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What Forms Do I Need to Start a Business

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					   You Can Do It!
Creating a Database for your
       CME Program
       Kandi Hatmaker
             CME Program Manager
     The Reading Hospital and Medical Center


           Linda Caples
              Director of Education
         The Movement Disorder Society



             January 2009

We have nothing to disclose with regard to
         today’s presentation.
References
Tables from
  http://cisnet.baruch.cuny.edu/holowczak/classes/2200/access/accessall.htm
  l#sec_tables (referenced 11/07/08. Microsoft Access Tutorial . Zicklin
  School of Business - Baruch College City University of New York.
  Microsoft Access Tutorial. Richard Holowczak Computer
  Information Systems Department. Zicklin School of Business,
  Baruch College, CUNY
                  Objectives:
   Determine specific outputs such as the annual
    report, activity list and disclosure forms that are
    to be produced from the system.
   Identify both common and unique elements of
    these outputs that will form the building blocks
    for your system.
   Categorize both the common and unique
    elements as the basis for developing the tables
    within your system.
   Describe the next steps for making your system
    a reality.
     ~ DECISIONS ~

 Building a database means that
you first need to make decisions –
 many decisions – before you can
 actually start the design process
WHY do I need a database?
   Eliminates activity files, except ones you
    need to produce for your Accreditation
    Survey
   Keeps all the information in one place,
    easy to find and make adjustments
   Eliminates repetitive completion of forms,
    postings, invitation letters, and more
   To make things easier!
         Identify Your End Result

   What do I want to be able to do with the
    database?
       What kind of information will I need to track?
       What kind of reports will I need to produce?
       What kind of forms will I need to print out?
    Step One: Set the Foundation

   Work from the end to the beginning
   Identify the desired end result
   Determine the main function of the
    database
   How will it help you meet the needs of
    your CME Program and of the ACCME?
   What data is needed to reach these goals?
    What do I expect to do with the
        information collected?
   Maintain demographic information on each
    speaker
   Maintain essential information on each
    activity
   Produce activity documentation as
    needed, especially those that satisfy CME
    guidelines.
What kind of information is needed?

   Identify the information you need to keep.

   Include everything you can think of that
    might be relevant.
    Determine the type of reports or
     forms do you need to produce
   CME Application               Financial Summary for
   Invitation Letter              Individual Activity
                                  Financial Summary for a
   Disclosure Form                span of time (annual)
   Simple Brochure or Flyer      Evaluation Summary
   Check requests                Speaker Evaluation of
   Deposit memo                   CME program
   Evaluation Form               Needs assessment report
                                   noted from evaluations
   Thank you Letter
                                  List of activities for a
                                   span of time
What’s a table?
           Title




Outcomes           Needs


 Date              Credits
              Tables are the main units of
              data storage in Access.

   A table is made up of one or more
    columns known as fields.

   One or more of the fields in the table
    may appear in more than one table so
    that it builds a relationship between
    them
Step Two: Decide on your Tables


                  CME
                DATA BASE

      Speaker    Activity   Classification
       Table      Table         Table
Tables might include:
    SPEAKER TABLE
    ACTIVITY TABLE
    COMMERCIAL SUPPORT TABLE
    LOCATION TABLE
    CATERERS TABLE
    COURSE DIRECTOR TABLE
At each table,
there are a
number of
seats (fields)
that identify
the
information
you want to
keep.
Step Three: Decide what information
  needs to be kept for each table?

                DATABASE


        TABLE    TABLE     TABLE


                 FIELD
                 FIELD
                 FIELD
                 FIELD
                 FIELD
                 FIELD
                 FIELD
           The Matching Game
•Room Capacity           •Room Number/Name
•Activity Type           •Company website
•Frequent Flyer Number   •Date Funds Received
•Activity Date           •Course Director
•Requested Amount        •Honorarium Amount
•Phone Number            •Objectives
•Secretary’s Name        •Disclosure information
•Activity Title          •Committee approval date
•Number of Credits       •Notes
•Sponsorship Type        •Contact Person
•Needs Assessment        •CV on File
•Amount Received           1. Activity
•LOA on File               2. Speaker
                           3. Commercial Support
                           4. Facilities
                     ACTIVITY TABLE
    Fields might include:

    Activity Title            Expenses
    Activity Date             Commercial Support
    Needs Assessment          Speaker ID
    Objectives                Speaker Name
    Evaluation Summary
    Location of activity
    CME Credits
               Speaker Table
   Speaker Name          Speaker Disclosure
   Speaker Address        Information
   Speaker phone(s)      Hotel
   Contact person         Accommodations
   Emails                Travel Arrangements
   SSN or TID            Brief bio
     2 Ways to Build a Table
    Wizard – guides you through
    the process, recommends names
    for tables and fields

    Design View – allows you
    to create your own fields and
    determine their data types
Field Name        Data Type Description
ActivityID        AutoNumber   The Unique identifier for the activity.
                               Choose the option that automatically assigns a
                               number

TopicTitle        Text         The title of the Activity        Up to 255 characters

TopicDate         Date/Time    The date of the activity
Credits           Number       Number of credits for this activity
NeedsAssessment   Memo         Narration     Unlimited characters

Objective1        Memo
SpeakerID         Number       Identified in the Speaker Table
Step Four: Enter Information
                        SPEAKER TABLE
   Speaker Name                          Travel Arrangements
   Address (Another second               Hotel
    address field might be needed if
    there is a different address for
                                           Accommodations
    mailing)                              Hotel Reservation #
   Phone (cell, office,                  Disclosure information
    home, fax)
                                          Honorarium Amount
   Contact Person/Info
   SSN or TID number
   Entering data into a table is just like
    entering it into an Excel spreadsheet
Step Five: Setting up a Query

   A query enables you to…
        extract pieces of information from one or
        more tables to develop a report or form
       set parameters for your report
          e.g., entering a beginning and an ending date
          e.g., entering a specific department
   Select Queries
   Select New
   Select Simple Query or
    Design View
   Choose the table(s) you
    would like to use
   Choose the fields that will be included in your report by either
    double-clicking on the field or click and drag to the section below.

   If you want to produce a document that includes information over
    a specific time span you would insert the following formula in the
    criteria location in the corresponding field cell:
    >=[Enter Start Date:] And <=[Enter End Date:]
   Name your Query e.g. Disclosure Query

   Remember…
       name your table with the word Table
       Name your query with the word Query
       When you write your field names keep all the
        letters together – don’t split up the words.
Step Six: Building a Report

   A Number of ways to build a report/form
       From a table
       From a query
         Using   the   Report Wizard
         Using   the   Design View
         Using   the   Auto Report, Tabular style
         Using   the   Auto Report, Column style
         Using   the   Chart Wizard
Building a Report using the
 Wizard and a Table or Query
   The top part of this form indicates the tables
    that you have selected to use.
   The bottom part of the form shows the fields
    you have selected.
Let’s Practice – Disclosure Form

   Tables
       Activity Table
       Speaker Table
       *Commercial Support Table
   Query – Disclosure
   Report – Disclosure Form
        Disclosure – Activity Table

   Activity Table
       Activity Title (Topic)
       Date
       Time
       Department
        Disclosure – Speaker Table

   Speaker Table
       First Name
       Middle Initial
       Last Name
       Suffix
                 Disclosure Query
   Activity Table                  Speaker Table
       Activity Title (Topic)          First Name
       Date                            Middle Initial
       Time                            Last Name
       Department                      Suffix

        >=[Enter Start Date:] And <=[Enter End Date:]

        [Enter Department]
    Disclosure Report (blank form)

   Mail Merge with Microsoft® Word
or
   Create form in Access
                 Next Steps

   Handouts for this breakout session
    available on ACME website.
   Contact your IT depart to see if they
    support MS ACCESS.
   Review paper forms to identify tables,
    fields and queries.
         You Can Do It!
Creating a Database for your CME Program
                 Thank you.

            Kandi Hatmaker
         hatmakerk@readinghospital.org
                610-988-8548


              Linda Caples
         CaplesL@movementdisorders.org
                 414-276-2145

				
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