Assignment
Database Management System (DBMS)
This assignment must be your own work. It is acceptable to discuss course content with others to improve your understanding and clarify requirements, but solutions to assignment questions must be done on your own. You must not copy from anyone, including tutors and fellow students, nor allow others to copy your work. All Assignments will be checked using collusion monitoring tools to ensure that each assignment is the original work of the submitting student. Assignments that do not adhere to this requirement will be deemed as being the result of collusion or plagiarism. This may lead to severe academic penalties as outlined in USQ Policy Library: Academic Integrity Policy and Procedure. It is your own responsibility to ensure the integrity of your work. Refer to the USQ Policy Library for more details:
• Academic Integrity Policy
• Academic Integrity Procedure
In completing this assignment, you are expected to use available resources such as the practical activities in the study modules, the Course Study Desk - especially the Discussion Forums (click the Study Desk link on UConnect - https://uconnect.usq.edu.au ), as well as exploring and experimenting on your own.
Applicable course objective:
• demonstrate problem-solving skills by identifying and resolving issues relating to information systems and their components, and proficiently utilise different types of information systems software (especially gaining proficiency in utilising databases, spreadsheets, and presentation applications).
• demonstrate written communication skills by understanding basic information communication and technology (ICT) terminology for effective communication and applying it within a business environment.
Applicable graduate qualities and skills gained from this assessment instrument:
• Problem Solving (Skill U2)
• Written & Oral Communication (Skill U4)
This assignment is quite complex, and exposes you to many different components in Microsoft Access 2007/2010/2013, some or all of which might be very unfamiliar to you. The assignment description provides some explanation of how to use these components, but you are also expected to use available resources such as Online Help, the Beskeen et al text, the Practical Skills sections at the end of each Module in the Study Materials, the SAM online tutorial activities and the course discussion forums, as well as exploring and experimenting on your own.
Preamble
Dr Vivien "Viv" Aldi retired in 2009 after a long career in Human Resource Management. To keep busy and to fulfil a lifelong dream, Dr Aldi started a unique musical instrument manufacture and mail order business called "Four Seasons Music" and began selling various types of imported musical instruments such as harps, bagpipes, banjos, xylophones, Hawaiian guitars, and mandolins to customers via mail order around Australia. These types of musical instruments have become very popular, especially since shows like Australia's Got Talent, The Voice and The X Factor have started; and Dr Aldi's business has experienced a rapid growth in their mail orders. When Dr Aldi first retired, she bought her own home computer to help manage the business's books and finances.
Four Seasons Music is located at Shop 1, 10 Handel Boulevard, Toowoomba (about 100 km west of Brisbane). Dr Aldi can be contacted via phone on (07) 4632 1156; fax on (07) 4632 9551; or email on enquiries@ 4seasons.com.au.
Viv Aldi is extremely impressed with our computing firm "Valkyries Technologies" and she has contracted our firm to assist her in setting up her various computer-based information systems. Please use our new business contact details as follows: 52 Strauss Street, Toowoomba; Phone (07) 4632 8512; fax on (07) 4632 2515; email [email protected].
The first computer-based information system that Dr Aldi is interested in is a Database Management System (DBMS) utilising Microsoft Access 2007/2010/2013. The DBMS will be used to store all of the business's customer details, information about the stock items that the business sells, the suppliers that the business uses and all postal order transactions for the business. It will allow Dr Aldi to run a number of queries on the data which she has specified below and she wishes to be able to print out an invoice for each customer at the end of each month.
All phases in this project must be developed with professionalism and user-friendliness in mind.
Anne Vallayer-Coster, Attributes of Music, 1770.
Your firm's Systems Analyst has developed a database structure that has been determined to be suitable to create a database to store Dr Aldi's customer, items, supplier and postal orders data for the business, which has been provided as follows:
Table Specifications
Table:
tblCustomers
Fields: Cust ID (Primary Key), Title, Family Name, Given Names, Date of Birth, Address, City, State, Postcode, Freight Distance (Km), Mobile Number, eMail Address, Mailing List.
Table:
tblItems
Fields: Item ID (Primary Key), Classification, Instrument, Freight Weight (Kg), Supplier ID, In Stock, On Order, Cost Price (AT) , Cost Price (LC) .
Table:
tblSuppliers
Fields: Supplier ID (Primary Key), Supplier Name, Address, City, State, Postcode, Phone Number, Recommended MarkUp
Table: tblOrders
Fields: Cust ID, Item ID, Order Date (Primary Key), Dispatch Date, Order Qty
Note: The primary key of the Orders table is a combined multiple-field key. It has three fields in one key.
Dr Viv Aldi has provided to us a partial list of her customers, stock items, and suppliers and a partial list of his postal orders for the second quarter 2015 (April - June) to use as test data in four comma delimited text files which can be found on your firm's Intranet (CIS5100 Study Desk).
Mr Peter Tchaikovsky, your manager, has set up the following tasks for you to complete for this phase of the project:
1. Create a Database and import the four (4) Text files into four (4) Tables
2. Modify Table Design
3. Set Primary Keys
4. Create Relationships between the Tables
5. Create Data and Update Queries
6. Create Data Display Forms
7. Create an Invoice Report
8. Create an End of Project Presentation to the Client
Task 1: Create and Import
Create a new blank Access 2007/2010/2013 Database and name it [lastname] [initial] _ [student number] _ [course code] _ assign1.accdb (eg. genrichr_0050051005_cis5100_assign1.accdb).
Import the four sets of data from your firm's Intranet (CIS5100 Study Desk).
The easiest and quickest way to import data into Access is by using the Import Text Wizard. The following steps must be followed carefully to ensure the data is imported correctly:
Importing Tab Delimited Text files into Access 2007/2010/2013 using the Wizard
1) On the External Data tab, in the Import & Link group, click the Text File data source icon.
2) In the Get External Data - Text File wizard popup, browse to find the ‘Assignment01 Text File Customers.txt' text file and select the Import the source data into a new table in the current database option - then click OK.
3) Select the Delimited - Characters such as commas or tab separate each field option on the first page of the wizard - then click Next.
4) Select the Tab option on the second page of the wizard and turn on the First Row Contains Field Names check box - then click Next.
5) Set the following for each field on the third page of the wizard:
• Field Name - keep the field name as it appears when imported
• Data Type - giving each an appropriate data type
Note: Numbers that will not be used for calculations should be set as Text. Numbers such as Freight Weight and Order Qty must be carefully and logically set to avoid loss of data (numbers without decimal places should be set to be either binary, integer or long integer; and numbers with decimal places should be set to be single or double).
See the Beskeen et al textbook Access 2010 Unit E for more details on setting appropriate Data Types
• When you are sure that each field has the appropriate data type, click Next.
6) Select No Primary Key option on the forth page of the wizard - these will be set in Task 2 - then click Next.
7) Name the table tblCustomers on the final page of the wizard and click Finish.
Repeat the above 7 steps for the rest of the text files naming each Database Table as follows:
Text File Table Name
Assignment01 Text File Items.txt tblItems
Assignment01 Text File Suppliers.txt tblSuppliers
Assignment01 Text File Orders.txt tblOrders
Note: Table names must conform with the Leszynski Naming Convention (LNC) as per the Naming Convention for Access Database Objects document in Appendix 2.
Task 2: Modify Table Design
Modify the four imported tables' structures using the given Table Specifications, from the section above, in Microsoft Access using Table Design View:
• Use the above table specifications, checking that you have the correct table names and field names.
• Check that all fields have the appropriate Data Type from the following:
o Text, Number, Date/Time, Currency, Yes/No, Hyperlink.
• Add an appropriate Field Descriptions to describe the data field.
• Ensure that you also set properties for each field where appropriate. You MUST set the following:
o Field Size - set appropriate logical fields sizes for all Text and Number data types (numbers without decimal places should be set to be either binary, integer or long integer; and numbers with decimal places should be set to be single or double)
o Caption - set an appropriate English caption for all fields where the field name is not in English (eg. Customer ID for CustID)
o Format - set an appropriate format for all: Yes/No and Date data fields; Text data fields that should be stored in Upper-Case (State); and numbers that contain currency or percentages
Note: AT is the country code for Austria - should be formatted in Euros; LC is the country code for Saint Lucia - should be formatted in Dollars.
o Decimals - set an appropriate number of decimal places for any single or double numbers
o Default Value - set an appropriate default value for all Yes / No data fields
o Required - set any data fields that must contain data to Required and leave any fields where data is optional as unchecked.
o Validation Rule and Validation Text - include appropriate Validation Rules for any data fields where there are a limited number of options (eg. Title and State)
See the Beskeen et al textbook Access 2010 Unit E for more details on appropriate settings for each Data Type
For example:
Before proceeding to Task 3, check the Data in the four tables against the Data in the four text files to ensure that there has been no loss of Data during Task 1 and 2.
Task 3: Set Primary Keys
Set the Primary Keys for the four (4) Tables as per the following table specifications in Microsoft Access using Table Design View:
Table Name Primary Key(s)
tblCustomers CustID
tblItems ItemID
tblSuppliers SupplierID
tblOrders CustID, ItemID, OrderDate
Note: The primary key of the Orders table is a combined multiple-field key. It has three fields in one key.
See the Beskeen et al textbook Access 2010 Unit A and the Video provided in the Course Content section for creating primary keys
Task 4: Create Relationships between the Tables
Create the following relationships between the four (4) tables:
• tblCustomers to tblOrders
• tblItems to tblOrders
• tblSuppliers to tblItems
Check that the correct table names and field names are listed in the ‘Edit Relationships' screen.
Ensure that you ENFORCE referential integrity, but do not set Cascading Updates or Cascading Deletes.
You should check that the computer has identified correctly the 1 to 8 relationships between the four (4) tables.
Note: This must be done after you have established the primary keys
See the Beskeen et al textbook Access 2010 Unit E and the YouTube videos on the StudyDesk for more details on creating relationships
Task 5: Create Data and Update Queries
Create the following five (5) queries using the Query Design View. Use the names given for each query to avoid confusion for the client (make sure you submit them in the order given below).
Note: Not all queries will require the inclusion of all four tables; you must decide which tables are appropriate for the generation of each query's output. Only tables needed should be included in the query design as extraneous tables could cause problems with the query results.
Note: Query names must conform with the Leszynski Naming Convention (LNC) as per the Naming Convention for Access Database Objects document in Appendix 2 - including the Query Number and Two Meaningful Words to describe the query eg. qry1XxxxxxXxxxxx.
See the Beskeen et al textbook Access 2010 Unit B, Access 2010 Unit F and Access 2010 Unit K for more details on creating queries
• Query 1: Unfulfilled Mother's Day Brass Instrument Orders:
Dr Aldi would like to see how many Brass orders were ordered for Mother's Day but were unfulfilled due to the items being out of stock. In the past the majority of Mother's Day Brass Instrument orders were placed in April and were for items greater than 2.5 kilograms.
Create a Select Query that will display the full Customer's Name (including Title, Given Names and Family Name), Full Item Details (including Classification, Instrument and Freight Weight), Order Date and Order Qty for all Brass Instrument orders, placed in the month of April (using the BETWEEN criteria tool), weighing more than to 2.5 Kg, and that are currently on order but not in stock.
Display the results sorted by Order Date, check that have you included all necessary fields and ensure that you only display the required fields.
Note: This Query will display 23 rows of data if done correctly.
• Query 2: Southern Australian Percussion Instrument Orders from a Supplier:
Dr Aldi would like to have a query that the business can reuse with a manually entered Supplier Name, to see how many customers living in Southern Australia (Tasmania, South Australia and Victoria) have purchased Percussion Instruments obtained from the Supplier as specified.
Create a Select Query that will display the full Customer's Name (including Title, Given Names and Family Name), and Full Customer's Address for customers who live in Tasmania, South Australia and Victoria (using the IN criteria tools), and the Item Classification, Instrument, Dispatch Date and Order Qty for all Customers who have purchased Percussion Instruments obtained from a user specified Supplier.
Note: As no supplier name has been given, this query must use a Parameter in place of the supplier name.
Display the results sorted by Family Name and State, check that have you included all necessary fields and ensure that you only display the required fields and test using Supplier's Name of "Ludwig van Beethoven Imports".
Note: This Query will display 9 rows of data if done correctly.
• Query 3: Import Duty Saint Lucia (LC) Cost Price Increase:
A new Australian import duty of 8.125% has been added for all products being imported from Saint Lucia and Dr Aldi has asked you to develop a query that will update the Cost Price from Saint Lucia of all items that are currently on order. As it would be considered profiteering, it is important that the query does not update the Cost Price of items already in stock.
Create an Update Query that will raise the Saint Lucia (LC) Cost Price for all items on order that are not in stock by 8.125%. It is always good practice to backup any data before running an update or a delete query. The following steps should be followed to achieve this Query:
• In the List of Tables, copy the table called tblItems and paste it with the new name tblBackupItems.
Use tblItems for this Update Query, not your back up table tblBackupItems. If you have difficulties with this query and need to restore your data to the original values, you can copy columns as necessary from tblBackupItems to tblItems and start again.
• Create an Update Query that will increase the Cost Price (LC) in tblItems by 8.125% for all items currently not in stock but on order.
• Include rounding to 2 decimal places with the update calculation by placing the following function around the update formula: ROUND( update_formula ,2)
Hint:
ROUND( Cost Price (LC) + Cost Price (LC) * 8.125% ,2)
Note: Percentages must be converted to decimals in Update Queries.
Do not post formulas to the StudyDesk Forums; it may result in academic misconduct.
Make sure you DO NOT change the Query Type - keep it as an Update Query and do not run the Update Query more than once.
Note: This Query will update 31 rows of data if done correctly - compare the following four Items (ItemIDs 186, 201, & 219) between the tblItems and tblBackupItems to see if the update has been applied successfully.
• Query 4: Late Dispatched Orders Form Query:
Dr Aldi would like to have a single query that the business can display within a form (Task 6: Form 1) to see the customers who are:
i) Living in New South Wales, have had items dispatched late (between 15th June and today) and where the item was ordered before the 31st May and the item is in stock
Or
ii) Living in Victoria, have had items dispatched late (between 12th June and today) and where the item was ordered before the 31st May and the item is in stock
Create a Select Query that will display the CustID, Full Customer's Name (including Title, Given Names, and Family Name), Full Customer's Address, Date of Birth, eMail Address, MailingList, ItemID, Full Item Details (including Classification, Instrument, Freight Weight and Supplier Name), OrderDate, Dispatch Date and OrderQty for those customers
i) living in New South Wales, who have placed Orders before the 31st May 2015 and where these orders were only dispatched between the 15th of June 2015 and today (using the BETWEEN criteria tool and the DATE() function), and where the business currently has that item in stock
ii) OR living in Victoria (using the OR criteria row) , who have placed Orders before the 31st May 2015 but where these orders were only dispatched between the 12th of June 2015 and today (using the BETWEEN criteria tool and the DATE() function), and where the business currently has that item in stock
Display the results sorted by State and Order Date, check that have you included all necessary fields and ensure that you only display the required fields.
Note: This query will display 14 rows of data if done correctly (7 NSW and 7 VIC).
• Query 5: Invoice Query with Calculated Fields:
Dr Aldi would like to have a query that the business can use to produce customer invoices (Task 7) to see how many customers living in New South Wales ordered a Horn related product in the months of April and May where the item was in stock. This query should also calculate the selling price (based on goods purchased from Austria) and order total, both of which will be needed on the customer invoices.
Create a Select Query that will display the CustID, Full Customer's Name (including Title, Given Names and Family Name), Full Customer Address, ItemID, Full Item Details (including Classification, Instrument, Freight Weight and Supplier Name), OrderDate, and OrderQty, including two calculated fields - Selling Price (AU) and Order Total (AU). Limit the query to only those customers living in New South Wales who ordered a Horn related product (using the LIKE criteria tool), who have placed orders in the months of April and May (using the BETWEEN criteria tool), and where the business currently has that item in stock.
Note:
• SellingPrice(AU) - CostPrice (AT) x Exchange Rate x (1 + Recommended MarkUp)
• OrderTotal(AU) - SellingPrice(AU) x Ordered Qty
Exchange Rate AT to AU: 1.46538
Include rounding to 2 decimal places for the Selling Price Calculated Field by placing the following function around the formula:
ROUND( calculated_field ,2)
SellingPrice and OrderTotal must be formatted to the appropriate currency and provided with meaningful captions in the properties for these two calculated fields.
Display the results sorted by CustID, ItemID and Order Date, check that have you included all necessary fields and ensure that you only display the required fields.
Do not post formulas to the StudyDesk Forums; it may result in academic misconduct.
Note: This query will display 10 rows of data if done correctly.
Task 6: Create Data Display Forms
Create the following two (2) data entry forms using the Form Wizard and Form Design.
Note: Form names must conform with the Leszynski Naming Convention (LNC) as per the Naming Convention for Access Database Objects document in Appendix 2 - including the Form Number and Two Meaningful Words to describe the query eg. frm1XxxxxxXxxxxx.
Form 1: Late Orders Form Display with Calculated Fields:
Using all fields from Task 5 Query 4, create a professional user friendly Display Form (using either the Columnar or Justified Form Wizard Templates) that will allow users to view order details stored in the Database Management System (DBMS).
Include two calculated Textbox fields that will calculate:
• Customer's Age in whole years (using the DATEDIFF function - see video Assignment 1 Extra Resources).
• Dispatch Delay in whole days (Dispatch Date - Order Date).
Do not post formulas to the StudyDesk Forums; it may result in academic misconduct.
The form should demonstrate the following form controls:
• Image -an appropriate logo at the top of the form
• Label -an appropriate Form Title and appropriate Section Headings
• List Boxes or Combo Boxes - demonstrate for Title, State and Classification Fields
• Check box - demonstrate for MailingList Field
• Buttons - demonstrate the following four (4) Navigation Buttons (First Record, Previous Record, Next Record, Last Record).
• Form 2: Supplier Items Display Form with Subform:
Create a professional user-friendly Display Form (using either the Columnar or Justified Form Wizard Templates) and a sub-form that will allow users to view each supplier record's details stored in the Database Management System (DBMS).
The main form should contain All Supplier details, the sub-form should contain a Datasheet view of the items sold by that particular Supplier (including at least Classification, Instrument, and Freight Weight) - name the subform: frmItemsSub.
The form should demonstrate the following form controls:
• Image - an appropriate logo at the top of the form
• Label - an appropriate Form Title and SubForm Heading
• List Box or Combo Box - demonstrate for State Fields
• Buttons - demonstrate the following four (4) Navigation Buttons (First Record, Previous Record, Next Record, Last Record).
Note: Adjust the data field width on the subform so that all columns fit on the main form using the Property Sheet - Format width option.
See the Beskeen et al textbook Access 2010 Unit C and Access 2010 Unit G and the Videos provided in the Course Content section for more details on creating forms
Note: Each Image on the forms must be inserted using the Image Control and must have the following properties:
Properties Options
Picture Type: Embedded
Control Source: Blank
Picture: [File Name]
Task 7: Create an Invoice Report
Dr Aldi has provided you with the following sample Invoice. The client requires you to develop a similar invoice for their business.
Using all fields from Task 5 Query 5, create in the Report Wizard (using the Block Report Wizard Template) a single Report called rptCustomerInvoice that produces a professional looking invoice for the business.
The invoice must have the following attributes:
• The report must contain at least all the elements displayed in the sample invoice (above).
• The report must be grouped by CustID.
• Each Customer's invoice must be on a separate page.
Note: To do this, in the Report Design View, right click on ‘CustID Header', choose ‘Properties', find the ‘Force New Page and change it to ‘Before Section'. You should only view the Invoice in Print Preview to test that this is working - Report View will not put the Customers on separate pages.
Note: This Report will display 8 customer invoices if done correctly.
• Each Customer's invoice must have the Customer's name merged into a single field including Title, Given Names and Family Name by modifying one of the fields to include:
[Title] & - - & [GivenNames] & - - & [FamilyName]
• Each Customer's invoice must have part of the Customer's address merged into a single field including City, State and Postcode by modifying one of the fields to include:
[City] & - - & [State] & - - & [Postcode]
• Each Customer's invoice must have Today's Date in the Page Header
• Each Customer's invoice must have an Invoice Total for each customer
• Each Customer's invoice must not have any extraneous data including Grand Totals, Page Numbering, nor Summary Information.
• Each Customer's order must have the Order Date in the Details Section
• Each Image on the invoice must be inserted using the Image Control and must have the following properties:
Properties Options
Picture Type: Embedded
Control Source: Blank
Picture: [File Name]
See the Beskeen et al textbook Access 2010 Unit D and Access 2010 Unit L and the Videos provided in the Course Content section for more details on creating Reports
Note: Report names must conform with the Leszynski Naming Convention (LNC) as per the Naming Convention for Access Database Objects document in Appendix 2.
Task 8: End of Project Presentation to the Client
Mr Peter Tchaikovsky has asked you to provide a professionally developed business presentation to the client, Dr Viv Aldi, outlining the process that was taken in the development of this Database Management System. Create a PowerPoint 2007/2010/2013 Presentation and name it ‘[lastname] [initial] _ [student number] _ [course code] _ [assignment number' (eg. genrichr_0050051005_cis5100_assign1.pptx).
Make sure that your professional developed business presentation is prepared so that it conforms to the course StudyDesk presentation resources. These resources include, but are not limited to appendix 1 and various videos.
The professional business presentations set of slides should be structured as follows:
• Title - outlining the full Business Name, Project Description, Student Name and Student ID.
• List of Topics
• Presentation Content - the following are the topics the presentation must answer.
Each slide must include detailed speaker notes provided in the notes section of the slide - the detailed speaker notes must provide a full answer to each of the following questions and be written so that another person could present this presentation on your behalf to the client.
DO NOT PROVIDE THIS AS AN AUDIO RECORDING
o Define what a Database Management System is.
o Define what a Relational Database is.
o Explain why a Database Management System is the appropriate tool for this project.
o Explain why this Database Management System was developed as a Relational Database.
o Describe what a Database Query is and discuss briefly the five queries that were developed for this project.
o Describe what a Database Form is and discuss briefly the two forms that were developed for this project.
o Describe what a Database Report is and discuss briefly the report that was developed for this project.
• Summary of Presentation
• Bibliography
Note: It is expected that you will use the Baltzan et al and Beskeen et al textbooks to answer the topics Mr Peter Tchaikovsky has given you for the presentation. There is no need to reference any materials taken from these textbooks, however if you include materials from other sources, you need to include a brief Bibliography on a separate page (see the following USQ website for referencing help:
https://www.usq.edu.au/library/help/referencing/harvard.htm).