IS Spring PROJECT #1 (10% OF COURSE GRADE) Build a Database Application using Microsoft Access 2010

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1 IS Spring PROJECT #1 (10% OF COURSE GRADE) Build a Database Application using Microsoft Access 2010 Purpose The purpose of this project is to introduce you to the use of computer databases as a powerful tool for data storage and retrieval. The experience can be particularly important because 1) in a digital society data are one of the most valuable resources of an organization, and 2) much of what you will be doing on a computer at work is likely to involve database applications. Project Requirements 1. Study the BCLE case (see Attachment 1). We will work with three data tables: ALL- STUDENT, TEST-PERIOD, and F2012-SIGNUP. See Attachment 2 for a data dictionary pertaining to these tables. The first two tables have been created for you as part of a database file called BCLE.accdb, which you need to download separately from the course Web site. 2. Complete the following tasks: 2.1 Create a new (blank) database. Name the database as: lastname-firstname, using one group member' s name. For example, for a student named Jane Smith, the database name would be Smith-Jane.accdb. Note: Access 2010 automatically adds the file extension,.accdb. 2.2 Import the two tables, ALL-STUDENT and TEST-PERIOD, from the BCLE database into your new database. From this point on, you only need to work with your new database. (5%) 2.3 Create a relationship between tables ALL-STUDENT and TEST-PERIOD. Enforce referential integrity. (5%) 2.4 Create the third table, F2012-SIGNUP, of the database, and enter the following data (see Attachment 2 for its definitions): F2012-SIGNUP ID First Name Last Name Phone 1159 Alex Yikes (818) Helen Kvashis (805) Jason Sanchez (818) Caroline Cover (213) Cathy Licea (626) Maria Phan (818) Jeff Mejia (818) Lyudmila Valanova (818) Mary Mills (310) Afshin Granada (661) Kelvin Hardy (805) Tani Wang (805) John Moos (818) Darin Tates (818) Page 1 of 6

2 7774 Christine Berlund (213) Dennis Ashworth (818) David Simmons (626) Tabitha Becker (661) Lynn Panko (710) Jesus Diaz (213) Copy the field description for all three tables from the Data Dictionary (Attachment 2) into your database (use the Table Design View). (5%) IMPORTANT: before attempting a query, always study the data dictionary (see Attachment 2) so you know which table(s) and fields to use. It s also a good idea to verify the accuracy of your query output by selectively comparing it to the input (i.e., use your eyeballs). 2.6 Develop two queries, one listing every student who has passed the BCLE, and the other listing every student who has failed. Name them AllPass and AllFail. Include in both queries the following fields: Name, ID, Semester, Date, Results of Part 1, 2 and 3. Also add a calculated field, Overall Result, to each query. The value under this calculated field will be PASS for the AllPass query, and FAIL for the AllFail query. (20%) Hints: 1) a value of "n/a" means the student passed this part of the BCLE during an earlier test period; so to pass the BCLE a student must have either Pass or n/a under each of the three result fields; 2) enter your select criteria under the three result fields only; 3) the definitions for the calculated field are Overall Result: PASS and Overall Result: FAIL, respectively. 2.7 Develop a query that lists every student who has taken the BCLE twice (If a student has taken the exam twice, there should be two records for that student in the ALL-STUDENT table. Consequently, those two records have identical values under the Name and ID fields). Include the following fields: Name, ID, Semester, Date, and Results of Part 1, 2 and 3. Sort the output by Name, and then by Date (descending) within Name. (5%) Hints: 1) Click Create Query Wizard Find Duplicates Query Wizard to design your query. 2) read the prompt carefully to understand what is being asked for. 3) Use the ALL-STUDENT table to find the duplicates, and then link the query to the TEST-PERIOD table in another query to include the Date field. 2.8 Develop a form that contains a subform (Refer to Lab Notes for an example) (10%) Develop the main form to include the following data: Semester, test date, number of students tested, and number of students repeating. Make necessary changes to make field labels more descriptive (if the default field names are not). The subform should include the following data fields: student name, ID, and results of the three parts of the test. Sort the main form by Date (descending). Resize the subform so that every field in the subform is visible. Create a title for the form. Save the main form under the name Records by Test Period. Page 2 of 6

3 2.9 Develop a report (15%) The F2012-SIGNUP table contains information on students who have registered to take the BCLE in Fall Semester, The administrator of the test would like to know if any of these new signups have already taken the test twice. Design a report to present the pertinent information. The report should list detailed information of those who are registering to take the test for the third time: their names, IDs, phone numbers, semesters and dates they took the previous two tests, and results of the three parts. Only unique field values should be presented (e.g., for the same student, his/her name, ID, and phone number should be shown only once on the report). Hint: create a query first to gather all the information needed for the report. Sort the query by Name, and then by Date (descending) within Name. Then run the Report Wizard and use your query as the data source for the report. Group the records by Name, ID, and Phone. Give your report an informative title. Save the report under the name BCLE Ineligible. Note: your report title is meaningful only to the reader, while your report s saved name is more important to Access (the software). Print and submit a hard copy of this report Develop a form that will be opened automatically every time you load your database. (20%) This form serves as a custom-designed menu used to perform specific activities, such as opening a form or viewing a report. It makes using your database application more userfriendly (in Access, it is also called a Switchboard). Use BCLE Main Menu as the title for this form. The form should have six command buttons labeled as follows and, when clicked, will trigger the following actions: 1. All Passes this opens the AllPass query you created under task All Fails. this opens the AllFail query created under task All Repeats this opens the query you created under task Records by Test Periods this opens the form you created under task BCLE Ineligibile this opens the report (in Print Preview) you created under task Close This button will close the BCLE Main Menu. To make the menu open automatically when you open your database, create a macro named AutoExec with an OpenForm action. BONUS TASK (Note: you are to attempt this without my assistance): 2.11 BCLE Summary Report (an extra 10% of the project grade) Develop a report that presents summary BCLE information for each semester it was administered, up to Spring Semester, Grouped by Date in descending order, your report will show the following information: date, semester, number of students taking the test, numbers and percentages of students who passed/failed the test during each test period, labs used, and numbers of faculty/staff proctors. At the end of the report, there should also be grand totals showing pass/fail numbers and percentages for all six test periods combined. Add an extra button, Bonus Report on your menu (see task 2.10 above) to allow a preview of your report. Give your report an appropriate title. Save the report under the name BCLE Summary. Page 3 of 6

4 Print and submit a hard copy of this report. SUBMISSION REQUIREMENTS: A. Electronic (10% of project grade): 1. On (or before) the due date and before the class start time, send me an message that includes your class time and the names of every member in your group. Attach your completed database file to your message. Be sure that your database has been named appropriately as required (see task 2.1 above). B. Hard copy: 1. Include a printout of report 2.9 (and report 2.11 if applicable). Do NOT print any query outputs or forms. 2. Download and print p1-grading-sheet.pdf. Fill out the class time and name part. Staple it to your other printout as a cover sheet. Note: Before you turn in your project, please make sure that you make a backup copy of your database file. In the rare event that your electronic submission fails to reach me or your attached file fails to open, the backup copy will be your only proof of work completed. No late project will be accepted. Just turn in what you have for partial credit. Page 4 of 6

5 ATTACHMENT 1: The Business Computer Literacy Test (BCLE) For the past three years, the School of Business at Southern State University has been conducting a semiannual Business Computer Literacy Examination (BCLE). To satisfy a computer proficiency requirement, all students majoring in Business can take the BCLE in lieu of taking a class. The test has three parts. To pass the test the student must pass all three parts. If the student fails one or more parts of the test, s/he may choose to retake (repeat) the parts failed. The student is allowed to repeat the test only once. Therefore, if the student did not pass the exam after a retake, s/he would have no choice but to take and pass a computer literacy class. Registration for the up-coming test (Fall Semester, 2012) is now underway. To register, students can call in or the office to provide their IDs, names, and contact phone numbers. After collecting the information, the staff at the School of Business will check, among other things, whether a student is trying to take the test for the third time after two failed attempts. If that is the case, the student will be considered ineligible, her/his registration request will be rejected, and s/he will be notified by phone. To manage students' test records more effectively and efficiently, the School has decided to implement an Access database application. Two data tables have been created: an ALL- STUDENT table that keeps all historical student test records since Fall Semester, 2009, and a TEST-PERIOD table that maintains records pertinent to each individual test. Your group has been retained as consultants to complete the remaining tasks of the application development. Page 5 of 6

6 ATTACHMENT 2: DATA DICTIONARY Table: ALL-STUDENT Historical Data of All Students Who Have Taken the BCLE (one or two records per student) Field Date Type Description Name Text Student Name in " last name, first name" format (Partial Key) ID Text Student Identification Number Semester tested Text Semester w hen test w as taken (Partial Key) Part1 Result Text Result of Part 1 of the test Part2 Result Text Result of Part 2 of the test Part3 Result Text Result of Part 3 of the test Table: TEST-PERIOD Permanent Data of Each Test Administered (one record per semester) Field Date Type Description Semester Text Semester w hen test w as taken (Primary Key) Date Date Date test w as administered NumStuTested Number Number of students taking the test NumStuRepeating Number Number of students taking the test (or part of it) the second time Lab1 Used Yes/No Whether Lab #1 w as used for the test Lab2 Used Yes/No Whether Lab #2 w as used for the test Lab3 Used Yes/No Whether Lab #3 w as used for the test NumFacProctor Number Number of faculty proctors NumStaffProctor Number Number of staff proctors Table: F2012-SIGNUP Data of Students Registered to Take the Test in Fall Semester, 2012 (one record per student) Field Date Type Description ID Text Student Identification Number (Primary Key) First Name Text Student First Name Last Name Text Student Last Name Phone Text Contact Telephone Number Page 6 of 6