Datasheet

52
Data Retrieval, Processing and Final Storage in the Nile Basin Database
Exchange of NBD Data with other users
7.1 Problem Description
The user may occasionally be in need to transfer some data from the main NBD database to other departments or
agencies for their further use. To do so, one may require creating a smaller “Transfer” file with such data, which
can either fit on a floppy disk or can be distributed by e-mail. For instance, this type of data transfer is foreseen to
take place, on regular basis, between the regional offices in Bukoba and Mwanza; the Regional Office in Mwanza and
Directorate of Water Resources in Dar-es-Salaam; the PWO in Kisumu and Water Development Department of the
Ministry of Water Resources in Nairobi; as well as among the countries of the Nile Basin Region. A need for similar
data transfers between the FPIs and other agencies may also occasionally arise.
The text below describes step-by-step procedures for preparation of these so-called transfer files as and when
necessary for data exchange.
7.2 Preparation of Transfer Files
Step E1: By running the appropriate append query in MS Access new meteorological data records will be processed
and automatically added into the respective tables in the NBD (see chapter 6.4). Once this has been completed, open
in the NBD folder the database file and the table which contains the data records targeted for transfer/exchange,
and write down the NBD Station ID, the begin and end date of data records planned for transfer to other users. Use
a small table as shown below to write this information on a piece of paper:
Exchange of NBD Data with other users
NBD Station ID
Begin date of data record for transfer
End date of data record for transfer
…………
……………….
………………
Close the database table and file.
Step E2: Open a new database by checking the box “Blank Access database” by running the MS Access Pro-
gramme. A new small window will appear on the screen, called “File New Database”. A default database file name
“db1.mdb” is displayed in the “File Name” field of the window and a list of folders and/or files in the main window
area. Proceed and select a folder in which the database file is preferred to be created; once the folder is selected,
continue and change the default file name “db1.mdb” into a preferred file name which would subsequently be used
for transferring selected data records to another user (either by e-mail or on a floppy disk). Also note that the exten-
sion “mdb” is a default extension for database files created in MS Access and should not be changed. Once the name
of the new database file is typed in the file name field, complete the operation by clicking “Create” button and then
by closing the new database file window; note that the created file is still empty. Remember, or better, write down
the name of newly created database file and its location by using the Windows/DOS convention for path description.
As an example, let’s assume a user has opted to create the new MS Access database file named “Transfer.mdb” in
the folder “MyDbase”; the path of the file in this case should read:
C:\MyDbase\Transfer.mdb.
Step E3: Open the appropriate main database file (for example the file “Daily Clim Uganda.mdb”) in the NBD folder
where the historical and new data have already been processed and stored. From displayed list of available database
tables in the selected file, select the appropriate target table (say the table “AWS Meteo_Daily Data” as an example);
check once again if the data records that are planned to be transferred to other users (as per the station ID, begin
and end date of data records written down in Step E1) are indeed properly stored in the selected table. Once this has
been verified, close the table (but don’t close the database file), and proceed with Step E4.
Step E4: Click on the Queries Tab in MS Access and then press “NEW” as shown on the screen below: