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CIS

Assignment 1
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 2010, 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
Vivien ¡§Viv¡¨ Aldi retired in 2005 after a long career as a Human Resource Manager. To keep herself busy and to fulfil a lifelong dream, she 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 Australian Idol, Spicks & Specks and The X Factor have started, and Viv has experienced a rapid growth in her mail orders. When Viv 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). Viv 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.
The first computer-based information system that Viv is interested in is a Database Management System (DBMS) utilising Microsoft Access 2010. The DBMS will be used to store all of the business. 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 Viv 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.
Your firm.s Systems Analyst has developed a database structure that has been determined to be suitable to create a database to store Viv.s customer, items, supplier and postal orders data for the business, which has been provided as follows:

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 (FR), Cost Price (US).

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.

Viv has provided to us a partial list of her customers, stock items, and suppliers and a partial list of her postal orders for the fourth quarter 2011 (Sept ¡V Dec) to use as test data in four comma delimited text files which can be found on your firm.s Intranet (CIS1000 Study Desk).
Mrs Rachael Vagner, 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 and Set Primary Keys
3. Create Relationships between the Tables
4. Create Data and Update Queries
5. Create Data Display Forms
6. Create an Invoice Report
Task 1: Create and Import
Create a new blank Access 2010 Database and name it [lastname] / [initial] _ [student number] _ [course code] _ assign1.accdb (eg. genrichr_0050051005_cis1000_assign1.accdb).
Import the four sets of data from your firm.s Intranet .
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 2010 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 ¡V Customers.txt. text file and select the Import the source data into a new table in the current database option ¡V then click OK.
3) Select the Delimited ¡V Characters such as commas or tab separate each field option on the first page of the wizard.
4) Select the Tab option on the second page of the wizard and turn on the First Row Contains Field Names check box.
5) Set the following for each field on the third page of the wizard:
1. Field Name ¡V keep the field name as it appears when imported
2. Data Type ¡V giving each an appropriate data type
Note: Numbers that will not be used for calculations should be set as Text. Numbers such as 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
6) Select No Primary Key option on the forth page of the wizard ¡V these will be set in Task 2.
7) Name the table tblCustomers on the final page of the wizard.
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¡VItems.txt tblItems
Assignment01 Text File ¡V Suppliers.txt tblSuppliers
Assignment01 Text File ¡VOrders.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 and Set Primary Keys
Modify the four imported tables. structures using the given table specifications 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 Description to describe the data field.
• Ensure that you also set properties for each field where appropriate. You MUST set the following:
o Field Size ¡V set appropriate 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 ¡V set an appropriate English caption for all fields where the field name is not in English (eg. Customer ID for CustID)
o Format ¡V set an appropriate format for all Yes/No and Date data fields, and also for numbers that contain currency or percentages
o Decimals ¡V set an appropriate number of decimal places for any single or double numbers
o Default Value ¡V set an appropriate default value for all Yes / No data fields
o Required ¡V set any data fields that must contain data to Required
o Validation Rule and Validation Text ¡V include appropriate Validation Rules for any data fields where there are a limited number of options (eg. Title and State)
• Set the Primary Keys as per the above table specifications.
For example:
See the Beskeen et al textbook Access 2010 Unit E for more details on appropriate settings for each Data Type

Task 3: Create Relationships between the Tables
Create relationships between the four tables.
• 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 many relationships between the four 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 Videos provided in the Course Content section for more details on creating relationships
Task 4: 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.
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 Heavy October Orders:
Create a Select Query that will display the full Customer.sName (including Title), and full Item Description (including Freight Weight), Order Date and Order Qty for all orders placed between 1 October 2011 and 31 October 2011 (using the BETWEEN() function), weighing more than 250 Kg, and that are currently not in stock.
Display the results sorted by Order Date and ensure that you only display the required fields.
Note: This Query will display 10 rows of data if done correctly.

• Query 2: Brass Instrument Orders from a User-Specified Supplier:
Create a Select Query that will display the full Customer.sName (including Title) and full Customer.s Address for customers who do not live in New South Wales, Queensland and Victoria (using the NOT and AND criteria tools), and the Instrument Type, Dispatch Date and Order Qty for all Customers who have purchased a Brass instrument 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 City and ensure that you only display the required fields and test using Supplier.sName ¡V ¡§Boccherini Musical Equipment¡¨.
Note: This Query will display 9 rows of data if done correctly.

• Query 3: Export Duty French (FR) Cost Price Increase:
A new 7.75% export duty has been added for all Products being exported from France (FR) and Viv has asked you to create an Update query that will raise the French (FR) cost prices for all items on order that are not in stock by 7.75%. It is always good practice to backup any data before running a update or delete query and so the following steps should be followed to achieve this Query:
1. In the List of Tables, copy the table called tblItems and paste it with the new name tblBackupItems.
2. Create an Update Query that will increase the Cost Price (FR) in tblItems by 7.75% 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 (FR) + Cost Price (FR) * 7.75% ,2)
Do not post formulas to the StudyDesk Forums; it may result in academic misconduct.
Note: Percentages must be converted to decimals in Update Queries.
Make sure you DO NOT change the Query Type ¡V 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.
• Query 4: Late Orders Form Query:
Create a Select Query that will display the CustID, Full Customer.s Name (including Title), Full Customer.s Address, Date of Birth, MailingList, ItemID, Full Item Description (including Supplier Name), OrderDate, Dispatch Date and OrderQty for those customers living in Tasmania or Western Australia (using the OR criteria tools), who have placed orders Dispatched between the 15th of December 2011 and today (using the BETWEEN() and DATE() functions), and where the business currently has that item in stock.
Display the results sorted by State and Order Date and ensure that you only display the required fields.
Note: This Query will display 7 rows of data if done correctly.

• Query 5: Invoice Query with Calculated Fields:
Create a Select Query that will display the CustID, Full Customer.sName (including Title), Full Customer Address, ItemID, Full Item Description (including Freight Weight and Supplier Name), OrderDate, and OrderQty. Include two calculated fields (Selling Price and Order Total) and limit the query to only those customers living in Boston, who have purchased a Keyboard instrument, who have placed orders between the 1st of December 2011 and today (using the BETWEEN() and DATE() functions), and where the business currently has that item in stock.
Note:
• SellingPrice ¡V CostPrice (US) x 0.9528 x (1 + Recommended MarkUp)
• OrderTotal ¡V SellingPrice x Ordered Qty
SellingPrice and OrderTotal must be formatted to the appropriate currency and provided with meaningful captions.
Display the results sorted by CustID, ItemID and Order Date 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 3 rows of data if done correctly.

Task 5: Create Data Display Forms
Create the following two (2) data entry forms using the Form Wizard and Form Design. Use the names given for each query to avoid confusion for the client.
• Form 1: Late Orders Form Display with Calculated Fields:
Using all fields from Task 4 Query 4, create a professional user friendly Display Form 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 (see video Assignment 1 Extra Resources).
• Dispatch Delay in whole days (Dispatch Date ¡V 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 ¡Van appropriate logo at the top of the form
• Label ¡Van appropriate Form Title and appropriate Section Headings
• List Boxes or Combo Boxes ¡V demonstrate for Title, State and Classification Fields
• Check box ¡V demonstrate for MailingList Field
• Buttons ¡V 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 data entry form and 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 Supplier details, the sub-form should contain a Datasheet view of the items sold by that particular Supplier (name the subform: frmItemsSub).
The form should demonstrate the following form controls:
• Image ¡V an appropriate logo at the top of the form
• Label ¡V an appropriate Form Title
• List Box or Combo Box ¡V demonstrate for State Fields
• Check boxes ¡V demonstrate for OnOrder and InStock Fields in the Subform
• Buttons ¡V 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 fits on the main form using the Property Sheet ¡V 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: Form names must conform with the Leszynski Naming Convention (LNC) as per the Naming Convention for Access Database Objects document in Appendix 2.
Task 6: Create an Invoice Report
Viv has provided you with the following sample Invoice. She wishes you to develop a similar invoice for her business.

Using all fields from Task 4 Query 5, create in the Report Wizard a single Report called rptCustomerInvoice that produces a professional looking invoice for the business.
The invoice must have the following attributes:
• 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..
• Each invoice must have an Invoice Total for each customer
• Each invoice must not have any extraneous data including Grand Totals, Page Numbering, nor Summary Information.
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.

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