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  • Level: GCSE
  • Subject: ICT
  • Word count: 8037

Database management

Extracts from this document...

Introduction

Now that I have proposed and decided what I will be doing so as to improve the database management of EMIRATES NATIONAL SCHOOL I will now decide how I will be using MS Access. All the data for EMIRATES NATIONAL SCHOOL will be stored in tables although the data will be entered through the use of forms. Each table has different fields depending on the type of data it is going to store. The design layout for the tables, which I will be creating for the new EMIRATES NATIONAL SCHOOL database, has been shown below. Along with the data entered there is always a chance of an error occurring. To reduce the risk of error occurring I have used validation rules and input masks with the fields for each table. Therefore along with the design layout for the table I have also shown the validation rules and input masks I have used. The validation rule in Access is used to detect errors made during data entry and immediately prompts the user to correct the error. The input masks on the other hand are used to restrict data entry to only one form. Table Name: Student Records Field Name Datatype Width Example Roll Number Text 4 N001 First Name Text Variable Nantie Last Name Text Variable Hayward Gender Text 6 Male Date Of Birth Date/Time 9 12-Mar-84 Residence Telephone Text 12 (DXB)3276878 Address Number 5 3564 Emirate Text Variable Dubai Current Class Text Variable Senior 5B Percentage For Year Number (Percent) 5 65.6% Grade Text 2 B Picture OLE Object - Bitmap Image Validation Rules: Field Name Validation Rule Validation Text Gender ="Female" Or "Male" "Only 'Female' and 'Male' can be entered into this field. Please re enter your data." Date Of Birth <=#01-Jan-95# And >#30-Dec-82# "Only a date between 30-Dec-90 and 01-Jan-95 can be entered. Please re enter" Grade ="A*" Or "A" or "B" or "C" or "D" or "F" "Only A*, A, B, C, D or F can be entered. ...read more.

Middle

Here again I would the two toggle buttons using the Option Group and the same coding will be applied in the Code Builder so as to select and store, either "Male" or "Female" * Here too for this form I will be using a number of command buttons so to increase the ease of use for the form. The same buttons are also used in this form as have been used in the previous forms and the events which these buttons perform remain the same. * This would complete the designing of the form, which is to be used to store teacher's records. Again the validation rules and input masks, which have been used for the table of teacher's records, also apply to the form as well. Also any changes or entries of data that are made in this form will also result in a similar change in the respective table as well. The design layout for this form can be seen below. TEACHER RECORDS Staff Records * I would open the Design View of the form and I would proceed to designing the form. The first step would be to design the header of the form. I would first enter the logo of the school which is a GIF image which has been created using Ulead Photoimpact. * For this staff records form I will be using the combo box which will be applied to the "Position Of Work" field where the user will have to select from a fixed list of data items. * The next control, which I will be using, is the toggle button, which will be used to select the gender. Here again I would the two toggle buttons using the Option Group and the same coding will be applied in the Code Builder so as to select and store, either "Male" or "Female" * For this form I will be using the same command buttons as in previous forms so to improve the ease of use for this form. ...read more.

Conclusion

Library Book List Book ID BP020 ACCEPTED 8. Staff Records Rate Of Pay 55 Validation Text: "Only a value less than 20 can be entered. Please re enter" 9. Student Records Date Of Birth 31/12/94 Validation Text: "Only a date between 30-Dec-84 and 01-Jan-95 can be entered. Please re enter" 10. Teacher Records Gender FEMALE ACCEPTED. Auto Corrected to 'Female'. 11. Senior Student Mark Register Grade A** Validation Text: "Only A*, A, B, C, D or Fail can be entered for the grade." 12. Junior Student Mark Register History 100.9 Validation Text: "Only a value less than or equal to 100 can be entered" Therefore from these entries of test data one can see that the validation rules and input masks which I have applied work as I have defined. This will be an asset when entering the actual data for the school since there is less risk of errors occurring during the entry of data. This will improve the accuracy of the entire database which means data does not have to be checked regularly. Along with these data validation rules and input masks which I have applied to improve the accuracy of data I have also set a database password so that the database can be selected only by those employees who know the password. This can greatly reduce the risk of fraud and malicious manipulation of data. Also some of the data contained within the database is sensitive and so the database password feature is an advantage. To set a password for the database I would click on the "Tools" menu and from the drop down menu I would click on the "Security" and I would select the "Set Database Password" feature. A window would open allowing me to enter the password, which would be required to access the database. So now whenever the school database file is opened the user will have to enter the password to access the database. The next step would to the actual design of the database that is the tables, forms and reports using MS Access' numerous features. This is shown in the next section. ...read more.

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