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Using Microsoft Access to computerise and store information.

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Introduction

Introduction In this IT project I am going to use access to computerise and store the information in my faculty for my tutor who is the faculty head. This will make it much quicker and easier for my tutor to access and update information on all the students. She will be able to add new students to the class, edit students details (address etc) keep up to date with student progress etc. and to have a whole picture of her tutor group and their subjects and progress. The project is based in Richmond Upon Thames College where my tutor - Kate Lane works as an IT and computing Teacher. She needs to keep up to date with the progress of all the students in her faculty so that she can monitor their progress and take any action if needed. In order to be kept informed with what her students are doing and how they are progressing she needs to have large amounts of information on each student on their subjects, grades, level of education, level of education (A level, GCSE) etc. This is difficult with paperwork and very difficult to make amendments and not very user friendly, as it is very tedious. ...read more.

Middle

This needed to be corrected with the new system. Also available for use at the college are Pentium PC�s running Windows 98 and a laser jet printer. The Windows system comes installed with Microsoft Office and includes all the major programs (Word, Access, Excel). Since all this is available to Kate Lane, and she is familiar with computers and their programs she has asked/recommended for me to design the new system in Access. She feels that a database would be the best way to tackle the problem as information can be gained quickly and efficiently and large amounts of data can be stored. Problems with the current system Before every time when a students report was written or they had some other form of assessment Kate lane had to record these results and file them away for use in the future to compare the students progress in the different subjects in the future. As the time came round to review the students progress, a few weeks after each report Kate had to search through all the documents of all the students to find the information on the particular student that she was looking for, and often many of these documents got mixed up, which meant that even more time was wasted trying to sort out the mess. ...read more.

Conclusion

Data Flows A data flow diagram of the parts of the proposed system is shown below: Students Details Tasks Kate needs to store the students, ID, name, address, name of parent, telephone number, sex and date of birth on a personal information table. Apart from this tables are needed on which subject the students are studying. Each subject has to have a code and a subject name. She also wants the level being studied and the year (1,2). The system that is going to be created needs to consist of several tables and forms so that Kate is able to: Create, delete and amend records. Input forms are needed which allow her to enter details about students, including which subject they are doing in which module and their current grade. To make this easier look up tables will be used so that she can pick the appropriate subject from a list of subjects from the class/subject ID. She wants a record of the students target minimum grade and current estimated grades for each subject so that she can monitor their progress. Any other items which are not mentioned but may have to be designed in order to make logical sense of the data base will be included in the appendix ...read more.

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