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Exp19_access_ch02_hoeassessment – drama club 1.0

  

Exp19_Access_Ch02_HOEAssessment – Drama Club 1.0

Project Description:

You are the treasurer of the local drama club, and have begun to create a database of potential donors and volunteers for your organization. You discovered that some donations have already been made, but the records are stored in an Excel workbook. You use your newly gained knowledge of Access to create a relational database to track the donors and their donations. You will begin by importing the Excel workbook into the database. You will create a table from scratch to track the dates for which volunteers have signed up to help, create relationships between the tables, and then create some baseline queries.

Steps to Perform:

   

Step

Instructions

Points    Possible

 

1

Start   Access. Open the downloaded Access file named Exp19_Access_Ch2_HOEAssessment_Drama. Grader has automatically   added your last name to the beginning of the filename. Save the file to the   location where you are storing your files.

0

 

2

You will examine the data in the   downloaded Excel worksheet to determine which field will become the primary   key in the table and which field will become the foreign key so that you can   join it to the existing table in the database.
 

  Open the Donations.xlsxExcel   workbook, examine the data, and close the workbook.
 

  You will import the Excel workbook that contains donation information into   the database.
 

  Click the External Data tab, click    New Data Source, point to From Filein the Import & Link   group, and then select Excel.   Navigate to and select the Donations.xlsx  workbook to be imported as a new table in the current database. Ensure that First Row Contains Column Headingsis   selected. Set the DonationID field Indexed option to Yes (No Duplicates). Select DonationID  as the primary key when prompted and accept the table name Donations. Do not save the import   steps.

9

 

3

Change   the Data Type of the DonationID field to Short   Textin Design view of the Donations table. Set the Field Size of   DonationID to 5. Set the Field Size of DonorID to Long Integer. Save the changes and   open the table in Datasheet view. Close the table.

6

 

4

You will create a new table that   will enable the club to associate each donor who agrees to volunteer with   dates in the database.
 

  Create a new table in Design view. Add the following fields in Design view   and set the properties as specified:
 

  Add the primary key field as VolunteerIDwith the AutoNumber Data Typeand Number assigned to a new   volunteer activity.(type the period) as the Description. Set the Caption property   to Volunteer ID.

6

 

5

   Add DonorIDwith the Number   Data Typeand Donor Volunteeras the Description. Set the   Caption property to Donor IDand the Required property to Yes.

6

 

6

Add VolunteerDatewith the Date/Time Data Type. Set the Caption   property to Volunteer Date. Switch to Datasheet view and   save the table as Volunteer Dateswhen prompted. You will enter   data into the table in a later step. Close the table.

5

 

7

You   will create the relationships between the tables using the Relationships   window.
 

  Add all three tables to the Relationships window. Identify the primary key   field in the Donors table and join it with its foreign key counterparts in   the related Donations and Volunteer Dates tables. Select the Enforce Referential Integrityand Cascade Update Related Fields check boxes.   Save and close the Relationships window.

11

 

8

   You will add 8 records to the Volunteer Dates table so that you can test   referential integrity in the database.
 

  Add the following records to the Volunteer Dates table:

  

Donor ID

Volunteer Date

 

9

4/10/2021

 

9

4/24/2021

 

10

4/10/2021

 

10

4/24/2021

 

11

5/01/2021

 

11

5/08/2021

 

19

5/01/2021

 

20

5/08/2021

 

  Close the table.

 

6

 

9

Sort   the records in the Donations table by the DonationAmount field in descending   order. Save and close the table.

2

 

10

You will use the Simple Query   Wizard to create a query of all donors who indicate that they are willing to   volunteer.
 

  Add the Firstname, Lastname, Phone, and Volunteer  fields from Donors (in that order). Save the query as Donor   Volunteers.

10

 

11

Add   a criterion in Design view to select only donors with Yesin the Volunteer   field.

6

 

12

Sort the query results in   ascending order by Lastname. Run, save, and close the query.

2

 

13

You   will copy the Donor Volunteers query and modify it to add an additional table   and field.
 

  Copy the Donor Volunteers query  and paste it using Donor Volunteers and Datesas the query name.

4

 

14

You decide to hide the Volunteer   column from the query results, as the value repeats in every record of the   datasheet.
 

  Open the Donor Volunteers and Dates   queryin Design view and in the Volunteer column, click the Show check boxto deselect it.

 

2

 

15

You   will add a field from a related table to display whom has volunteered for   which dates.
 

  Add the Volunteer Dates tableto   the top pane of the query design window. Add the VolunteerDatefield to the last column of the design grid. Run,   save, and close the query.

2

 

16

You will create a query that   identifies donors and their associated donations. Because there is a   relationship between the two tables, you can now pull data from each of them   together as usable information.
 

  Create a query in Design view that includes the Donorsand Donations  tables. The query should list the Firstname and Lastname (in that order),   then the DonationAmount and the DonationDate (in that order).

5

 

17

   Sort the query by the DonationAmount in ascending order. Run, close, and save   the query as Donors and Amounts.

5

 

18

You determine that the data in the   Donor Volunteers and Dates query could be summarized with a Total row. You   will group the records by donor name, and then count the number of dates that   each has volunteered.
 

  Copy the Donor Volunteers and Dates   queryand paste it using Summary of Volunteer Datesas the query name.

4

 

19

Open   the Summary of Volunteer Dates query  in Design view and delete the   Firstname, Phone, and Volunteer columns.

3

 

20

Click Totalsin the Show/Hide group on the Query Tools Design tab.   Click in the Total rowof the VolunteerDate   field, click the arrow, and then   select Count. The records will be   grouped by the last name and the dates for each one will be summarized.

4

 

21

Modify   the field name of the VolunteerDate column as Date Count: VolunteerDateto make the field   more identifiable. Click Runin   the Results group (5 records display in the Datasheet). The results display   the date count for each last name. Save and close the query.

2

 

22

Close all database objects.   Close the database and then exit Access. Submit the database as directed.

0

  

Total   Points

100







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