Internal Database
The Key Votes Department uses the Internal Database to track Key Votes, maintain internship records, and provide other essential data. The Access database is located on the P-Drive labeled “Key Votes Database”. This page will cover both the different ways we use the database and the general updates necessary to keep the database up to date.Ways to Utilize the Database
- Tracking Key Votes - We track all of the bills selected in a table labeled “All Bills” and input the data in a form labeled “All Key Votes”.
- Internship Data - We maintain records for both intern applicants and interns in each semester. Generally, this information is updated by the Internship Coordinator, but all staff members should know what information is included within the "Interns" and "Internship Applicants" tables.
- Advisor Emails Data - The queries “Advisor Email Selection” and “Advisor Email Summary” are useful for compiling the information needed when sending out advisor emails.
- Weekly Report Data - At the end of each week the Key Votes Director sends a weekly report to the UT Director (Deb) and the National Director (Kristen) with certain information included.
Necessary Data Updates
The Internal Database has certain information that is inputted hundreds of times each semester. For example, an interns name is inputted for every step in the process for each bill selected (7 times!). Fortunately, we have a drop down list that makes the entering of an intern’s name much quicker and more consistent. There is a folder labeled "Needs Updates" in the navigation pane on the left hand side of Access. It contains the following two tables that need to be updated in order for the database to operate efficiently:
- “Intern Full Names” – This table needs to be updated prior to each new internship program with the incoming interns full names. This will update the names in the drop down listing on the “All Selected Key Votes” form.
- “Session Info”- This table lists information related to the “Governor’s Deadline” and the “Carryover Status” and is used to track a bill after we have selected it as a Key Vote. It is automatically inputted on the “All Selected Key Votes” form when you create a new record and enter in the “State” information. It should be updated prior to the beginning of the legislative session, and the information can generally be found from sites like statenet, statescape, ballotopedia, etc.
Additional Access Information
Access can be extremely efficient and powerful if used properly. From time to time, Key Votes Staff will need to amend or create new tables, forms, reports, and queries so that the Database will remain efficient and useful. This page includes details on other uses of the database and techniques for navigating and changing the database. You should backup the database and consult the Key Votes Director before making any major changes to the Database.
Basic Access Functions
- How to add a new record
- How to find and edit an existing record
- How to import data from an Excel document
- How to import and save XML data from evaluation forms
Advanced Access Functions
