Create a Database for Your Class One in Which You Can Add Details of Your Learners

A database for a class teacher A database for class teacher

1. Aim...... 1 2. Tables...... 1 2.1 Student Number table...... 1 2.2 Basic table...... 2 2.3 Addresses table...... 3 2.4 Contributions table...... 4 2.5 AddressPostalCodes table...... 4 2.6 Addresses table...... 5 2.6.1 Get the town...... 5 2.6.2 Getting the correct postal code...... 7 3. Relationships...... 10 4. Get ready to enter data and then enter data...... 11 5. Analysing collected data...... 13 5.1 Queries...... 13 5.1.1 Queries on the Basic table...... 13 5.1.2 Queries on the Addresses table...... 13 5.1.3 Queries on the Contributions table...... 13 5.1.4 Queries on the Student Number table...... 13 5.2 Reports...... 14 5.2.1 Reports based on the Basic table...... 14 5.2.2 Reports based on the Student Number and Basic tables...... 14 5.2.3. Reports based on Mixed tables...... 14 6. Meaningful queries and reports...... 14 7. Switchboard...... 15 8. User manual...... 15 9. Evaluation...... 17

1. Aim

To create a database for your class one in which you can add details of your learners and analyse the information. Create a database called YourSurname Grade x.

When you create a database planning is essential. You must decide:  What you want the database to do  What questions do you want to answer from your data  What data fields will you need  How will you enter data  What do you want your reports to contain or show  How do you want to sort or group your data 2. Tables

2.1 Student Number table

1. Initially you need one table of the class with just their student numbers, first names and surnames. 2. Create a table and call it StNo YourSurname. 3. Use the table structure as indicated below.

0ae36329884b670afb655c556cde43fb.doc Page 1 of 18 A database for a class teacher 4. Fill in the details of student numbers, first names and surnames. You should have at least 30 records.

Structure of StNo table Data type Primary key Field size Format Description StudentNumber Text Primary key 5 FirstName Text 50 > Christian name Surname Text 50 >

Questions 1. Why is Student Numbers the primary key? (Answer – We cannot make a surname a primary key as we have too many people with the same surname and even first names. Only one person can have a particular Student Number.)

2.2 Basic table

1. You need a table with the details all your learners, called Basic YourSurname. 2. To type the whole thing over again is a waste of time. 3. Copy the Student Number table and rename the new one Basic YourSurname. 4. Delete all the fields except Student Numbers. 5. Use the structure below to guide you with the requirements. 6. Do not add any information – that will be added via a form. 7. Create an update query to calculate the age of each learner: =(Now()-[Date of birth])/365.25 Do not run the query yet.

Structure of Basic table Data type Primary Field Format Validation Description key size rule and Validation text StudentNumber Text Primary 5 key Date of birth Date/Time Short date >01/01/1985

Learner must be born after 1985. Class Text 3 > Class at this school Gender Text 1 > Age Number Long integer

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2.3 Addresses table

1. You need another table of the class with their student numbers in which to add their address details. 2. To type the whole thing over again is a waste of time. 3. Copy the Student Number table and rename the new one Addresses YourSurname. 4. Delete all the fields except Student Numbers. 5. Add the fields as indicated below. 6. Do not add any information – that will be added via a form.

Structure of Addresses table Data type Primary key Field size Input mask StudentNumber Text Primary key 5 Address1 Text 50 Address2 Text 50 Town Text 50 PostalCode Text 20 TelephoneNumber Text 20 (000) 000-0000 CellNumber Text 20 (000) 000-0000

Questions 1. Why is PostalCode a text field and not number field? (Answer – You make something a number field if you are going to do calculations with it.) 2. Why is their name and surname not in this table? (Answer - We are going to link the tables. We are not going to write their names twice or three times. Computers are meant to make our lives simpler and things quicker to do. We hate redundancy.)

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1. You need another table of the class with their student numbers in which to add their contribution details. 2. To type the whole thing over again is a waste of time. 3. Copy the Student Number table and rename the new one Contributions YourSurname. 4. Delete all the fields except Student Numbers. 5. Add the fields as indicated below. 6. Do not add any information – that will be added via a form.

Structure of Contributions table Data type Primary key Field size Format StudentNumber Text 5 Contribution Memo

Questions 1. Why is StudentNumber not a primary key? (Answer – There can be no primary key. Each learner has contributed in many fields. This will be added via the form.)

2.5 AddressPostalCodes table

1. A thought - To add the suburbs in the Addresses table may take a long time. 2. Why not create a lookup table to add the information? 3. Create a new table called AddressPostalCodes YourSurname. 4. Use the table structure as indicated below. 5. Add at least 10 towns of learners in your feeder area and their postal codes. 6. Print the table with all the details on one sheet.

Structure of AddressPostalCodes table Data type Primary key Field size Format Town Text Primary key 50 PostalCode Text 4

AddressPostalCodes Miller Town Postal code Athlone 7764 Bellville 7535 Kensington 7405 Langa 7455 Maitland 7405 Mowbray 7705 Pinelands 7405 Rondebosch 7700

0ae36329884b670afb655c556cde43fb.doc Page 4 of 18 A database for a class teacher AddressPostalCodes Miller Town Postal code Table View 7441 Thornton 7465

2.6 Addresses table

1. Towns - Using the LookupWizard obtain the names of the towns from the AddressPostalCodes table. 2. Postal codes - Using the LookupWizard obtain the names of the postal codes from the AddressPostalCodes table. This can be tricky – think it through.

2.6.1 Get the town

Get the town - 1

Get the town - 2

Get the town - 3

Get the town - 4

Get the town – 5

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Get the correct postal code (with the town) - 1

Get the correct postal code (with the town) – 5. Still not right!

Get the correct postal code (with the town) – 6. Click on the expression builder.

Get the correct postal code (with the town) – 8. Move/change the fields

Get the correct postal code (with the town) – 9. Hoorah 3. Relationships

1. Our goal is create a form to enter data that will go to the correct tables. So we must first link the different tables. 2. First check that the field which we are going to use to link, is the same in each table. Check that StudentNumber field is spelt the same in each table and has the same format. 3. In the Relationship window add the tables for StNo, Basic, Addresses and Contributions. Create a link between the … a. StNo table and the Basic table with StNo Student Number linked to Basic table StudentNumber. Enforce Referential Integrity. The relationship is one-to-one. b. StNo table StudentNumber and Addresses table StudentNumber. Enforce Referential Integrity. The relationship is one-to-one. c. StNo table StudentNumber and Contributions StudentNumber. Enforce Referential Integrity. The relationship is one-to-many. This is correct as one learner can have contributions in many fields. 4. Save the Relationships.

0ae36329884b670afb655c556cde43fb.doc Page 10 of 18 A database for a class teacher 5. For the relationships between the St No and Addresses, Basic and Contribution select Cascade Update Related fields and Cascade Delete Related. The purpose is so that if a record is deleted in the St No form it is also deleted in the other forms. (This does not seem to work at PHS.) 6. Save the relationships. 7. Print the relationships window.

4. Get ready to enter data and then enter data

1. Using the Wizard create a Student Number form with all of its fields. 2. Using the Wizard create a Basic form but do not add the StudentNumber field. Remove the navigation buttons. 3. Using the Wizard create an Addresses form but do not add the StudentNumber field. Remove the navigation buttons. 4. Using the Wizard create a Contributions form in Datasheet view but do not add the StudentNumber field. Do not remove the navigation buttons.

0ae36329884b670afb655c556cde43fb.doc Page 11 of 18 A database for a class teacher 5. On the Student Number form create a subform of the Basic form 6. On the Student Number form create a subform of the Addresses form. 7. On the Student Number form create a subform of the Contributions form. 8. Arrange the layout of the new Student Number form to look attractive. 9. On the form insert the school badge. 10. Add basic and address details of all the learners. Do not add the Age details. When all the details have been added then run the Age update query. 11. Add details of the contributions made for the learners, some learners contributing in many fields, e.g. MSA, CU, Interact, etc.

12. Some learners have been naughty. a. Create a new table, then form and then add a subform to the Student Number form to list all the disciplinary incidents of the learners. (Some instruction has been left out, something that must be done for the subform to work.) b. Add details of at least 5 disciplinary incidents (uniform, jewelry, homework, etc.). 13. Print the form of 15th learner with basic, address, contributions and disciplinary details.

Compact the database so it does not take too much space on your computer.

Go to Tools, Startup and add the name of your class in the application title.

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5.1 Queries

All the information has been added via the form. Before we start analysing the information look at the tables.

Where you are able, put the answers on this sheet as well as do it and save it in the database.

5.1.1 Queries on the Basic table Perform the following queries on the Basic table. Save each query with the number and a short description. 1. How many females are there? … 2. How many learners in Grade x are there? … 3. How many male learners in Grade x are there? … 4. How many females aged X are there? … 5. How many females aged X in Grade X are there? … 6. What is the average age of the learners? … 7. What is the average age of the girls? … 8. How many learners were born in January? … 9. How many learners were born after 1988? … 10. How many learners were born in or after 1989? … 11. How many learners were born after 1 January 1985? … 12. How many learners were born on or between 1 January 1985 and 31 December 1987? … 13. Perform a query to show the number of learners based on their gender. 14. Perform a query to show the number of learners by their ages. 15. Perform a query to show the number of learners in each class.

5.1.2 Queries on the Addresses table Perform the following queries on the Addresses table. Save each query with the number and a short description. Ad1. How many learners have cell phones that begin with the numbers 082? … Ad2. How many learners have cell phones that begin with the numbers 082 or 072? … Ad3. Perform a query to show the number of learners who live in each of the suburbs/towns.

5.1.3 Queries on the Contributions table Perform the following queries on the Contributions table plus another table. Link them in the dynaset window. Save each query with the number and a short description. Cont1. How many learners are there who have contributed to CU? … Cont2. How many learners are there who have contributed to Interact? … Cont3. How many females are there who have contributed to Interact? … Cont4. How many males are there who have contributed to Interact? … Cont5. How many females have made no contribution at all? … Cont6. How many males have made no contribution at all? …

5.1.4 Queries on the Student Number table Perform the following queries on the Student Number table. Save each query with the number and a short description. StNum1. Create a delete query to remove the learner with the StudentNumber xxxx. Check that it is removed from all the tables. Delete it from the StNo table and it should delete the records in all the linked tables. (This does not seem to work at PHS.)

0ae36329884b670afb655c556cde43fb.doc Page 13 of 18 A database for a class teacher StNum2. Try and delete the learner with the Surname xxxx. Check that it is removed from all the tables. How can you do it? (This does not seem to work at PHS.) StNum3. Join the FirstName to the Surname with a space in between for all learners.

5.2 Reports

Create the following reports. Save each report with the number and a short meaningful description.

5.2.1 Reports based on the Basic table Create the following reports based on the Basic table BasRep1. List the learners with all their details grouped by grade BasRep2. List the learners with all their details grouped by gender showing the number of each gender and the average age. BasRep3. List the learners with all their details grouped by grade/class showing the number in each grade and the average age.

5.2.2 Reports based on the Student Number and Basic tables Link the Student Number table and the Basic table. StNoBasRep1. List the learners with all their details from both tables fitted onto one page. StNoBasRep2. List the learners grouped by grade/class with their first names and surnames. StNoBasRep3. List the learners grouped by grade/class and then age with their first names and surnames. StNoBasRep4. List the learners grouped by grade/class with their first names and surnames indicating the average ages. StNoBasRep5. List the learners grouped by grade/class and then gender with their first names and surnames indicating the average ages. StNoBasRep6. List the learners with all their details from both tables and in the footer of the report calculate the average age of the learners. StNoBasRep7. List the learners with all their details from both tables and in the footer of the report count the number of learners in the report.

5.2.3. Reports based on Mixed tables Link the Student Number table and the Contributions table. Mix1. List the learners with all their details from both tables fitted onto one page. Mix2. Make the required links. List the learners with first names, surnames, gender and contributions grouped by gender. 6. Meaningful queries and reports

Create the following reports. Save each report with the number and a short meaningful description. Meanful1. Create a parameter query to show the first name, surname and disciplinary issues of a learner whose name changes. Create a report based on the query. Meanful2. Create a parameter query to show the first name, surname and contribution details of a learner whose name changes. Create a report based on the query. Meanful3. Create a parameter query to show the first name, surname, disciplinary and contribution details of a learner whose name changes. Create a report based on the query. Meanful4. Create a parameter query to delete a learner whose name changes from the system. (Does not seem to work at PHS.)

Compact the database so it does not take too much space on your computer.

Show initiative and improve the database to make it more useful. 7. Switchboard

1. Create a switchboard to access the most important queries, reports and obviously the main form, i.e. put useful things on the switchboard. You may need a main switchboard linked to other switchboards such as Class, Gender, Age, Town, etc. 2. Link command buttons to important reports and the most important form. 3. Make sure the database starts up with the switchboard. 4. Personalise the database with a name and icon. 5. Make the switchboard look good! 8. User manual

1. You have created a wonderful source of information for a teacher. Write between two and 10 pages telling a teacher how to use the database to get the information they need. You can add screen dumps to help explain how to get the information. Below are some ideas that you can use to help write the instructions for the teacher. You could just tell them how to get useful information via the switchboard where you made a command button which they could click to get the important form or report. i. Question: How do I add information about the contributions made by a specific learner? Answer: xxxxx ii. Question: How do I delete a learner from the system? (Does not work at PHS.) Answer: xxxxxxxxxx iii. Question: How do I add more towns to the drop down list of towns? Answer: xxxxxxxxxxxx iv. Question: How do I find out who lives in each suburb? Answer: xxxxxxxxxxxx v. Question: How can I print a document of all the details of a particular learner whose name may change? Answer: xxxxxxxxxxxxxxxxx vi. Question:. How do I make a birthday list? Answer: xxxxxxxxxxxxxxxxx 2. For this task you followed given instructions. Look at your work. Look at the questions below. Reflect on your work by answering each of the questions in full.  What does the database do?  What questions can the database answer from your data?  What do your reports contain, do or show?  What do your queries do or show?  How do you feel about the usefulness of what you created? 3. Explain in the document where you have shown initiative and added new ideas to make the database more useful. 4. Add an appendix of printed sheets to show examples of the forms, reports, etc. they can get from the database. Remember that the appendix is usually found at the end of a document. 5. Insert captions for each figure. 6. Add a table of contents for all documents and figures. 7. Staple / bind all together. Hand in with the database on disk (on CD).

0ae36329884b670afb655c556cde43fb.doc Page 15 of 18 A database for a class teacher 8. Pat yourself on the back. You have made a wonderful database where data can be entered and processed to create useful information.

9. Evaluation

Outcome: Activity: Name of Learner: Date of Assessment: Type of Assessment: Assessor: Learner's Assessment Criteria Levels 1 Levels 2 Levels 3 Levels 4 Assessment Conceptual Skills Attempts to select fields, Expertly selects fields, Creating a database on a Unable to create a useful queries and reports, and Can create some useful queries and reports, and

defined subject database at all. create a switchboard with queries and reports. creates switchboard to solve errors evident. a need. Practical Skills Attempts to create a sub-form Expertly creates a detailed Unable to create a sub-form but with either errors of Can create a simple sub-form Creating a sub-form sub-form with advanced at all. formatting or structure without errors. features. evident. Unable to define and control Expertly defines and prints a Printing a record in a Attempts to print a record in a Can define and print a required printing of records from a record in a form showing form form but with limited success. record showing basic skills. form at all. advanced skills. Attempts to perform an Expertly performs an update Performing an update Unable to perform an Can perform a simple update update query but with errors query with advanced query update query at all. query successfully. evident. formulae. Attempts to perform a select Can perform a select query Expertly performs a select Performing a select Unable to perform a select query with only one criteria with more than one criteria and query showing advanced query query at all. but with limited success. showing basic skills. skills. Expertly performs a delete Performing a delete Unable to perform a delete Attempts to perform a delete Can perform a simple delete query with advanced query query at all. query but with errors evident. query successfully. formulae.

Attempts to perform a Expertly performs crosstab, Performing a crosstab, Unable to perform a Can perform simple crosstab, crosstab, make-table or make-table or parameter make-table or parameter crosstab, make-table or make-table or parameter parameter query but with queries showing advanced query parameter query at all. queries showing basic skills. limited success. skills.

Unable to add any controls, Attempts to add controls, Adding controls, Can add controls, calculations Expertly adds controls, calculations or formulae to a calculations or formula, or a calculations and or formulae, or a heading to a calculations and formulae, report at all, or gives a repot heading to a report but with formulae to a report report. and a heading to a report. an unsuitable heading. errors evident. 0ae36329884b670afb655c556cde43fb.doc Page 17 of 18 A database for a class teacher Attempts to create a macro Expertly creates and modifies Unable to create a macro at Creating a macro but with run time, or other, Can create a simple macro. a macro showing advanced all. errors. skills. Can simply personalise a Can simply personalise a Expertly personalises a Unable to personalise a Personalising a database database with a basic name database with a basic name database with a suitable database at all. and or icon. and icon. name and effective icon. Expertly creates a Attempts to create a Can create a basic functional switchboard to link files with Can create a basic functional Creating a switchboard switchboard but with errors switchboard to link files with meaningful names and switchboard to link files. evident. meaningful names. switchboard opens when database opened. User manual is simple User manual is clear and User manual is detailed and User manual is scant and including only the obvious ordered and includes the extensive, and clearly Writing a user manual lacks clarity, order and aspects of the activity. There important aspects of the activity ordered to include all aspects continuity. is some order evident. with continuity. of the activity. Extensive with examples of Appendix has little value or Appendix No appendix presented. Appendix very limited. different types of printed meaning. sheets. Contents not in order of Not all contents listed and in Contents neatly listed, in Table of contents presentation or not all items Contents listed. no meaningful order. order with page numbering. listed. Work Skills Outward appearance of Outward appearance is purely Outward appearance user manual and No cover/label to manual or Lacks clarity and purpose. functional with author and title professional with author and CD/stiffy storage medium. details. title details. Showed a fair amount of Showed a great deal of Initiative Never showed any initiative. Showed limited initiative. initiative. initiative. Some effort is made to Good effort to produce neat Great care has been taken to Very untidy and making produce neat work with little work with some room for produce exceptionally neat Neatness & visual impact negative visual impact. success, and which is visually improvement, and which is work which is eye-catching boring. visually pleasing. and visually exciting.

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