Canterbury Business College

CRICOS Code – 01899K RTO Code - 6554

Unit description:
ASSESSMENT
Cluster Database
Unit Code BSBITU311
Unit Name Use simple relational databases
Qualification Name SIT40516-Certificate IV In Commercial Cookery
Training Package BSB(This is the new assessment for Term 4 -2020)
Assessment Tool Written Exam/knowledge test

Student must fill this section:

Candidate Name: Sukhdeep Kour
Candidate ID: 6610
“I give my permission for my assessment material to be used in the auditing,
Privacy Release Clause: assessment validation & moderation Process”
Plagiarism and
“I acknowledge that entire assessment work is done by me”
Collusion:

Student signature:
_________________ Date: __21-october-2020___________

Feedback to student:

Assessment Completion Status

Attempt Satisfactory Non-Satisfactory Date Assessor’s Signature

Initial attempt  
2nd attempt/Re-assessment
• •

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Information for Candidate:

● All work is to be entirely of the candidate.

General Information for this assessment:

● Read the instructions for each question very carefully.

● Be sure to PRINT your FULL name & LAST name in every place that is provided.
● Short questions must be answered in the spaces provided.
● For those activities requesting extra evidence such as: research reports, ESSAY reports, etc. The student must attach its own work formatted
in double space, Arial 12 pts.
● All activities must be addressed correctly in order to obtain a competence for the unit of competency.
● If the candidate doesn’t understand the assessment, they can request help from the assessor to interpret the assessment.

Re-assessment of Result & Academic Appeal procedures:

If a student at Canterbury Business College is not happy with his/ her results, the student may appeal against their result via a written letter, clearly
stating the grounds of appeal to the MSS / DSS. This should be submitted after completion of the subject and within 14 days of commencement of the
new term.

Re-assessment Process:
● An appeal in writing is made to the ACC / MSS providing reasons for re-assessment /appeal.
● ACC / MSS will delegate another faculty member of CBC to review the assessment.
● The student will be advised of the review result done by another assessor.
● If the student is still not satisfied and further challenges the decision, then a review panel is formed comprising the lecturer/trainer in charge, the
ACC, the MSS and the DSS OR if need be an external assessor.
● The Institute will advise the student of the appeal decision within 14 days from the submission date of the appeal. The decision of the panel will
be deemed to be final.
● If the student is still not satisfied with the result, the he / she has the right to seek independent advice or follow external mediation option with
CBC’s nominated mediation agency.
● Any student who fails a compulsory subject or appeals unsuccessfully will be required to re-enrol in that subject.

The cost of reassessment will be borne by the Institute. The external assessor will base his/her judgement based on principles of assessment. These
principles require assessment to be reliable, fair, practical and valid.

Academic Appeals:
● If the student is dissatisfied with the outcome of the assessment marking process, he/she has a right to appeal the assessment results.
● The notice of appeal should be in writing addressed to the MSS / ACC and submitted within seven days of notification of the assessment results.
● If the appeal is not lodged in the specified time, the result will stand as marked.
● In emergency circumstances, such as in cases of serious illness or injury, the student must forward a medical certificate in support of a deferred
appeal. The notice of appeal must be made within three working days of the concluding date shown on the medical certificate.
● The decision of MSS / ACC will be discussed with the DSS and will be final.

For further information please refer to Student Handbook.

“I acknowledge that I have understood all the above rules and guidelines for the assessment
21-october-2020
Sukhdeep Kour

Full Name Signature Date (dd/mm/yyyy)

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Submission Details

The Assessment Task is due on the 29 OCTOBER 2020. Any variations to this
arrangement must be approved in writing by your assessor.

Submit this document with any required evidence attached. See specifications below
for details.

Performance objective

● To provide you with an opportunity to identify how to design a simple database, with at least two
tables, using a database application, basic design principles, software functions and simple formulae.
● To provide you with an opportunity to identify how to develop a table with fields and attributes
according to database usage, as well as data considerations and user requirements.
● To provide you with an opportunity identify how to create a primary key for each table, modify table
layout and field attributes as required and create a relationship between the two tables.
● To provide you with an opportunity to identify how to modify table layout and field attributes as
required.
● T To provide you with an opportunity to identify how to check and amend data entered, in
accordance with organisational and task requirements o provide you with an opportunity to identify
how to create a relationship between the two tables.
● To provide you with an opportunity to identify how to determine information output, database tables
to be used and report layout to meet task requirements. To also give you the opportunity to identify
how to determine data groupings, search and sort criteria to meet task requirements.
● To provide you with an opportunity to identify how to run reports and queries to check results and
formulae provide the required data. To also give you the opportunity to identify how to modify
reports to include or exclude additional requirements.
● To provide you with an opportunity to identify how to ensure data input meets designated timelines
and organisational requirements for speed and accuracy.
● To provide you with an opportunity to identify how to use manuals, user documentation and online
help to overcome problems with database design and production.
● To provide you with an opportunity to preview, adjust and print database reports or forms in
accordance with organisational and task requirements.
● To provide you with an opportunity to identify how to name and store databases, in accordance with
organisational requirements, and exit application without data loss or damage.
● To provide you with an opportunity to identify how to prepare and distribute reports to appropriate
person in a suitable format.

ELEMENT PERFORMANCE CRITERIA

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1. Create a simple database 1.1, 1.2, 1.3,1.4, 1.5,1.6
2. Create reports and queries 2.1,2.2,2.3,2.4
3. Use database 3.1,3.2,3.3,3.4,3.5

Assessment description

This assessment activity is designed to assess your skills and knowledge in creating
documents and using databases

Procedure

To complete this assessment activity, you need:

● access to a workplace or simulated environment
● access to workplace diversity policy documents and relevant legislation
● to answer the questions and submit responses as directed by your
trainer/assessor/training organ

Databases
Answer-
A database is a collection of data that can be viewed, changed and updated.
Databases can be used to record and track a wide variety of information such as sales,
customers, products and finances.
However, the purpose will vary depending on the organisation using it.
Databases are used in most organisations to track the company’s resources and
business activities, and ensure they are effective. Reports may be created from the
information held in the database in order to judge whether this has happened or not.
Microsoft Access is a software programme that is purpose-built to create databases,
and all the examples in this unit will be assuming you are using it. However, other
databases will have similar principles. Microsoft Excel is also a popular software choice
as it requires fewer skills to use.

Assessment task 1- Knowledge Assessment

Activity 1A:
1. Give examples of three design principles (features) you will need to include
when designing a simple database. Briefly describe the purpose of each feature.
Answer- Formatting the database may require design changes such as naming, data
layout and formatting. Cell sizes can be changed by moving the mouse to the top or

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side of the page where columns start, known as field names, and clicking and
dragging.

1. Naming- A naming convention is a set of rules you decide to go with before

you start modelling your database. You'll apply these rules
while naming anything inside the database – tables, columns, primary and
foreign keys, stored procedures, functions, views, etc. it is a set of unwritten
rules you should use if you want to increase the readability of the whole data
model.
2. Data layout- A proper selection and design of data structure helps users to
access and manipulate the records of files in a database in an efficient
manner. The main objective of a data structure is to organize data to suit a
specific purpose so that data can be accessed and worked both efficiently and
effectively
3. Formatting- Formatting the database may require design changes such as
naming, data layout and formatting. Cell sizes can be changed by moving the
mouse to the top or side of the page where columns start, known as field
names, and clicking and dragging.

2. What expression (or formula) would you use to find the average age of your
customers in a Microsoft Access database application?

Double-click the field you want to use and click the "Totals" icon. Next to "Total:" in
the quick table at the bottom of your computer screen select "Avg" to average the
field.
Formula to find average age- Calculating the average age of a group tells you
what age most of the people fall closest to. This statistic has applications for
several different fields. For example, you could calculate the average age of a
team to see if members are young or old, or you could calculate the average age
of a class to see how old most students in a class are. Average is also known as
the mean.

Add together all the ages in the group. For example, suppose a baseball team has
nine players. There ages are 14, 17, 15, 19, 14, 16, 16, 17 and 15. The sum of their
ages is 143.

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Determine the total number of people in the group. In the example, the total
number of teammates is nine.
Divide the total number of ages by the number of people in the group. In the
example, 143 divided by nine equals 15.8889. So the average age of the baseball
team is 15.889 years old.

3.What are the benefits of relational databases?

Answer- The primary benefit of the relational database approach is the ability to
create meaningful information by joining the tables. Joining tables allows you to
understand the relationships between the data, or how the tables connect. SQL
includes the ability to count, add, group, and also combine queries.
The main advantage of relational databases is that they enable users to easily
categorize and store data that can later be queried and filtered to extract specific
information for reports. Relational databases are also easy to extend and aren't
reliant on physical organization. After the original database creation, a new data
category can be added without all existing applications being modified.

Other relational database advantages include:

 Accuracy: Data is stored just once, eliminating data deduplication.

 Flexibility: Complex queries are easy for users to carry out.

 Collaboration: Multiple users can access the same database.

 Trust: Relational database models are mature and well-understood.

 Security: Data in tables within a RDBMS can be limited to allow access

by only specific users

Activity 1B:
1. Give examples of three types of data fields that you may need to include when
developing a table.

Database fields include:

 Text fields- A text field is for alphanumeric data (all digits and printable
characters). You can enter up to a maximum of 32,000 characters in a text

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field. A text field is the most generic and least restrictive of all the available
field types. Examples of text fields include First Name, Last Name, Address,
City, Notes and so on.
 Numeric fields- You only the digits 0 through 9 in a numeric field. Decimals
and negative numbers are can enter allowed; however, no other characters,
either alphabetic or special (such as dashes or commas) are allowed. If you
want to sort data based on numeric values, then you must use a numeric field.
You cannot sort based on numeric values if the data is entered in a text field.
 Yes/no fields- A Yes/No field is a checkbox field that holds a value of either 1
(to indicate Yes) or 0 (to indicate No). Progeny always stores a value in a
database for a checkbox field whether the field is checked. If the field is
checked, Progeny stores a value of “1” in the database. If the field is not
checked, Progeny stores a value of “0” in the database.

Some others database fields are -

 Date and time fields-

 Currency fields
 Hyperlink fields
 OLE (object linking and embedding) fields
2. What does. the term ‘attribute’ refer to in relation to developing a
table?

An attribute can refer to two things:

 A single component such as a table or database field
 A characteristic of the table that affects its behaviour

You can add more database fields to an existing table. If you want to enter the data
by hand, click on the Add New Field button to the right of the table and begin
entering information. You can edit the field’s name to reflect the information. You
may also choose to choose from a pre-defined list of fields beforehand, as many
databases share similarities. Choose the one that fits your needs most closely. To
choose from the list, have the table open in Datasheet View open and press New
Field in the Fields & Columns group. Select the fields that you want and drag them
onto the table.

3.Describe three database usage and user requirements you will need to think
about before developing a database.

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If you have never created a database before, these will give you an idea of
the information you will need to record. You can remove or add fields to
customise it, or rename columns by right clicking on the heading.
You can also add fields from other tables. Open the table you are working
with in Datasheet view. In the Datasheet tab, click Add Existing Fields. This
will display the possible fields, which you can drag onto the table like in the
previous example. Note that this may create new relationships between
tables. Be cautious of this if the two tables are unconnected.
Database usage and user requirements-
Firstly, you will need to consider what you are going to use the database for.
Before developing a database, you will need to think about:
 What type of data is going to be stored
 Who is going to need access to the database
 who will be able to access information?
 who will be able to edit/add/delete information?
 the overall number of people with access
 The potential size of the database
 The ease or difficulty of entering or editing information
 How information is organised within the database
 Its location and where it is stored.

4.Give three examples of data considerations.

Answer-

1) Usability- Consider how user-friendly the system will be for all those
members of staff required to use it. In some organizations those may include
Marketing professionals, the IT department, Database Developers and
others. Look at the suitability from everyone’s perspective, and consider if you
can set different levels of permission for different teams or personnel.

Many systems offer drag-and-drop execution, which makes for an intuitive

working methodology. Importantly, however the system works, make sure it is
usable for your whole team.

2) Visualization & Reporting- Review the ease of visually analysing and

displaying results for any queries you run on your data, while making

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selections and deciding segments. Also, check how the software displays
campaign results if you feed this information back into the database.
You should look for visual displays that will help you show selections and
results to colleagues (likely other teams or managers/directors) in a way that
they will be able to understand quickly and easily.

3) Security- Security of your data is an essential aspect of any database

implementation. Business-sensitive data and any personal information you
hold must be stored securely to adhere to regulations and to protect it from
loss or theft.

It is important to consider both the physical risk to data (e.g. the risk from fire,
theft, etc.) and the risks from hacking, or from unintentional corruption of data
through human error. Any system you implement must address the issue of
keeping your data secure

4) Functionality.
5) Support & Development.
6) Integration.
7) Scalability.
8) Cost and Suitability

Activity 1C:
1. Lay out the four steps you will need to take create a primary key in Access 2010.
Answer- For a primary key to work well, the field must uniquely
identify each row, never contain an empty or null value, and
rarely (ideally, never) change. To set the primary key:

1. Open the database that you want to modify.

2. In the Navigation Pane, right click the table in which you want
to set the primary key and, on the shortcut menu, click Design
View.
3. Select the field or fields that you want to use as the primary
key.

To select one field, click the row selector for the field you want.

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To select more than one field to create a composite key, hold down
CTRL and then click the row selector for each field

4. On the Design tab, in the Tools group, click Primary Key.

A key indicator is added to the left of the field or fields that you
specify as the primary key

2. Why do you need to create a primary key for tables?

Answer- A primary key is a field in a table which uniquely identifies
each row/record in a database table. Primary keys must contain
unique values. A primary key column cannot have NULL values.
A table can have only one primary key, which may consist of
single or multiple fields.
The column or columns defined as the primary key ensure
uniqueness in the table; no two rows can have the same key.
The primary key of one table may also help to identify records in
other tables, and be part of the second table's primary key. The
main purpose of a primary key is to implement a relationship
between two tables in a relational database; it's not called a
relational database for nothing! More specifically, the primary
key is the "target" which a foreign key can reference.
To create a primary key in Access 2010:
 Select the database that needs a primary key
 Find the Navigation Panel. (If you can’t see it, press F11)
 Right click the relevant table and click Design View
 Choose the field that will be the primary key. (To choose more
than one, hold CTRL and click the appropriate fields.)

3. Briefly describe two ways that you could modify an existing table layout.
Answer- To change the data type for existing fields:

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1. Select the field whose data type you want to change.
2. On the Ribbon, select the Fields tab, then locate the
Formatting group. Click the Data Type drop-down arrow. ...
3. Select the desired data type. Selecting a new field data type.
4. The field data type will be changed.
To change the data type of a column in a table, use the
following syntax:
1. SQL Server / MS Access: ALTER
TABLE table_name. ALTER COLUMN column_ name datatype;
2. My SQL / Oracle (prior version 10G): ALTER
TABLE table_name. MODIFY COLUMN column_name datatype;
3. Oracle 10G and later: ALTER TABLE table_name.

4. Briefly describe how to create a relationship between two tables.

Answer- To create relationship between tables:

 Click on the Database Tools tab and then Relationships
 Select the field you want to become the primary key. Drag it to foreign
field in the other table
 An Edit Relationships box will appear. Confirm that the field names are
correct
 Confirm that the field names are correct.

Activity 1D:
1. Give examples of three ways that you could modify table layouts or field
attributes.
The SQL ALTER TABLE command is used to change the structure of an
existing table. It helps to add or delete columns, create or destroy
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indexes, change the type of existing columns, or rename columns or
the table itself. It can also be used to change the comment for the table and
type of the table.
To modify Attributes-
1. On the Edit tab, in the Selection group, click Attributes .
2. Select the features you want to edit and expand the selection in the
pane. ...
3. Click the Attributes tab to edit feature attributes and subtypes.

2. Create a simple database with at least related two tables using a software of
your choice. Use at least one formula.
Answer-

Database provided with assessment--

Activity 1E:
1. List the steps you will need to take to create a relationship between two tables.
To create relationship between tables:
 Click on the Database Tools tab and then Relationships
 Select the field you want to become the primary key. Drag it to foreign field in
the other table
 An Edit Relationships box will appear. Confirm that the field names are correct
 Confirm that the field names are correct.

2. Explain what a one-to-many relationship is between tables.

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In a one-to-many relationship, one record in a table can be associated with one or
more records in another table. For example, each customer can have many sales
orders. The foreign key field in the Orders table, Customer ID, is designed to
allow multiple instances of the same value.
In this example the primary key field in the Customers table, Customer ID, is
designed to contain unique values.

This relationship returns related records when the value in the Customer ID field in
the Orders table is the same as the value in the Customer ID field in the Customers
table.

Activity 1F:
1. Give examples of three ways that you can check data that you have entered
into a database, in accordance with organisational and task requirements.
After data is entered into a database, you will need to check its accuracy.
Checking the accuracy of data-
it will be necessary to ensure the data you have entered reflects the information
you were provided with. Confirm it against paper records or earlier databases. When
data is entered manually, mistakes always occur, no matter how carefully it is done.
Checking the formatting- ensure that data is entered in the correct format. For
example, numbers should always be written numerically, while there are several
different ways of writing dates. Look at the Database Fields discussed in Chapter 1.2
to determine the correct one.
Proofreading- check text for spelling and grammatical errors. Spell-check functions
can be useful, however, make sure you read it to confirm.
Checking the accuracy of formulas- you can’t always trust the accuracy of formulas.
Confirm them with a calculator to make sure they are producing the desired
answers; if not, check the data you have entered and mistakes in the writing of the
formulas, such as the cell names.

2. Give examples of three ways that you can amend data, in accordance with
organisational and task requirements.

After data is entered into a database, you will need to check its accuracy and
amend it where appropriate. Be aware of the aims of the task you are
performing what correct data will look like.

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Data produced by databases is always inaccurate if the data that is put in isn’t
accurate; therefore it is important to be as careful as possible when inputting
data. Follow any relevant organisational procedures to help improve your
accuracy.

If you find inaccurate data, amend it and check similar pieces of data to
ensure it wasn’t a recurring mistake.

When inputting data for long periods of time, ensure you are set up to work
properly, such as sitting comfortably at your desk with no distractions. This will
help you achieve the highest possible accuracy. Research whether there are
any organisational requirements relating to this to achieve the company’s
desired standards of accuracy.

Amending data may include:

 Deleting incorrect data
 Editing/correcting incorrect data
 Updating information
 Deleting or adding columns or rows for additional information
 Correct formulae
 Changing the relationship of two tables.

Activity 2A

1. Describe three ways that you can determine information output. In other
words, how can you draw conclusions from the raw data in your tables?

Determining information output- Before creating a report, you will need to

understand what data in tables is telling you. Drawing conclusions from raw data will
help you understand what information to include in your report and how you need
to lay out content.
You can draw conclusions from raw data in tables by:
 Looking for patterns in data
 Creating graphs and charts to show trends and correlations
 Looking at data over time
 checking both description and numerical data.

2. How can you decide what database tables need to be used or included in a
report?

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Choosing database tables to include- It is important to choose relevant tables,
or parts of tables, to show in your report. You want to include the tables that
show your conclusions and provide evidence for your conclusions, while also
providing a full picture.

3. Give examples of three ways that you can alter a report’s layout to
communicate information more effectively.
Altering the layout of a report- You will need to spend time considering how to lay
out your report to best show the information you have collected in databases. You
will need to think about how you present text and headings, as well as pictures,
graphs, and charts to emphasise your conclusions.
You can alter the layout of a report by:
 Changing the size and placement of headings
 Changing the size, font, and placement of main text
 Changing the arrangement of main body text
-for example, you may want to arrange important information in bullet points
 Changing the size, placement, and colours in graphs and charts
 Changing how reports are presented
for example, on a projector, computer screen, or on paper.

4. Explain why you need to consider the way you group and sort data in reports, in
order to make information searchable and easy to locate.

Grouping and sorting data-

It is important to consider the way you group and sort data in reports, as this can
alter the message and conclusions that are presented. For example, you will need to
include all similar information together to emphasise patterns or correlations in
data. You will also need to make sure that all data is grouped logically so that it is
easy to search and find information when needed.

Activity 2B

 Briefly describe how to run a query to check that results and formulae provide
the required data.
Running a query-
To run a query, click on the Create Tab and then Query Design. In the pop-up box,
open the Tables tab and select the field you want to draw data from. Once you have
closed the box, you can click on Field Names to add them to the query. When you
are ready, click Run in the Design tab.
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You can add parameters to narrow the data in existing queries by editing the criteria
of them. This can be done by opening them in Design View and clicking Parameters
in the Design Tab. Add a value for each parameter you want to match to. For
example, if you are looking for employees with the last name Smith, you would type
that in the Last Name field.

 Briefly describe how to run a report to check that results and formulae provide
the required data.

To create a report in Microsoft Access, you should:

 Choose a record source such as a table or a query
 Choose the tool to create it. You can choose from:
 Report, which opens a simple report containing the fields
 Report Design, which allows you to add extra fields and controls
 Blank Report, which creates a blank report in layout view to allow
further editing
 Report Wizard, which walks you through to process of specifying fields
and layout
 Click Create to produce the report. Navigate through the Wizard if you
selected that and press Finish.

 Run a query on the database you built in Activity 1D, Number 2 to filter a
subsection of a data. Sort it by at least one value.
Answer-

The step of creating a query and sorting using query wizard tool--

i) Open the table from which you want to make query from
ii) On the menu bar, click ''create''
iii) On the tool ribbon that appears from the create menu, click ''query
wizard'' button
iv) Save the name of the query table.
v) On the dialog box that appear, choose the fields that you want to appear
your query using the arrows
vi) Click next and select "modify the query design" then click finish.
vi) On the dialogue box that appears, select al the fields and sort in the
desired order (descending or ascending order ) the value of choice.
vi) Lastly click run on the design menu.

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Activity 3A
1. Give three examples of ways that you can improve your data input speed, in
order to meet designated timelines and organisational requirements.

Speed and accuracy-

Speed and accuracy are the two vital elements of data entry, and you will need to
make sure that you meet organisational requirements in both areas.
You may be able to improve data input speed by:
 Learning the layout of the database
 Learning keyboard shortcuts
 Learn copy and paste techniques
 Making fields larger or bolder
 Removing all distractions
 Working methodically
 Placing the source document so you can easily see it.

2. Give three examples of ways that you can improve your data input accuracy, in
order to meet designated timelines and organisational requirements.

Accuracy –
Accuracy is always the most important element for any database entry worker. If
you are rushing, not concentrating, or using ineffective methods to input data,
then you are likely to make typos or entries into incorrect data fields.
You may be able to improve the accuracy of data input by:
 Improving the labelling of columns and rows
 Clearing and cleaning your work environment
 Double-checking each entry
 Setting up alerts or warnings when an entry does not conform to usual
standards
 Removing distractions
 Not rushing
 Taking regular breaks
 Drinking and eating regularly
 Working methodically.

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Activity 3B
1. Give examples of three types of user documentation (including manuals) which
can be used to overcome problems with database design, and briefly explain
how they help.
Overcoming problems –
From time to time, you may experience problems with databases, such as
inadequate software, malfunctions or lack of knowledge, which will affect your
ability to complete your work. You should try to use various methods to overcome
them and meet your deadlines on time.
These methods may include:
 Manuals
 User documentation
 Online help
 Colleagues’ help.
User documentation- User documentation describes what the product is
capable of, such as its features and functions. It may also offer tutorials to
educate the user on them. Once again, it will often arrive with a product or be
available online later. User documentation may include:
 User manuals supplied by the company who produced the database
software
 Manuals supplied by your organisation
 Books, including textbooks
 Industry magazines
Consult it if you are unsure whether the software you are using will be
suitable for your purpose, or if you wish to fully understand a new
feature.
Effective user documentation should include:
 Current terminology
 A list of applicable error codes
 Descriptions of all toolbars, options and menus
 Images and diagrams, if necessary
 Lists of functions
 An explanation of acronyms or abbreviations.

2. Give examples of three online information sources which can help you to
overcome problems with database design and production.
Online help-

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Online help can be available in several forms and is usually sorted by topic or
problem.
Online help may include:
 Manufacturers’ websites
 Software help functions
 Blogs and how-to articles
 YouTube videos
 Social media discussion
 Web chats
 Help forums.

These may be of varying reliability. For example, checking relevant information on

the manufacturers’ website or chatting with an employee should provide you with
accurate information; however, when using help forums, you are relying on the
guidance of strangers. Treat advice with caution and do not follow it if you believe it
may harm your computer or software. However, you may also receive advice that
would be unavailable from the manufacturer, and may get a quicker reply. Software
help functions may also have information on your problem. For example, Microsoft
Access has a help function for common problems. To use it, press the question mark
icon in the top-right corner of the screen or press F1 while the programme is open.
This will open a window in which you can search keywords relating to your problem.
It will then provide tutorials and links to helpful information.
Activity 3C
1. Describe three ways of previewing database reports and forms using Microsoft
Access.
There are a variety of ways to preview a report before printing in Microsoft
Access:
 From any view, press the File button in the top left-hand corner and select
Print
 Preview Right-click the document tab and select Print Preview
 If the report isn’t already open, scroll to the Navigation Panel, right click
the document
 Name and select Print Preview.

This will allow you to see how the report will look when printed as opposed to on
the screen. It will help you to judge the overall look and feel, which may cause you to
make changes. Consider whether the information is spaced appropriately, the
correct font size is used and all of the information is visible. Always preview a report
before printing it to verify the accuracy of the data and the report.

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2. Describe two ways that you can adjust a database report or form before
printing it.
Database reports-
you can use either the Layout or Design views to make changes to a report. Layout
view is most effective when changing the visual presentation of the report, such as
rearranging and adjusting the size of fields. You can also apply pre-made styles from
this view. Design view, by contact, offers more control over the functional aspects of
the report, such as the structure. While you can’t see the data, you can see the
header and footer sections. Editing text boxes, labels and images is easier in this
view. You should change between the views whenever necessary to make full use of
the functions of Microsoft Access.

3. List the steps you will need to take to print a database report or form.
When you are happy to print the document:
 Click File at the top left of the screen
 From the drop down menu, select Print (or if you don’t want to change
properties, click Quick Print)
 Ensure the correct printer is selected, along with the number of copies.
(You may also have options about single or double sided sheets)
 Once you are satisfied with the options, press OK.
Your organisation may have relevant policies about printing reports, such
as whether or not you should use colour and whether reports should be
double sided in order to save paper. Also, consider how many copies you
will need; if you are presenting them in a meeting, you may need a copy
for every person attending, or if that is impractical, enough so that all
people can see at least one copy.

Activity 3D
1. Describe three organisational requirements for naming databases.
To adhere to organisational requirements, you should try to:
 Be clear about the report’s role (e.g. End of Q1 Analysis) Differentiate it
from similar reports, for example adding the date to it
 Use a version number when it is an updated copy of an older report
 Use a code it if you have been given one.
Correct naming procedures will allow you to find the report easily in the
future. It will also inform other people what it is, which may prevent it getting

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accidentally deleted. Simply calling it ‘Database 1’ sounds unimportant and
doesn’t provide any information on it.
Some companies may follow established guidelines, such as the
Leszynski/Reddick Guidelines for Access. This suggests that all databases
should have a descriptive tag at the start.
2. List three preparatory steps you will need to consider when storing a database.

Storing databases- When preparing to store a database, consider:

 Any security precautions needed
 The organisation’s policy for creating backup files and hard copies
 Who is authorised to access it
 How sensitive the information contained is
 Whether physical copies should be made on CDs in case of computer
problems
 Which specific folders it should be saved in
 How big the file is.
Choose a location that is appropriate for the level of security the database
needs. For example, if it includes information that is freely accessible within
the company and needs to be accessed by several people regularly, saving it to
the organisation server may be appropriate. However, if it is a larger file or
shouldn’t be freely accessed, organisational requirements by suggest saving it
to a single computer, a memory stick or a CD.
Ensure there is always a backup somewhere so lost files can be recovered.
Backups are also useful to restore a database to an earlier version. Remember
to update backup files whenever you make changes. This will allow you to
restore an entire database or selected objects. Some products may
automatically create backups to improve efficiency.
Managing backups is important for the smooth running of a company. If the
list of backups grows too much, consider archiving the older, less relevant
ones to save space and make it easier for employees to find the one they are
looking for.

3. List the steps required to backup a database so that you can exit an application
without data loss or damage.

To back up a database:
 Have the database open

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 Click File or the Microsoft Office button in newer versions
 Click Manage, then Manage this Database, then Back Up Database
 Enter the name you wish to save it as. The default name will record the name
of the original file and the date of the backup, which would be helpful to
remember it
 Chose the location you want to save it to. This could be on your computer, a
network, a memory stick or CD Click Save.

Activity 3E
1. List three steps you will need to take to prepare a report before sending.

Prepare reports-
You will need to go through a number of steps to prepare a report so that it is ready
to be distributed. Each report should be double-checked for accuracy of information
and formatting before it is sent.
To prepare a report, you may need to:
 Introduce the report – what is it about?
 Gather data
 Choose appropriate data to show
 Design and present information and data in a logical way
 Include any graphs and charts necessary to show data
 Make conclusions or highlight correlations
 Print the report or save it in the appropriate format.

2. List three appropriate people (or parties) that you may need to distribute
reports to in your role.
Distributing reports-
Once you have finished, saved and printed the report, consider how you will
distribute it to the appropriate people. This will depend on the setting, the
amount of people and the use for it afterwards.
For example, if the report will only be seen by your supervisor, consider which
format will benefit him or her most. It may be that they would like a digital copy
to be emailed to them. Alternatively, some people prefer paper copies to make
notes on and annotate. Learn people’s preferences and ask what format they
would like if you are not sure.

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Formal presentations may require numerous copies of the report to distribute.
Find out how many will be needed and prepare them beforehand. You may wish
to email the databases to anybody who requests them after the meeting.
When printing reports out, take care that the finished product reflects the work
that has gone into it. Hours of work and preparation may be undone if the paper
copies look creased with the printing smudged or blurred. Presentation is
important, so ensure it meets your organisation’s standards. This will be
particularly important with members of management or external clients and
customers. If the report goes over several pages, consider stapling them neatly
together to keep them in order.
If you aren’t sure about the format for reports to be distributed in, check your
organisational policies or consult your supervisor.

Appropriate persons you may need to distribute reports to include:

 Managers
 Supervisors
 Owners and directors
 Shareholders/stakeholders
 Suppliers
 Partners
 Customers.

Assessment task 2 - Skills and Performance Activity

Objective: To provide you with an opportunity to demonstrate the required performance elements for
this unit.

A signed observation by either an approved third party or the assessor will need to be included in this
activity as proof of completion.

This activity will enable you to demonstrate the following performance evidence:
⮚ Adhere to organisational requirements when inputting, amending and storing data including:
o correct naming conventions
⮚ Adhere closely to task requirements including:
o following designated timelines
o achieving speed and accuracy
⮚ Create simple databases including:

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o reports and queries
⮚ Follow designated timelines
⮚ Correctly name and store data
⮚ Distribute reports to appropriate personnel

Answer the activity in as much detail as possible, considering your organisational requirements.

All activity answers will vary depending on the learner and the organisation they work for, but the learner
should be able to demonstrate their competency in the unit requirements.

1. Follow naming conventions set by organisational requirements to:

⮚ Input one set of new data into an organisational database

⮚ Amend one incorrectly entered set of data in an organisational database

If you find inaccurate data, amend it and check similar pieces of data to ensure it
wasn’t a recurring mistake.
When inputting data for long periods of time, ensure you are set up to work
properly, such as sitting comfortably at your desk with no distractions. This will help
you achieve the highest possible accuracy. Research whether there are any
organisational requirements relating to this to achieve the company’s desired
standards of accuracy.
Amending data may include:
 Deleting incorrect data
 Editing/correcting incorrect data
 Updating information
 Deleting or adding columns or rows for additional information
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 Correct formulae
 Changing the relationship of two tables.

 Save a computer database in the correct location on your organisation’s computer system.
Within the computer there are many areas for short term electronic data
storage. Small amounts of data are temporarily stored in a keyboard, printer
and sections of the motherboard and processor. Larger amounts of data are
temporarily stored in the memory chips and video card
2. Take on a new data entry task and develop a clear timeline for work to be completed, depending on
all task requirements. Then, using your data entry skills and following organisational requirements,
complete the data entry task, making sure you adhere to all speed, accuracy requirements and that
you follow the timeline as closely as possible.

Job brief
We are looking for a Data Entry Operator to update and maintain information on our
company databases and computer systems.

Data Entry Operator responsibilities include collecting and entering data in

databases and maintaining accurate records of valuable company information. Our
ideal candidate has essential data entry skills, like fast typing with an eye for detail
and familiarity with spreadsheets and online forms. You will work with a data team
and Data Manager. Previous experience as a Data Entry Clerk or similar position
will be considered an advantage.

Ultimately, a successful Data Entry Operator will be responsible for maintaining

accurate, up-to-date and useable information in our systems.

Responsibilities

 Insert customer and account data by inputting text based and numerical
information from source documents within time limits
 Compile, verify accuracy and sort information according to priorities to
prepare source data for computer entry
 Review data for deficiencies or errors, correct any incompatibilities if possible
and check output
 Research and obtain further information for incomplete documents
 Apply data program techniques and procedures
 Generate reports, store completed work in designated locations and perform
backup operations
 Scan documents and print files, when needed
 Keep information confidential
 Respond to queries for information and access relevant files
 Comply with data integrity and security policies
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 Ensure proper use of office equipment and address any malfunctions

Requirements

 Proven data entry work experience, as a Data Entry Operator or Office Clerk
 Experience with MS Office and data programs
 Familiarity with administrative duties
 Experience using office equipment, like fax machine and scanner
 Typing speed and accuracy
 Excellent knowledge of correct spelling, grammar and punctuation
 Attention to detail
 Confidentiality
 Organization skills, with an ability to stay focused on assigned tasks
 High school diploma; additional computer training or certification will be an
asset

3. Create a simple database (with at least three columns and three rows) which can be queried and
turned into a simple report.

Answer-
Database is provided with the assessment--

Process to do it-

Simple Query Wizard Edit

1. Go to the CREATE Tab.
2. Go to the OTHER group on the far right.
3. Click on Query Wizard.
4. This is just like creating a report. Pick the table you want to query. Pick the fields
you want to look at. Click NEXT. Type in the title of the Query. Click FINISH.

Turned into a report-

In the Navigation Pane, click the table or query on which you want to base the report. On
the Create tab, in the Reports group, click Report. Access builds the report and displays it
in Layout view. For more about viewing and printing your report, see the section View,
print, or send your report as an e-mail message

4. Correctly name and store three sets of data in the database that you created in question two.

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We used numerical data set in database that we set out in question 2.A set of all numerical
data. It deals only with numbers. Some of the examples are;

 Weight and height of a person

 The count of RBC in a medical report
 Number of pages present in a book

5. Distribute database reports to two members of your internal team and two external parties,
according to organisational protocols.

Internal financial reporting involves compiling financial information for use by management
in decision-making. External financial reporting involves compiling financial information for
distribution among shareholders and potential investors.

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