1

Creating a Database

Angelo Lafratta- Alafratt@hatboro-horsham.orgWebsite: www.hatboro-horsham.org Search: Keith Valley Physical Education

Keith Valley Health and Physical Education Department

2

3

Using Microsoft Excel to Track Performance

4

Create an Excel Sheet

Important Items •Student ID – used for tracking students progress from year to year- also can be used to compare fitness scores to academic progress and

standardized tests. •Sorting Factor – how you want class sort students

Day/ grade- on which days students have PE on (ex. A,C,E)Student Birthday-PE Teacher – Homeroom Teacher – Graduating year Parent EmailGenderGrade

•Other Information (that you would enter)•Fall fitness scores (ex. Push-ups, sit-ups, mile run, flexibility) •Spring fitness scores

5

Open a New Database

1. Open Microsoft Access2. Click blank database3. Name database4. Click folder to choose a location to save file 5. Click create

1

2 3

4

6

Enter Data

• Access automatically opens a new table.• You can choose to …….– Enter student info manually – Copy and paste student info from another location

(ex. Power Teacher )– Import an Excel Spreadsheet.

Importing External Data

1. Choose the External Data Tab2. Click Excel3. This will open a wizard follow directions to import spreadsheet.

2

1

7

8

Using Import Wizard

1. Click Browse button to find file2. Click the import button 3. Click ok

1

3

2

9

Select the sheet you want to import and click next.

10

1. Make sure the check box is filled in 2. Click next

1

2

11

1. Click on the column heading to change the field name- type in the field name box2. You can choose not to import a field by clicking the check box3. When complete click the next button

2

1

3

12

1. Click choose my own primary key and select ID Field2. You may get an error later in the process if a student is missing an ID or if there is a duplicate

for some reason.3. Click next

2

3

1

13

1. Name File – use something specific ex. 2010-2011 fit scores2. Click Finish 3. You may get an error after clicking finish if the formats are not correct

14

1. Click close

15

1. Click your file to open it2. Enter info by typing in each box – similar to a spreadsheet3. By clicking the arrow next to each column heading you can sort your info

12

3

16

Importing Another File

• If you have more than one file to import repeat the directions.– Example – if you have fitness scores for the same

class from a different year.

17

Making Adjustments to Imported Tables

Open Table Click View button > select design view

18

Making Adjustments to Imported Tables Field Name Data Type Property SettingsStudent ID Number select field size –

long integerStudent Name Text Change field size to

60PE Teacher Text change field size to

25 (for just last name)

DAY Text change field size 3 (we use letter days)

Gender Text 8Birthday Date Short date Grade Number SingleGrad year Number Long integerHomeroom Text Field size 25Parent Email Text Field size 100Push-Up Number long integerSit-Up Number field size –long

integerMile Date/Time Set format as

[h]:mm:ssSit and Reach Number set size to single and

set decimal places to 1

•Select each field name•Select the data type •Make changes to property settings

19

• ****Save Changes to File when you finish**** • While you are in design view you can assign the

primary key to the ID column. Just select the ID column and then click the primary key. You will see a small key next to the field name. Click close and save changes.

• If an error shows up, take the primary key off and return to the table view. If there are extra rows with no info please delete any rows without student info. then return to previous steps.

Making Adjustments to Imported Tables

20

Linking Data from year to year

• The key to using a database is being able to link student fitness scores from year to year.

• You need at least two years of info to link students scores.

• Follow directions on the following slides to link data.

21

Linking Data/ Creating Relationships

• We need to tell the program two important things– What tables do we want to link together?– What is the link that ties these two tables together

(Student ID)?

22

Linking Data/ Creating Relationships

1. Open one of the tables2. Click the datasheet tab3. Select relationships

23

1. The “Show Table” box will pop up2. Select each table and click add3. Click close

Linking Data/ Creating Relationships

24

1. Pull and drag the ID field name from one box across towards the other ID field- start with most recent and move to previous years.

2. Edit Relationships box will pop up 3. Make sure ID is shown under table/ query and under related table/ query 4. See next slide

Linking Data/ Creating Relationships

25

1. Click join type- select 2nd option so it will add any new students from this year and will not include students from last year that are not in school this year.

2. It should read something like………. “Include all records from “(most recent year)” and only those records from “(previous year)” where joined fields are equal. This will make sure that students who were enrolled last year but not this year are not included.

3. Click ok 4. Click ok again 5. A solid line should then be drawn connecting both ID Fields 6. Now your files are linked/ related- click the close button – you want to save changes

Linking Data/ Creating Relationships

26

Create a Form • A form is a screen where you can find all information related to an individual student.• You may also use a form to enter students data individually. • Forms are the most accurate way to enter info. A card size form could be printed and used to

handwrite info before transferring it to the database.

27

Creating a Form

1. Select this year’s fit scores table 2. Click the create tab 3. Select more forms and click form wizard

28

Using Form Wizard

1. Make sure you start with your most recent table – in this case 2010-2011

2. Use the single arrow (pointing to the right) to select single fields you would like to include. Use the double arrow to select all fields.

**** I like to add names and ID from both tables to make sure they are linked properly. You can delete one set later.

1. Repeat steps 1 and 2 to add other tables 2. Use the drop down labeled Tables/

Queries to find other tables. 3. Click next

29

Using Form Wizard

1. Select Columnar to make Individual reports2. Or ->Select datasheet to see all info merged into one spreadsheet 3. Click next

30

Using Form Wizard

1. Choose none – it makes it easier when copying in black and white.2. Click next

31

Using Form Wizard

Final step1. Name file – I like to add “Form” to the title for reference2. Click finish

32

Manipulating Form Access will automatically drop fields inside the form box. You can always move things around later.

Moving Around in Form Under the home tab is a button that says view. There are 3 types of views.

Form View – You can make changes to the info inside the fields here, add or delete student info.Layout View – Is where you can move fields.

Design View – Is where you can manipulate the fields themselves – move things around or delete a field all together.

33

We are now going to re-arrange fields 1. Make sure you are in layout view2. You can pull and re-size boxes to fit your style

Manipulating Form

34

After arranging files how I want them set up.1. You can add clip art or logos from here by clicking the logo button.

Manipulating Form

35

•Final View – click arrow buttons to sort through student records.•Notice how it only shows info for John Smith.

36

Queries

• Queries can also be used to tie multiple tables together and show all info you choose in one spreadsheet.

37

Queries

• You can use the query wizard to help you create your own. 1. Click the create tab and select query wizard2. Select simple query3. Insert tables as before using most recent first, then additional files.4. Select next when finished

38

Queries

• Select the detail button and click next

39

Queries

• Name and click finish

40

Queries Final View

Minor adjustments can be made right in that sheet (font size, column size etc.)

41

Report View

• A report can be used two ways – As an individual report – As a class/ group report

42

Creating an Individual Report

1. Select the files you would like to use2. Click report wizard on the create tab3. Select the tables / queries you would

like to add4. Select the fields you would like to add5. Click next Step 1

43

Creating an Individual Report

1. Click next – no need for grouping now2. Click next again on sorting screen

Step 2

44

Creating an Individual Report

1. Select Columnar 2. Select paper orientation 3. Click next

Step 3

45

Creating an Individual Report

1. Select style as none and click next

Step 4

46

Creating an Individual Report

1. Name file and click finish2. This will give you an individual report for each student

Step 5

47

Creating an Individual Report

1. Individual report2. Records can be moved and adjusted as needed.3. Click the home tab> select View tab and choose design view.4. Click arrange tab > click CTRL + A buttons then choose the remove button (in the control layout box) .

Step 6

48

Creating an Individual Report

KV Individual Student Report

49

Creating an Class/Group Report 1. Follow steps 1-2 for creating an individual report2. Choose tabular this time instead of columnar3. Return to directions for individual report and follow steps 4 -5

50

Creating an Class/Group Report 1. After you click finish and save a copy of your report will pop up. It may need to be adjusted.2. To adjust report go back to design view and resize as needed.3. You may also want to delete unnecessary items in your report or switch to landscape view.

51

Final View Class/Group Report

52

E-mail Fitness Reports to Parents ***This is an advanced step and takes many extra steps****

There is a way to e-mail student data to parents instead of sending a paper copy home. This involves a mail merge with Microsoft Word.

This will only work if you have a list of students email addresses.

If you are interested in learning how to email reports home please contact us.

53

Other Important Info• Backup database often –

– Windows button – manage- backup database– Save to secure network folder

• Repair and Compact database– Windows button – manage- Repair and compact

• Reduces file size, speeds up searches, repairs any errors that may become a problem

• Split database- use for multiple users– Database tools- move data section– Splits database into two parts – Front end- holds forms, queries, and reports – Back-end – holds only tables– Put back end in secure location where only administrator can access. – If a table is deleted from the front end it will not affect the original

table in the backend database.