Kelley School of Business – IUB – K201 Graded Project 1 Spring 2020

G R A D E D P R O J E C T 1: C R E A T I NG T A B L E S A ND A D D I NG R E C O R D S
(D U E 1/31/2020 B E F O R E 11:59:00 P M B LO O M IN G TO N L O C A L T IM E , 10 P TS )

 Importing data and tables from files created in other applications

 Creating tables and defining fields
 Sorting, searching, and modifying the contents of table records
 Improving database design

B EFORE W ORKING Y OU R G RADED P ROJECT

1. Find and start Microsoft Access.
2. On the left pane, click Open Other Files.
3. On the left pane, click Options.
4. On the left pane, click Trust Center and then Trust Center Settings.
5. On the left pane, click Macro Settings. Make sure your macro security is set to Enable all macros.
6. Close Access.

W ARNINGS AND R EQUIREMENTS

PC requirements
 Microsoft Office 365 (32 bit recommended) Downloadable from http://office.iu.edu
 No other versions of Office are acceptable.
 Windows 8 or newer.
 Mac operating systems or Mac versions of Office are not acceptable. If you have a Mac, either:
o Use BOOTCAMP to install Windows
o Use an STC Windows Computer lab
https://stcweb.stc.indiana.edu/framework/apps/public/SiteRes/LabInfo.cfm
o Or use IUAnyWare https://iuanyware.iu.edu/ (for help see http://kb.iu.edu/data/bbbr.html)

Security
Always enable macros. NEVER be in possession of another student’s K201 files or allow another student to
access your file.

Disk requirements
Do not open this graded project from an e-mail account, a zip file, IU Box cloud storage, or a web page; doing so may
result in lost work or a damaged file. Complete this project on the local drive, opened locally from IU Box Sync or a USB
flash drive.

Working your file and saving your work

Periodically save your file to help prevent accidental loss of your work. Always type your work into your file; do NOT copy
and paste from instructions. Double check that your file is named properly, and your username is correct both on your file
name and in the documentation page.

Keeping a backup
When you are finished or want to stop working, close Access. Copy the file to another drive, ensure IU Box syncs, or
upload to some other cloud account.

Checking your progress

Use the GP1_Student_Grader.accdb file for grading. First, close your GP file, and then open the grading file. Click the
Grade Your GP File button and follow the prompts. You may check your progress as often as you wish by repeating this
process.

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Submitting your project

When you have completed your project and checked all your work, upload your file to your K201 lab section’s Canvas site.
Submission directions are near the end of this document. Make sure your file is closed before attempting to submit the
project. No extensions are given for hardware, software, connectivity, or timeout issues. When in doubt, use an IU
computer lab.

C ASE B ACKGROU ND
J&D’s Gym began as a small local fitness center in a rural Indiana town in the late 1980s. Jack Butterfield and Diane
Parris, two alumni from Indiana University’s Kelley School of Business, began their enterprise after Jack suffered an
injury in an intramural flag football game, ruining his chances of becoming a football star. They began by offering a place
for local townspeople to exercise on treadmills and with free weights. The initial interest in the gym was high, and the
town of Ellettsville wanted more variety. Jack and Diane expanded to offer more cardio machines and weight machines.
They also enlarged the original building so they could provide a 1/6 mile track with three lanes and a basketball court
inside the facility. The success of J&D’s gym led to Jack and Diane opening a second center in Bloomington. They also now
employ fitness trainers at each facility and offer classes for both members and non-members. Some information from
their website is below.

Jack and Diane are looking for ways to streamline their business operations and would like your help. They have started
keeping business-related information in an Access database. They have provided you with the basic database structure
including a few tables that have been created. Your job is to start implementation using Access.

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A. OPENING THE FILE

1. Before opening your file, rename your K201_GP1_SP20.accdb file to username-K201_GP1_SP20.accdb,
where the prefix is your username. (Example: jsmith-K201_GP1_SP20.accdb). Failure to enter your
username correctly may result in loss of points or a zero on the project.

2. You must also configure Access to enable macros. If you try to open your file and a message displays (You must
enable macros for this program to run), click the OK button, and the file will automatically close. Follow
the instructions on the first page of this document to enable macros.

3. Open your username-K201_GP1_SP20.accdb file. The first time you open your file, you will be prompted to
enter your username, after which the Documentation worksheet will display. You must enter accurate
information. The Documentation form will automatically provide the current date. Close the Documentation
form when you are finished entering your information.

4. Before proceeding, close your username-K201_GP1_SP20.accdb file, and open the

GP1_Student_Grader.accdb file. Click the Grade Your GP File button and follow the prompts to identify
your file. You will see your grade, which should be zero. The item numbers correspond to the sections and tasks in
this document. Verify that your username is correctly displayed at the top of the report. If it incorrect, then delete
your graded project file, download a copy of an unworked graded project file from the K201 Canvas course files,
and begin again.

5. Once you have closed your graded project file, then open the GP1_Student_Grader.accdb file, and click the Grade
Your GP File button.

6. Very important – This GP 1 grader is designed for the IU STC computer labs. You may be able to use the grader
file with your personal computer. However, it may or may not work on your computer as your machine may be set
up differently (e.g., releases, updates, patches, security settings, etc.). If the grader doesn’t work, switch to an IU
STC computer lab machine to grade your project. Remember, in order to grade your file, you must:

 close and exit your graded project file completely or the grader will fail
 have added your username with a hyphen to the front of the file name or the grader will fail
7. This feature will not be available for any other Access graded projects and will not be available on the exam.

B. UNDERSTANDING THE CURRENT DATABASE AND RELATIONSHIPS

The new database is far from complete; it needs more tables to clarify the contents. Take a look at Figure 1. This graphic
shows the tables that are currently in the database: tblCustomer, tblEquipment, tblMembership.

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Figure 1: Basic Tables in J&D’sGym Database

Let’s review some of the data. The tblCustomer table, shown in Figure 2, has a primary key called CustomerID, which
uniquely identifies each customer. The remaining fields in the table contain more information about each customer.
Currently, there are 263 records in the tblCustomer table. You will be importing more records into this table later in this
project.

Primary Key

Figure 2: The tblCustomer table

Now review the tblMembership and tblEquipment tables. Each record in the tblMembership table identifies a type
of membership that J&D’s Gym offers, and the TypeID is the primary key. In the tblCustomer table, the
MembershipType field is a foreign key. The foreign key links the two tables and establishes a one-to-many relationship
between the tblMembership table and the tblCustomer table. Each TypeID can have one or more associated
customers, but each customer can only have one type of membership. Additionally, when a new Customer is first created,
it will not have any related Memberships records.

The tblEquipment table has a primary key field named EquipID that uniquely identifies each piece of equipment that
Jack and Diane have purchased for the gym.

See Figure 3 which shows the primary and foreign keys in the three existing tables as well as the relationship between the
tblCustomer table and tblMembership table.

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Figure 3: The keys and relationship in tblCustomer, tblMembership, and tblEquipment

C. IMPORTING TABLES AND DATA

You must complete Part C before starting any of the remaining parts of this graded project.

Importing tables and data from other files into a database is a faster and more accurate method of populating tables than
retyping. You have been supplied with the following files: JD-EMPLOYEES.csv, JD-CUSTOMERS.xlsx,
JD-INVENTORY.accdb, MoreEquipment.xlsx.

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1. Depending on which employee was entering the data, some of the customers’ data was entered into the
tblCustomer table and some was entered into an Excel file called JD-Customer.xlsx. Import and append the
data from this Excel file into the tblCustomer table so that it is all in one place. Your tblCustomer table should
now have 363 records.

2. The employees’ data is in the JD-Employee.csv file which is a special type of text file. CSV stands for comma
separated values since there are commas in between each piece of data. Import this text file into a new table called
tblEmployee. Use the first row for field names. Do not allow Access to choose the primary key. After you import
the data, open the tblEmployee table in Design View and set the EmployeeID field as the primary key. You
should have 19 records in your new table.

3. The data in the tblEquipment table is incorrect and incomplete. Open the tblEquipment table and delete all of
the records. Minimize the current database. Copy and paste the 56 records from the DEVICES table in the JD-
Inventory.accdb file into the tblEquipment table in your database. Close the JD-Inventory.accdb file.

4. J&D’s Gym has additional equipment data in a named range called Not_Machines in the Excel file named
MoreEquipment.xlsx. Add this data to the tblEquipment table by importing that range. Use the first row for
field names. When completed, your tblEquipment table should have 108 records.

D. CREATING TABLES AND ADDING FIELDS

The database needs two tables that will keep track of the classes offered and the class enrollment.

1. Manually create the tblClass table (Hint: Use Table Design). Each record in this table will contain data about
each class that J&D’s Gym offers. There will also be a one-to-many relationship between the tblClass table and
the tblClassEnrollment table. Each customer can enroll in one or more classes. However, each enrollment can
only be for one person. Construct the tblClass table in Design View. Be sure to correctly spell the table and field
names. You will not earn points for an item if a name is misspelled. Enter the following information to define the
fields in the tblClass table. Specify the ClassID as the primary key.

Field Name Data Type Field Size

ClassID ShortText 20

ClassName ShortText 50

StartDate Select the appropriate data type.

EndDate Select the appropriate data type

DaysOffered Short Text 10

TimeOffered Select the appropriate data type.

Level Select the appropriate data type. Match the field size with the
longest option from the
following list:
Beginner
Intermediate
Advanced

Instructor Same as EmployeeID in Same as EmployeeID in

tblEmployee table tblEmployee table

InsFirstName ShortText 20

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InsLastName ShortText 20

Cost This should be dollars and cents.

MaxEnrollment Number No class will have more

than 20 people in it. Match
the field size appropriately.

Hint: Click in the Field Size

property, then use F1 to see
the various field sizes you
could use and select the
smallest storage size for
your needs.

Description Long Text

2. We need to design the database to allow a customer to be a part of one or more classes. After all, we want
customers to take as many classes as they would like. We certainly don’t want to turn away business because our
database cannot maintain the data.

Create a second table named tblClassEnrollment.

The tblClassEnrollment table will establish the relationship between the tblClass table and the tblCustomer
table. The primary key will be a composite key involving the ClassID field and the CustomerID field; make sure
to create the composite key. Both of these fields will have data types similar to their related fields in the tblClass
and tblCustomer tables. Design the tblClassEnrollment table as follows:

Field Name Data Type Field Size

ClassID Same as ClassID in the tblClass table. Same as ClassID in
the tblClass table.

CustomerID Number Long Integer

Before continuing with the remaining sections, it may be helpful to view the relationships for the tables in your database.
The last page of this document contains a picture of the tables in this database after all of the appropriate changes have
been made. Right now, your database should also have these six tables. Look on the last page of this document. Which
fields do you think are related? You will actually construct these relationships in the database in a later graded project.

E. MODIFYING DATA
Diane Parris (your boss) has found some corrections that need to be made to the data. Make the following changes in the
appropriate tables. Don’t forget that the Sort and Find capabilities can make it easier to locate the appropriate records.

1. In the record for the customer who lives at 422 E. 4th Ave. in Evansville, IN, the last name is misspelled. She is
married to customer 102 and has the same last name. Change her last name to correct this error.

2. In the tblEmployee table, change the data type of the Full-time? field to display a check box.

3. Brant Moriarity, a trainer, consistently has enough personal training clients that Jack and Diane have decided to
make him a full-time employee. Make this change in the tblEmployee table.

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4. The original J&D’s Gym location was opened in 1988, but Jack and Diane have since replaced most of the original
equipment, especially the treadmills. Add a field to the tblEquipment table called RetireDate. Choose the
appropriate data type for this field.

F. ADDING RECORDS
Now that you are familiar with the structure and the data in some of the tables, you can begin the process of adding
records to the appropriate tables. Note that some fields can be blank if they don’t apply.

1. For an unknown reason, a customer, Judy Bowman, was never entered into the tblCustomer table. This was not
discovered until she decided to officially become a member. Create a new record in the tblCustomer table with
the information in the following paragraph for Judy Bowman. Access will automatically assign her a
CustomerID number, so begin with the second field. (The CustomerID number may not be the next number in
sequence if records have previously been added or deleted. This is fine.) When entering Judy’s phone number and
credit card number, do not include dashes or spaces. Choose the best fitting membership type.

Judy Bowman has been working out at J&D’s Gym since the beginning of 2016 to see if she likes it and to make
fitness part of her routine. She decided to become an actual member of J&D’s Gym on the first day of August of
this year. Judy was born on July 9, 1980 and lives at 1313 Gorky Dr in Columbus, IN 47203. She provided her
phone number (812-479-1562) and the number of her Discover credit card (6234-5678-9123-4567), which expires
on 5/1/2021.

2. Create a record in the tblClass table for a class named Zumba whose ClassID is ZuFA101. The class will be
offered on Mondays, Wednesdays, and Fridays, beginning on 9/26/2019 and ending on 11/18/2019. Use “M,W,F”
as the DaysOffered (without the quotes). The class will begin at 6:30pm and is a beginner class. Carlos Colon
will be the instructor; make sure you use his EmployeeID for the Instructor field. The cost of the class is $160,
and no more than 20 people can enroll. The Description field can be left blank.

3. Jackson Jewell would like to take that Zumba class, ZuFA101. Create a record in the tblClassEnrollment table.
Use Jackson’s assigned CustomerID from the tblCustomer table.

G. DATABASE DESIGN
Make the following changes to the database structure to avoid data redundancy and eliminate calculated fields.

1. A well-designed database should not have redundant data. Redundant data means that the same data is stored in
more than one place. The only exceptions to this are the foreign keys (linking fields) that relate the tables. The
current database has redundant data as a result of keeping instructor first and last names in both the
tblEmployee and tblClass tables. Delete these two fields from the tblClass table. This way, each instructor’s
first and last name will be stored in only one location.

2. A well-designed table should not contain calculated fields. AgeWhenJoined in the tblCustomer table can be
calculated in a query using the BirthDate and JoinDate fields. Delete this field from the tblCustomer table.

3. Close the database and exit Access. Be sure to make a backup copy of your file.

H. BACKING UP AND COMPACTING THE DATABASE

1. Before compacting your database, it is critical that you make a copy of your latest graded project in your backup
folder on your laptop, USB flash drive, or your IU Box account.

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2. Next, open your desktop copy of your graded project, and Click the FILE tab in the ribbon, then, click Compact
& Repair Database.

3. Review your tables and fields to ensure they have all your latest changes. If everything looks correct, upload your
file to both your GP1 and your Done(Backup) folders on Box. Close your database and exit Access.

I. SUBMITTING THE PROJECT

After you have completed your project, you need to submit the file through your K201 lab section’s Canvas site. Complete
the following steps to ensure that your file is correctly submitted so that you will receive the grade you have earned.
NOTE: Do not wait until the very last minute to submit your file. The system will automatically shut
down at the time the project is due. (Note that the submission time closes at precisely 11:59:00 pm
Eastern Standard Time, not midnight.) Files cannot be submitted after this time. Be sure to keep a copy
of your project file!

1. CLOSE your graded project file and take note of where you have saved it.

2. Go to your K201 lab section’s Canvas site.

3. On the Home page, select the Assignments tab.

4. Click the link to Graded Project 1.

5. Click the Submit Assignment button, and then click the Browse button to find your file. Select the drive and
directory where your file is located. Next, select your username-K201_GP1_SP20.accdb file. (This will
display the drive, directory, and file name in the box to the left of the Browse button.) Make sure you uploaded
your completed assignment and not a blank file.

6. Click the Submit button.

7. When the submission process is complete, you will see a message in the assignment window with the text Turned
In! Below this will be the date and time of your submission and a link to download and verify your file
submission.

8. You can upload your graded project as many times as you wish before the deadline. The last file you upload will be
the file that is graded. Note that Canvas will rename your submissions with each subsequent upload. Your second
upload will be renamed username-K201_GP1_SP20-1.accdb. This is expected and will not affect your grade.

9. To protect your uploaded graded project, close all browser windows once you have submitted your file. Your file
is at risk of being overwritten by someone else’s file if you do not do this.

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Figure 4: Tables in the J&D’sGym Database after all design changes through Section G.

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