NATIONAL QUALIFICATIONS CURRICULUM SUPPORT

The Scottish Qualifications Authority regularly reviews the arrangements for National Qualifications. Users of all NQ support materials, whether published by LT Scotland or others, are reminded that it is their responsibility to check that the support materials correspond to the requirements of the current arrangements.
Acknowledgements
Learning and Teaching Scotland gratefully acknowledge this contribution to the National Qualifications support programme for Administration. © Learning and Teaching Scotland 2005 This resource may be reproduced in whole or in part for educational purposes by educational establishments in Scotland provided that no profit accrues at any stage. 2 ADMINISTRATION (INT 1) © Learning and Teaching Scotland 2005

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES
Task 1.0
Using the following information create a new database and save it as EMPLOYEE. Create the table below, setting the Primary Key as Surname. (Check Guide to Using Databases Int 1 Point 1.) Save the table as Employee1 own initials.
SURNAME
Ross Hussain Greaves Porter
FIRST NAME
Scott Rafet James Rosemary
DEPARTMENT DATE OF BIRTH
Sales Reception 24/10/51 10/05/50 Accounts Accounts 12/12/58 12/12/58
START DATE
10/10/85 01/05/70 16/11/78 16/11/78
HOURLY PAY GRADE
2 1 3 3 © Learning and Teaching Scotland 2005 ADMINISTRATION (INT 1) 3

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 1.1
 Open the database file EMPLOYEE.  Copy and rename the table Employee1 own initials as Employee2 own initials. (Check Guide to Using Databases Int 1 Point 11.)  Open the table Employee2 own initials.  Add a new field to the database entitled EMPLOYEE NUMBER. Change this to the primary key.  Enter the following data into the new field you have created. Scott Ross Rafet Hussain James Greaves Rosemary Porter TS765 TS932 TF347 TG589  Add the following 3 records to the end of the database.
SURNAME FIRST NAME DEPARTMENT DATE OF BIRTH START DATE HOURLY PAY
Campbell John Personnel 12/07/60 12/01/05 2 Jones Marie Sales 02/2/56 12/01/05 3 Your name Your name Administration Your date of birth 12/01/05 5
GRADE EMPLOYEE NUMBER
TD112 TD113 TD114  Sort the database into alphabetical order of department and print one copy. 4 ADMINISTRATION (INT 1) © Learning and Teaching Scotland 2005

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 1.2
 Recall the database file EMPLOYEE.  Copy and rename the table Employee2 own initials as Employee3 own initials.  Open the table Employee3 own initials.  Move columns to swap EMPLOYEE NUMBER with HOURLY PAY.  DELETE the record of JAMES GREAVES from the database.  Change the name of the field DEPARTMENT to SECTION.  Make the amendments to the following data: Scott Ross Rosemary Porter Now on Hourly Pay 3 Now Rosemary McLean  Sort the database into alphabetical order according to SURNAME. (Check Guide to Using Databases Int 1 Point 5.) Print one copy.  Filter to show those employees who work in the Accounts Department. Print one copy. © Learning and Teaching Scotland 2005 ADMINISTRATION (INT 1) 5

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 2.0
 Using the information create a new database and save it as CONFERENCE. Create the table below, setting the Primary Key as Centre. Save the table as Conference 1 own initials.
CENTRE ADDRESS TOWN TEL NO PRICE PER PERSON MAXIMUM
Central Hotel 99 Gordon Street Glasgow 0141 221 9680 £15.00 200
CENTRE ADDRESS TOWN TEL NO PRICE PER PERSON MAXIMUM CENTRE
Holiday Inn Anderson Centre Glasgow 0141 226 9680 £20.00 300
ADDRESS TOWN TEL NO PRICE PER PERSON MAXIMUM
Copthorne Hotel 50 George Square Glasgow 0141 332 6711 £15.00 150
CENTRE ADDRESS TOWN TEL NO PRICE PER PERSON MAXIMUM CENTRE ADDRESS TOWN TEL NO PRICE PER PERSON MAXIMUM
SECC Argyll Street Glasgow 0141 245 3000 £14.00 500 Duck Bay Balloch Alexandra 01389 52789 £18.50 250 6 ADMINISTRATION (INT 1) © Learning and Teaching Scotland 2005

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 2.1
 Open the database file CONFERENCE. Copy and rename the table Conference1 own initials as Conference2 own initials.  Open the table Conference2 own initials.  Add a new field to the database, POSTCODE.  Enter the following data into the new field you have created. Central Hotel Holiday Inn Copthorne Hotel SECC G1 4EF G14 6RF G12 7HP G15 8TD Duck Bay D12 4RS  Two new centres need to be added to the list.
CENTRE ADDRESS TOWN TELEPHONE PRICE (PER PERSON) MAXIMUM POSTCODE
Dunblane Hydro Perth Road Dunblane 01786 822551 £17.50 250 FK15 9AG Station Hotel South Street Perth 01783 623612 £22.50 300 PH4 6HE  Sort the database into alphabetical order of Centre.  Print one copy of the table showing only Centre and Town. (Check Guide to Using Databases Int 1 Point 8 – Hide and Unhide.) © Learning and Teaching Scotland 2005 ADMINISTRATION (INT 1) 7

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 2.2
 Recall the database file CONFERENCE. Copy and rename the table Conference2 own initials as Conference3 own initials.  Open the table Conference3 own initials.  DELETE the record for the COPTHORNE HOTEL.  Change the name of the field PRICE PER PERSON to PRICE PER DELEGATE.  Make amendments to the following information in the database SECC HOLIDAY INN Can now hold up to 700 delegates Now charging £35 per delegate STATION HOTEL Telephone number has changed to 01738 654127  Prepare a filter to select only those Centres based in Glasgow. (Check Guide to Using Databases Int 1 Point 4.)  Print one copy of the filter results showing only CENTRE, TOWN and PRICE PER DELEGATE in your printout. 8 ADMINISTRATION (INT 1) © Learning and Teaching Scotland 2005

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 3.0
Using the following information create a new database and save it as CARS. Set a primary key for Model – the data in this field is UNIQUE and only appears once.
MAKE
Nissan Volkswagen
MODEL YEAR COLOUR
Micra LS 1998 Silver Polo 1.4 1997 Green
EXTRAS PRICE (£) OWNER
Stereo 4995 Miss J Jones Air-bag 7450 Mr K Smith Ford Citroen Renault Rover Peugeot Volkswagen Ford Fiat Fiat Ford BMW Peugeot Peugeot Ka Saxo Clio Metro 205 Golf Fiesta Bravo Uno Mondeo 3-Series 206 306 2000 1999 1996 1995 1995 1998 1989 1997 1991 1994 1995 1997 1997 Red Blue Black White Azure Red Silver Black Red Blue White Grey Grey ABS Stereo Air-bag Stereo 8955 5995 3995 2995 Diesel Stereo 2559 4995 Sunroof 995 CD player 6950 Stereo ABS ABS ABS ABS 995 2750 8995 4250 4250 Mr J Smith Mr L Able Mr I Tasker Mrs E Peters Mr D Brown Miss J Green Mr A Archer Mr S Smart Mrs F Fraser Mr L King Mr I Waters Mr G Anders Miss J Spacey © Learning and Teaching Scotland 2005 ADMINISTRATION (INT 1) 9

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 3.1
 Open the database file CARS. Copy and rename appropriately the first table.  Open the copied table and add a new field to the database called SERVICE DUE.  Enter the following data into the new field you have created
MAKE AND MODEL SERVICE DUE
September
MAKE AND MODEL
Ford Fiesta
SERVICE DUE
August Nissan Micra LS Volkswagen Polo 1.4 Ford Ka Citroen Saxo March April June Fiat Bravo Fiat Uno Ford Mondeo December July August Renault Clio Rover Metro Volkswagen Golf Peugeot 205 September February January January BMW 3-Series Peugeot 306 Peugeot 206  Three new cars need to be added to the database. Vauxhall Nissan Fiat May November September Corsa 1997 Silver Air-bags Primera 1996 Black CD-Player Punto 1996 Racing Green ABS £6250 Miss L Stewart £9995 Mr J Stevenson £5850 Miss S Arnott August January December  Change the order of the columns for MAKE and MODEL.  Change the name of the field from OWNER to REGISTERED OWNER.  Sort the model into alphabetical order and print one copy. 10 ADMINISTRATION (INT 1) © Learning and Teaching Scotland 2005

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 3.2
 Recall the database file CARS. Copy and rename the second table appropriately.  DELETE the record for the VOLKSWAGEN POLO –1996  Alter the following data in the database. Nissan Micra LS Renault Clio Volkswagen Golf Fiat Uno Price is now £3995 Extras include TWIN air bags Mrs K Peters is now registered Owner Colour is blue BMW Is a 5-series  Sort the records in the database into ALPHABETICAL ORDER by MAKE  Print out a list of information using only the fields containing information about MAKE, MODEL, YEAR, EXTRAS and PRICE.  Prepare a query to show all cars due for a service in January and sorted into alphabetical order of Make and Model. (Check Guide to Using Databases Int 1 Point 6.)  Save the query as Cars Q1 own initials and print one copy. © Learning and Teaching Scotland 2005 ADMINISTRATION (INT 1) 11

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 4.0
Using the following information create a new database and save it as UNIVERSITY. Set a primary key on the unique field.
INSTITUTION
Aberdeen Brighton Central Lancashire
ADDRESS
Regent Walk Lewes Road Fylde Road
TOWN
Aberdeen Brighton Preston
TELEPHONE NO
01242 720900 01273 700900 01772 201201 Dundee Edinburgh Glamorgan Nethergate South Street Forest Grove Dundee Edinburgh Mid Glamorgan 01382 223181 0131 650 1000 01443 480480 Riccarton Oakwood Park Hyde Part Edinburgh Kent London 0141 339 8855 01622 757286 0171 405 7686 Heriot-Watt Kent Institute of Art London School of Economics Leeds University Manchester Napier Oxford Paisley Plymouth Sheffield Stirling Strathclyde Abertay Houghton Oxford Road Colnton Road Wellington Road High Street Drake Circus Western Bank Bridge of Allan Richmond Bell Street Leeds Manchester Edinburgh Oxford Paisley Plymouth Sheffield Stirling Glasgow Dundee 0113 243 1751 0161 275 2000 0131 444 2266 01865 270000 0141 848 3000 01752 600600 0114 222 2000 01786 473171 0141 552 4400 01382 308080 12 ADMINISTRATION (INT 1) © Learning and Teaching Scotland 2005

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 4.1
 Open the database file UNIVERSITY. Copy and rename the first table.  Add 2 new fields to the database called POPULATION and M/F RADIO.  Insert the following data into the POPULATION field. When defining the fields set this field up for number.
UNIVERSITY
Aberdeen Brighton Central Lancashire Dundee Edinburgh Glamorgan Heriot-Watt
POPULATION
7900 7500 8000 6000 12800 7700 4350
UNIVERSITY
Leeds University Manchester Napier Oxford Paisley Plymouth Sheffield Kent Institute of Art London School of Economics 1000 2700  Insert the following data into the M/F ratio field Stirling Strathclyde Abertay
UNIVERSITY
Aberdeen Brighton Central Lancashire Dundee Edinburgh Glamorgan Heriot-Watt Kent Institute of Art London School of Economics
M/F RATIO
50:50 45:55 50:50 49:51 52:48 40:60 58:42 55:45 58:42  Print only Institution, Town, Telephone Number.
UNIVERSITY
Leeds University Manchester Napier Oxford Paisley Plymouth Sheffield Stirling Strathclyde Abertay
POPULATION
14600 14000 6100 10700 5100 11800 12200 4400 10230 3300
M/F RATIO
53:47 52:48 60:40 60:40 52:48 50:50 56:44 50:50 53:47 47:53 ADMINISTRATION (INT 1) 13 © Learning and Teaching Scotland 2005

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 4.2
 Recall the database UNIVERSITY. Copy and rename the table.  Three more institutes have to be added to the database: St Andrews University Glasgow Caledonian University Robert Gordons University North Street St Andrews 01334 476161 5000 Cowcaddens Road Glasgow 0141 331 3000 8000 Schoolhill Aberdeen 01224 262000 2250 48:52 44:56 50:50  Delete the record for Kent Institute of Art and London School of Economics.  Sort the records in the database according to the student population, in descending order.  Change the order of the fields Population and M/F Ratio.  Prepare a query which shows only INSTITUTIONS who have student population greater than 10,000. Save the query as Institutions Q1 own initials.  Print out lists to show only INSTITUTION and TELEPHONE NO. 14 ADMINISTRATION (INT 1) © Learning and Teaching Scotland 2005

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 5.0
Using the following information create a new database and save it as COMPUTER own initials. Set the primary key on the unique field.
ITEM MAKE MODEL
Printer Lexmark 7200
CURRENT PRICE £
237 Monitor Scanner Digital Camera Modem Keyboard Mouse DVD Monitor Printer Digital Camera Scanner Printer CD-ROM Monitor Digital Camera Printer Keyboard Scanner Maxdata Storm Tech Kodak Motorola IPD Microsoft Creative Lab Compaq Hewlett Sony Devcom Epson Samsung Nokia Canon Lexmark Trust Microtek 106090 Easy Photo Smartpage DC120 Modemsurfer Alphasmart 2000 Intellimouse Encore V90 Photosmart Mavica Black Widow 9636 Pro Stylus Photo 750 SCR-32330 Multigraph 446XPRO Powershot 600 8600 Direct Access Colour Pagewiz 434 140 500 119 234 60 299 761 505 450 233 218 59 687 939 222 30 149 © Learning and Teaching Scotland 2005 ADMINISTRATION (INT 1) 15

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 5.1
 Open the database COMPUTER own initials.  Add one new text field to the database called COMMENTS.  Insert the comments for each item as shown below.
ITEM
Printer Monitor Scanner Digital Camera Modem Mouse DVD Monitor Printer
MODEL
7200 106090 Easy Photo Smartpage DC120 Modemsurfer Keyboard Alphasmart 2000 Intellimouse Encore V90 Photosmart
COMMENTS
Easy to set-up and use Great, inexpensive model Handheld model, easy to install High quality lens Competent basic modem Detached keyboard Star buy Good quality video on PC Seriously good display A simple set-up, easy to use
ITEM
Digital Camera Scanner Printer CD-ROM Monitor Digital Camera Printer Keyboard Scanner
MODEL
Mavica Black Widow 9636 Pro Stylus Photo 750 SCR-32330 Multigraph 446XPRO Powershot 600 8600 Direct Access Colour Pagewiz  Change the field name CURRENT PRICE to SALE PRICE.  SORT the records in the database according to the SALE PRICE in DESCENDING order.
COMMENTS
An innovative and effective model Vast colour depth Well designed inkjet Very fast CD- Rom drive. A bit flimsy. Professional model that is flawless Excellent storage capacity Excellent value Includes special function keys Inexpensive model 16 ADMINISTRATION (INT 1) © Learning and Teaching Scotland 2005

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 5.2
 Recall the database file COMPUTER own initials and the correct table.  DELETE the records for the following items, as they are no longer on sale: Digital Camera Printer Keyboard Canon Hewlett Packard IPD Powershot 600 Photosmart Alphasmart 2000  AMEND the following records: Compaq V90 Monitor Sale price should be £661 Epson Stylus Photo 750 Printer Sony Mavica Digital Camera Model should be Mavica Pro Samsung SCR 3232 CD-Rom  Move the column headed MAKE to come after MODEL. Sale price should be £118 Delete comment, ‘a bit flimsy’  Arrange database in alphabetical order of MAKE.  Printout the details for all PRINTERS. Include in the printout: MAKE, MODEL and CURRENT PRICE only.  Prepare a filter to show all printers made by Lexmark. Print one copy.  Prepare a query to show all current prices over £500. Sort the query into alphabetical order of Item. Save as COMPUTER Q1 own initials. © Learning and Teaching Scotland 2005 ADMINISTRATION (INT 1) 17

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 6.0
Using the following information create a database and save it as GOLF own initials. Set an appropriate primary key.
FORENAME SURNAME TEL NO
Dave Andrew Myles Blair 01382 452289 01592 548269
MEMBERSHIP TYPE
Full (M) Junior
MEMBERSHIP NO
129 258 Wendy Amanda Steven Barry Kevin Gordon Donna William Jane Robert Kim George Fulton Kelly Rice Calder Agnew Banks Mitchell Graham White King Wong Graham 01334 417356 01334 557162 0131 228 6574 01592 418722 01337 25517 0131 445 4178 01382 900015 01337 471233 01592 522776 01333 522776 01333 515899 01324 825741 Full (F) Juvenile Senior Full (M) Juvenile Full (M) Senior Junior Full (F) Junior Full (F) Senior 149 726 205 186 427 164 339 267 811 291 360 190 18 ADMINISTRATION (INT 1) © Learning and Teaching Scotland 2005

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 6.1
 Open the database file GOLF own initials.  Add 2 new fields to the database called JOINING DATE and HANDICAP and add the following details
HANDICAP HANDICAP MEMBERSHIP NO
129 258 149 726 205 186 427 164
JOINING DATE
21/09/93 1/8/98 12/10/92 30/6/98 7/3/91 23/5/99 25/4/97 20/1/95 6 18 9 23 8 4 19 12
MEMBERSHIP NO
339 267 811 291 360 190
JOINING DATE
10/10/91 27/6/99 14/6/94 12/10/94 5/9/97 14/4/96 23 13 16 14 17 10  Add 3 more members to the database Mark Robertson 01592 518763 Full (M) 901 10/0/99 Paula Stevenson 01382 452645 Juvenile 912 21/09/99 Ian Brown 0131 554 9991 Senior 906 28/11/99 13 25 8  Change the database fields to the following order: MEMBERSHIP NO, SURNAME, FORENAME, TELEPHONE NO, MEMBERSHIP TYPE, HANDICAP, JOINING DATE.  Change the field name TELEPHONE NO to CONTACT NO.  Print one copy in ascending order of handicap. © Learning and Teaching Scotland 2005 ADMINISTRATION (INT 1) 19

INFORMATION TECHNOLOGY FOR ADMINISTRATORS – DATABASES Task 6.2
 Recall the database file GOLF own initials.  Find the records for Membership No 129 and 427 and DELETE them.  Edit the following members. – Membership No 726 should be a Junior. – Membership No 811’s joining date should be 14/6/96. – Membership No 901’s phone number is 01592 518736.  Prepare a printout to show MEMBERSHIP NO, SURNAME, FORENAME, CONTACT NO and HANDICAP (in ascending order only.  Prepare another printout to show all details in alphabetical order of SURNAME.  Sort records to give a printout showing all FULL(M) members. Printout to Surname and Handicap only.
Task 6.3
 Ask your teacher to log on to the school database, and show you how to search for your record and call up your timetable.  Save an electronic copy of your timetable and send this as an email attachment to your teacher. 20 ADMINISTRATION (INT 1) © Learning and Teaching Scotland 2005