HPAA 57/157 - Spring 2004

DATABASE DESIGN FOR HEALTHCARE APPLICATIONS - Updated 1/4/04

Instructor: Larry Mandelkehr

address: UNC Health Care System, CQI (Continuous Quality Improvement) Departmentemail: lmandel@unch.unc.edu phone: 966-0488 (work) 932-4770 (home - before 9 PM) Office Hours: by appointment

  Teaching Assistant: Ciara Gould

email: ciara@email.unc.edu  Location: Computer Lab - 2306 McGavran-Greenberg (2nd floor computer classroom)

Meeting Time: Mondays 5:30-8:30pmWeekly help session in the computer lab: Day and time to be determined.

Course Description

Creating useful information from reams upon reams of data is one of the great challenges facing today's business world. Nowhere is the opportunity more real than healthcare. Relational databases and spreadsheets are key tools which are transforming desktop computing and facilitating the transition from data to information. These databases and other programs put millions of pieces of information at our fingertips and provide user-friendly display and analysis tools to drive decision-making at all levels of an organization. The ability to organize, manage and analyze data with these tools should help provide students with a step up on the competition, both in school and in the "real world."

The tools to manage and analyze large amounts of information exists on virtually every PC desktop, but most people aren’t familiar with how to use them.

The purpose of this course is to provide a hands-on introduction to organizing and analyzing data by designing relational databases (using Microsoft Access). Course readings will cover a variety of topics including database models, normalization techniques, Structured Query Language (SQL) and human factors concepts related to computer-human interface design. The course assumes familiarity with Microsoft Windows and Microsoft Word, but no prior experience with databases or Microsoft Access. We will begin with basic database concepts and conclude with each student designing their own “user-friendly, fully-automated” database.

At the end of this course, students should be able to:

Understand when to use (and not use) a database.

Understand database design methodology

Design a database, which includes data definition and organization for storage and retrieval.

Create a user-friendly interface to facilitate data entry and display.

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Query data and create custom reports.

Understand and create simple macros to automate database functions.

Administer a database including database compacting and repair.

Move data back and forth easily between Access and Excel.

Create pivot-tables and graphs to analyze data in Access.

Class format

The first two to two-and-a-half hours of each class will consist of (a) student discussion and presentations about the assigned readings, (b) instructor-led hands-on demonstration. The remaining class is set aside to start work on the weekly database exercise. Students are expected to participate in the hands-on demonstration as well as remain for the entire class working on their exercises or projects.

The discussion/presentation of the week’s assigned readings will be conducted as follows:

Students are expected to complete the assigned readings (internet links provided) before class

Students will be assigned to a discussion group at the beginning of the semester (the groups will be shuffled at least once during the semester).

At the beginning of the discussion period, each group will be assigned answer one or two questions from the assigned readings

Each group will have approximately fifteen minutes during which the students will and prepare one or two PowerPoint slides with answers to the questions.

The groups will quickly present their slides to the class. Students will take turns making the presentation so everyone has a chance to speak in front of the class.

The teaching assistant will combine the slides, add content as necessary into a single presentation and posted it on Blackboard. These presentation will be the basis for much of the quiz held late during class #11.

At the end of the class before the groups are reshuffled, the students will peer-review one another on the contributions they made to the group presentations – these reviews will be factored into each student’s final grade.

The weekly database exercises are due by 4pm on the third day (Thursday) following class. Unless other specified, all weekly exercises will be submitted via BlackBoard. Completed exercises should be submitted via email to the teaching assistant unless otherwise specified. Late assignments will be penalized 20% of the total score. Exercises not submitted later than 12 noon on the following Sunday, will receive no credit. Students who miss class are expected to turn in their homework on time. They should plan to attending the weekly “help session” or contact the teaching assistant or instructor if they have questions about the material.

Each student will receive one free “Turn in your homework late” card to be used during the semester. This can be used in case of illness, out of town travel, etc. Please email both the TA and the instructor when you plan to use the “card” – but choose wisely – you only get one!

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Be sure that you keep a copy of all the exercises and milestones that you submit. Strange things occasionally happen with electronic submissions.

Grading

Your final grade will be determined by your performance in the following areas:

a) Weekly exercises, discussion/presentations and the quiz on the assigned readings – 30 %

i) Each weekly exercise is worth 20-40 points (longer, more complex exercises are worth more points). Each weekly discussion/presentation is worth 10 points.

b) Database project – 70 % consisting of:

i) Final database grade 40 %

1) 50% of the final project grade is based on technical aspects of the database (are the required element present? do they all work properly?) and 50% is based on the database’s aesthetic characteristics (human factors, layout, ease of use, look and feel)

ii) Interim reports and final presentation 30 %

1. The milestone grades are based on 80% technical (20% aesthetic) when reports and reports are involved, 100% technical when only tables are involved).

There will one quiz to be held during class # 11 which will be equivalent to approximately three weekly exercises. The quiz will last no more than 30-40 minutes and will cover the weekly readings, not Access structures or methods.

The database project is explained in detail later in the syllabus.

Materials and Texts

I teach from my class notes in the course pack as well as readings from the following resources:

Required reading/reference sources:

Microsoft Access 2002 for Windows for Dummies Quick Reference , by Allison Barrows and published by IDG (copyright 2000).

Access XP Quick Reference Card from www.elementkjournals.com.

These two items books aren’t very expensive and provide excellent references to find quick tips and step-by-step directions to perform key functions or check Access’s tricky syntax

UNC’s ATN (Academic Technology & Networks) Access class notes, http:\help.unc.edu/documentation

Additional Internet-based readings listed in the detailed class outline at the end of the syllabus

Additional recommended reading sources:

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Microsoft Access Help

Woody’s Access Watch, www.wopr.com

Other excellent reference books (not required) are Running Microsoft Access XP, the Access XP Bible, and Inside Microsoft Access and Inside Microsoft Access Fundamentals, monthly journals from www.elementkjournals.com. Although these cost about $80 per year, they are well worth considering if you plan on using Access on a regular basis.

Saving your work

Back-up your homework and database projects often – I recommend keeping at least one backup copy of your database project and each weekly exercises (until you receive your grade). There have been - unfortunately - more than one case of a student in the class losing days or weeks of work when they accidentally deleted their only copy of their database or when Access crashed and they didn’t have a back-up copy and they had to ask me to email them a copy of their previous milestone submission (which was then over 3 weeks old). For your sanity – and mine – please back up your work often.

Note: If you are saving your database on 3.5” diskettes, always copy the database to a hard drive before opening it in Access. Do not open your database directly from a diskette. Access databases have the bad habit of growing quickly and if it grows beyond the space on the diskette, Access will crash and corrupt the database - and you will lose all your work! (no kidding.)

Ground Rules

You are expected to attend class. Weekly discussions and presentations based on the assigned readings count toward your final grade. Plus, the best (only?) way to learn the database design tools and techniques are to use them - you can't sufficiently learn how to design a database by reading a book. Class time provides an opportunity to see and practice the tools and techniques demonstrated and (if time permits) work on the weekly exercises or on your project.

All project-related submissions must be typed and printed out to be graded (unless otherwise indicated). This allows me to easily provide written feedback to you on your project. Hand-written submissions will be penalized 20% of the grade.

You must abide by all policies of the computer lab including adhering to licensing agreements of software and honoring the prohibition of drinking, eating and smoking in the lab.

You can work in pairs on weekly exercises (we may have more students than computers), but you should change partners on a regular basis. Working with different people help will help you to master different skills and techniques better than working with the same person week after week.

You can seek assistance on the milestone assignments and final project, but I expect the final product to be in your own words and produced through your own effort. For this course, the honor code means doing your own work, even though I encourage you to seek assistance as you need it. My goal for the course is for you to learn the subject matter - I trust that is your goal as well.

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Project Overview

The best way to learn about databases is to create one. You will have a chance to practice the database design "tools and techniques" demonstrated in class by completing a series of in-class exercises. In addition to the exercises, you are required to create a database which utilizes all of these "tools and techniques" which you learn in class. Some class time may be allocated to work on the project, however, you will be expected to work for several hours each week outside of class on the project.

The final database is due during finals week at which time you will have about three to five minutes to present it to the class. This provides the opportunity to share what you have done with the rest of class - you (and I) will pick up a lot of good ideas on creative database design techniques from these presentations.

Your final project must be related to your major (HPAA students must select a healthcare-related database). You need to have the topic approved by me by the end of the second class. Please choose a project more involved than an address book. Students in previous classes have created databases to track patients in an outpatient clinic, organize emergency room volunteers and create a physician level scorecard. A list of databases created by former students is included in the syllabus.

The final database is due on the last day of class, however, there are several interim milestones which need to be handed in for grading. The purpose of the interim milestones are to:

Prevent you from getting painted into a corner, either with a topic or design that doesn't lend itself to database or a database that grows too large to be adequately completed during the semester.

Validate your progress toward completion of the database - and prevent your having to build the entire database on the day before it is due.

The interim milestones are timed to be handed in within a week or two of when the class when the assigned topics are covered. The details of the milestone assignments are located at end of this document.

Like all good projects, databases aren't complete until the paperwork is done. Each database element (table, query, form, report and macro) must have a minimum explanation of its purpose/organization. Additional documentation will show table relationships, etc.

The goal of the project is to create an easy-to-use database designed for users who know nothing about Access tables, queries, forms, etc. Additional documentation is required to:

Provide a user/developer guide should someone actually use this database in the future.

Explain to me how your database works.

Each milestone assignment explains its required documentation in more detail. The primary purpose of the milestone documentation is to provide me a medium to provide feedback to you to improve your database. All milestone and project submissions must be typed in Word, Excel or PowerPoint.

Project Requirements

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The following table outlines the minimum requirements to be considered for an "A" on the database project.

Tables:

4 tables with 1-to-many relationships between them (I don’t recommend tables with 1-to-1 relationships, but if you insist, they don’t count toward the 4 table requirement)

One table must be a look-up table

The "main" table must have at least 5 fields and contain at least 20 records. The other three tables must have at least 2 fields and 5 records each.

The database must contain at minimum three each of text, number, date and boolean (yes/no) data types.

You must have at least 3 validation rules (with validation text), 3 input masks and 3 non-zero default values in the database. These should be present somewhere your database tables, not 3 of each in every database table.

Queries

10 queries consisting of at least:

o 2 action queries (append, delete, make-table or update)

o 1 cross-tab query

o 2 queries based on other queries

o 3 queries connecting multiple tables and/or queries

o 1 parameter query which prompts the user for input

o 2 totals queries

o 1 parameter query which gets input from a form

o 1 query must utilize more than one criteria

o 1 query must utilize the “iif” (Immediate If) function.

Forms

At least six forms including

o a switchboard

o one form which provides data entry for a table

o two forms based on a query, at least one of which must display records based on a user-supplied value on another form. For example, the user could select/enter a MD on a form and then click a button to open a form to display data on all the

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selected MD’s patients.

All major types of controls – labels, text boxes, combo boxes, list boxes, tab controls, unbound object, option groups, subforms, check boxes, radio boxes and toggle buttons.

At least three text boxes must have input masks

Each form needs a “close” button.

The user must be able to “navigate” and access all the forms using buttons (i.e. without using the database window).

Reports

At least 4 reports, two of which must be tabular.

You must have at least one graph and one sub-report.

One report must contain grouping and totals.

At least one report must be based on a totals query

At least one report of which must display records based on a user-supplied value on another form. For example, the user could select/enter a MD on a form and then click a button to open a report to display all the selected MD’s patients.

At least one report must contain data from more than one table. (i.e. based on a multiple table query)

Macros

At least 3 macros including "Autoexec".

Each macro must contain at least 2 actions.

At least one macro must be attached to a button on a form.

The following is a list of projects completed by previous students (to give you a couple of ideas…

Physician Selector for local PHO (Credentials, Clinics served..) Track patient equipment for clinic Track medical-oriented legislation by administration/year Electronic index of Public Health Journal Resident/Administrator Index for Assisted Living Community Focus Group Registry (participants & facillitators) Index of Local Long Term Facilities (Services, contacts, etc.) Track Marketing Materials and Campaigns for multi-facility organization Index to international healthcare-related jobs Medical School Department Contracts and Grants Database Physician/Clinic Scheduler (who is which clinic on which days)

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Track Outpatient Visits by clinic for Ambulatory Care Facility Track suppliers and equipment orders for Medical School Department Physician Billing Office Insurance Tracker Clinic Patient Demographic Database (Complaints, Diagnoses, Histories…) Emergency Room Volunteer Database Statewide Guide to Assisted Living Facilities Guide to Student Internships and Fellowships Disease-specific general info database (symptoms, medications, support groups…), for HIV,

cancer…. Neonatal research database (mother and child info) Disease-specific research centers (grants received, type of research) Participation in hospital-based wellness programs Phlebotomy (Blood Drawing) pilot project database Prenatal care database for OB-Gyn Clinic Physician revenue tracker International patient tracker (language, diets, other special needs) Telemedicine web-based article database Electronic Medical Record for focussed research study Track personnel records for Home Health Organization Appointment Database for Local Health Clinic

Project Milestone #1: Database Definition - Due by class #2 – this can be submitted via BlackBoard

Submit your database’s (1) mission statement, (2) at least three objectives and (3) intended audience

Project Milestone #2: Database Definition - Due by class #3

Submit the following information:

1. List of data elements to be included in the database, grouped into general categories.

2. “Mockups” of three screens and two reports to demonstrate how you anticipate entering, displaying and reporting the data for your project. The screens must contain sample data, not just field/column names. The reports can not contain the same data and format as the screens.

Note: These mock-ups will not freeze your design – their purpose is to help crystallize your design and give you a working model for use during the semester. (Use Word, Excel or PowerPoint to layout the information and include “dummy” data)

Project Milestone #3: Table Normalization, Creation and Relationships - Due by class #6

Perform the following tasks for your project database.

1. Organize the data into at least four tables

2. Create the tables in Access with appropriate data types

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3. Create a primary key and at any appropriate additional indexes

4. Create appropriate validation rules (with validation text), input masks, default values. etc.

5. Create relationships between the tables in Access. (You do not need to create "many:many" relationships)

6. Enter at least 5 records into each table.

Submit your database along with the following documentation:

Access Documenter listing of table properties and field names, but not field properties (as explained in class and in the class handouts)

A printout of your relationship screen.

Screen-print of the database window containing a description about each table.

Note: screen prints of relationship screens and database windows must be full size and printed in landscape format.

This will not freeze your database design in stone - feel free to make changes as you see fit.

Project Milestone #4: Forms & Queries - Due by class #9

Complete the first pass on the forms for your database.

Submit the five forms as defined in the database project requirements (except the form based on input from another form) along with any queries one which they are based.

Submit a minimum of eight queries including:

o 1 query based on other queries

o 1 query connecting multiple tables and/or queries

o 1 parameter which prompts the user for input

o 1 parameter query which gets input from a form

o 1 totals query

Update your table design if necessary and please enter at least five records per table.

This will not freeze your database design in stone - feel free to make changes as you see fit.

Documentation requirements:

A new copy of the relationships screen - show the contents of all tables if possible. Make sure that the relationship screen shows “1” and “many”.

A “screen-print” of each form (recommended to be stored in MS Word)

Access Documenter listing of all the queries (SQL format).

Screen-print of the database window containing a description about each table, form and query.

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Note: screen prints of relationship screens and database windows must be full size and printed in landscape format

You do not need to reprint the database documenter output for table structures.

Project Milestone #5: Reports & Queries - Due by class #12

Complete the first pass on the reports for your database.

Submit four reports as defined in the database project requirements along with any queries on which they are based.

Update your table/query design if necessary and be certain there are at least five records per table.

This will not freeze your database design in stone - feel free to make changes as you see fit.

Documentation requirements:

Print a new copy of the relationships screen - show the contents of all tables if possible. Show in "1" and "many" for each relationship.

Print the first page (only) of each report.

Access Documenter listing of all the queries (SQL format).

Screen-print of the database window containing a description about each report and query.

Note: screen prints of relationship screens and database windows must be full size and printed in landscape format.

You do not need to reprint previous database documenter output.

HPAA140-013 Project Milestone #6 - Due during Finals Week

Oral presentation during Finals Week at a time and date to be determined (based on the University “Finals Week” schedule).

Be prepared to deliver a three to five minute overview of your database.

The presentation will be graded on the following three elements:

Presentation focus - was presenter prepared, didn't wander or show all the screens/reports randomly

Verbal communication - clear voice, appropriate volume, tone...

Technical - did everything work as expected?

Final Documentation requirements:

A "roadmap" of screens and reports beginning with your switchboard. Every screen and report must be shown on this roadmap. Any forms/reports not on the roadmap will not be graded! (and therefore counted as missing)

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Print a final copy of the relationships screen - show the contents of all tables if possible.

Write a short user manual (one page per form or report). Use “Print Screen” to put a picture of the form on the appropriate page. Include the first page of each report and include them in the manual.

Screen-print of the database window containing a description about each table, query, form, report, and macro.

A "check sheet" (to be provided) with information about the locations of the required database elements.

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Class Outline (subject to change, but pretty close….)

Date Topics Anticipated to be Covered (subject to change)

Readings:

QR = Access 2002 Quick Reference Book

Project Milestones

and Quizzes

1 1/12 Course overview, database introduction

ATN "Database Concepts" http://help.unc.edu/?id=179&bc=search%3Ddataabse%2Bconcepts“What is a database?” www.databasejournal.com/sqletc/print.php/1428721QR BP1-BP18, 1-8, 187-189

2 1/26 Introduction to tables & data types, enter, modify & sort data, freezing & hiding columns, autoforms

MS – Knowledge Base Article #234208 (Understanding Relational Database Design) http://support.microsoft.com“Microsoft Office White Paper – Microsoft Access for Windows 95 – The Desktop Database Backgrounder” (on Blackboard)“Designing a Database – Understanding Relational Design” (on Blackboard)ATN "Tables" help.unc.edu >>ATN “Tables and Queries” (pages 1-8) help.unc.edu >>QR 9-19, 22-32, 38-50

#1 Due & Returned

3 2/2 Select and parameter queries, query criteria, Access expressions

ATN “Tables and Queries” (pages 8-16) and "Queries I" help.unc.edu >>“Types of Databases” www.databasejournal.com/sqletc/print.php/26861_1428721_2“Database Models” www.databasejournal.com/sqletc/print.php/26861_1428721_3“Database Models” http://unixspace.com/context/databases.htmlQR 55-64, 86-94

#2 Due

4 2/9 Normalizing your tables, creating relationships, documenting your database

MS – Knowledge Base Article #100139 (Database Normalization Basics)http://support.microsoft.com“Database Normalization Fundamentals” www.fmsinc.com/tpapers/genacess/datanorm.html“Database Normalization Tips” www.fmsinc.com/tpapers/genacess/databasenorm.html“Introduction to Data Modeling: Normalization” www.utexas.edu/its/windows/database/datamodeling/rm/rm7.htmlQR 167-176

#2 Returned

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Date Topics Covered (subject to change)

Readings:

QR = Access 2002 Quick Reference Book

Milestones & Quizzes

5 2/16 More table properties, table look-up fields, validation rules & text, multiple table queries, filtering tables, functions as criteria, sending data to Excel

“What is the Entity-Relationship Diagram?“ http://members.iinet.net.au/lonsdale.docs/erd.pdf“The Entity-Relationship Model” www.utexas.edu/its/windows/database/datamodeling/dm/erintro.html“Developing the Basic Schema” www.utexas.edu/its/windows/database/datamodeling/dm/schema.html

QR 19-22, 33-38, 51-54

6 2/23 Totals queries, Query Wizards, Creating new query fields, the "iif" function

ATN "Queries II” help.unc.edu >>Access Help for "iif"“Microsoft Access Query Tips and Techniques” www.fmsinc.com/tpapers/queries/index.html

QR 64-74, 97

#3 Due

7 3/ 1 Introduction to forms and controls

ATN “Forms, "Forms and Reports" (pages 1-6) and "Controls"“Human-Computer Interfaces” http://www.cis.unisa.edu.au/~cisjrw/IS3

QR 143-150, 159-166

#3 Returned

8 3/15 More form controls including subforms and charts

“Human Factors - Chapter 1. Usability Principles Chapter 6. Controls Chapter 8. Visual Design Chapter 11. Language” http://developer.gnome.org/projects/gup/hig/1.0/usabilityprinciples.html

9 3/22 Introduction to reports ATN "Reports" and "Forms and Reports" (pages 6-20) help.unc.edu >>“The Basics of SQL Database” www.databasejournal.com/sqletc/print.php/26861_1428721_7“Views” www.databasejournal.com/sqletc/print.php/26861_1428721_8“Introduction to SQL, etc“ www.w3schools.com/sql/sql_intro.asp?output=print

QR 99-142

#4 Due

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Date Topics Covered (subject to change)

Readings:

QR = Access 2002 Quick Reference Book

Milestones & Quizzes

10 3/29 Crosstab and action queries

ATN "Queries II" help.unc.edu >>Even More SQL stuff www.sqlcourse.com & www.sqlcourse2.com

QR 75-85, 94-98

#4 Returned

11 4/5 Importing and exporting data, attaching tables, splitting databases, administrative functions

SQL (Courses 1 & 2) www.sqlcourse.com “Data Quality: Before The Map is Produced” www.directionsmag.com/article.php?article_id=250“Data Integrity Ensuring Data Integrity, Parts 1-3“ www.evaltech.com/wpapers/ensuringdataintegrity.htm“Data Integrity Seven Enemies of Good Data” www.afilemakerafflication.com/list/design/afa1126.htmlMicrosoft Access Security FAQ (4, 20, 24, 25,27) http://support.micrisoft.com

QR 177-185 

Quiz on readings

12 4/12 Introduction to macros (and a peek at Access Basic)

ATN "Macros"“Access Corruption - Top 10 Prevention Strategies” http://techrepublic.com.com/5102-6313-1060083.html“Access Corruption - Searching for a cause” http://techrepublic.com.com/5102-6313-1060201.html“Access Corruption - Take steps to protect data from disaster” http://techrepublic.com.com/5102-6313-1039136.html

#5 Due

13 4/19 Your own Access security, Pivot tables & graphs, Putting your data on the web

“Data dictionary – what should be in it?” www.canberra.edu.au/~sam/whp/datadict.html“NHS Data Dictionary” www.nhsia.nhs.uk/phsmi/pages/data_dictionary.asp?om-m1_5“Data Administration vs. Database Administration”

QR 154-158

#5 Returned

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How to find documents on the Microsoft web site:

1. Go to support.microsoft.com2. Enter the knowledge base article number in the search box on the left side of the screen and click the arrow to white arrow on the

green background to search3. Click on the desired article in the search results.

Note that entering article number 234208 will links to both required articles.

How to find the “Database Concepts” documents on the UNC ATN web site:

1. Go to http://help.unc.edu/documentation2. Type “Database Concepts” (including the double quotes) in the search box at the top of the screen and click the search button.3. Click the link to the article in the search results list

How to find other documents on the UNC ATN web site:

1. Go to http://help.unc.edu/documentation2. Click “software” in the “Browse by topic” on the right side of the screen3. Click “Access” in the list of software topics4. Click each desired article in the list.

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