INTRODUCTION TO MS - ACCESS

THE BASICS
INTRODUCTION TO DATA PROCESSING

 Data refers to the raw facts that do not have much meaning to the user and
may include numbers, letters, symbols, sound or images.

 Information refers to the meaningful output obtained after processing the

data.

Dataprocessing is a process of converting raw data into something more

meaningful called information.

It involves the transformation of raw data into meaningful patterns using
a computer and relevant software.
DATA PROCESSING CYCLE

It refers to the sequence of activities involved in data transformation from its row form to
information.
It is often referred to as cycle because the output obtained can be stored after processing and
may be used in future as input.

The four main stages of data processing cycle are:

 Data collection
 Data input
 Data processing
 Data output
DATA COLLECTION

 This is also referred to as data gathering or fact

finding ,it involves looking for crucial facts needed for
processing.
Methods of data collection
 These include interviews; use of questionnaires,
observation, etc.in most cases the data is collected after
sampling.
DATA COLLECTION
Sampling is the process of selecting representative elements
(e.g. people, organizations) from an entire group (population)
of interest.
Some of the tools that help in the data collection include
source documents such as forms, data capture devices such as
digital camera etc.
COMPUTER DATA PROCESSING

 Ideally, the computer should not be used if your sample is small and the data is mainly
generated by open questions (qualitative data).

 The larger the sample, the more beneficial in general the use of a computer will be.

 Ideally,
the computer should not be used if your sample is small and the data is mainly
generated by open questions (qualitative data).

 The larger the sample, the more beneficial in general the use of a computer will be.
COMPUTER DATA PROCESSING
Computer data processing consists of the following steps:

1. CHOOSING AN APPROPRIATE COMPUTER PROGRAM

2. DATA ENTRY
3. VERIFICATION OR VALIDATION OF THE DATA
4. PROGRAMMING (IF NECESSARY)
5. COMPUTER OUTPUTS/PRINTS
CHOOSING AN APPROPRIATE COMPUTER PROGRAM

 A number of computer programs are available on the market that can

be used to process and analyze research data. The most widely used
programs are:

MS – EXCEL
EPI INFO
SPSS.
STATA
MS – ACCESS
PC – EDIT
SURVEY MONKEY
DATA ENTRY

To enter data into the computer you have to develop a data
entry format (the location of the variables on the data file),
depending on the program you are using.

During data entry, the information relating to each subject (or

case) in the study is keyed into the computer in the form of the
relevant code
INPUT VALIDATION: VERIFICATION

Inevitably, during data entry, mistakes will definitely creep

in.
Data entered into the computer is subjected to validity
checks by a computer program before being processed to
reduce errors as the input.

Verification is a process of checking for these errors.

A computer printout of the data file will allow for a visual

analysis of these errors.
DATA CLEANING

This involves checking or correcting errors in data

entry.

Some software have built-in systems to check for data

entry errors such as inconsistencies between data
items, data omissions and values entered that are out
of the range possible.
INPUT VALIDATION: VERIFICATION
Types of errors to be considered in data cleaning

Missing data
Inconsistent data
Out of range values

With some data entry software, verification can be built in.

This involves giving the appropriate commands to identify

errors.
OUTPUT

o The final activity in the data processing cycle is producing the desired output also referred to
as information.
o This information can be distributed to the target group or stored for future use.
o Distribution is making information available to those who need it and is sometimes called
information dissemination.
o This process of dissemination may involve electronic presentation over the radio or television,
distribution of hard copies, broadcasting messages over the internet or mobile phones etc.
PROGRAMMING

If you use computer personnel to analyze your data, it

is important to communicate effectively with them.

You as a researcher should have at least some basic

programming knowledge to guide those below you.
DATA ENTRY USING MS - ACCESS

 By hand if sample is small

 By computer if sample is large

◦ Excel (spreadsheet)
◦ Microsoft Access (database management)
◦ Quantitative analysis: SPSS (statistical software)
DATABASE MANAGEMENT BASICS

WHAT IS A DATABASE?

 A database is a collection of data or information.

 Itis a collection of information organized in such a way that a

computer program select desired pieces of data.

 You can think of a database as an electronic filing system.

A database management system (DBMS) is a set of programs used

to store and organize data and to make data retrieval efficient.
DATABASE MANAGEMENT BASICS

A database management system is a set of software

programs that allows users to perform the following
functions:

To create, edit and update data in database files, and

store and retrieve data from those database files.

Data in a database can be added, deleted, changed,

sorted or searched all using a DBMS.
DATABASE MANAGEMENT BASICS

DBMS programs are commonly used to manage:

Membership and subscription mailing lists

Accounting and bookkeeping information

The data obtained from scientific research

DATABASE MANAGEMENT BASICS

Customer information

Inventory information

Personal records

Library information
DATABASE MANAGEMENT BASICS

MIROSOFT ACCESS is an example of a DBMS

It can be used to create databases

Itis also an efficient tool to retrieve data from the database in ways that serve the analyst’s
purposes.

It can also be used to create a data entry screen interface.

There are two major types of databases

Flatdatabases
Relational databases
DATABASE MANAGEMENT BASICS
FLAT DATABASES

These are simple database programs that can store

information in only one table.

The table shown below helps in identifying some

database related terminology
FLAT DATABASE

ID Last name First Address Date Product Cost

name

74 Hamooba David 100 Freedom 3/13/2014 Soap 1.5

Avenue

80 Mumba Charles 10 Roan Rd 7/21/2014 Deodorant 1.45

95 Zulu Peter 1201 Sable Rd 6/17/2014 Shampoo 2.99

103 Patel Ahmed 1131 Pamo Av 2/16/2014 Shampoo 2.99

DATABASE MANAGEMENT BASICS

FIELD

A field is a single piece of information. It is equivalent

to a variable.

Id,First Name, Last Name, Address, Date, Product,

Cost are fields.
DATABASE MANAGEMENT BASICS

RECORD

A record is a is complete set of fields

For ID 74, a record consists of all the fields given

above.

Any row in the example given is considered a record.

DATABASE MANAGEMENT BASICS
FILE

A file is a collection of records.

The information we have in the slide is a file because

it is a collection of records.
DATABASE MANAGEMENT BASICS
DATA

A data value is any item of data in any record

or under any field.
DATABASE MANAGEMENT BASICS

TABLE

The data structure in a database is called a table.

MS ACCESS uses tables to store information.

DATABASE MANAGEMENT BASICS
 RELATIONAL DATABASE MANAGEMENT SYSTEMS (RDBMS)

A relational database is a complex type of database.

It allows for data to be stored in multiple related

tables, allowing the tables to be treated as a single
storage area.
RELATIONAL DATABASE MANAGEMENT SYSTEMS (RDBMS)

 The different tables are linked together by an identification number

called an ID.

 These IDS are called PRIMARY KEYS.

A relational database management system (RDBMS ) is a type of

DBMS where the data is stored on a set of tables that can relate to
each other.

 For example, a database might contain a Customers table and an

Invoices table that contains the customer's orders.
RELATIONAL DATABASE MANAGEMENT SYSTEMS (RDBMS)

Customers Table
 
ID Last First Address

80 Mumba Charles 10 Roan Rd

95 Zulu Peter 1201 Sable Rd

74 Hamooba David 100 Freedom Avenue

103 Patel Ahmed 1131 Pamo Av

RELATIONAL DATABASE MANAGEMENT SYSTEMS (RDBMS)

Orders Table

ID Date Product Cost

74 3/13/2014 Soap 1.5

95 6/17/2014 Shampoo 2.99

80 7/21/2014 Deodorant 1.45

103 2/16/2014 Shampoo 2.99

RELATIONAL DATABASE MANAGEMENT SYSTEMS (RDBMS)

Invoice
 
David Hamooba
100 Freedom Avenue
Kitwe, Copperbelt

Date Product Cost

3/13/2014 Soap 1.5

RELATIONAL DATABASE MANAGEMENT SYSTEMS (RDBMS)

Relational databases have the advantage of saving

storage space by cutting down on duplicate data and
thus eliminating redundancy.

For example, the relational data base given in the two

related tables eliminates the need to reenter the
customer’s name and address each time that customer
places a new order.
DATABASE MANAGEMENT BASICS

TYPES OF DBMS SOFTWARE

INFORMIX
STUDENT INFORMATION SYSTEM (SIS)
DBASE SERIES
ORACLE
MS -FOXPRO
MS -ACCESS
MS - ACCESS
MS –ACCESS is one of the most commonly used
DBMS software created by Microsoft.

Itcan handle both simple flat databases and the more

complex relational databases.

In this session, we will limit ourselves to the use of

access as a data entry tool.
STARTING MS - ACCESS
 Click on START

 Go to PROGRAM and SELECT MICROSOFT – ACCESS.

 Once in MS – ACCESS, click on the OPEN FILE ICON.

 Then click on NEW.

 You get BLANK DATABASE on the left of the screen.

 In the FILE NAME, write DEM 3310.

 Click on CREATE.
STARTING MS - ACCESS
STARTING MS - ACCESS
STARTING MS - ACCESS
CREATING TABLES
 You should get: DEM 3310:DATABASE (ACCESS 2007) on top of the screen and Table 1
on the left of the screen.

 While there, click on VIEW, and then DESIGN VIEW.

 Alternatively, highlight Table 1 and then right click on it to get DESIGN VIEW and click
on it.

 This immediately takes you to DESIGN VIEW.

 
 This will give an empty form where you can fill in FIELDS, FORMATS, and
DESCRIPTIONS, and other relevant information.

 Fill in the required details.

CREATING TABLES
CREATING TABLES
 Use the TAB key to move from one FIELD to another.

 After you are done, exit by clicking on the X on the blue bar on
the right.

 You will be asked: “Do you want to save changes?”

 Click on Yes.

 The name immediately changes to DEM 3310.

CREATING TABLES
CREATING TABLES
CREATING TABLES
CREATING TABLES
CREATING FORMS

Highlight the DEM 3310 table.

Click on CREATE

Then click on FORM.

This gives you a form. Exit and give it a name.

CREATING FORMS
CREATING FORMS
CREATING FORMS
CREATING FORMS
CREATING FORMS

 Alternatively, click on CREATE

 Then select MORE FORMS.

 Double click on “FORM WIZARD”.

 In the FORM WIZARD dialog box, select the FIELDS you want to use.

 To enter one at a time, click on >. To enter all, click >>.

 Click on NEXT, to go to the LAYOUT DIALOG box, and select the preferred one like COLUMNAR.

 Click on NEXT, and select Open Form To View Or Enter Information.

 Click on NEXT and FINISH.

ENTERING DATA

 Double click on the DEM 3310 Form or table icon.

 This gets you to the data entry screen.

 Start entering the data.

 After entering for each field, use the table key to move to the next field.


Save the changes.
ENTERING DATA
ENTERING DATA
ENTERING DATA
EXPORTING THE DATA TO EXCEL
 Highlight the table like DEM 3310 2018 in ACCESS

 Click on EXTERNAL DATA.

 Then click on EXPORT

 On Selection Destination for the Data you want, select Excel, and click on OK.

 On Save Export Steps, click on Close.

 Open Excel and retrieve the file DEM 3310.

EXPORTING THE DATA TO EXCEL
EXPORTING THE DATA TO EXCEL
EXPORTING THE DATA TO EXCEL
EXPORTING THE DATA TO EXCEL
EXPORTING THE DATA TO EXCEL
EXPORTING THE DATA TO EXCEL
EXPORTING THE DATA TO SPSS

One file is in MS – EXCEL, it can be exported to

SPSS for analysis.