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New Perspectives Access 2016 | Modules 1–4: SAM Capstone Project 1a

New Perspectives Access 2016 | Modules 1–4: SAM Capstone Project 1a

Sandra Coates Skating Club

Creating Tables, Queries, Forms, and Reports in a Database

GETTING STARTED
· Open the file NP_AC16_CS1-4a_FirstLastName_1.accdb, available for download from the SAM website.

· Save the file as NP_AC16_CS1-4a_FirstLastName_2.accdb by changing the “1” to a “2”.

· If you do not see the .accdb file extension in the Save As dialog box, do not type it. The program will add the file extension for you automatically.

· To complete this Project, you will also need to download and save the following support files from the SAM website:

· Support_NP_AC16_CS1-4a_Athletes.xlsx

· Support_NP_AC16_CS1-4a_SCSC.accdb

· Support_NP_AC16_CS1-4a_Locations.txt

· Support_NP_AC16_CS1-4a_Levels.txt

· Open the _GradingInfoTable table and ensure that your first and last name is displayed as the first record in the table. If the table does not contain your name, delete the file and download a new copy from the SAM website.

PROJECT STEPS
Sandra Coates Skating Club (SCSC) is committed to the development of skaters of all ages. It manages athlete and coach data for skating athletes located at various skating clubs throughout Pennsylvania. Sandra Coates is the founder and general chairperson of SCSC, and she has just received approval from the board of directors to replace SCSC’s manual system of managing data about athletes, coaches, and locations with a database. She has asked you to help her create objects in the database that she and other staff members can use to manage data about athletes, coaches, and their locations. Open the tblCoach table in Design View, and then make the following changes:

a. Move the LevelID field immediately after the CoachID field.

b. Delete the CertificationLevel field from the table. (Hint: If a warning message appears asking if you want to permanently delete the field and all the data it contains, click Yes.)

c. Save the table.

Switch to Datasheet View, enter the records shown in Table 1 below into the tblCoach table, and then close the table.

Table 1: New Records for the tblCoach Table

Coach ID

Level ID

Coach First Name

Coach Last Name

BGC Expiration

Certification Expiration

901900

BEG2

Angela

Pearson

12/31/2020

12/31/2020

901901

BEG1

Nora

Keller

12/31/2020

12/31/2020

Create a new table in Datasheet View. Save the table as tblAthlete, and then make the following changes in Datasheet View:

a. Change the data type of the ID field to Short Text, and then change the field name to AthleteID.

b. Add the following fields to the table in the order listed, and choose the Short Text data type for each field: LocationID, FirstName, LastName, Address, City, State, Zip, LevelID, and Gender.

c. Save the table.

Switch to Design View for the tblAthlete table, and then set the field properties shown in Table 2 below.

Table 2: Field Properties for the tblAthlete Table

Field Name

Data Type

Description

Field Size

Other

AthleteID

Short Text

Primary key

5

Caption: Athlete ID

LocationID

Short Text

Foreign key

4

Caption: Location ID

FirstName

Short Text

20

Caption: First Name

LastName

Short Text

30

Caption: Last Name

Address

Short Text

35

City

Short Text

35

State

Short Text

2

Default Value: PA

Zip

Short Text

10

LevelID

Short Text

Foreign key

4

Caption: Level ID

Gender

Short Text

M, F

1

Add a new field to the tblAthlete table, immediately after the Zip field. Use the field name BirthDate, the Date/Time data type, the Short Date format, and the caption Birth Date.

Move the LevelID field so that it is located immediately after the AthleteID field. Save and close the table.

Much of the data that Sandra needs in the database is currently stored in other formats and locations, so you need to import it into the database. Use the Import Spreadsheet Wizard to add data to the tblAthlete table from an Excel spreadsheet as follows:

a. Specify the file Support_NP_AC16_CS1-4a_Athletes.xlsx, available for download from the SAM website, as the source of the data.

b. Select the option to append a copy of the records to the tblAthlete table.

c. In the Import Spreadsheet Wizard dialog boxes, choose the Athlete worksheet, and then import to the tblAthlete table. Do not save the import steps.

Import the structure of the tblLocation table in the database Support_NP_AC16_CS1-4a_SCSC.accdb, available for download from the SAM website, into the current database. Do not save the import steps.

Open the tblLocation table in Design View, and then update the field properties shown in Table 3 below. Set the LocationID field as the Primary Key, then save and close the tblLocation table.

Table 3: Field Properties for the tblLocation Table

Field Name

Data Type

Description

Field Size

Other

LocationID

Short Text

Primary key

4

Caption: Location ID

LocationName

Short Text

50

Caption: Location Name

Sandra exported her existing location data to a text file, and she asks you to add this data to the tblLocation table. Import the data as instructed below:

a. Specify the file Support_NP_AC16_CS1-4a_Locations.txt, available for download from the SAM website, as the source of the data.

b. Select the option to append a copy of the records to the tblLocation table.

c. In the Import Text Wizard dialog boxes, choose the options to import delimited data, to use a comma delimiter, and to import the data into the tblLocation table. Do not save the import steps.

d. Open the tblLocation table in Datasheet View, and then resize the columns to best fit the data they contain.

e. Save and close the tblLocation table.

Create a new table in Design View, and then set the field properties shown in Table 4 on the following page. The LevelID field should be the primary key for the table. Save the table with the name tblLevel, and then close the table.

Table 4: Field Properties for the tblLevel Table

Field Name

Data Type

Description

Field Size

Other

LevelID

Short Text

Primary key

4

Caption: Level ID

LevelName

Short Text

30

Caption: Level Name

MonthlyFee

Currency

Caption: Monthly Fee

Decimal Places: 0

RegistrationFee

Currency

Caption: Registration Fee

Decimal Places: 0

Sandra exported her levels data to a text file, and she asks you to add this data to the tblLevel table. Import the data as instructed below:

a. Specify the file Support_NP_AC16_CS1-4a_Levels.txt, available for download from the SAM website, as the source of the data.

b. Select the option to append a copy of the records to the tblLevel table.

c. In the Import Text Wizard dialog boxes, choose the options to import delimited data, to use a comma delimiter, and to import the data into the tblLevel table. Do not save the import steps.

d. Open the tblLevel table in Datasheet View, and then resize the columns to best fit the data they contain.

e. Save and close the tblLevel table.

Add the tblCoach, tblLevel, tblAthlete, and tblLocation tables, in that order, to the Relationships window. Resize the field list for the tblAthlete table so all fields are visible. Create the relationships in the database as instructed below:

a. Define a one-to-many relationship between the primary tblLevel table and the related tblCoach table using the LevelID field. Choose the options to enforce referential integrity and to cascade update related fields.

b. Define a one-to-many relationship between the primary tblLevel table and the related tblAthlete table using the LevelID field. Choose the options to enforce referential integrity and to cascade update related fields.

c. Define a one-to-many relationship between the primary tblLocation table and the related tblAthlete table using the LocationID field. Choose the options to enforce referential integrity and to cascade update related fields. Figure 1 below shows the completed Relationships window. Save and close the Relationships window.

Figure 1: Relationships Window

d.

Sandra needs to be able to find information on athletes that qualify for the children’s classes, so you decide to create a query to allow her to quickly locate athletes born during or after 2011. Use the Simple Query Wizard to create a query based on the tblAthlete table. Include all fields in the query, and use qryAthletesBorn2011AndYounger as the title. Make the following changes to the query:

a. Add criteria to the BirthDate field to select records for athletes who were born on or after 1/1/2011.

b. Sort the records in ascending order by LastName.

c. Hide the State field so that it does not appear in the query results. (Hint: Make sure to hide this field in Design View, not in Datasheet View.)

d. Save and run the query, and then close it.

Create a new query in Design View that is based on the tblLevel and tblAthlete tables. Add the LevelName field from the tblLevel table to the query design. Add the FirstName, LastName, BirthDate, and Gender fields, in that order, from the tblAthlete table to the query design. Save the query with the name qryLevelsAndAthletes, run the query, and then complete the following tasks in Datasheet View:

a. Sort the records by BirthDate, so the oldest athletes are listed first.

b. Use Filter By Selection to select only those athletes who skate for the Collegiate level (Hint: Use the Equals “Collegiate” option.) Save and close the query.

Create a new query in Design View that is based on the tblCoach and tblLevel tables. Add the LevelName field from the tblLevel table to the query design. Add the CoachFirst, CoachLast, BGCExp, and CertificationExp fields, in that order, from the tblCoach table. Use qryCoachBGCExpirations to save query. Add criteria to the BGCExp field to select records with BGCExp dates that occur on or before 12/31/2019. Save and run the query, and then close it.

In the Navigation Pane, copy the qryCoachBGCExpirations query, rename the copied query qryCoach2019CertificationExpirations, and then add criteria to only select records with a BGCExp date that occurs on or before 12/31/2019 and that contains a CertificationExp date that occurs on or before 12/31/2019. (Hint: This query should only return records that meet both of the query conditions. The criteria for the BGCExp date should already be present in the copied query.) Save and run the query, and then close it.

In the Navigation Pane, copy the qryCoach2019CertificationExpirations query, rename the copied query qryCoach2019BGCOrCertificationExpirations, and then edit the criteria to only select records with a BGCExp date that occurs on or before 12/31/2019 or a record that contains a CertificationExp date that occurs on or before 12/31/2019. (Hint: This query should return records that meet one or more of the query conditions.) Save and run the query, and then close it.

Create a new query in Design View that is based on the tblAthlete and tblLevel tables. Add the LevelName field from the tblLevel table to the query design. Add the FirstName and LastName fields from the tblAthlete table. Add the MonthlyFee field from the tblLevel table. Save the query with the name qryAnnualDuesByAthlete, run the query, and then complete the following tasks:

a. In Design View, add a calculated field named AnnualDues to the query design in the fifth column of the design grid that determines the total annual cost of skating dues for each athlete. The expression should multiply the monthly fee amount by 12 months. Set the Caption property Annual Dues for the calculated field.

b. Save and run the query. Resize the Annual Dues column to best fit the data it contains.

c. Add the Total row to the query datasheet, and then use a function to calculate the average monthly fee and the total annual dues.

d. Save and close the query.

Use the Form Wizard to create a form based on the tblLevel table. Include all fields in the form, use the Columnar layout, and name the form frmLevels. Make the following changes to the form:

a. In Layout view, change the form title to Levels, and then change the font color of the form title to Dark Blue (4th column, 1st row of the Standard Colors palette).

b. Switch to Form view, and use the frmLevels form to enter a new record in the tblLevel table with the Level ID TODD, the Level Name Toddler, a Monthly Fee of $95, and a Registration Fee of $50. Save and close the form.

Use the Form Wizard to create a form containing a main form and a subform by following the instructions below:

a. Select all fields from the tblLevel table for the main form.

b. Select the AthleteID, FirstName, and LastName fields from the tblAthlete table.

c. Choose the option to view the data by tblLevel.

d. Select the Datasheet layout for the subform.

e. Specify the titles frmLevelsWithAthletes for the main form and frmAthleteSubform for the subform.

f. Switch the form to Layout view and change the title in the main form to Levels with Athletes, and then change the font color of the title to Dark Blue (4th column, 1st row of the Standard Colors palette).

g. Resize the Athlete ID, First Name, and Last Name columns in the subform to best fit the data they contain, or a width of at least 0.5” for each column. Resize the width of the subform to approximately 3.5” as shown in Figure 2 on the following page.

h. Use the navigation buttons to view each record in the main form, checking to make sure that all data is displayed in the columns in the datasheet’s subform. (Hint: The order of records in your subform may be different than shown in Figure 2.) If necessary, resize the datasheet columns and the subform to display the data so it is fully visible. When you are finished, save and close the form.

Figure 2: frmLevelsWithAthletes Form

i.

You decide that a report showing a list of all the athletes would be useful. Use the Report Wizard to create a report based on the primary tblLevel table and the related tblAthlete table, as instructed below:

a. Select the LevelName, MonthlyFee, and RegistrationFee fields from the tblLevel table.

b. Select the LocationID, FirstName, LastName, BirthDate, and Gender fields from the tblAthlete table.

c. View the data by tblLevel, and do not select any additional grouping levels for the report.

d. Sort the records in ascending order by LocationID.

e. Select the Outline layout and Portrait orientation for the report.

f. Use rptAthleteListing as the report title.

Switch the report to Layout View, and change the report title for the rptAthleteListing report to Athlete Listing (two words).

You decide to modify the layout of the rptAthleteListing report to make it easier to read. With the report still open in Layout View, complete the following steps:

a. Resize the Level Name, Monthly Fee, and Registration Fee field labels by using the mouse to drag their right edges, decreasing their widths so the boxes are as wide as necessary to display their contents (approximately 1.25”).

b. Resize the LevelName, MonthlyFee and RegistrationFee field value controls by using the mouse to drag their right edges, decreasing their widths so the boxes are as wide as their contents (approximately 1.2”).

c. Right-align the contents of the LevelName, MonthlyFee, and RegistrationFee field value controls.

With the rptAthleteListing report still open in Layout View, complete the following steps:

a. Resize the LocationID field label and field value controls by dragging their left edges with the mouse to make all the contents visible (they should be approximately 0.8” wide).

b. Resize the Last Name field label and field value controls to approximately 1.5” wide by dragging their right edge with the mouse.

c. Move the Birth Date and Gender field labels and field value controls to the left to decrease the amount of space between the columns. The left edge of the Birth Date label and controls should be located at approximately 4.5”, and the left edge of the Gender label and controls should be located at approximately 5.6”. (Hint: The location of a control’s left edge can be viewed in the Property Sheet.)

d. Resize the control that contains the page number to approximately 1” wide. Use an arrow key to move the page number control so its right edge aligns with the right edge of the Gender control in the report.

Switch to Report View, and scroll through the report to confirm that all values are visible. Save the report.

Switch the rptAthleteListing report to Layout view, and use conditional formatting to format birth dates that are greater than or equal to 1/1/2008 in a bold, Green font color (6th column, 7th row of the Standard Colors palette). Display the report in Print Preview and confirm that it matches Figure 3 on the next page, and then save and close the report. (Hint: The records may appear in a different order in your report.)

Figure 3: rptAthleteListing Report

Save and close any open objects in your database. Compact and repair your database, close it, and then exit Access. Follow the directions on the SAM website to submit your completed project.