ISYS 363 - Individual Access Assignment

Fall 2010

THE COLLEGE GEEKS

Due: November 19th, 2010
The individual student must do all work; any evidence of group work will result in
failing grades for all involved and the students will be referred to the student
discipline officer for final resolution without exception.

Any project turned in after the due date & time of November 19th, 2010 at 11:00PM (there is a
30 minute grace period until 11:30PM) will receive a 20% deduction from their final grade if
turned in within 48 hours. No assignments will be accepted after that date for any reason.

The project must be done in a single Microsoft Access 2007 file and turned in using iLearn.

SKILLS CHECK
You should review the following areas:

 Aggregate Function  Relationships

 Calculated Field  Report Design
 Form Design  Report Wizard
 Form Wizard  Select Query
 Count Query  Table Design

PREVIEW
In this case, you'll create a relational database for a small company that sets up and
repairs computers. First, you'll create three tables and populate them with data. Next,
you will create a form for recording visits to clients and three queries: a Select query, a
Count query, and a query with a Calculated Field. Finally, you'll create a report that
outlines the jobs and the money that each job brings in each month.

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CASE BACKGROUND

Like students at any other university, students at the San Francisco State University
have many problems with their computers. Although some college students are adept
at working on computers, the majority of college students are not knowledgeable about
computer security, diagnostics, repair, or setup. Therefore, at most universities,
student run companies fix fellow students' computers. The College Geeks is a small
company started at the SFSU by three junior-year Information Systems students who
do just that.

The company is very busy this spring term, helping students get rid of viruses, set up
their computers, install MyITLab and fix hardware problems. One of the owners of the
College Geeks heard that you are proficient in Microsoft Access.

He hired you to finish the database project begun in the summer to help keep track
of customers and jobs. The database tables are already designed for you. There are
three tables in the database:

1. The PRICE LIST AND JOB DESCRIPTION table keeps track of Job ID
numbers, a Description of the types of jobs that are handled, and the Price
charged Per Hour of work.

2. The STUDENTS table keeps track of all customers (who are students). It lists
their Student ID, Last Name, First Name, Dorm Address, Cell Phone, and E-
mail.
3. The VISITS table records the Visit ID number for each visit, the Date on
which the customer is visited, the type of work that is performed (Job ID), the
customer's Student ID number, and the Number of Hours the visit takes.

The owners would like to see a few additional capabilities in the database:

 They would like to have the ability to record each visit quickly and simply.
This task can be accomplished with a form.
 They would like the ability to have the database answer some questions.
First, the owners would like to know which jobs were performed in a specific
zip code. That information would be helpful when conducting future marketing
campaigns since the company's reputation is spread by word of mouth. Also,
students who live together are often friends who have similar computer
problems because they often do similar tasks on their computers.
 The ability to track how many times each type of job is performed to further
improve future marketing campaigns. Thus, the owners need a listing of jobs
from most visited to least visited. In addition, as the business grows, hiring

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 new employees would be easier if the business owners knew what specialties
job applicants should have.
 The ability to track the amount of money each student customer owes.
 The ability to compile a summary report that shows all of the money brought
in by each job each month.

PART 1: CREATE TABLES

Use Microsoft Access 2007 to create the tables with the fields shown in Figures 1-1
through 1-3 and discussed in the Background section.
 Set up the tables using proper field these field names and appropriate field
types.
 Populate the database tables as shown.
 Add your name to the STUDENTS table with a fictitious student ID.
 Complete the table with fictitious names, physical addresses, cell phone number,
and e-mail address. (You should have at least 25 students.)
 Complete the VISITS table with at least 35 records.

Job ID (Primary Key) Description Price Per Hour

101 Security and Performance $79.00

102 Diagnostics with Repair $119.00

103 Cleaning Viruses $129.00

104 Repair $99.00

105 Install MyITLab $69.00

106 Software Installation $49.00

107 Hardware Installation / Upgrade $99.00

FIGURE 1-1 The PRICE LIST AND JOB DESCRIPTION table

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Field Name Data Type Field Description Field Size Comments

S ID (Primary Key) Text Is a unique, identifying Either 9 or 11. You Is required.

number assigned to each decide
client. Serves as primary
key.

CLastName Text Is the customer's last name 35 Is required.

CFirstName Text Is the customer's first 25 Is required.

name.

CAddress Text Is the customer's street 25 Is required.

address.

CCity Text Is the customer's city. 25 Is required.

Is the customer's state

CState Text abbreviation. Make “CA” 2 Is required.
the default value.

CZip Text Is the customer's zip code. 10 Is required.

Use an input mask.

CPhone Text Is the customer's home You Decide Is required.

phone number. Use for
contact. Use an input mask.

CEAddress Hyperlink Is the customer's e-mail You Decide Is required.

address. Use for contact.
Use an input mask.

FIGURE 1-2 The STUDENTS table

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Field Name Data Type Field Description Field Size Comments

VisitID (Primary Key) AutoNumber Is a unique, Long Integer Is required.

identifying
number assigned
to each visit.
Serves as the
primary key.

Date Date / Time Is the date of the Is required.

service

JobID Text Is the job Is required.

identification
number. Must
match the job
identification
number from the
Jobs table. Use the
Lookup Wizard.

SID Text Is the student Is required.

identification
number. Must
match the student
identification
number from the
Student table. Use
the Lookup Wizard.

Hours Number Is the number of Long Integer Is required.

hours spend
working on a job

FIGURE 1-3 The VISITS table

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PART 2: CREATING A FORM, QUERIES, AND A
REPORT

Creating Forms

Using only the STUDENTS table and the Form Wizard, create a form for registering new
student clients. Choose any layout and any style. Save the form as Students

Using only the VISITS table and the Form Wizard, create a form on which repair
persons can easily record each visit. Choose any layout and any Style. Save the form
as Visits.

Create a Select Query

Create a Select Query that displays information about visits to a particular zip code.
Display the Visit ID (a unique number that tracks each time a geek makes a call on a
customer), Date, Last Name, First Name, Address, and Phone. Save the query as
Visits.

Create a Count Query

Create a query that counts the number of visits for each type of job. Display a listing of
jobs from most visited to least visited.

Create a Query with a Calculated Field

Create a query that calculates the money owed by each student for the computer jobs.
Your output should include the Student ID, Last Name, Address, and Money Owed.
Save the query as Money Owed by Student.

Generating Reports

Generate Reports based upon the three queries that you previously did.

Generate a report that shows the money brought in each month, including details about
all of the jobs. To create the report, you will need to do the following:

 Create a query that brings all of the data together for the report. You will need
the Date; Job ID, Description, and Money, which is a calculated field.
 Using the Report Wizard, base your report on the query you made in the previous
bullet point.

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  Group on Date. Give the report a title of Money Brought In by Date.
 In the Design View, ensure that all references to Money are in currency format.

Although you are free to work with the design of the forms and reports, each form and
report should have a consistent, professional appearance. Consider using the wizards
to prepare the initial forms and reports. Once you have prepared the initial forms and
reports, you can edit them in Design view. A lookup field enables the end user to
select a value from a list, thus facilitating data entry and promoting data accuracy.
When defining the data type for each field, select the Lookup Wizard in the Data Type
column and follow the directions in the Lookup Wizard dialogue boxes .

Test Your Design

After creating the forms, tables, relationships, queries, and reports, you should test
your database design.

CASE DELIVERABLES
In order to satisfactorily complete this case, you should build the database and turn in
an electronic, working copy of your database that meets the criteria mentioned in the
case scenario and specifications sections.

GRADING CRITERIA

Following Directions / Completeness – 25%

Tables – 15%
Queries – 15%
Reports – 15%
Forms – 15%
Relationships between the Tables – 15%

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