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ISYS 363 - Individual Access Assignment Fall 2010 THE COLLEGE GEEKS Due: November 19th, 2010

The individual student must do all work; any evidence of group work will result in failing grades for all involved and the students will be referred to the student discipline officer for final resolution without exception. Any project turned in after the due date & time of November 19th, 2010 at 11:00PM (there is a 30 minute grace period until 11:30PM) will receive a 20% deduction from their final grade if turned in within 48 hours. No assignments will be accepted after that date for any reason. The project must be done in a single Microsoft Access 2007 file and turned in using iLearn.

SKILLS CHECK

You should review the following areas:

Aggregate Function Relationships

Calculated Field Report Design

Form Design Report Wizard

Form Wizard Select Query

Count Query Table Design

PREVIEW In this case, you'll create a relational database for a small company that sets up and repairs computers. First, you'll create three tables and populate them with data. Next, you will create a form for recording visits to clients and three queries: a Select query, a Count query, and a query with a Calculated Field. Finally, you'll create a report that outlines the jobs and the money that each job brings in each month.

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CASE BACKGROUND

Like students at any other university, students at the San Francisco State University have many problems with their computers. Although some college students are adept at working on computers, the majority of college students are not knowledgeable about computer security, diagnostics, repair, or setup. Therefore, at most universities, student run companies fix fellow students' computers. The College Geeks is a small company started at the SFSU by three junior-year Information Systems students who do just that. The company is very busy this spring term, helping students get rid of viruses, set up their computers, install MyITLab and fix hardware problems. One of the owners of the College Geeks heard that you are proficient in Microsoft Access.

He hired you to finish the database project begun in the summer to help keep track of customers and jobs. The database tables are already designed for you. There are three tables in the database:

1. The PRICE LIST AND JOB DESCRIPTION table keeps track of Job ID numbers, a Description of the types of jobs that are handled, and the Price charged Per Hour of work.

2. The STUDENTS table keeps track of all customers (who are students). It lists their Student ID, Last Name, First Name, Dorm Address, Cell Phone, and E-mail.

3. The VISITS table records the Visit ID number for each visit, the Date on which the customer is visited, the type of work that is performed (Job ID), the customer's Student ID number, and the Number of Hours the visit takes.

The owners would like to see a few additional capabilities in the database:

They would like to have the ability to record each visit quickly and simply. This task can be accomplished with a form.

They would like the ability to have the database answer some questions. First, the owners would like to know which jobs were performed in a specific zip code. That information would be helpful when conducting future marketing campaigns since the company's reputation is spread by word of mouth. Also, students who live together are often friends who have similar computer problems because they often do similar tasks on their computers.

The ability to track how many times each type of job is performed to further improve future marketing campaigns. Thus, the owners need a listing of jobs from most visited to least visited. In addition, as the business grows, hiring

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new employees would be easier if the business owners knew what specialties job applicants should have.

The ability to track the amount of money each student customer owes.

The ability to compile a summary report that shows all of the money brought in by each job each month.

PART 1: CREATE TABLES

Use Microsoft Access 2007 to create the tables with the fields shown in Figures 1-1 through 1-3 and discussed in the Background section.

Set up the tables using proper field these field names and appropriate field types.

Populate the database tables as shown. Add your name to the STUDENTS table with a fictitious student ID. Complete the table with fictitious names, physical addresses, cell phone number,

and e-mail address. (You should have at least 25 students.) Complete the VISITS table with at least 35 records.

Job ID (Primary Key) Description Price Per Hour

101 Security and Performance $79.00

102 Diagnostics with Repair $119.00

103 Cleaning Viruses $129.00

104 Repair $99.00

105 Install MyITLab $69.00

106 Software Installation $49.00

107 Hardware Installation / Upgrade $99.00

FIGURE 1-1 The PRICE LIST AND JOB DESCRIPTION table

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Field Name Data Type Field Description Field Size Comments

S ID (Primary Key) Text Is a unique, identifying number assigned to each client. Serves as primary key.

Either 9 or 11. You decide

Is required.

CLastName Text Is the customer's last name 35 Is required.

CFirstName Text Is the customer's first name.

25 Is required.

CAddress Text Is the customer's street address.

25 Is required.

CCity Text Is the customer's city. 25 Is required.

CState Text Is the customer's state abbreviation. Make “CA” the default value.

2 Is required.

CZip Text Is the customer's zip code. Use an input mask.

10 Is required.

CPhone Text Is the customer's home phone number. Use for contact. Use an input mask.

You Decide Is required.

CEAddress Hyperlink Is the customer's e-mail address. Use for contact. Use an input mask.

You Decide Is required.

FIGURE 1-2 The STUDENTS table

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Field Name Data Type Field Description Field Size Comments

VisitID (Primary Key) AutoNumber Is a unique, identifying number assigned to each visit. Serves as the primary key.

Long Integer Is required.

Date Date / Time Is the date of the service

Is required.

JobID Text Is the job identification number. Must match the job identification number from the Jobs table. Use the Lookup Wizard.

Is required.

SID Text Is the student identification number. Must match the student identification number from the Student table. Use the Lookup Wizard.

Is required.

Hours Number Is the number of hours spend working on a job

Long Integer Is required.

FIGURE 1-3 The VISITS table

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P A R T 2 : C R E A T I N G A F O R M , Q U E R I E S , A N D A R E P O R T Creating Forms Using only the STUDENTS table and the Form Wizard, create a form for registering new student clients. Choose any layout and any style. Save the form as Students Using only the VISITS table and the Form Wizard, create a form on which repair persons can easily record each visit. Choose any layout and any Style. Save the form as Visits.

Create a Select Query Create a Select Query that displays information about visits to a particular zip code. Display the Visit ID (a unique number that tracks each time a geek makes a call on a customer), Date, Last Name, First Name, Address, and Phone. Save the query as Visits.

Create a Count Query Create a query that counts the number of visits for each type of job. Display a listing of jobs from most visited to least visited.

Create a Query with a Calculated Field Create a query that calculates the money owed by each student for the computer jobs. Your output should include the Student ID, Last Name, Address, and Money Owed. Save the query as Money Owed by Student.

Generating Reports Generate Reports based upon the three queries that you previously did. Generate a report that shows the money brought in each month, including details about all of the jobs. To create the report, you will need to do the following:

Create a query that brings all of the data together for the report. You will need the Date; Job ID, Description, and Money, which is a calculated field.

Using the Report Wizard, base your report on the query you made in the previous bullet point.

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Group on Date. Give the report a title of Money Brought In by Date. In the Design View, ensure that all references to Money are in currency format.

Although you are free to work with the design of the forms and reports, each form and report should have a consistent, professional appearance. Consider using the wizards to prepare the initial forms and reports. Once you have prepared the initial forms and reports, you can edit them in Design view. A lookup field enables the end user to select a value from a list, thus facilitating data entry and promoting data accuracy. When defining the data type for each field, select the Lookup Wizard in the Data Type column and follow the directions in the Lookup Wizard dialogue boxes.

Test Your Design

After creating the forms, tables, relationships, queries, and reports, you should test your database design.

CASE DELIVERABLES

In order to satisfactorily complete this case, you should build the database and turn in an electronic, working copy of your database that meets the criteria mentioned in the case scenario and specifications sections.

GRADING CRITERIA

Following Directions / Completeness – 25%

Tables – 15%

Queries – 15%

Reports – 15%

Forms – 15%

Relationships between the Tables – 15%