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Database Coursework – George Youngs Coaches.

Extracts from this document...

Introduction

Database Coursework - George Youngs Coaches Analysis Description Of Problem George Youngs Coaches is a local coach operator which specialises in National and International Coach trips. They have regular customers who organise tours through them, as well as customers who may only use them once or twice a year and people who use them for one off trips. They also do school runs for various schools around the Herefordshire and Gloucestershire regions. Ultimately they are left doing work for a lot of people, which has to be sorted to make sure they always have enough drivers to cover all the work they have. Some drivers however don't have experience abroad or can't drive certain vehicles, so they cannot do certain jobs. Furthermore George Youngs have to assure they have enough coaches to carry out the certain jobs, so they don't double book a coach or driver at any one time. Records are kept of all of the runs carried out on paper. This is a very tiresome method, especially when references are needed and monthly invoices are drawn up. Data kept includes customer and driver details, which is very sensitive information and needs to be kept safe. They need to also be able to find information very quickly, should they be talking to someone on the phone that urgently needs it, or whenever they need to post quotes, invoices or contact someone. The current paper based system makes it harder for them to search through lots of files, due to the sheer number and size of them. Organisation is another problem, because it is put back into the filing cabinet in no particular order and so is hard to find again. It is also impossible to get a copy of the data, because there is no photocopy machine available and if the information is needed, then the whole file is taken and on occasions can be left where it was taken and never returned. ...read more.

Middle

There are alternatives available. The Database section of Microsoft Works for Windows could have been used instead of Access or, straying from Microsoft products, another Office suite could have been used assuming it has a database program. These include The Lotus and Corel WordPerfect Suites. A spreadsheet program such as Microsoft Excel could've been considered, as similar results may be achievable. The only way to determine which was most appropriate was to compare all the Software available, trying out different features of it and rejecting software which would not meet the quota. Microsoft Access This was the initial first choice of software although I thought it would be appropriate to test all the options available. Microsoft Access been built up over the years and now offers a huge range if features including Tables with relationships, complex macros, running entire websites with the database acting as a 'central hub'. Although I will need to use some of the features, some will be useful and some will not. The standard features I need and must be available are tables that can draw information from one another automatically, the ability to input data easily into the tables and then recall it, in a printer friendly layout so that data can be taken or distributed where necessary. Microsoft Access incorporates all of these features with a wealth of options available for each one. It covers everything in plenty of depth and can create user-friendly interfaces with images and options similar to what can be commonly found on a webpage, and so users will be more familiar with what they are doing. Microsoft Access may seem daunting to anyone that may not have come across it before as he or she will not know where to start, so if Access is to be used then a large documentation will be required so as the user is not lost. Microsoft Works For Windows This is Microsoft's Integrated works suite, as it contains a Word Processor, Spreadsheet, Database and Contacts program. ...read more.

Conclusion

Field: Surname Data Type Text Field Size 50 Format Input Mask Caption Surname Default Value Validation Rule Validation Text Required Yes Allow Zero Length No Indexed No Unicode Compression Yes Field: Forename Data Type Text Field Size 50 Format Input Mask Caption Forename Default Value Validation Rule Validation Text Required Yes Allow Zero Length No Indexed No Unicode Compression Yes Field: Title Data Type Text Field Size 20 Format Input Mask Caption Title Default Value Validation Rule Validation Text Required No Allow Zero Length No Indexed No Unicode Compression Yes Lookup: Display Value Text Box Field: Vehicle ID Field Size Long Integer Format Decimal Places Auto Input Mask Caption Vehicle Driven Default Value Validation Rule Validation Text Required No Indexed Yes (Duplicates OK) Lookup: Display Value Combo Box Lookup: Row Source Type Table/Query Lookup: Row Source SELECT [tbl_vehicles].[Vehicle ID], [tbl_vehicles].[Registration Number] FROM [tbl_vehicles] Lookup: Bound Column 1 Lookup: Column Count 2 Lookup: Column Heads No Lookup: Column Widths 2.54cm;2.54cm Lookup: List Rows 8 Lookup: List Width 5.079cm Lookup: Limit To List Yes Field: Address 1 Data Type Text Field Size 50 Format Input Mask Caption Address 1 Default Value Validation Rule Validation Text Required Yes Allow Zero Length No Indexed No Unicode Compression Yes Field: Address 2 Data Type Text Field Size 50 Format Input Mask Caption Address 2 Default Value Validation Rule Validation Text Required No Allow Zero Length No Indexed No Unicode Compression Yes Field: Town Data Type Text Field Size 50 Format Input Mask Caption Town Default Value Validation Rule Validation Text Required Yes Allow Zero Length No Indexed No Unicode Compression Yes Field: County Data Type Text Field Size 50 Format Input Mask Caption County Default Value Validation Rule Validation Text Required Yes Allow Zero Length No Indexed No Unicode Compression Yes Field: Postcode Data Type Text Field Size 50 Format `w1 Input Mask >LL00 0LL;0;_ Caption Postcode Default Value Validation Rule Validation Text Required Yes Allow Zero Length No Indexed No Unicode Compression Yes ...read more.

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