AND <=44 without the quotation marks. Close
the dialog box. This will prevent data entries outside this range when the
form is used to enter data. (Entries outside the range would be possible if
the data were entered directly into the table. This can be prevented if the
validation rules are placed in the table, as above, rather than in the form.)
For Validation Text (the error message you will receive if you violate the
validation rule), type in Enter a value between 20 and 44. Close the
Property sheet box for EGA(L&D).

Create a Combo Box for Data Entry

Right click on the data entry part of the Expired field and select Change
to and Combo Box. Right click on the data entry part again and click on
Properties. Click on the Data tab if not already selected. For Row
Source Type, select Value List. For Row Source, type in Y;N.) Close
the dialog box. Select View and Form View in the Home ribbon. Your
form should look like this:

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Click on the down arrow at the right of the Expired field to test your combo
box. Try to enter 56 as the EGA(L&D) to test your validation rule. Save
and close the Form.

Create a Query to Search for Missing data.

Click on Create in the menu bar and then Query Design. Add the
Subjects table to the query and close the dialog box. Double-click on each
of the fields in the upper part of the window to include them all in the query.
(Scroll down to see them all.) For Criteria under DateBirth, type is null
(without the quotation marks). In the next row labeled or, enter is null
under PlaceBirth. This will search for any subject record that has DateBirth
blank OR PlaceBirth blank. If you put is null in the same row for each of
these columns, the query would select only records with both fields blank.
Enter is null in a different row for each of the following fields: Race,
Gender, EGA(L&D), Birthweight, CLD, DateDC/Exp, and Expired. (Extend
the dialog box down as needed by dragging the bottom edge down.) Click
on Run to execute the query. In the Complete column for each of these
subjects, type No to identify these subjects as having missing information.
In Access (but not in all database programs), data changes and entries

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made to a query are stored in the table from which the query was derived.
Try typing N to test the validation rule you created before. Save the
query. Click on the Windows icon and Save As and name the query
Missing. Close the query.

Create a Query to select all inborn (PlaceBirth = 1) infants with RDS (1 =

suspect, 2 = definite), sorted by whether or not they expired (Y = yes, N =
no) and calculate the length of stay (DateDC/Exp DateBirth)

Click on Create in the menu bar and then Query Design. Add the
Subjects table to the query and close the dialog box. Double-click on the
following fields in the upper part of the window to add them to the query:
IDNumber, DateBirth, PlaceBirth, RDS, DateDC/Exp, Expired, Complete.
The checkmarks for Show indicate that these fields will be visible in your
query output. For Criteria under PlaceBirth, enter 1 to select only inborn
infants. For Criteria under RDS, enter 1 or 2 in the same row to select
only infants with suspect or definite RDS and born at hospital #1. Click in
the Sort box of the Expired column and click on the down arrow to select
Ascending. For Criteria under Complete, type not No or is null (only
use the quotation marks around No) to eliminate incomplete records from
the query. Execute the query. Your output screen should look like this
(records may not be in the same order):

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This query selects the patients of interest and sorts them by whether or not
they expired. Save the query. Click on the Windows icon and Save As and
name the query RDS.

To calculate length of stay, return to the design view by clicking on View

and Design View. In the top line of the first blank column, for Field, type
LOS:([DateDC/Exp]-[DateBirth]). LOS is the title for the column in the
query output. The brackets are used to designate field names. Check the
show box so that it will be visible in the output. Run the query to verify that
the LOS is calculated for each subject.

Calculate a mean for the length of stay for each of the survival (Y/N)
groups. Switch back to the Design view for the query. Click on Totals in
the ribbon at the top of the screen to add a Total row to the query. In the
query window, on the Total row, select Where for all of the fields except
Expired since we want to group the data only by whether or not the
subjects expired. (Leave Group By for Total in the Expired column.) For
Total for LOS, select Avg to calculate the mean for this field. Select
Show only for the Expired and LOS fields. Execute the query. Your
output should look like this:

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(You may need to make the LOS column wider to display the numbers.)
The mean length of stay is calculated for each of the survival groups. Save
the query. Click on File and Save As and name the query LOS. Close
the query.

Create a report to list subjects after sorting by Race, Gender, and whether
or not they had CLD (chronic lung disease).

Click on Create in the menu bar and then Report Wizard. Select the
Subjects table under Tables/Queries. Include IDNumber, Race, Gender,
and CLD (chronic lung disease) in the report by selecting each one with the
mouse and clicking on >. Click on Next. Select Race, Gender, and CLD
as group variables for the report. Click on Next then Next again (no
sorting). Select the Stepped layout and Aspect style. Type in the name
CLD for the report and Click on Finish.

Modify the report to count the subjects in each subgroup.

Open the Design view for the report. Close the Print Preview screen (on
the upper right corner of the screen) and make sure that Design View is still
selected under View. Lengthen the CLD section (beneath CLD Header)

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by dragging the top of the bar underneath it (labeled Detail) down. Click on
Text Box in the Design ribbon, then drag the mouse over part of the report
window in the CLD section (make a rectangle in the bottom right corner) to
create a text box. Right-click on the unbound (right side) of the text box
and select Properties. Click on the Data tab. For Control Source, type
in =Count ([IDNumber]). This will count the number of entries (number of
different IDNumbers) in each CLD section. Each CLD section has been
grouped according to Race, then Gender, then CLD, so you will get a total
count for each subgroup. Close the dialog box. Right-click on the left side
of the text box, select Properties, select the Format tab, and type
Subgroup Total in for Caption. Use the mouse to resize the boxes by
dragging the edges so that you can read all of Subgroup Total and the
Count ([IDNumber]) box is narrow and lined up next to the Subgroup Total
box. Save and close the report. (Click on File and Save; accept the
name CLD for the report.) Double-click on the report to run it. Your
output should look like this:

To receive credit for completing this module, you must email the database
file (YourLastName-Exercise.accdb) to [email protected].

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Other resources:
The Microsoft documentation that came with your software (under the
Help menu) is now web-based and isnt as complete as it was for previous
versions. If you know what you want to do and what to call it, the Help
functions can be helpful in telling you how to go about it.
Other information from Microsoft can be accessed at
www.microsoft.com/access.
A problem with the Microsoft site is information over-load. It takes
some time to figure out where things are.
Other tutorials are available on the Internet:
http://inpics.net/tutorials/access2007/basics.html

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