Assignment - Introduction to Databases using Microsoft Access

Assignment - Introduction to Databases using Microsoft Access
For the assessment to gain the 10 credits at level 1, you are required to create and
document a database.
The assessment is in two parts, although it may be wise to do them together.
1. The creation of a relational database using MS Access (including some test data).
2. A document outlining how the database works, i.e. what the different parts are for, e.g.
what each field stores, the purpose of the forms and queries etc.
Below are some ideas you may choose to use, however you can pick a project of your own
if you wish, please talk it over with your tutor though first to make sure it will give you
sufficient scope to cover all the areas assessed.
Create an interactive catalogue for a second hand record shop.
Create a database to store a bibliography for research purposes.
Create a patient database for a dental surgery.
Create a database for a second hand bookshop.
Each of these can be
attempted at a number of
levels. Read the criteria,
ensure your project
covers each of the
criteria, for the purpose of
A holiday home booking system.
For whichever case you choose you should provide documentation. This should cover;
Simple user documentation, i.e. what the system does and how to start the system.
A brief explanation of what is being stored in each table and field and how it is stored
(type of field, size and expected content.)
An explanation of the relationship structure. (Which fields relate to each other, how,
e.g. one to many, & why.)
An explanation of what the queries, forms and reports are for (including which one(s)
would be suitable for use in another part of MS Office).
Some test data in the system, to prove it works.
Any limitations of your system that have become apparent.
You will be handing in two pieces of work, the database and the documentation outlining
what it does.
The database will need to be on disk in a Microsoft Access file; the accompanying
documentation can be on paper but could be in a Word file on the same disk. Because we
will copy the files to a server the names need to be unique, so please include your own
name in the filename, e.g. Fred Bloggs would submit a disk with two files on it:
For the database and documentation respectively. Please also make sure you have a copy
of the work as well!
Introduction to databases – project content checklist.
On successful completion of the unit
a student will be able to:
1 demonstrate a knowledge of a
Relational Database package by
finding, editing, adding, deleting and
presenting data using Tables, Forms,
Queries and Reports;
The project would contain evidence of the appropriate use
of Tables, Forms, Queries and Reports in such a way as
to facilitate a prospective user in finding, editing, adding,
deleting and presenting data. They would not necessarily
need to use all the techniques in the project, but it must
have an appropriate level of functionality.
2 create a Relational Database to
store and retrieve information;
The project would contain two or more properly related
tables storing structurally different but related data. E.g.
patient and GP details, the relationship would be that one
GP has many patients.
The project would typically contain either a query
designed to be accessed from Word for merge data or
one to be sent to Excel to be analysed or graphed.
Tables (at least two),
Forms, (e.g. for data input)
Queries, (for selecting data)
A report – if you want - (to present
data in a specific order and format)
Test data (this shows the system
works for input – make up the data
– don’t use real names and
Two related tables. (this is about
the tables storing information)
3 use data in a MS Access database
by sending it to or attaching to it from
other MS Office applications;
4 use Relational Database software
to create and manage relationships
between data tables within a coherent
data model;
The project could contain well documented relationships
between consistently designed fields within tables. Field
names and types should be relevant to the data stored in
them. Relationships would be of an appropriate type and
have enforced referential integrity.
5 construct queries to selectively
retrieve data, presenting a subset of
fields and records from more than
one related table in the database.
This could be combined with (3) where a flat file type view
of the data is required by another system or for a
particular use.
Typically a Query, documented to
show it can be exported to Word or
Excel. Could be a source for a
Word mail merge. Could even be a
A relationship between the tables,
typically a one to many with
enforced referential integrity. (this
is about the tables being correctly
One query must draw data from
more than one related table.