Cambridge TEC - Level 3
Certificate/Diploma
IT
Scenario
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LO2
LO3
L01 - Understand the features of a relational database
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Within a report, you need to provide evidence for the following 7 areas:
1.
2.
3.
4.
5.
6.
7.
What is a Database?
Database Objects
Naming Conventions
Data Types
Primary and Foreign Keys
Relationships
Field Properties
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Definitions:
A database is a collection of information that is organized so that it can easily be accessed,
managed, and updated.
A database is a useful tool for many different types of applications - used mostly with
storing data. There are built in functions/features that can help you analyse the data and
produce customised reports.
Databases can store very large numbers of records efficiently (they take up little space).





It is very quick and easy to find information.
It is easy to add new data and to edit or delete old data.
Data can be searched easily, eg 'find all Ford cars'.
Data can be sorted easily, for example into 'date first registered' order.
Data can be imported into other applications, for example a mail-merge letter to a
customer saying that an MOT test is due.
 More than one person can access the same database at the same time - multiaccess.
 Security may be better than in paper files.
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A database table is similar in appearance to a spreadsheet, in that data is stored in
rows and columns (flat file).
As a result, it is usually quite easy to import a spreadsheet into a database table.
The main difference between storing your data in a spreadsheet and storing it in a
database is in how the data is organized.
A relational database holds its data over a number of tables not just one. Records
within the table are linked (related) to data held in other tables.
◦
Task 1 (P1.1) – What is a database? Give examples.
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Tables
A table is a data structure that organizes information into rows and columns. A
database table is similar in appearance to a spreadsheet.
Queries
Queries are the real workhorses in a database, and can perform many
different functions. Their most common function is to retrieve specific data
from the tables.
Forms
Forms are sometimes referred to as "data entry screens." They are the
interfaces you use to work with your data
Reports
Reports are what you use to summarize and present data in the tables. A
report usually answers a specific question.
Task 2 (P1.2) – Describe the above database objects. Give examples.
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Leszynski Naming Convention – Standardising your Database
When designing a database a good way to name all of the elements are:
 Tables – Tbl_name
 Query – Qry_name
 Forms – Frm_name
 Reports – Rpt_name
Where name represents the content or purpose of the element.
For example
Tbl_customer would be a customer table
Qry_todaysbookings would be a query to illustrate all of today's bookings
(You must use this throughout your database)
Task 3 (P1.3) – Why use naming conventions? Give examples.
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Data Type
A data type is a type of data.
Of course, that is rather circular definition, and also not very helpful. Therefore, a
better definition of a data type is a data storage format that can contain a specific
type or range of values
◦ Autonumber – the database generates a unique number for each record
stored, so that it can be used as a primary key and reference only ONE record
◦ Text – store alpha and numeric values
◦ Number – store only numeric values with/without decimal places (use format
option to determine whole numbers or decimal numbers)
◦ Date/Time – store date and/or time values (use format option to determine
range of information collected)
◦ Currency - store only numeric values with decimal places (use format option
to determine currency type)
◦ Boolean – store an option of two values.
Task 4 (P1.4) – What are datatypes? Give examples.
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Primary Key
A primary key is a column or group of columns that uniquely identify a row. Every
table should have a primary key.
Foreign Key
A foreign key is a column or set of columns in one table whose values must have
matching values in the primary key of another table. A foreign key is said to
reference its primary key. Foreign keys are a mechanism for maintaining data
integrity.
Task 5 (P1.5) – What are Primary Keys and Foreign Keys? Give examples.
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In a relational database, relationships enable you to prevent redundant data.
To make sure that you data stays synchronized, you can enforce referential integrity
between tables.
One-to-many relationships
A one-to-many relationship is the most common kind of relationship. In this kind of
relationship, a row in table A can have many matching rows in table B. But a row in table
B can have only one matching row in table A.
One-to-one relationships
In a one-to-one relationship, a row in table A can have no more than one matching row
in table B, and vice versa. This kind of relationship is not common.
Many-to-many relationships
In a many-to-many relationship, a row in table A can have many matching rows in table
B, and vice versa. You create such a relationship by defining a third table that is called a
junction table.
Task 6 (P1.6) – What are the differing database relationships? Give examples.
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Every field in a table has properties. These properties define the field's characteristics and
behaviour. The most important property for a field is its data type.
Task 7 (P1.7) – What are filed properties? Give examples.
L02 - Be able to design, create and populate a relational
database
Scenario
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Cube Systems, a business that manufactures customised PC machines, needs the help of your
expertise to design and implement a database system that handles the sales methods of
recording business transactions.
Cube systems would like a fully functional and automatic Relational Database system which
could incorporate:
◦ A customer page – where customers can be added, edited and viewed
◦ A customer orders page – where customer orders can be viewed
◦ A product page – where all the products for sales can be added, edited and viewed
◦ A ordering page – where all the orders can be added, edited and viewed
◦ A invoice page – where the user selects what the customer requires and prints the invoice
◦ A reporting page – where reports such as the analysis of:
 Orders of any particular product
 Profit made on each product
 Tracking of customer orders and purchases
 Calculating totals of ordered product over a given period
 Customers traced based on any other information required
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Businesses (whether they small or large) depend on the reliability / success of methods used
to record/manage business transactions.

With the use of a complex database systems, mundane transactions are made relatively easy for
businesses to process. Therefore businesses require employees to have some knowledge,
understanding and skills to use and manage these types of systems in the correct manner.

During this learning objective, you need to evidence your knowledge, understanding and skills for
the use of a database application:
◦ key concepts of database
◦ features
 Database Objects (tables, queries, forms and reports)
 Naming Conventions (Leszynski Naming Convention)
 Data Types (Autonumber, Text, Number, Date/Time, Currency, Yes/No, Memo, Lookup)
 Primary and Foreign Keys
 Relationships (one-to-one, one-to-many, many-to-many)
 Field Properties (field name, field size, format, input mask, default value, validation rule, lists)

Identify the uses and purposes of various different database systems - scenarios - stock control

Understand what they show and how to interpret the data e.g. trends, comparisons, etc…
Scenario
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Cube Systems, a business that manufactures customised PC machines, needs the help of your
expertise to design and implement a database system that handles the sales methods of
recording business transactions. Cube Systems have identified the need for a complex
database system which will contribute to the success of the each order processed and make
some tasks relatively easy for the business.
Cube Systems have been very successful with their sales of customised computers and
software. This has resulted in the need to store large quantities of data and produce a variety
of well structured reports. Knowing the power of Relational Databases to store the large
amounts of data and produce reports, they have decided to develop a Relational Database
for their customers and sales.
The current system used at Cube Systems is a paper-based system, which requires the
employees (call centre) to manually complete forms for every customer order, lookup details
from manuals regarding the products and pricing, send details to the warehouse/shop floor
for the development team to create the customised order from the hand-written forms and
then finally despatch the orders to the customers. As you have noticed, this is an out-dated
process, which has several potential problems. Your mission, if you choose to accept it, is to
design and implement a complex database system that will meet the assessment objectives:

Understand the features of relational databases

Be able to design, create and populate a relational database

Be able to test a relational database
See next slide for additional information for this system
Scenario
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Cube Systems have been very successful with their sales of customised computers
and software. This has resulted in the need to store large quantities of data and
produce a variety of well structured reports. Knowing the power of Relational
Databases to store the large amounts of data and produce reports, they have
decided to develop a Relational Database for their customers and sales.
REMEMBER:

Customers choose the configuration of computer based on multiple choices such as the
speed of the processor, size of the RAM, monitor or hard drive and software.

Certain options do attract discounts and customers have delivery options such as next
day, 2 day or 4 day which all have different price points – if the customer spends over a
certain price point they will get free delivery.
Continues on next slide
Scenario
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Cube systems would like a fully functional and automatic Relational Database
system which could incorporate:
◦ A customer page – where customers can be added, edited and viewed
◦ A customer orders page – where customer orders can be viewed
◦ A product page – where all the products for sales can be added, edited and viewed
◦ A ordering page – where all the orders can be added, edited and viewed
◦ A invoice page – where the user selects what the customer requires and prints the
invoice
◦ A reporting page – where reports such as the analysis of:
 Orders of any particular product
 Profit made on each product
 Tracking of customer orders and purchases
 Calculating totals of ordered product over a given period
 Customers traced based on any other information required
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P2 - Design a relational database for a specified user need
M1 - Justify choices made in the design of the relational database
P3 - Create and Populate a database
P4 - Create features in data entry forms to ensure validity and integrity of data
M2 - Create a user input form to enter data
D1 - Create a start-up menu/navigation for users
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Focusing on the needs of Cube Systems for a database system to manage the
sales/orders, you need to provide evidence for the following 13 tasks within this
case study:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
Purpose and Audience
Database Activities
Normalisation
Data Dictionary
Entity Relationship Diagram (ERD)
User Interface Designs
Designs for Forms
Implement Database Tables
Relationships
Input Data into the Tables
Forms
Advanced Forms
Switchboard
For additional information within this section of the coursework unit, please see
Unit 23 - Database Notes
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Cube’s CEO has explained that the main users of the database will be call centre
staff.
Task 1 (P2.1) – You need to explain that you have understood what the purpose of the new
Relational Database system is and the audience who will be using it
◦ You should detail exactly what the database needs to do
◦ Think about:
 who the audience is
 Functional Requirements (what the user wants the system to do)
 Non-functional Requirements
 performance constraints (response time / availability of system / growth capacity / record
retention)
 development constraints (cost / time / resources)
 Design Objectives (ease of use / what skills do they have / what assistance will they need in
order to use the database)
 House style and use of images
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Your database must have a sheet that stores customer information and some
detail about what the customer has bought or spent.
OR
Information about the products and how much they were bought for (trade price,
Profit, VAT etc...)
 Basically information that can be processed using a variety of tools such as
filtering, graphs, goal seek.
-----------------------------------------------------------------------------------------Task 2 (P2.2) – Describe exactly how the Relational Database is going to work. Explain all
the inputs, how these are going to be processed and what outputs there will be
◦ Before you begin the database CUBE’s CEO must see a detailed plan of the proposed system
◦ REMEMBER – The database system will contain at least three separate tables
Input
Album title
Artist name
Artist ID
Process
Query and Report
Output
Display or print lists of albums
produced by particular artists
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Normalisation is the process of sorting data into logical and simple structures for databases. It
eliminates data that repeats itself.
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1st Normal Form (1NF) - Tables do not contain repeating data
2nd Normal Form (2NF) - Tables do not contain fields that are not needed within that particular table
◦ For example in our holiday example in the booking table you would not need price of the holiday
as this is stored within the holidayUnnormalised
table and the linkData
allows this information to be shared
3rdOrder
Normal
Form (3NF) - Tables
Number
Date do not contain any fields that could act as a primary key (ie unique)
other than the one used as a primary key
Title
Last Name
Company
BenefitsAddress
of normalisation include: Town
County

Reduction of data redundancy
CPU database efficiency RAM
Hard Drive

Greater

Database can be updated and amended easier
Monitor
Monitor Size
Software

Database takes up less memory which leads to quicker operations
Post Code
Quantity
First Name
Trade Price
Sale Price
Graphics
Delivery Price
Discount
For further information concerning normalisation and examples, please refer to “Unit 23 - LO2 - Database Notes”
-------------------------------------------------------------------------------------------Task 3 (P2.3) – Briefly explain what Normalisation is and why it is beneficial to perform it
Task 4 (M1.1) – Using the un-normalised dataset, normalise to the 3rd Normal Form, justifying
all the entities (tables) and attributes during each stage (click to view potential data fields)
◦ You should have a minimum of three tables
◦ Explain and justify any changes made during the 3 stages
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A data dictionary is a list of all the tables within a database showing all the fields
and their attributes
Field
Name
Name of
the field
Data Type
Autonumber
Text
Number
Date/time
Currency
Yes/No
Memo
Lookup
Primary Key
Field Size
or
Foreign Key
Numeric
value to
represent
the length
of the value
acceptable
Primary key or
Foreign key
Indexed
Yes or No
Input Mask or
Validation
Rule
0, 9, #, L, ?, A
A, &, C, <, >
Potential
problems /
Justification
of design
Explain the
reason for using
each feature
within the field
and table
Task 5 (P2.4) – Produce a data dictionary for the 3 tables identified from Task 4
Task 6 (M1.2) – Justify the identification of the entities (tables)
Input masks
Default value
Validation rule
Lists
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Data Type
◦ Autonumber – the database generates a unique number for each record
stored, so that it can be used as a primary key and reference only ONE record
◦ Text – store alpha and numeric values
◦ Number – store only numeric values with/without decimal places (use format
option to determine whole numbers or decimal numbers)
◦ Date/Time – store date and/or time values (use format option to determine
range of information collected)
◦ Currency - store only numeric values with decimal places (use format option
to determine currency type)
◦ Yes/No – store an option of two values
◦ Memo – Text field that store up to 65,535 characters
◦ Lookup – provide a pre-defined list of options or link to another table for
options
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Field Size
◦ number for characters that can be stored within the field
 e.g. – 10 – would represent ONLY 10 characters to be stored within the field, if more
characters are provided then a data validation error would occur
Primary Key
◦ unique reference id for each record stored within a table, so that it can be
referenced and link to only ONE record
 When the Primary key is linked from another table, then this called a foreign key
Indexed
◦ Used when two or more tables are joining a table based on the field name by performing/identifying this step, it allows the database to access
information from other tables and performance of searching the table based
on this field
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Input Mask
◦ can be used as data validation check when storing information in a
certain/required format
 e.g. – using the table below, you pre-define the format required for storage
Character Description
0
Digit (0 to 9, entry required, plus [+] and minus [–] signs not allowed)
9
Digit or space (entry not required, plus and minus signs not allowed)
#
Digit or space (entry not required; spaces are displayed as blanks while in Edit
mode, but blanks are removed when data is saved; plus and minus signs allowed)
L
Letter (A to Z, entry required)
?
Letter (A to Z, entry optional)
A
Letter or digit (entry required)
a
Letter or digit (entry optional)
&
Any character or a space (entry required)
C
Any character or a space (entry optional)
<
Causes all characters to be converted to lowercase
>
Causes all characters to be converted to uppercase
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Task 7 (P2.5) – Produce an Entity Relationship Diagram for the
Relational Database
◦ An Entity Relationship Diagram shows how tables are joined (related) to each
other
◦ Tables are joined (related) in a Relational Database through Primary and
Foreign Keys
◦ These relations come in three forms:
 One-to-Many
 Many-to-One
 One-to-One
For further information concerning ERD and examples refer to “Unit 23 – LO2 –
Database Notes”
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A user interface is the screen which provides the user with the
necessary buttons to use the Database.
◦ Navigation system within the database - to indicate the various parts of the
interface
The buttons above open the relative
forms: Lessons, Sale Price, Customers,
Sale Item, Employees and Stock.
The Help button opens a splash screen
that details help on the buttons and
their functions.
Task 8 (P2.6) – Design a user interface to access parts of database
◦ Include colours, company logo, etc…
◦ Remember to annotate all your designs
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These forms allow the user to change data in the database. You
should include all aspects in your design including drop-down lists,
logos, text boxes, text, etc.
The text box allows you to edit the
Sales ID and the item field has a dropdown list for the user to choose from.
The text boxes above allow users to add / edit
Customer details. This will be saved once
completed. Buttons / Images
Task 9 (P4.1) – Design a variety of forms for adding and amending
data within the Database
 Remember to annotate all your designs to ensure validity and integrity of data
 Consider the use of sub-forms, which relate to other tables
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Task 10 (P3.1) – Based on the data dictionary designs (Task 5) for the
tables within your database, create them using an appropriate
software
◦ Remember you need to use only the fields you have
documented within your data dictionary
◦ Provide screenshot evidence of any features used during the
creation of the tables
 verification and validation routines;





input masking
dropdown or combo boxes
checks for completeness (field sizes)
data consistency
data redundancy
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You now need to decide on how your tables will be related to each other

REMEMBER that ALL the tables created are independent of each other but require you
to link them together where appropriate so that the dynamics, integrity of information
and performance is provided
◦ Links to the other tables with the use of primary key (foreign key) gives access to all of the
information within that table
 For example in the sales table you should have the customer ID
 through that number you have access to all the information about any particular
customer that is stored in the customer table
 If the customer ID does not exist within the customer table, then the database should
identify and acknowledge the user that an integrity violation has occurred
Task 11 (P3.2) - Based on the database table structures, you need to explain exactly which
fields link to each other

Justify and explain your choices made

Refer to any of the relationships created between the tables
Task 12 (M1.3) – Explain HOW you have enforced the referential integrity
between the tables
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Task 13 (P3.3) – Show evidence of data inserted into the tables
created
Input up to 60 records in the all the tables created
Use the “Unit 23 – Sample Customer” for data that can be used for
the customer table
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Forms are created to make it easier to enter data into databases
 Buttons can be placed on forms to perform certain functions such as opening
other forms or running queries
Task 14 (P4.2) – Create the forms based on the designs produced for your database
Provide screenshot evidence for creating the forms including any validation
methods used
Scenario
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Forms are created to make it easier to enter data
into databases
Buttons can be placed on forms to perform certain
functions such as opening other forms or running
queries
Sub forms consist of two or more forms and show
information relating to each other
Customer
information
Holiday
information
Task 15 (M2) – Design and create forms which will utilise the use of:
Sub-forms
Calendar
Others
Scenario
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Customise Database
The end user wants you to add a user interface using a switchboard
◦ The end user wants you to customise the user interface to meet the needs
of a defined user type
-------------------------------------------------------------------------------------Task 16 (D1) – Customise and/or implement a user interface allowing access to
all areas of the database
 Produce annotated screen shots showing how you have done this and why
◦ This could be to make it look more professional – inclusion of logos, house
style, etc…
◦ Add functionality (access to more areas/different options)
L03 - Be able to test a relational database
Scenario
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LO2
LO3
Cube Systems have been very successful with their sales of customised computers
and software. This has resulted in the need to store large quantities of data and
produce a variety of well structured reports. Knowing the power of Relational
Databases to store the large amounts of data and produce reports, they have
decided to develop a Relational Database for their customers and sales.
REMEMBER:

Customers choose the configuration of computer based on multiple choices such as the
speed of the processor, size of the RAM, monitor or hard drive and software.

Certain options do attract discounts and customers have delivery options such as next
day, 2 day or 4 day which all have different price points – if the customer spends over a
certain price point they will get free delivery.
Continues on next slide
Scenario
LO1
LO2
LO3
Cube systems would like a fully functional and automatic Relational Database
system which could incorporate:
◦ A customer page – where customers can be added, edited and viewed
◦ A customer orders page – where customer orders can be viewed
◦ A product page – where all the products for sales can be added, edited and viewed
◦ A ordering page – where all the orders can be added, edited and viewed
◦ A invoice page – where the user selects what the customer requires and prints the
invoice
◦ A reporting page – where reports such as the analysis of:
 Orders of any particular product
 Profit made on each product
 Tracking of customer orders and purchases
 Calculating totals of ordered product over a given period
 Customers traced based on any other information required
Scenario
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LO2
LO3
P5 - Perform queries using multiple table and multiple criteria
M3 - Create complex output documentation using tables and queries
P6 - Include an advanced feature in a database deisgn
P7 - Test a relational database
M4 - Carry out improvements to the relational database following user feedback
D2 - Evaluate the relational database including improvements made
Scenario
LO1
LO2
LO3
Focusing on the needs of Cube Systems for a database system to
manage the sales/orders, you need to provide evidence for the
following 8 tasks within this case study:
1.
2.
3.
4.
5.
6.
7.
8.
Purpose and Audience
Database Activities
Normalisation
Data Dictionary
Entity Relationship Diagram (ERD)
User Interface Designs
Designs for Forms
Designs for Reports
See the following documents for additional information within this
section of the coursework unit
1.
Unit 06 - AO1 – Normalisation
2. Unit 06 - AO1 - Notes
Scenario
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Queries are questions you ask the database.
Queries can be customised to give different results
using operators:
Equal  =
Not <>
Greater than  >
Between  BETWEEN ?
AND ?
Less than  <
Task 1 (P5.1) – Create a table as shown to describe and use a range of different queries
within your database that utilise the multiple linked tables:
At least three different logical operators
Parameter queries
Query Name
Description
At least three different range operators
Crosstab queries
Tables
Fields
Calculated fields
Parameter
Potential Query
problems
Appropriate name
for query
Explain what you
expect to gather
from the table
Table you will
query
Fields that used
during the query
Value used to search
for information from
the table
Explain any problems
within the query
Qry_customerspe
nd500ormore
Displays all
customers spending
over £500
Tbl_Customer
Tbl_Orders
Forename, Surname,
PhoneNo, Price,
Destination
>500
Correct operator used
and numeric value
provide as a parameter
Task 2 (P5.2) – Create the queries based on the designs produced within your database
 Provide screenshot evidence for creating the queries
Scenario
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
To make a query ask for criteria when you run it, create a parameter query. This
allows you to use the same query over and over without having to constantly open it
in Design view (Design view: A view that shows the design of these database objects:
tables, queries, forms, reports, and macros. In Design view, you can create new
database objects and modify the design of existing objects.) to edit the criteria.

Parameter A parameter is a piece of information you supply to a query right as you
run it. Parameters can be used by themselves or as part of a larger expression to
form a criterion in the query. You can add parameters to any of the following types
of queries:

◦ Select
◦ Crosstab
◦ Append
◦ Make-table
◦ Update
Criteria are the “filters” you add to a query to specify which items are returned
when you run the query.

Creating a parameter is similar to adding a normal criterion to a query:

Create a select query, and then open the query in Design view.

In the Criteria row of the field you want to apply a parameter to, enter the text that
you want to display in the parameter box, enclosed in square brackets. For example,
[Enter the start date:]

You can use multiple parameters in a criterion. For example, Between [Enter the
start date:] And [Enter the end date:] will generate two prompts when you run the
query.
Scenario
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
A crosstab query is a type of select query (select query: A query that asks a
question about the data stored in your tables and returns a result set in the form
of a datasheet, without changing the data.) used to arrange summary data – sums,
averages, counts, and similar functions – into two category schemes, one of which
is often time periods. For example, you might use a crosstab to show total sales by
region per month. The way the results are arranged in a crosstab query can make
it easier to read than a simple select query that displays the same data, as shown
in the following illustration.

This select query groups summary data vertically by employee and category. This
crosstab query displays the same data, grouped both horizontally and vertically.

When you create a crosstab query, you specify which fields contain row headings,
which field contains column headings, and which field contains values to
summarize. You can use only one field each when you specify column headings
and values to summarize. You can use as many as three fields when you specify
row headings.

One, two, or three columns on this side contain row headings. The names of the
fields that you use as row headings appear in the top row of these columns.

The row headings appear here. The number of rows in the crosstab datasheet can
grow quickly when you use more than one row heading field, because each
combination of row headings is displayed.

The columns on this side contain column headings and summary values. Note that
the name of the column heading field does not appear on the datasheet.
Scenario
LO1
LO2
LO3
The Crosstab Query Wizard makes you choose a single table or query as the record source for your crosstab query. If a single table does not have
all the data that you want to include in your crosstab query, start by creating a select query that returns the data that you want. For more
information about creating a select query.
1.
On the Create tab, in the Query group, click Query Wizard.
2.
In the New Query dialog box, click Crosstab Query Wizard, and then click OK.
3.
On the first page of the wizard, choose the table or query that you want to use to create a crosstab query.
4.
On the next page, choose the field that contains the values that you want to use as row headings.
5.
You can select up to three fields to use as row headings sources, but the fewer row headings you use, the easier your crosstab datasheet will
be to read.
6.
On the next page, choose the field that contains the values that you want to use as column headings. In general, you should choose a field
that contains few values, to help keep your results easy to read. For example, using a field that has only a few possible values (such as gender)
might be preferable to using a field that can contain many different values (such as age). If the field that you choose to use for column
headings has the Date/Time data type, the wizard adds a step that lets you specify how to group the dates into intervals, such as months or
quarters.
7.
If you choose a Date/Time field for column headings, the next page of the wizard asks you to specify the interval to use to group the dates.
You can specify Year, Quarter, Month, Date, or Date/Time. If you do not choose a Date/Time field for column headings, the wizard skips this
page.
8.
On the next page, choose a field and a function to use to calculate summary values. The data type (field data type: A characteristic of a field
that determines what kind of data it can store. For example, a field whose data type is Text can store data consisting of either text or numeric
characters, but a Number field can store only numerical data.) of the field that you select determines which functions are available.
9.
On the same page, select or clear the Yes, include row sums check box to include or exclude row sums.
10.
If you include row sums, the crosstab query has an additional row heading that uses the same field and function as the field value. Including a
row sum inserts an additional column that summarizes the remaining columns. For example, if your crosstab query calculates average age by
location and gender (with gender column headings), the additional column calculates the average age by location, across all genders.
11.
On the next page of the wizard, type a name for your query and then specify whether you want to view the results or modify the query design.
Scenario
LO1
LO2
LO3
The main benefit of calculated columns is encapsulation, which leads to cleaner
database design. It allows database developers to define the most common fields
at the table level. This makes applications easier to maintain as inevitable bugs
creep up in expressions.
Calculated columns are easy to create. Open the table in browse view. From the
ribbon, select Table Tools | Fields | Add & Delete | More Fields | Calculated
Field or choose the Calculated field type in table design view. Either way, the
expression builder will help create the expression.
Or
1.
Open the query in Design view
2.
Type an expression in an empty cell in the Field row. If the expression includes
a field name, you must place brackets around the name.
3.
After you press ENTER or move to another cell, Microsoft Access enters the
default field name ExprN, where N is an integer incremented for each new
expression field in the query. The name appears before the expression and is
followed by a colon. In a datasheet, this name is the column heading.
4.
You can select ExprN and type a more descriptive name, such as NewPrice.
5.
If the expression includes one or more aggregate functions (Sum, Avg, Count,
Min, Max, StDev, or Var), and if the design grid includes another field or fields
that you want to use for grouping, click Totals on the toolbar (unless the Total
row is already displayed). Leave Group By in the Total cell for the grouping
field, and in the calculated field, change Group By to Expression.
Scenario
LO1
LO2
LO3
Reports are a different way of displaying information either
from a query or table.
Task 3 (M3.1) - Sketch the reports you are going to use
 Remember you should show what information and graphics is
going to go where on the report
Task 4 (M3.2) – Create the reports based on the designs produced
for your database
Provide screenshot evidence for
creating the reports
Refer to the Database Activities
(LO2 - Task 2) to design the reports
for any outputs that are produced,
both printable and on screen
Scenario
LO1
LO2
LO3
Within a database software, advanced features such as a macro or customising
toolbars and menus.
Task 5 (P6.1) - Create a macro that will print from a form produced within your database
Provide screenshot evidence for creating the macro
Task 6 (P6.2) – Customise the toolbar/menu system currently used within the database
Justify the shortcuts used within the database
Scenario
LO1
LO2
LO3
Task 7 (P7.1) – Explain how you have met the end user requirements. Explain
how the functionality and operations work.
◦ Remember look back at your purpose and audience and justify why you have
produced the database.
◦ Explain how you have met the users needs.
Task 8 (P7.2) – Create a test table to cover the main areas of your database
Housestyle

Queries
Forms
Reports
Navigation
Switchboard
Test data type:
1. Operational – No data as such
2. Normal
- What you would expect to be used.
3. Erroneous
- Data that should produce an error  ie ‘twenty’ instead of 20
4. Boundary - Testing to see if the validation operates  eg if you are expecting a
value between 1 and 10 but get a number above 10, such as 11
5. Extreme
- Very large numbers to see if the database handles the number.
Scenario
LO1
LO2
LO3
Task 9 (M4.1) – Produce an questionnaire that will aid user feedback evaluation on your
database that focuses on the case study presented to you in L02
Purpose and Audience
User Requirements
How I met the purpose
How I have helped the audience
How does the operation / functionality help the end users
How the database can be improved
Task 10 (M4.2) – Get 3 user feedback responses using the questionnaire
Task 11 (M4.3) – Analyse feedback responses gathered

identify and justify the improvements necessary for the database

Carry out the improvements to the database, with evidence
Task 12 (D2) – Produce a self evaluation of your database that focuses on the case study
presented to you in L02
Purpose and Audience
User Requirements
How I met the purpose
How I have helped the audience
How does the operation / functionality help the end users
How the database can be improved