What do you do?

[aussieolie]

I have this Access database that had no documentation (i.e no blueprints to the building). We want to expand it further and I have no idea where to start in documenting it. I understand how some of it works and I have a clue about access, but there are so many Queries, Forms, and several tables.
Not only do I have to document it, but I also have to add additional features to the system, I am still learning the system and I was thinking of starting off at the first process in the business and working my way down...
Does anybody have any tips, suggestions, comments - I really need some suggestions.
Should I create DFD's?? How do I map out the exitisting Relationships etc... (I have a relationship/Access design program but dont know how to use it).

Thanks,

Olie

 

[mdemarte]

documentation

Been there. Here is what I did:

First, tackle the technical side. Print each form (selected record only) and make notes on the print-out of what table or query supplies the data. Print the relationships and note relationships (one to one, one to many, Referential Integrity, etc.). Print each macro, too. The macros will call other macros and queries, write notes on the printout. Print the VBA, if it helps. Print sample reports and note what table or query or query of a query supplies the report with data as well as sorting and totaling options. I labeled menus with numbers and then wrote the numbers on top of the forms, macros, or reports as necessary. I work alone, so this is as far as I went. If you work as part of a group, I suggest you type up this and review with a co-worker.

Now, you can put together a user manual. I did mine in MS Word, with screen prints and notes in terms the users can handle. I also printed report samples. The users suggested numbering the reports on the menu and that made life easier for both sides when working on a problem over the phone.

 

[greaseman]

There is a web site out there, from Australia that has a free Access documenting package called EzyDocument, or something to that effect. It is quite good and will print out your tables, queries, code and so on.

Here is the address:
www.aadconsulting.cjb.net/index.html

 

[greaseman]

Just an update to that web site I mentioned, and the package called EzyDocumentor. It no longer is free, and... the majority of the products that used to be free are no longer free.

 

[Pat Hartman]

Take a look at Total Access Analyzer at www.fmsinc.com I can produce over 200 different reports. The ones I find most useful are those that provide cross references. The cross references help decide how complicated a change will be by identifying the objects that will be impacted. It also produces a nicely formatted printout of the VBA code.

Don't be put off by the price. Instead, think about how long it would take you to reproduce some of the functionality or to make the cross references manually and you'll come to the conclusion that it is really a bargin. Hopefully, your manager will agree and come up with the money.

 

[RuralGuy]

And here are some other options.