The problem
The club has been recently using Microsoft Excel to create databases. Excel is an effective database package but it lacks flexibility. The information can be viewed but not very easily. The Excel package is unreliable.
I intend to solve this problem by creating databases using Microsoft Access. By using Access I can:
- Create forms that make it easier to enter information.
- Store limitless amounts of information.
- Create reports that can combine data, text, graphics and even sound.
Software/Hardware
Firstly the club needs a computer. I suggest that the company purchases a computer with adequate memory and hard disc storage; running with recent versions of Microsoft Windows and Microsoft Office, including Access. Access is available on Windows NT 4.0, Windows 95, Windows 97, Windows 98 and Windows 2000. If the club intends to run on a network I suggest that it uses Windows NT (Network).
The club may need to purchase other items such as a colour printer, scanner or a photocopier depending on their needs.
Tools
Microsoft Access has many tools that can be used to create a database. Here is a list of some of the tools available in Access:
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Dialog Box – A special window in which you can specify additional options for carrying out a command.
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Filter – This displays records but only the records that you want to see.
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Form – This allows you to create more complex filters.
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Query – This is a description of the records that you want to retrieve from an Access database.
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AutoCorrect – This files hundreds of commonly mistyped words. It corrects the mistyped word as soon as you type it.
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Macros – This is a stored collection of actions that perform a particular task.
Advantages of using a database
This is a list of the advantages of using a database in Microsoft Access:
- They allow large amounts of information to be stored in a relatively small space.
- Information can be quickly and easily retrieved from the database.
- Data can be re-sorted very quickly into any desired sequence.
- Information can be kept up to date.
- The management of a business can use large amounts of valuable information.
- Selective information can be obtained very quickly e.g. a list of members who live in the London area.
Analysis
My general approach to the problem/solution
First the company has to be familiar with the access package and be able to work with it and understand it. I intend to create a database containing records. These records will tell the user what CD has been hired and by what member of the club. I will store this information on tables. The tables are organised in rows and columns. Each row represents a set of information called a record. Columns represent a specific piece of information, called a field. I will create 3 tables with the following data in each:
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CD Table – Including information on the name of the CD, the artist, the record label and the CD code number.
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Price Table – Including R.R.P, price of hire, amount of nights available and damage costs.
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Member Table – Including the members full name, members address, members telephone number and member number.
The above tables will be linked (related). The tables can be linked together based on a field that the tables have in common. By linking the data from two tables, you can work with data from both tables as if they were one larger table.
Information and data sources
I intend to get the information about the CD’s mainly from my own knowledge of punk music and also from . I intend to make up the members names along with their passwords and phone numbers.
Structure
The data for my project will mainly be text but there will also be some number and currency data. Presenting money fields should be set to currency. Telephone numbers should be set to text.
Type of data
My project will be mostly text.
Data Flow Chart
Design
How am I going to design my project?
Designing my project, I have decided to create 5 tables with the following data in them:
- Table CD – CD Code
CD Name
Band Name
Record Label
Amount of CD in stock
- Table CD Price – CD Code
