Chapters 8 & 9

Task: Create a Simple Database Interface Using Microsoft Access

Objective: In this task, you will design and implement a simple database using Microsoft
Access. The goal is to help you gain hands-on experience with database management by
creating an interface for a basic system.
Scenario: You are required to build a small database for a Library Management System.
The system will store and manage basic information about Books, Authors, and Borrowers.
Requirements:
1. Entities:
o Books: Book ID, Title, Author, Year Published, Genre.
o Authors: Author ID, First Name, Last Name, Nationality.
o Borrowers: Borrower ID, First Name, Last Name, Email, Date Borrowed.
2. Relationships:
o Each Book is written by one or more Authors.
o Each Borrower can borrow multiple Books, but a book can only be borrowed
by one borrower at a time.
Step-by-Step Instructions:
Step 1: Set Up Tables (45 minutes)
1. Open Microsoft Access and create a new blank database. Name it
"LibraryManagementSystem_GroupNumber.accdb."
2. Create the following tables with the specified fields:
o Books Table: Include fields for Book ID (AutoNumber), Title (Short Text),
Author (Short Text), Year Published (Number), Genre (Short Text).
o Authors Table: Include fields for Author ID (AutoNumber), First Name
(Short Text), Last Name (Short Text), Nationality (Short Text).
o Borrowers Table: Include fields for Borrower ID (AutoNumber), First Name
(Short Text), Last Name (Short Text), Email (Short Text), Date Borrowed
(Date/Time).
3. Set Primary Keys for each table:
o Book ID for Books.
o Author ID for Authors.
o Borrower ID for Borrowers.
 4. Ensure all fields are appropriately named, with correct data types, and marked as
required where necessary.
Step 2: Create Relationships Between Tables (30 minutes)
1. Navigate to the Database Tools tab and select Relationships.
2. Add the three tables (Books, Authors, and Borrowers) to the Relationships window.
3. Create a one-to-many relationship between:
o Authors and Books using the Author field.
o Books and Borrowers using the Borrower ID field.
4. Enforce Referential Integrity to maintain data consistency.
Step 3: Create Input Forms (45 minutes)
1. Using the Form Wizard, create a data entry form for each of the following:
o Book Entry Form: Include fields for adding new books to the system.
o Author Entry Form: Include fields to add new authors.
o Borrower Entry Form: Include fields for entering borrower information.
2. Use drop-down lists for fields like Author and Borrower to select existing values
when creating a new book entry.
Step 4: Create Queries (30 minutes)
1. Create a query to view all the Books borrowed by a particular Borrower.
2. Create a query to find Books by a specific Author.
3. Test your queries to ensure they return the correct results.
Step 5: Create Reports (30 minutes)
1. Use the Report Wizard to generate a report that lists all the books currently
borrowed.
2. Design another report that shows the details of books by a specific author.
Step 6: Interface Design and Navigation (30 minutes)
1. Add a Navigation Form to your database to serve as a user-friendly interface.
2. Include buttons to open the Book Entry Form, Author Entry Form, Borrower
Entry Form, and Reports.
3. Test the interface to ensure all buttons work and the database can be navigated easily.
Submission Instructions:
1. Save your database with the name
LibraryManagement_YourStudentNumber.accdb.
 2. Upload your completed database file to Moodle with the subject line: "Database
Management Task Submission".
3. Ensure you submit the database before the end of class.

Total Time: 3 Hours

This task will give you practical experience in creating a database with relationships, input
forms, queries, and reports. You are encouraged to use the help feature in Microsoft Access
and collaborate with peers for troubleshooting.

Mark Allocation for the Library Management System Task

Task Component Marks [45]

Step 1: Set Up Tables 10
- Correct creation of all 3 tables with required fields 6
- Accurate setting of primary keys 2
- Proper data types and validation 2
Step 2: Create Relationships Between Tables 7
- Correct creation of relationships (one-to-many) 4
- Enforcing referential integrity 3
Step 3: Create Input Forms 8
- Creation of 3 working forms (Books, Authors, Borrowers) 6
- Use of drop-down lists for relevant fields 2
Step 4: Create Queries 6
- Query to view all books by borrower 3
- Query to find books by specific author 3
Step 5: Create Reports 6
- Report for all books currently borrowed 3
- Report showing books by a specific author 3
Step 6: Interface Design and Navigation 8
- Creation of navigation form 4
- Correct working buttons for forms and reports 4