A Database f1anagement Project Using Dbase III
A Creative Project (ID 499)
by
Katherine R. Harris
Project Director
(advisor's signature)
Ball State University
flluncie, Indiana
August 5, 1986
Summer 1986
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BALL STATE SCHOOL OF MUSIC COURSE REGISTRATION SYSTEM
This project involves the computerization of the registration procedures used by the Ball State School of Music.
The School of Music uses
their own system of registering students for classes before they are actually registered in AD 6.
This computer system involves database manipulation, storage, and retrieval of data.
This system is divided into four
major- paF-ts:
1.
Student information - This portion of the system allows for the
addition of new student information, update of existing student
information, deletion of existing student information, and
review of existing student information.
The type of information
contained in the student database pertains to personal data
about each student of the School of Music such as each student's
social security number, first and last name, address, phone,
and type of degree.
2.
Faculty information - This portion of the system allows for the
addition of new faculty information, update of existing faculty
information, deletion of existing faculty information, and
review of existing faculty information.
The type of information
included i~ the faculty database pertains to personal data of
each faculty member of the School of Music such as social security number. first ~nd last name, office address and phone, and
faculty coje number.
3.
Registration information - This portion of the system allows
for the addition of new course information for a student. update
of E.'}~i~;t.inq course iflfcwmation, delE,tion of E.':.dst.ing C:ULW'::::-E'
information, and reVlew of existing course information.
This
section also allows for the capabilit.y t.o print out or view on
thE.~ scr-een thc-? COLlI"~5P :i. nfot--mat ion f or- a par-t i cuI ar- student and
the capabilit.y to add or drup a course for a student.
A new
database is created for each new academic quarter, thereby keeping
each quarter's registration information into separate, logical
units.
The system allows for the creation of these new databases,
as well as the capabjlity to backup each database as needed.
4.
Faculty Cldss Lists - This portion of t.he system integrates the
above three concepts.
This section allows the user to either
print or View on the screen all of the students and the courses
each are taking for a particular faculty member for a certain
quarter.
Attached is a sample proposal which was presented to and approved by
the t:>chool o-f i-lusi c de:2part.mr.~ni: head.
The pLwpose of the pnJPo~::;al ~·Jas to
explain what. my understanding of the project needs were and to give an
estimate of the length and cost of the project.
I was paid minimun wage
for the pruject for which 55 hours were billed.
I felt that this project was a good experience for me because the
type of work it entailed helped me prepare for real-world needs and deadlines.
The language that this project was programmed in. DBASE III plus,
IS a very popular and innovative language.
The experience I have gained
from this project has already made me a more marketable person and given
me a competitive ed~e over other computer majors without. DBASE experience.
Future considerations of this project may involve the following:
1.
An option for the user to change the colors on the screen before
entering the system.
2.
A Help File which the user could use to find out what the
facultv codes are for each faculty member of the School of
l'1usic.
3.
A counting mechanism which would remind the user to backup the
database after a certain number of records are in the database .
_---------------_._. _._
.
....
SCHOOL OF MUSIC
PROPOSAL
PURPOSE
The purpose of this project is to computerize the current registration
procedure used by the School of Music personnel. The new system will be
primarily menu-driven and user-friendly. The database system will consist
of three major database files: one containing student information, one containing facu"lty information, and one containing registration information.
The system will consist of five major menus allowing the user to add, change,
and delete student and faculty information, update and print course registration information, print faculty load reports, and backup current database
files.
The project will consist of three phases as follows:
PHASE I
Program, develop, and design the three major databases and the
five major menus as well as their respective submenus. This will
serve as a prototype which will be demonstrated to the
School of Music personnel after this phase is completed.
PHASE II
Program and develop the actual code to manipulate the database
files through the menu-driven interface.
PHASE III
Thoroughly test, document, and install the database system. When
the system is completed, demonstrate and train the users using
the documentation provided.
ESTIMATED COST AND TIMETABLE
The project will be paid in partial payments corresponding to each
of the three phases.
The estimated amount of hours and cost for each phase
is as follows:
PHASE I
10 hours @ $6.00/hour
= $60.00
This payment will be due when Phase I is completed and demonstrated during the week of April 28, 1986.
PHASE II
30 hours @ $6.00/hour
= $180.00
This payment will be due upon completion of this phase during the
week of June 9, 1986.
PHASE III
15 hours @ $6.00/hour
=
$90.00
This payment will be due upon completion of the project during
the week of June 23, 1986. Further modifications will be
billed at the rate of $6.00/hour.
TOTAL COST
55 hours @ $6.00/hour
=
$330.00
DOCUMENTATION AND SCREEN LAYOUTS
Z1"1MENU. DOC
================================================================================
DOCUMENTATION FOR THE MAIN MENU
==============~============================================================
'-y'OU
YOU WIL.L. SEE
t,.<J
I L.L DO
===========================================================================
1.
Main Menu will appear and will
display the six menu options
along with the option to exit.
1.
Type 1 to access the Student
Menu and press Enter.
Type 2 to access the Faculty
Menu and press Enter.
Type 3 to access the Registration Menu and press Enter.
Type 4 to access the Faculty
Class L.ists Menu and press
Enter- .
Type 5 to access the Backup
Menu and press Enter.
Type 6 to Create a New Database
and pr-€-:!~;s EntE~r.
Ot-
Typ~?
0 to E:·: it.
*------------------------------------------------------------------------------*
N A I ".J
MEN U
:------------------------------------------------------------------------------:
2.
3.
4.
5.
6.
STUDENT INFORMATION
FACULTY INFORMATION
REGISTRATION INFORNATION
FACULTY CLASS LISTS
BACKUP DATABASES
CREATE NEW DATABASE
O.
EXIT
1.
*------------------------------------------------------------------------------*
select
Command
: <C: :>: AUT86
0
: Rec:
1/20
Caps
ZSI'1ENU.
:~:
::::: ::::: ::::: :::::::..-:: ::-.::. ::::: :.::.:: ::::: :-::: ::::: ::::: :::: :~::: :::: ::::: :!::: ::::: :::: ::::: ::::: ::::: :;::::: : :::::. ::::: ::::: ::::: :::: ......._..._.... .
DUCUMENTATION FOR THE STUDENT MENU
==============:=========
·([ILl
=====
1.
2.
~==================:===================
t·) I L.L SEE
,====~-======~=======~===============================================
Th t'? ~3t udE'ITI:.: !·1f?fll...1. ~.'J ill ·':;\P p t?~"H·· d i .:~, .....
playing four m~nu options along
~'·.)it!··, thE;~ Clptiofl to ('2;-:it.
1.
~:;;cr··ef::,r·, ~·'Jill
t)t;;£,
dis'pl"'I·,/E'!j ,,,,,skinc!
tht'? user to enter tht'? new
student's sClcial security number
,:\nci pr-F:.\~;;s E:ntE':t'·.
2.
If the student has not been previously t'?ntert'?d, a screen will
appear in which the user should
type in t'?ach of tht'? designated
fields, pressing enter after
each.
After the last field is
entert'?d (Degree), press CTRL-END
to save the information.
DO NOT
PRESS ENTER OR THE INFORMATION
~,) I L..t- BE I....O~:;T
'"
After tht'? student's information
has been entered and CTRL-END
has been pressed, the screen
asking for student's social security number will appear again.
Press t'?ntt'?r to rt'?turn to the
Hi: UCIE::'ITt: IV!E,nu.
~.
Type 2 to change a student's
infurmatiun and prt'?ss Entt'?r.
4.
Type in the social st'?curity
numbt'?r and prt'?ss Enter.
5.
Use the Enter key to move from
ont'? fit'?ld tu another and type
in the desired chanqes.
To save the changes or leave this
screen, press CTRL.-END.
DO NUT PRESS ENTER OR THE INFORMATION WILL BE LOST' , !
After tht'? changes have been made
and CTRL-END has bt'?en pressed,
the scret'?n askinq for the student's social security number will
appear again. Press Enter to
return tu the Student Menu.
{i
4. A scret'?n will appear asking the
I f ",In i r·, cor·· t-· F.'C: t. ~=;uc :i. '''\ I '?'f::!C ur·· i t V
f·l LImb E,r- h a ~3 b f.~!E!!-l t'?ri t (',,1·- F2d, ",•. rl f:.7:~r r- Of"
messagt'? will aopear and the computer will return to the Student
ity number has bt'?en entered. a
screen will appear displaying the
student s information.
Type
j:::' t-· e s ~;
user to enter the student's
suc i a1 '3eCI..I.I"· i t '/ numb(;~r·· and pr··E><::;~:;
En tE'r.
::::j.
Due
====~=========:======================
1 to add a
E: r·, t. E! r·
new student and
•
ZSI"IEhIU2. DOC
::::: :::: :::: :::-:: ::::: ::::: :::: ::::: ::::: ::::-::.:=: ::::: ::::: :::;.: ::::: ::::: ::: ..•.••..•....•~ .. - : ::.: :::: :::;: ::::: ::::
===~==========================================
DOCUMENTATION FOR THE STUDENT MENU
::::::::::::::::::::::::
..... ...... _...
~
:::: ::::: ::;:
:-.::: ::::: :::::::
_......_._ ..
::::::::::::::::::::::::
------=======~=====~===~=====================
lOU llJ I LL lJei
.-.:::.:::::::::::::::::::::::::::::::::::::::::::::::::::::::::':::::::::::
=====--=======--=====================================
Type 3 to delete a student's
information and press Enter.
,
A screen will appear askjnq the
use~
7.
to enter the student's
~:5uci <,:\1
":;E~cu.t"·:i. t·~/
r'lumbc~r'
o';\rld
Type in the sDcial security
and press Ente~.
numbe~
pr·f:?~;:;'0.")
Enter" .
D.
If thE' studer'lt .~::. ir',-fDt""mcltion ,,3.J .....
8.
ready exists. a screen will appear
displaying the student's inform0t i on . I ·f t. h E·? ,~.; t. ud E'3!r-I t ",:; i rl +Or'" m;:;\. l:. :i. on :
c:!c)E~~;,; r',ot pr e\/i DU.S;!)' f2:>~ i ':;;-1'..
<:;I.n
error message will appear saying
that the student was not found.
If t h r:::.: u sey" is; S,;UY" e he / ~"hE' \"Jcln t~;;
to delete the student's information. type 'Y' and press ~nter.
If the user decides not to delete the student's info~mation.
type 'N' and press Enter and the
information will not be deleted.
If the user typed a 'Y
a
screen will appear saying
'RECORD HAS BEEN DELETED' and
p~ess any key to continue.
If the user typed 'N' a screen
will appear saying 'RECORD
NOT DELETED' and press any
kf.?'y' to cont i nut":.
9.
The screen will appear asking
the lE,,;E:'Y' t 0 (7~n t. t":y" t tH"> ",t. uc:l en t
sociaJ securIty number.
Press Enter when finished
deleting students.
10.
The Student Me,u will
appear.
~:;
10.
Type 4 tu look at the information on several students at a
time.
Use the cursor keys to
move from field to field and
record to record.
Press ESC
to exit from this screen and
r'Ed:urT1
to
thE! Sb..ldent
i'1<.'?f'lu.
*---------------_._-------------------------------------------------------------*
STU DEN T I N FOR MAT ION
:-------------------------------------------------------------------------------l
1.
2.
3.
4.
ADD INFORMATION
CHANGE INFORMATION
REMOVE INFORMATION
REVIEW INFORMATION
O. EXIT
*--------------------------------
Command
:<C:>lZSTUDENT
select
0
----------------------------------*
lRec:
6/6
Caps
PLEASE ENTER STUDENT SOCIAL SECURITY NUMBER 111-11-1111
Command
:<C:>:ZSTUDENT
:Rec: 6i6
Caps
LAST NAME
FIRST NAME
SOCIAL SECURITY NO.
111-11-1111
CITY:
ADDRESS:
PHONE:
ZIP:
STATE:
/
DEGREE:
PRESS CTRL-END AFTER ENTERING ALL OF STUDENT'S INFORMATION
APPEND
:<C:>:ZSTUDENT
:Rec: EOF/6
Caps
CHANGE STUDENT INFORMATION
PLEASE ENTER SOCIAL SECURITY NUMBER 111-11-1111
Command
:<C:>:ZSTUDENT
lRec:
4/5
FIRST NAME: KATHY
SOCIAL SEC0RITY NO.:
ADDRESS:
LAST NAME: JOHNSON
111-11-1111
111 ELM ST.
ZIP: 47332
CITY: MERRILLVILLE
PHONE: 218/553-1818
DEGREE: ASSOCIATE
PRESS CTRL-END TO SAVE AND EXIT; PRESS ESC TO EXIT
EDIT
:<C:>/ZSTUDENT
:Rec: 4/5
STATE:
IN
DELETE STUDENT
PLEASE ENTER SOCIAL SECURITY NUMBER 111-11-1111
Command
:<8:>:ZSTUDENT
lRec:
4/5
FIRST NAME:
KATHY
SOCIAL SECURITY NO.:
ADDRESS:
111 ELM ST.
ZIP: 47332
LAST NAME: JOHNSON
111-11-1111
CITY: MERRILLVILLE
PHONE: 218/553-1818
DEGREE: AS30CIATE
IS THIS THE RECORD YOU WISH TO DELETE? (YIN)
READ
:<B:>:ZSTUDENT
:Rec: 4/5
STATE:
IN
RECORD HAS BEEN DELETED
:<C:):ZSTUDENT
Command
Press any key to continue ...
:Rec: 4/6
Caps
RECORD NOT DELETED
Command
:<B:>:ZSTUDENT
Press any key to continue ...
:Rec:
4/5
VIEW STUDENT DATABASE
*-----------------------------------------------------------------------------*
CURSOR
~-- --)
UP
: Char:
OJ::!! I
: E:-: it:
Field: Home End: Page:
PgUp
Pan:
: Help:
Fl
DOWN
DELETE
Insert Mode:
Ins
---'-End
PgDn
: FiE?ld:
·····Y
I~bort :
Esc
Record: AU
Set Options: AHome :
*----------------------------------------------------------------------------*
SSN-------- FNAME----111-11-1111 KATHY
222-22-2222 JAMES
305-86-3377 KATHERINE
333-33-3333 JANE
444-44-4444 ROBERT
BROll,lSE
LNAME---------JOHNSON
BROWN
HARRIS
SMITH
MAIN
: <B: :>: ZtlTUDENT
ADDR---------------111 ELM ST.
250 FIFTH STREET
Rr.::.: 1, BOX 79
CITY----------MERRILLVILLE
YORKTOWN
F ?~RI'1LAND
m<l
i"·IUr.~CIE
:;205 RES I DENCE
PARI<ER CITY
:Rec: 4/5
View and edit fields.
ZFI'1EI'-IU. DOC
DOCUMENTATION FOR THE FACULTY MENU
=================----=========----=========================================
==================
1.
==========================~=============================
The Faculty Menu will appear displaying four m2nu options along
\!.Jitl--: tl-H':" uptiorl to e>:it.
1.
Type 1 to add a new faculty member and press Enter.
A screen
will be displayed asking the
user to enter the new faculty's
code number and press enter. If
the faculty has not been entered
previuusly, a screen will appear
in which the user should type in
each uf the designated fields,
pressing Enter after each.
(:l-f t (-'~r- t_ hE:! 1. a-::i t
f i f:~ 1 d i ~:::, enter-c"'d
(Phone Number)
press CTRL-END
to save the information.
DO NOT
PRESS ENTER OR THE INFORMATION
~'-J I U__ BE::: I....fEH I I I
After the faculty's information
have been entered and CTRL-END
has been pressed, the screen
asking for the fdcultv's code
number will appear again.
Press
F:ntel to r-ptl.tr""n t:o thE~ F<3.cul ty
1'-IE:'r-lu.
r
-
Type 2 to change a faculty's
information and prpss Enter.
A screen will appear asking the
user to entpr the faculty's
code number and press Enter.
If an incorrect facultv code
number is entered. an error
message will appear and the
computer will return to the
Fd(:ul ty ,·1enu.
If a correct faculty code number
is entered, d screpn will appear
displaying the faculty's information.
Use the Enter key to
move from one field to another
and type in the desired change.
To save the changes Dr leave
this screen, go to the last
field on the screen (Phone Number) and press CTRI....-END.
DO NOT
PRESS ENTER OF THE INFORMATION
~'JI
LI._ BE U:'V::;T!
I
I
After the changes have been made
and CTRI....-END has been presspj,
the screen asking for the
faculty code number will appear
agaIn.
Press Enter to return
tu the Faculty Menu.
PAGE 2
ZFMENU2.DOC
===================-==========~=================================================
DOCUMENTATION FOR THE FACULTY MENU
===========================================================================
YOU WILL SEE
YOU WILL DO
======================~=======================================c==========:=
1.
Type 3 to delete a faculty's
info~mation and p~ess Ente~.
A sc~een will appear asking the
user to ente~ the faculty code
r-Iumber' and pn~s==.; EntE?~-.
I f the
faculty's info~mation exists, a
screen will appear displaying
the faculty's info~mation.
If
the user is sure he/she wants to
delete the faculty's info~­
mation, type Y and press Enter.
If the use~ decides not to
delete the information, type N
and p~ess Enter and the info~ma­
lion will not be deleted.
If
the use~ type Y, a screen will
appear saying 'RECORD HAS BEEN
DE:LETED' '::\Iie:! pr"e'=:'~; Dnd kE'y tu
con t i nl.H:;~"
If the user typed N,
a screen will appear ~:3a \y' i n (J
'RECORD NOT DELETED' cHid pr-es<:3
Dny key to continue.
Type 4 to look at the information on several faculty members
at a time.
Use the cursor keys
to move from field to field and
record to record.
P~ess ESC to
exit from this screen and ~etu~n
to the Faculty Menu.
*------------------------------------------------------------------------------*
F A C U L T Y I N FOR MAT ION
:-----------------------------------------------------------------------------1. ADD INFORMATION
2. CHANGE INFORMATION
3. REMOVE INFORMATION
4. REVIEW INFORMATION
o.
*--------------------------------
Command
: <C: :>: ZFACULTY
EXIT
select
0
----------------------------------*
: Rec:
1; 1
Caps
PLEASE ENTER FACULTY CODE NUMBER 52
Command
: Rec:
1; 1
Caps
LAST NAME:
FIRST NAME:
SOCIAL SECURITY NO.:
FACULTY ceDE NUMBER:
OFFICE NUMBER:
52
PHONE NUMBER:
PRESS CTRl.-END AFTER ENTERING FACULTY INFORMATION
APPEND
:<C:>:ZFACULTY
:Rec: EOF/l
Caps