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Design and development of Microsoft Access databases are
available for faculty, staff, and students at KUSM-W.
Educational Technology has developed databases for accounting,
continuing medical education, research, patient care, staff
management, university advancement, student grades, staff training,
resident and faculty tracking, as well as others.
Turnaround Time
The average database takes anywhere from three to four weeks to
develop. After the database is developed, we work with the customer
to thoroughly test the database. Any errors or problems during the
testing phase are fixed as soon as possible. The testing phase can
last from one to four weeks.
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Process of Database
Development
New Databases:
- Step 1: Send Educational Technology a written summary of the
database you need, including all fields and reports you will need.
This can be done through e-mail or a meeting.
Example
Summary: Database to track purchases
Fields: Date PO rec'd, PO #, date, PO sent to vendor, etc.
Reports: Items ordered, not yet received, all purchases for a
given month
- Step 2: Educational Technology will review your summary and may
request a meeting to discuss the request, details of the project,
and your current workflow.
- Step 3: A non-functioning prototype database with data-entry
forms for demo purposes will be developed. Educational Technology
will go over the prototype with you and solicit feedback on the
database.
- Step 4: If you approve the prototype, a time and cost estimate
for finishing the database will be provided. You will need to
approve the time and cost estimate before work begins on the actual
database.
- Step 5: Once the database is completed, the testing phase
begins. You will receive a copy of the database for testing. Once
you have tested and approved the database, the final copy will be
installed on your network drive.
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Modifications to Existing Databases
- Step 1: Send Educational Technology a written summary of the
modifications you need, including all fields and reports you will
need. This can be done through e-mail or a meeting.
- Step 2: Educational Technology will review the modifications
and may request a meeting to discuss the modifications.
- Step 3: A time and cost estimate for modifying the database
will be provided. You will need to approve the time and cost
estimate before work begins on the modifications.
- Step 4: Once the modifications have been made, Educational
Technology will go over the modifications with you and solicit your
feedback.
- Step 5: Once the database is completed, you will receive a copy
of the database for testing. Once you have tested and approved the
modified database, the modified database will be installed on your
network drive.
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Frequently
Asked Questions
Do I have to have a copy of Access in order to use a
database?
Yes.
All PC's at KUSM-W should have Office loaded on them. Access
is part of the Office suite of software.
Can I have <<insert your request>>
in my database?
The
power and capabilities of a database are fairly limitless. Tell us
what you want to do, and we'll tell you if it is
possible.
If I have an existing database and would like some suggestions
about making it better, can Educational Technology
help?
Yes.
We do offer database consulting. See the price list for consulting
costs. Contact the database developer if you are
interested.
If I have a problem with a database that Educational Technology
created, what do I do?
Contact the database
developer.
What if I have a problem with a database that Educational
Technology did not develop? Can I still get
assistance?
Yes.
Contact the database developer. Educational Technology will
evaluate your database and make a recommendation as to the best way
to correct the problem.
 Cost
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Database Terminology
Database
A database is a collection of information that's related to a
particular subject or purpose, such as tracking student grades or
maintaining patient information. The database is usually stored on
the network and is accessible by one or more people in the same
department.
Tables
Tables are where your data is stored in your database. There
can be one or more tables. Tables are used to make queries and
reports.
Forms
A form is a graphical tool to allow you to enter information
into, or retrieve information from, your database. Forms are used
to enter information into one or more tables.
Fields
A field is an individual storage space within a table to store
the data you enter. For example, if you enter Last Name, First
Name, and Middle Initial for a patient, then these are called
fields.
Reports
A report is a printout of your data from one or more tables or
queries in your database.
Queries
A query is a way to obtain certain information from one or
more tables in your database. For example, if you want to know all
the patients who live in Wichita, you can create a query to list
just those patients.
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