Design databases (Access 2013) Software Publications Pty Ltd (ABN ) ISBN Published and printed in Australia

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1 Design databases (Access 2013) This book supports BSBITA401A Design databases in the BSB07 Business Services Training Package. Software Publications Pty Ltd, June 2015 The Software Publications writing team ISBN Disclaimer All rights reserved. No part of this publication may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, scanning, recording, or any information storage and retrieval system, without permission in writing from Millbank Investments Ltd, NZ or from the publisher Software Publications Pty Ltd. No patent liability is assumed with respect to the use of the information contained herein. While every precaution has been taken in the preparation of this book, the publisher and authors assume no responsibility for errors or omissions. Neither is any liability assumed for damages resulting from the use of the information contained herein. Software Publications Pty Ltd (ABN ) Head Office - Sydney Unit 3 25 Gibbes Street Chatswood NSW Published and printed in Australia

2 BSBITA401A Design databases Unit descriptor Application of unit Employability Skills Prerequisites This unit describes the performance outcomes, skills and knowledge required to design and develop a database (including queries, forms and reports) to meet a defined need using existing data. No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement. This unit applies to individuals employed in a range of work environments who create databases to store and retrieve data using commercially available database software. They may provide administrative support within an enterprise, or may be independently responsible for designing databases relevant to their own work roles. This unit contains employability skills. There are no prerequisites for this unit. Element Performance Criteria Page Reference 1 Design database 1.1 Review organisational and task requirements to confirm scope and functionality of database design, including data redundancy 1.2 Develop a logical data model to identify and classify data into types 1.3 Select appropriate software according to organisational and task requirements and required scope and functionality of database 1.4 Confirm database design with appropriate person 13, 31 2 Develop database 2.1 Set field attributes according to data type and link databases by a common field in accordance with software procedures 5 7, 14 22, , Identify primary key to uniquely identify data 7, 18 20, 38 39, Identify foreign keys to establish associations between data 7, 20, Use software functions and formulae to meet organisational and task requirements 2.5 Create password and access system according to organisational and task requirements 3 Develop queries, forms and reports 3.1 Develop queries as required by organisational and task requirements 34 40, 52, 54 57, 61 65, 67 68, 72, 80 87, 90 94, 99, 101, , , Develop input screens or forms in order to access required data 27 28, Develop reports according to organisational and task requirements 29, Millbank Investments Ltd, 2014 Study Guide BSBITA401A i

3 Element Performance Criteria Page Reference 4 Test and finalise database 4.1 Populate database with sample dataset for testing Assess and document effectiveness of data relationships, queries forms and reports 4.3 Address any errors in database design Name and store database in accordance with organisational requirements and exit the application without data loss or damage 4.5 Confirm database readiness with appropriate person , 121 Required Skills and Knowledge This section describes the skills and knowledge required for this unit. Required skills literacy skills to interpret and evaluate the purposes and features of databases numeracy skills to utilise software functions and formulae, and to establish data relationships and queries planning and organising skills to establish database design problem-solving skills to address inconsistencies in database design and data relationships Required knowledge advanced functions of database software applications impact of formatting and design on the presentation and readability of data key provisions of relevant legislation from all forms of government, standards and codes that may affect aspects of business operations, such as: anti-discrimination legislation ethical principles codes of practice privacy laws occupational health and safety. ii Study Guide BSBITA401A Millbank Investments Ltd, 2014

4 Range Statement The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included. Variable Scope Page References Organisational and task requirements may include: Scope and functionality of database may include: business requirements 14 consistent corporate image, including colour schemes and company logo established guidelines and procedures for data usage existing database templates final output requirements for data house styles observing copyright legislation organisation name, time, date, document title, filename or other fields in headers and footers technical operating environment and platform 15 concurrency of access requirements data relationships 5 7, data structures 16 18, forms queries 31 reports 29 screens security features 15 table relationships 5 7, Software may include: commercial software applications 2 Appropriate person may include: Software functions may include: organisational specific software clients colleagues supervisors 13, 31 adding, deleting, moving, re-labelling fields 34 35, 54 56, altering field widths 54 55, 64, 90, calculations, formula data protection field definitions and attributes formatting fields 54 55, 90, formatting text 54 55, 94 headers and footers 57, 67, 92, 94, 99 inserting and deleting blank lines and spaces macros append delete 72 edit Millbank Investments Ltd, 2014 Study Guide BSBITA401A iii

5 Variable Scope Page References exit 68 list print 101, 136 query report 101, 136 repeating (if available) table, form and report wizards 52, 91 Formulae may include: formulae 82 87, 136 Naming and storage may include: addition average 86, 136 combinations of formulae 82, 84, 136 count 84, 86 division maximum 86, 136 minimum 136 multiplication 82 83, 85 subtraction 82 sum 87 authorised access 119 filing locations organisational policy for backing up files 121 organisational policy for filing hard copies of spreadsheets security storage in folders and sub-folders 10, 120 storage on disc drives, CD-ROM, USBs, tape or server back-up 122 iv Study Guide BSBITA401A Millbank Investments Ltd, 2014

6 Evidence Guide The Evidence Guide identifies the critical aspects, knowledge and skills to be demonstrated to confirm competency for this unit. This is an integral part of the assessment of competency and should be read in conjunction with the Range Statement. Critical aspects for assessment and evidence required to demonstrate competency in this unit Evidence of the following is essential: producing a database containing a minimum of three tables and incorporating queries, reports and forms knowledge of advanced functions of database software app. Context of and specific resources for assessment Assessment must ensure: access to office equipment and resources access to sample data. Method of assessment Guidance information for assessment A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit: direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate review of database design review of database testing demonstration of techniques. Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example: IT use units other IT analysis and design units. Millbank Investments Ltd, 2014 Study Guide BSBITA401A v

7 Employability Skills Mapping Employability Skills for BSB40212: Certificate IV in Business Employability Skill Industry/enterprise requirements for this qualification include Communication communicating with business contacts and team members to promote products and services, give and receive feedback, and negotiate effectively to address conflicts reading, interpreting, writing and presenting reports Teamwork supporting team members in developing skills and knowledge relating to products and services working within own role to support team activities Problem solving finding, analysing and interpreting data which may be incomplete or have discrepancies Initiative and enterprise Planning and organising making decisions to complete tasks in a time efficient manner contributing to strategic direction of enterprise identifying learning opportunities to improve work practices organising information relating to products and/or services into databases organising resources, equipment and time lines planning for contingencies Self management evaluating own performance and identifying areas for improvement managing time to independently complete tasks How this Employability Skill is covered Throughout this unit, databases are created to store data, and relevant data is entered. All exercises in this workbook are designed to be completed independently. The supervisor can assign timeframes if required. Learning participating in professional networks and associations to obtain and maintain knowledge and skills Technology using business technology such as the internet and mobile phones to communicate with other people using business technology to collect, analyse and provide information This unit requires the learner to use Microsoft Access 2013 to an advanced level, producing databases to analyse data and provide information. vi Study Guide BSBITA401A Millbank Investments Ltd, 2014

8 Changing Form Colours Exercise 38 1 With the frmcustomer form open in Design View, click within the background of the Form Header. Display the Form Design Tools Format Ribbon. 2 Click on the of the Shape Fill button. Select Blue, Accent 1, Lighter 40%. 3 Click on the background of the Detail section (the main part of the form). 4 Change the colour to Blue, Accent 1, Lighter 80%. The colour of the labels controls is now too light to display clearly. All unbound controls need to be selected. 5 Click the left mouse button and drag down and across the first column of unbound controls. A selection rectangle will display around the controls as shown at the right. When the mouse button is released, the unbound controls will be selected. If the wrong controls are selected, deselect and try again. 6 With the Format Ribbon displayed, click on the of the Font Color button and select Blue, Accent 5, Darker 50%. 7 Select the remaining unbound controls. Change the font colour to Blue, Accent 5, Darker 50%. 8 Save the form and switch to Form View. 9 Leave the form open for the next exercise. Changing Tab Order When entering data in a form the Tab key can be used to move between fields. It is possible to change the order in which fields are accessed to allow for efficient data entry. Exercise 39 1 Using the frmcustomer form in Form View, ensure the cursor is in the Customer ID field. 2 Press the Tab key to move between the values currently displayed in the form. Because the order of the controls has been moved, the Contact Name is not selected in the correct order. 3 Return to Design View. 58 SECTION 3 Millbank Investments Ltd, 2014

9 4 From the Form Design Tools Design Ribbon, click on the Tab Order button OR right click on a bound control and select Tab Order. 5 Ensure Detail is selected in the Section: area to display all Bound Objects. 6 Click on the grey box at the left of ContactName. Click here 7 Click and drag the selected grey box upwards to reposition between CustomerName and StreetAddress. 8 Click on OK. 9 Save the form and leave it open for the next exercise. Entering Data Exercise 40 1 Using the frmcustomer form, switch to Form View. 2 Click on the New button on the Home Ribbon to create a new blank record. 3 Enter the following data, using the Tab key to move between fields. Customer ID Customer Name Contact Name Street Address GRE01 Great Dayz Toy Shop Amanda Davidson 3 Jackson Street Suburb BRIGHTON Phone (03) State VIC Fax (03) Post Code Address greatdayz@yahoo.com.au 4 Close the form. Leave the database open for the next exercise. Millbank Investments Ltd, 2014 SECTION 3 59

10 Subforms It is possible to create a form inside another form. The primary form is called the main form, and the form within it is called the subform. Subforms are useful when displaying data from tables with a one-to-many relationship, such as the relationship between the tblorder and tblorderline tables. Remember that the data in the tblorder table is the one side of the relationship and data in the tblorderline table is the many side of the relationship, because each order can contain more than one product. The main form displays data from the tblorder table because it is the one side of the relationship. The subform displays data from the tblorderline table because it is the many side of the relationship. The main form and subform will be linked so that the subform displays only records that are related to the current record in the main form. Creating a Subform In the following exercise you create a form that contains information about orders and a subform that lists the products that make up that order. The final form should look similar to paper-based invoices that you may be familiar with. Exercise 41 1 Using Product Database, display the Create Ribbon. 2 Click on to start the Form Wizard. 3 Select tblorder from the Tables/Queries box. 4 Click on to move all the tblorder table fields from the Available Fields: box to the Selected Fields: box. 5 Click on the in the Tables/Queries box and select Table: tblorderline. 6 Click on to move all the tblorderline table fields from the Available Fields: box to the Selected Fields: box. Click on Next. 7 Check that by tblorder is selected. Check that the Form with subform(s) option is selected. 8 Click on Next. 9 Check the Datasheet option is selected, then click on Next. 10 Change the text in the Form: box to: frmorder. 11 Change the text in the Subform: box to: frmorderline Subform. 12 Click on Finish. 60 SECTION 3 Millbank Investments Ltd, 2014

11 Main form (frmorder) Subform (frmorderline subform) 13 Leave the form open for the next exercise. Replacing a Combo Box In the current form, when you click on the of the Customer ID combo box, the Customer ID is displayed. In order to make data entry easier, you will now change the combo box so that the Customer s name is displayed. Exercise 42 1 Using frmorder in Form View, click on the of the Customer ID combo box to see how the current combo box works. 2 Switch to Design View. 3 Click to select the CustomerID bound field. Press the Delete key. Both the bound and unbound controls will be removed. 4 With the From Design Tools Design Ribbon displayed, click on the Combo Box button from the Controls Group. Millbank Investments Ltd, 2014 SECTION 3 61

12 5 Click in the form where the original combo box was removed from. The Combo Box Wizard will start. 6 Check the I want the combo box to look up the values from another table or query option is selected and click on Next. 7 Check Table: tblcustomer is selected and click on Next. 8 Select CustomerName from the Available Fields: list and click on to move it to the Selected Fields: list. This will ensure it is the Customer Name that is displayed in the combo box rather than the ID. 9 Click on Next. 10 Click on the and select CustomerName to sort the combo box by this field (ascending). 11 Click on Next. 62 SECTION 3 Millbank Investments Ltd, 2014

13 12 Position the mouse pointer at the right of the Customer Name column header. The mouse pointer will display as a black two-headed arrow. Click and drag to the right to increase the width of the column so all data displays. Check Hide key column has a tick beside it. 13 Click on Next. 14 Select the option Store that value in this field and select CustomerID from the drop-down list. This ensures when the Customer Name is selected, the correct Customer ID is stored in the tblorder table. 15 Click on Next. 16 Name the combo box cbocustomername and click on Finish. Note Even though you are selecting the Customer Name from the combo box, it is the corresponding Customer ID that is stored in the CustomerID field of the tblorder table. 17 Leave the form open for the next exercise. The positioning of the controls will be fixed in the next exercise. Millbank Investments Ltd, 2014 SECTION 3 63

14 Section 6 Database Practice Extra Database Skills Learning Outcomes At the end of this section you should be able to: Design a database Create a database Import a whole table from an Excel file Create a lookup table Combine two forms to make a form and subform Create a list box 122 SECTION 6 Millbank Investments Ltd, 2014

15 Cosmetic Hospital Database Scenario A private cosmetic surgery hospital needs to keep track of all the patients that they treat in their hospital. You have to develop an application that will enable them to keep basic information up to date on a day-to-day basis. They need to know the patient s name, address, date of birth, next of kin, etc. and what surgery they are having performed. They also need to know when the patient was admitted and discharged, room number and the assigned doctor. While conducting interviews with various staff members at the hospital, you have managed to find out what data should be stored in the database. This is described below. Patient Information The following information needs to be kept for each Patient: Title, First Name, Last Name their address details including, Street, Suburb, Postcode, State any contact Phone or Fax Numbers their Date of Birth, and whether they are Male/Female the Doctor who referred them who their Next of Kin is. Admittances For each patient admitted to the hospital: Date of Admittance and Date of Discharge from hospital what Room they have been admitted to what Surgery is to be performed which Doctor is treating them. Doctor Information For every doctor that works in the hospital: Title, First Name and Last Name of the doctor where they can be contacted, Street, Suburb, Postcode, State, Phone, Fax, Mobile Phone, Pager. Next of Kin Information For every patient there needs to be a next of kin: Title, First Name and Last Name how they can be contacted, Street, Suburb, Postcode, State, Phone, Fax. These interviews also revealed the following information: Each patient can only have one next of kin registered. It is possible that one person could be the next of kin for multiple patients. It is possible for each patient to be admitted multiple times. Each time a patient is admitted, one doctor will be assigned to oversee their care. Millbank Investments Ltd, 2014 SECTION 6 123

16 Exercise 103 Step 1 Using the information on the previous page, list the names of the tables which will be used in the database. Don't forget to use a suitable naming convention. Step 2 Create an ERD, listing all fields required for the database. Indicate the primary keys and foreign keys for each table and include the relationships. 124 SECTION 6 Millbank Investments Ltd, 2014

17 Step 3 Using the tables on the following pages, list all the fields and the data types that will be used for each table in the database. Note There are three tables containing such data as title, first name, last name, etc. To save confusion when creating queries, it will be a good idea to use a clear naming convention, e.g. DoctorTitle. Table: Field Data Type Table: Field Data Type Millbank Investments Ltd, 2014 SECTION 6 125

18 Table: Field Data Type Table: Field Data Type 126 SECTION 6 Millbank Investments Ltd, 2014

19 A suggested ERD solution is shown below. tblnextofkin NoKID (pk) NoKTitle NoKFirstName NoKLastName NoKStreet NoKSuburb NoKPostcode NoKState NoKPhoneNumber NoKFaxNumber tblpatientinfo tbladmittance tbldoctorinfo PatientID (pk) PatientTitle PatientFirstName PatientLastName PatientStreet PatientSuburb PatientPostcode PatientState PatientPhoneNumber PatientFaxNumber DateOfBirth Male/Female ReferringDoctor NoKID (fk) AdmittanceID (pk) PatientID (fk) AdmittanceDate DischargeDate Room Surgery DoctorID (fk) DoctorID (pk) DoctorTitle DoctorFirstName DoctorLastName DoctorStreet DoctorSuburb DoctorPostcode DoctorState DoctorPhoneNumber DoctorFaxNumber DoctorMobileNumber Pager Millbank Investments Ltd, 2014 SECTION 6 127

20 Evidence Guide Elements and Performance Criteria The elements and performance criteria are covered during assessment in the following ways. Element Performance Criteria Assessment Tasks 1 Prepare the produce documents 1.1 Review organisational and task requirements to confirm scope and functionality of database design, including data redundancy 1.2 Develop a logical data model to identify and classify data into types 1.3 Select appropriate software according to organisational and task requirements and required scope and functionality of database Tasks 2 6 Tasks 2 6 Task Confirm database design with appropriate person Task 7 2 Develop database 2.1 Set field attributes according to data type and link databases by a common field in accordance with software procedures Task Identify primary key to uniquely identify data Task Identify foreign keys to establish associations between data Task Use software functions and formulae to meet organisational and task requirements 2.5 Create password and access system according to organisational and task requirements 3 Develop queries, forms and reports 3.1 Develop queries as required by organisational and task requirements 3.2 Develop input screens or forms in order to access required data 3.3 Develop reports according to organisational and task requirements 4 Test and finalise database Task 8 Task 10 Task 8 Task 8 Task Populate database with sample dataset for testing Task Assess and document effectiveness of data relationships, queries forms and reports Task Address any errors in database design Task Name and store database in accordance with organisational requirements and exit the application without data loss or damage Task Confirm database readiness with appropriate person Task Millbank Investments Ltd, 2014

21 Required Skills and Knowledge The skills and knowledge are covered during assessment in the following ways. Required Skills How will Evidence be Gathered? literacy skills to interpret and evaluate the purposes and features of databases numeracy skills to utilise software functions and formulae, and to establish data relationships and queries planning and organising skills to establish database design problem-solving skills to address inconsistencies in database design and data relationships All assessment tasks Task 8 Tasks 2 6 Task 9 Required Knowledge How will Evidence be Gathered? advanced functions of database software applications impact of formatting and design on the presentation and readability of data key provisions of relevant legislation from all forms of government, standards and codes that may affect aspects of business operations, such as: anti-discrimination legislation ethical principles codes of practice privacy laws occupational health and safety. Task 8 Task 4, Task 5, Task 8 Task 10 Millbank Investments Ltd,

22 Employability Skills BSB40212: Certificate IV in Business Employability skills for BSB40212: Certificate IV in Business are assessed in the following assessment tasks. Employability Skill Industry/Enterprise Requirements for this Qualification Include: Task Communication communicating with business contacts and team members to promote products and services, give and receive feedback, and negotiate effectively to address conflicts reading, interpreting, writing and presenting reports Teamwork supporting team members in developing skills and knowledge relating to products and services working within own role to support team activities Problem-solving finding, analysing and interpreting data which may be incomplete or have discrepancies making decisions to complete tasks in a time efficient manner Initiative and enterprise contributing to strategic direction of enterprise identifying learning opportunities to improve work practices Planning and organising organising information relating to products and/or services into databases All assessment tasks organising resources, equipment and time lines planning for contingencies Self-management evaluating own performance and identifying areas for improvement managing time to independently complete tasks Learning participating in professional networks and associations to obtain and maintain knowledge and skills Technology using business technology such as the internet and mobile phones to communicate with other people using business technology to collect, analyse and provide information Task 9 Technology is used throughout assessment 152 Millbank Investments Ltd, 2014

23 BSB Business Services Training Package Supplement This workbook can be used by learners completing a qualification in the BSB Business Services Training Package. Millbank Investments Ltd,

24 BSBITA401 Design databases Application This unit describes the skills and knowledge required to design and develop a database (including queries, forms and reports) to meet a defined need using existing data. It applies to individuals who may work independently or within an administrative support role, with the responsibility to use databases to store and retrieve data using commercially available database software. No licensing, legislation or certification requirements apply to this unit at the time of publication. Elements and Performance Criteria Element Elements describe the essential outcomes. Performance Criteria Performance criteria describe the performance needed to demonstrate achievement of the element. Workbook page reference Assessment tasks 1. Design database 1.1 Review organisational and task requirements to confirm scope and functionality of database design, including data redundancy 5 7, 14 22, Tasks Develop database 1.2 Develop a logical data model to identify and classify data into types 1.3 Select appropriate software according to organisational and task requirements and required scope and functionality of database 1.4 Confirm database design with appropriate person 2.1 Set field attributes according to data type and link databases by a common field in accordance with software procedures 16 26, Tasks Task 1 13, 31 Task Task Identify primary key to uniquely identify data 7, 18 20, 38 39, 43 Task Identify foreign keys to establish associations between data 7, 20, Task Use software functions and formulae to meet organisational and task requirements 34 40, 52, 54 57, 61 65, 67 68, 72, 80 87, 90 94, 99, 101, , 136 Task Create password and access system according to organisational and task requirements Task Millbank Investments Ltd, 2014

25 Element Elements describe the essential outcomes. Performance Criteria Performance criteria describe the performance needed to demonstrate achievement of the element. Workbook page reference Assessment tasks 3. Develop queries, forms and reports 4. Test and finalise database 3.1 Develop queries as required by organisational and task requirements 3.2 Develop input screens or forms to access required data 3.3 Develop reports according to organisational and task requirements 4.1 Populate database with sample dataset for testing 4.2 Assess and document effectiveness of data relationships, query forms and reports 4.3 Address any errors in database design 4.4 Name and store database in accordance with organisational requirements and exit the application without data loss or damage 4.5 Confirm database readiness with appropriate person 31, Task , Task 8 29, Task Task Task Task , 121 Task Task 10 Millbank Investments Ltd,

26 Foundation Skills This section describes language, literacy, numeracy and employment skills incorporated in the performance criteria that are required for competent performance. Skill Performance Criteria Reading 1.1, 1.3, , , Writing 1.2, 2.4, 2.5, , Oral communication Numeracy 1.2, , , Navigate the world of work Get the work done Description Comprehends the main messages in texts of varying complexity Uses basic models to produce a range of text types with formatting and font chosen appropriate to database design Uses technical information and structure appropriate to the requirements of the audience and purpose 1.4, 4.5 Confirms requirements using industry-specific language Extracts, interprets and comprehends routine formulae and software functions to establish data relationships 4.4 Adheres to organisational policies and procedures relevant to own role , , , Develops plans to manage relatively complex, non-routine tasks according to organisational requirements Takes responsibility for the outcomes of routine decisions related directly to own role Understands the purposes, specific functions and key features of common digital systems and tools and operates them effectively to design, develop and test database functions Recognises and takes responsibility for addressing predictable database problems in familiar work contexts Workbook page reference Throughout workbook Throughout workbook Throughout workbook Learner can discuss exercises with trainer as required Throughout workbook 15 and Software Publications WHS Throughout workbook Throughout workbook Throughout workbook 176 Millbank Investments Ltd, 2014

27 Assessment Requirements v1.0 Performance Evidence Evidence of the ability to: produce a database, containing a minimum of THREE tables, which uses queries, reports and forms communicate with relevant personnel to check database design against requirements. Assessment task Task 8 Task 7 Knowledge Evidence To complete the unit requirements safely and effectively, the individual must: Assessment task describe how the advanced functions of database software applications are to be applied describe the impact of formatting and design on the presentation and readability of data. Task 8 Task 4, Task 6, Task 8 Millbank Investments Ltd,