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Jaypee Institute of Information Technology *

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MISC

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Information Systems

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Nov 24, 2024

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You Mid-Term #2 will be the based on the MS ACCESS Database work we will be doing as the practical LAB work for the course. Pre-Reading is in your text book as follows: on pgs 130- 189 (Chapter 5 and expanded in Knowledge Extensions 6 & 7)- Pre- Reading must be done by each student individually. Your practical exercises for this Mid Term #2 is taken from our required text– Experiencing MIS – Chapter 5 – Knowledge Extension 6 (Sets the Business Scenario for the creation of the Prospect to Volunteer Database (Begins with “Who will Volunteer” ) & Knowledge Extension 7, which shows you the HOW TO’s for using Microsoft 2016 to actually create and work with the Prospect to Volunteer relational database“ We will use Microsoft Access Database Management Software [DBMS] to build out a Prospect to Volunteer Database. During this exercise, you will be wearing some of the many hats we see in the Business Information Systems world. These are: Business Analyst: Collect and form user requirements and data needs Database Administrator: Create, load and update database structures needed to store and manipulate company data Business Forms Developer: Create data entry forms that are meaningful and presentable for Business Clerks Business Reports Writer: Create Reports that are suitable to be shown to Business Managers Manager/Decision Maker: Take action, make decisions using data and information from your Company’s database. The end result is that you, as Manager of fund-raising, for a local public television station, say Knowledge Network Station, are quite pleased with the data your Information Systems Staff and Business Users have collected for you to analyse. Now you are certain that it has helped you improve your volunteer management to better staff your fund-raising drives and to increase your donations from happy Donors. But... now that you have gotten such great results, you are already seeing new areas and requirements that you can collect data for and do analysis with, for your next fund- raiser. You have decided that you will be working closely with your Information Systems staff going forward to see these come to fruition for next year and years to come!! To build the Volunteer Prospect Database you will need to create various Tables and their logical relationships with the MS Access relational database management system (DBMS). The structure of the Database must reflect the way in which the television station Staff/Users think about workflows/activities for the fund-raiser. First you need to build a data model showing which data will sit in which table and how they

relate or flow from one table or tables to the next. The Data Model for Volunteer Prospect Database would therefore have the following five key Database Tables/Entity Classes we will need: PROSPECT: To record all volunteer prospects. WORK: To record work that the Prospect has performed for the Television Station. PHONE: To record multiple phone number for each prospective volunteer. CONTACT: To record contacts that you, the Manager, or your Employees, have made with prospective volunteers. EMPLOYEE: To record the employee who contacts the prospective volunteer(s). 3 NB: See pg 168 of the textbook, Figure KE6-14, for all five (5) of these table specs – Second table design (Normalized) For the data model shown please note: Underline means the Primary (Unique) Key of the Table Italics means the Foreign Key (the primary key of another table placed in the existing table) Underline & Italics [example] means it is both part of a primary key [or a compound primary key] and a foreign key for another table. LET US BEGIN .......... PART 2-A: Working through a thin slice example, of what we will need to do for the Report - Knowledge Ext #7. I have provided a starter database for the class. For Steps 1 through 6. STARTER DATABASE CONTENTS: STEP 1: OPENED the MS ACCESS (Figure KE7-3) STEP 2: CREATED & NAMED YOUR DATABASE ((Figure KE7-4) STEP 3: Created the first 2 Tables = PROSPECT & WORK as follows: PROSPECT: (ProspectID, Name, Street, City, Province, Postal Code, P-EmailAddress) WORK: (ProspectID, W-Date, W-Time, W-Notes, NumCalls, TotalDonations) STEP 4: Created an ENTITY RELATIONSHIP DIAGRAM with these 2 Tables showing the logical relationship where One PROSPECT can perform many WORK STEP 5: Created a DATA ENTRY FORM – to put more data into the 2 Tables NOW to create the following using the relevant sections in the text book STEP 6: Ask a BUSINESS QUESTION #1 (BQ #1) - using attributes & data of 2 Tables (not in the text book) STEP 7: Create a QUERY #1 – using the BUSINESS QUESTION #1 asked above. (Simple query) STEP 8: Create a REPORT #1 – Introduce: Group & Sort plus Sub-Totals & Grand Totals STEP 9: Make a BUSINESS DECISION #1 (BD #1) from the information in the REPORT #1 (not in the text book) ** Now we have the hang of Data, DB, DBMS, ERD, Data Entry Forms, Queries, Reports and Business Decision!!** ChatGPT ChatGPT It looks like you've provided a detailed guide for working through the process of creating a Prospect to Volunteer Database using Microsoft Access. Based on the steps you've outlined, it

seems like you are focusing on practical exercises to help students understand various aspects of database management, from creating tables to generating reports and making business decisions. If you have specific questions or if there's anything specific you'd like assistance with, please feel free to ask. Whether it's clarifications on the steps provided, guidance on a particular aspect, or any other queries related to the topic, I'm here to help! You STEP 1: OPENED the MS ACCESS (Figure KE7-3) STEP 2: CREATED & NAMED YOUR DATABASE ((Figure KE7-4) STEP 3: Created the first 2 Tables = PROSPECT & WORK as follows: PROSPECT: (ProspectID, Name, Street, City, Province, Postal Code, P-EmailAddress) WORK: (ProspectID, W-Date, W-Time, W-Notes, NumCalls, TotalDonations) STEP 4: Created an ENTITY RELATIONSHIP DIAGRAM with these 2 Tables showing the logical relationship where One PROSPECT can perform many WORK STEP 5: Created a DATA ENTRY FORM – to put more data into the 2 Tables NOW to create the following using the relevant sections in the text book STEP 6: Ask a BUSINESS QUESTION #1 (BQ #1) - using attributes & data of 2 Tables (not in the text book) STEP 7: Create a QUERY #1 – using the BUSINESS QUESTION #1 asked above. (Simple query) STEP 8: Create a REPORT #1 – Introduce: Group & Sort plus Sub-Totals & Grand Totals STEP 9: Make a BUSINESS DECISION #1 (BD #1) from the information in the REPORT #1 (not in the text book) ChatGPT ChatGPT Certainly! Let's walk through the remaining steps: STEP 6: Ask a BUSINESS QUESTION #1 (BQ #1) ● Business Question #1 (BQ #1): "Which prospects have made the highest total donations?" STEP 7: Create QUERY #1 ● Open Microsoft Access. ● Go to the "Query" tab. ● Select "Design View." ● Add the PROSPECT and WORK tables. ● Link the tables using the ProspectID field. ● Drag the "Name" and "TotalDonations" fields into the query grid. ● In the criteria row under "TotalDonations," enter ">0" to filter for prospects who have made donations. ● Save the query as "Query1." STEP 8: Create REPORT #1

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● Go to the "Create" tab and select "Report Design." ● Add "Name" from the PROSPECT table and "TotalDonations" from the WORK table. ● Group the report by "Name." ● Sort the report in descending order based on the "TotalDonations" field. ● Add a group footer and include a sum for "TotalDonations." ● Add a report footer and include a grand total for "TotalDonations." ● Save the report as "Report1." STEP 9: Make BUSINESS DECISION #1 (BD #1) ● Open "Report1" to view the information. ● Analyze the report to identify prospects who have made the highest total donations. ● Make a business decision based on the analysis, such as focusing future fundraising efforts on high-contributing prospects or expressing gratitude to them personally. Remember, the specific steps may vary slightly based on the version of Microsoft Access you are using, but these general steps should help you accomplish the tasks outlined in your guide. If you have any questions or encounter issues during any of these steps, feel free to ask for clarification or further assistance!

ab12

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