Looking at How Data Is Collected

The first step in the analysis process involves reviewing the ways in which data is collected. This includes everything from index cards and hand-written lists to preprinted forms and data-entry screens (such as those used in a database software program or Web browser).

Begin this step by reviewing all paper-based items. Find out what types of paper documents the organization is using to record data, and then gather a single sample of each. Assemble these samples into a stack, and then store them in a folder for use later in the design process. For example, assume that the organization is collecting supplier data on index cards. Go through each of the index cards until you find one with an entry that is as complete as possible. When you've found an appropriate sample, make a copy of it and place the copy in your stack of samples. Proceed through this process for each type of paper record being used. Figure 6.1 shows two examples of how the organization might use a paper record to collect data.

Next, review all of the computer software programs that the organization uses to collect data. The objective here is to gather a set of sample screen shots that represent how the organization uses these programs to work with data. A word of caution: Many people have discovered unique and ingenious ways to use common programs, such as word processors and spreadsheets, as a way to collect and manage data. Make sure you speak with someone who is familiar with the way the computers are being used within the organization and determine which programs the organization is using to manage its data.

As you review each program, find a screen that best represents how the program collects data. You're looking for screens similar to those in Figure 6.2

The first screen is typical of those you would find in a database program, and the second screen is typical of those you would find in a spreadsheet program. When you've found an appropriate sample, create a screen shot (use [ALT]-[PRTSC] or a screen-capture program), paste it into a document in your word-processing program, indicate the name of the source program and the date you created the screen shot, and then print the document. Continue reviewing the program and repeat this procedure as appropriate. Then repeat the entire process for each program. Once you've printed copies of all the appropriate screen shots, assemble them together and store them in a folder for use later in the design process.

Now examine the Web pages that the organization uses to collect data via the Internet. The pages you're interested in will look very similar to the data-entry forms you would find in a database application program.

Figure 6.3 shows an example of such a page.

You can follow the same examination procedure here that you used with the application programs. Take a screen shot of a given Web page, paste it into a word-processing document, indicate the program name and screen capture date, and print it. Continue to review the Web pages and repeat this procedure as appropriate. Once you've printed copies of all the appropriate screen shots, assemble them and store them in a folder for use later in the design process.

Make sure you clearly mark the folders containing the samples you've gathered during your analysis. The small amounts of time you invest to organize your materials pay big dividends when you use those materials during a complex phase of the design process.

Top Part I: Relational Database Design Chapter 1. The Relational Database Topics Covered in This Chapter Types of Databases Early Database Models The Relational Database Model Relational Database Management Systems Beyond the Relational Model What the Future Holds Summary Review Questions Chapter 2. Design Objectives Topics Covered in This Chapter Why Should You Be Concerned with Database Design? The Importance of Theory The Advantage of Learning a Good Design Methodology Objectives of Good Design Benefits of Good Design Database-Design Methods Summary Review Questions Chapter 3. Terminology Topics Covered in This Chapter Why This Terminology Is Important Value-Related Terms Structure-Related Terms Relationship-Related Terms Integrity-Related Terms Summary Review Questions Part II: The Design Process Chapter 4. Conceptual Overview Topics Covered in This Chapter The Importance of Completing the Design Process Defining a Mission Statement and Mission Objectives Analyzing the Current Database Creating the Data Structures Determining and Establishing Table Relationships Determining and Defining Business Rules Determining and Defining Views Reviewing Data Integrity Summary Review Questions Chapter 5. Starting the Process Topics Covered in This Chapter Conducting Interviews The Case Study: Mike's Bikes Defining the Mission Statement Defining the Mission Objectives Summary Review Questions Chapter 6. Analyzing the Current Database Topics Covered in This Chapter Getting to Know the Current Database Conducting the Analysis Looking at How Data Is Collected Looking at How Information Is Presented Conducting Interviews Interviewing Users Interviewing Management Compiling a Complete List of Fields Summary Review Questions Chapter 7. Establishing Table Structures Topics Covered in This Chapter Defining the Preliminary Table List Defining the Final Table List Associating Fields with Each Table Refining the Fields Refining the Table Structures Summary Review Questions Chapter 8. Keys Topics Covered in This Chapter Why Keys Are Important Establishing Keys for Each Table Table-Level Integrity Reviewing the Initial Table Structures Summary Review Questions Chapter 9. Field Specifications Topics Covered in This Chapter Why Field Specifications Are Important Field-Level Integrity Anatomy of a Field Specification Using Unique, Generic, and Replica Field Specifications Defining Field Specifications for Each Field in the Database Summary Review Questions Chapter 10. Table Relationships Topics Covered in This Chapter Why Relationships Are Important Types of Relationships Identifying Existing Relationships Establishing Each Relationship Refining All Foreign Keys Establishing Relationship Characteristics Relationship-Level Integrity Summary Review Questions Chapter 11. Business Rules Topics Covered in This Chapter What Are Business Rules? Categories of Business Rules Defining and Establishing Business Rules Validation Tables Reviewing the Business Rule Specifications Sheets Summary Review Questions Chapter 12. Views Topics Covered in This Chapter What Are Views? Anatomy of a View Determining and Defining Views Summary Review Questions Chapter 13. Reviewing Data Integrity Topics Covered in This Chapter Why You Should Review Data Integrity Reviewing and Refining Data Integrity Assembling the Database Documentation Done at Last! Summary Part III: Other Database-Design Issues Chapter 14. Bad Design-What Not to Do Topics Covered in This Chapter Flat-File Design Spreadsheet Design Database Design Based on the Database Software A Final Thought Summary Chapter 15. Bending or Breaking the Rules Topics Covered in This Chapter When May You Bend or Break the Rules? Documenting Your Actions Summary In Closing Part IV: Appendixes Appendix A. Answers to Review Questions Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapter 5 Chapter 6 Chapter 7 Chapter 8 Chapter 9 Chapter 10 Chapter 11 Chapter 12 Appendix B. Diagram of the Database-Design Process Appendix C. Design Guidelines Defining and Establishing Field Specific Business Rules Defining and Establishing Relationship Specific Business Rules Elements of a Candidate Key Elements of a Foreign Key Elements of a Primary Key Elements of the Ideal Field Elements of the Ideal Table Field-Level Integrity Guidelines for Composing a Field Description Guidelines for Composing a Table Description Guidelines for Creating Field Names Guidelines for Creating Table Names Identifying Relationships Identifying View Requirements Interview Guidelines Mission Statements Mission Objectives Relationship-Level Integrity Resolving a Multivalued Field Table-Level Integrity Appendix D. Documentation Forms Appendix E. Database-Design Diagram Symbols Appendix F. Sample Designs Appendix G. Recommended Reading Remember the name: eTutorials.org Copyright eTutorials.org 2008-2023. All rights reserved.