1a Planning creating & Using A

Database

Client Brief Analysis:

My aunt and uncle have just purchased a company entitled ‘Coco’s Cocoa’
which specialises in making hot chocolate. As they are quite enthusiastic
about the expansion of their business they must ensure that the company
is operating effectively. Therefore, they have requested my assistance in
establishing various IT solutions to streamline processes in addition to
improve the overall experience for customers. Furthermore, my job
requires me to create a database system to manage orders, customers
and inventory. My aunt would like to know how much demand there is for
different varieties of hot chocolate that Coco’s Cocoa sells, as well as
which customers have placed orders and their dispatchment times. Lastly,
she also acquires the ability to view information on sales and data
regarding customers smoothly and efficiently.

Success Criteria:
 An easily understandable and navigable database system to
manage orders, customers, and inventory
 Clear and accurate demand of different varieties of chocolate, the
customers who placed those orders and their dispatchment timings
 Access information on sales and data smoothly and efficiently.
 Error free to prevent data entry errors in database system.
 A method of reports that can be shared
 Consistent Corporate branding throughout the software

Conclusion:
Overall, my aunt and uncle require my assistance in aiding them to create
an easily understandable database system to manage orders, customers,
and inventory, this is to ensure that they can clearly see the different
varieties of chocolate, the customers who placed those orders and their
dispatchment timings. Moreover, I must guarantee the information on
sales and data regarding customers is smooth in order to be accessed
efficiently and there must not be any errors with data entry, this is vital to
make certain the business runs steadily.

Unique Field – the record can only

be entered in once; the value is specifi
c to it.
Dehar Zahra 11HN
 Database Structure Design:
Customers

Field Name Data Type Justification

Customer_ID Short Unique Field, cannot
Text/Unique have the same customer
Field ID
This is
Title Short Text Will contain words
the
chosen (Mr/Mrs/Mx, Dr)
primar First name Short Text Will contain letters
y key Surname Short Text Will contain letters
Address_1 Short Text Will contain a
combination of letters
and numbers
Address_2 Short Text Will contain a
combination of letters
and numbers
Town Short Text Will contain letters
County Short Text Will contain words
Postcode Short Text Will contain a string of
letters and numbers
Contact_Telephone_Number Short Text Will contain numbers
but the format means
that this data must be
stored as a string
(starting with zero; no
decimal place; the
number may contain a
space or brackets).

Customer sheet data imported

Orders from the given CSV file

Field Name Data Type Justification

Order Number Number/Unique Field Will contain letters
Customer_ID Short Text Unique field cannot
This is have the same
the customer ID
chosen Date_Of_Order Date/Time Will contain numbers
primary Product_ID Number Unique field cannot
key
have the same product
ID
Quantity_Ordered Number Will contain numbers

Products

Field Name Data Type Justification

Product_ID Number/Unique Field Unique field cannot

This is
the
chosen Dehar Zahra 11HN
primary
key
 have the same
product ID
Product_Name Short Text Will contain letters
Product_Description Long Text Will contain letters
Product_Cost Currency Will contain numbers
Products sheet data imported
from the given CSV file

Designs – Entity Diagrams (+Relationships)

Customers Orders Products

Customer_ID Order Number Product_ID

Title Customer_ID Product_Name
First name Date_Of_Order Product_Description
Surname Product_ID Product_Cost
Address_1 Quantity_Ordered
Address_2
Town
County
Postcode
Contact_telephone
_number
Field 11

Justification of validation Rules

Validation Rule Justification
Lookup Check To reduce the chances of error in data
entry.
Presence Check Ensures that a critical field has not
been left blank, if this is the case then
an error message appears.
Format Check Ensures that the data entered is in a
specific format, e.g. dates written as
dd/mm/yyyy.
Range Check Ensures that the data entered is
between an upper and lower
acceptable value, within a given
range.

Dehar Zahra 11HN

Dehar Zahra 11HN