Part 2Provider Database (MS Access)For a review of the complete r.docx

Part 2:Provider Database (MS Access)For a review of the
complete rubric used in grading this exercise, click on the
Assignments tab, then on the title Case Study Part 2 - Provider
Database (Access)– click on Show Rubrics if the rubric is not
already displayed.
As you recall, data is a collection of facts (numbers, text, even
audio and video files) that is processed into usable information.
Much like a spreadsheet, a database is a collection of such facts
that you can then slice and dice in various ways to extract
information or make decisions. However, the advantage and
primary use of a database over a spreadsheet is its ability to
handle a large volume of data and yet allow for quick access to
the information that is desired.
Databases are everywhere now and impact our lives in a
multitude of ways. It can accurately be said that “your life is in
a database” or, more accurately, in multiple databases, and
information about you (a retrieval of facts about you) is easily
accessible. Your shopping history, credit history, medical
history, even your driving history, is stored in one or more
databases.
This exercise will introduce you to the basic building blocks of
any database – fields, records, and files (also called tables).
Although you will create a database with a single table
containing a small amount of data about computer component
Providers, the more applicable use of databases involves the
creation of many tables linked together with a common field or
“key.” Regardless of the size of the database, the data is stored
in the same way – in fields which are combined to create a
record. And those records are stored in a file or table. The data
is entered into the field via a data entry form, and the
information is extracted (to answer a particular question or

need) via reports and/or queries. Specific instructions for the
project can be found in the table below.
Create a provider database and related reports and queries to
capture contact information for potential PC component
providers that might be used to purchase the equipment your
specified in your MS Word project – the PC specifications..
This MS Access database assignment has the following parts:
1. a simple database table to hold provider contact information;
some of the required fields in the table require that a Caption be
added to the field characteristics. The Caption will be displayed
in the report that is to be generated.
1. a simple database form that can be used to enter data into the
database table;
1. two simple database reports that can used to present the data
as information; and
1. a separate MS Word document answering questions about the
database.
All aspects of the assignment will be evaluated according to the
following criteria and overall professional, business-like
appearance. This would include clear readability and formatting
for both screen and print-based output.
Element #
Requirement
Points Allocated
Comments
01
· Launch MS Access and open a Blank Access database.
· Save the new database with the following name:
“Student’s First Initial Last Name Provider Information”
Example: JSmith Provider Information
0.1

Create a table with all the following fields and settings: (each
letter indicates a separate field)
02
A. Provider ID (autonumber)
Set as primary key and is auto number
0.1
The Provider ID field must be set as the primary key (*). If the
Provider ID is not the primary key, 0.5 points will be deducted.
If you have properly set the Provider ID field as the primary
key, it will be numbered automatically (Auto Number).
03
B. Provider's Company Name (text)
0.1
04
C. Provider Contact-First Name (text)
D. Provider Contact-Last Name (text)
0.2
05
E. Billing Address (text)
(this is the street address)
F. City (text)
0.2
06
G. State (text—limited to 2 characters)
0.2
07
H. Zip Code (text—limited to 5 characters)
0.2
08

I.Phone number – area code (text—limited to 3 characters)
J. Phone number (text)
(Use xxx-xxxx format when entering the data)
0.3
09
K. YTD Orders (currency)
(At least one record must contain an amount when you enter the
data)
0.2
10
L. Preferred Provider (Yes/No)
(Criteria must be provided in the Description field (Design
View) which identifies what constitutes a Preferred Provider.
Base your criteria on YTD amounts.)
0.2
11
All fields names are fully visible in Datasheet View (no
truncated entries)
0.15
12
Name the table as follows: Provider Information Table
0.1
13
Use the Form Wizard to create a form that uses all the fields
from the Provider Information Table.
0.6
Let the Form Wizard guide you through the completion of the
form
Use a Columnar layout.
14

Select a theme – do NOT use the default theme which is Office.
0.2
15
Name the form as follows:
Provider Data Entry Form
0.1
You should be finished with the form at this point. It is best if
you allow the Form Wizard to open the form to view and enter
information.
16
Ensure that all field names are fully visible in each field in
Form View (no truncated entries)
0.15
17
Use the form to enter data into the table
· Enter all the appropriate data for seven providers (such as Best
Buy, CDW, and CompUSA.)
· Mark at least one Provider as a Preferred Provider based on
the criteria you identified in the Preferred Provider field.
It is important to complete all data entry prior to moving on to
create the report. You should also use the table to manually
review and audit all entries to ensure accuracy and consistency
prior to report setup. If find any data entry errors or
inconsistencies, simply go back the item in the form and make
the appropriate corrections. Missing data or including data that
should be ignored will result in a deduction.
1.5
When you are finished, the Provider Information Table should
contain all the contact information for five providers. You may
need to create fictitious information for contact names –other
field information should be available from the provider's
company website. For YTD Orders simply input fictitious
values. Marking at least one provider as Preferred should be

based on criteria for YTD Orders (those that exceed a specified
YTD amount that you determine). That criteria must be included
in the field Description for Preferred Provider.
The form will automatically populate the Provider ID for you
because this is your primary key. Provider's Company Name
will be your five providers.
18
Ensure that all entered data is fully visible in each field in
Datasheet View of the Provider Information Table (no truncated
entries)
0.15
19
Use the Report Wizard to create a report from the database that
uses the following fields:
· Provider's Company Name
· Provider Contact First and Last Name
· Complete Address (Street, City, State, Zip)
· Phone Number (including area code field)
0.6
Let the Report Wizard guide you through the completion of the
report.
Use Landscape orientation
Make sure that you do not select the Provider ID field.
20
· Set up the report to be sorted by Provider Contact-Last Name.
0.25
21
· Ensure that all field names and entered data are fully visible in
all areas of the report (no truncated entries)
· Select an appropriate style that improves readability
0.15
You must apply a style OTHER THAN the default style which is

the Office theme.
22
· Name the report as follows:
Provider Contact Information
Your report will include information for all your Providers.
0.1
After you name the report, you should allow the Report Wizard
to let you preview the report. If you created the report correctly,
you should see the items sorted alphabetically by Provider Last
Name. (Only one Provider Contact Information report should be
submitted for grading or points will be deducted.)
23
Create mailing labels for the provider list: Include
· Contact person’s full name
· full Provider's company name
· full mailing address.
Check the look of the report in Print view.
1.25
Be sure to view your mailing labels to ensure correct spacing of
the name, address. etc. The format should appear as a typical
address on an envelope.
24
· Save this report as "Provider Mailing Labels."
0.1
25
Create an MS Word document.
· Set it to
double space
normal text
Arial, 12 point.
Save the document as:
“First Initial Last Name Access Questions”
Example: JSmith Access Questions

Create a Title Page which shows your project title, your first
and last name, the course id and the due date. See comment to
the right for the project title.
In your MS Word document, answer both of these questions in 4
to 5 well written sentences.
Questions:
1. Your Director has approved the purchase of the computers
that you recommended in your response to the Case Study – Part
1, the specification for the computers. The data in this database
you created here is rather limited. What fields would you add to
the database you created in this project that would help you in
choosing a supplier or suppliers to use to fulfill the purchases?
2. Could you use an Excel spreadsheet to replicate the same
activity that you completed for the Access database project?
What advantages or disadvantages might using Excel have over
using Access in this Case Study?
0.5 points of the score for this element is assigned to writing
mechanics.
0.2
0.1
2.0
0.5
The title must be

PC Specifications for the Director
by
[insert your first and last name]
[insert course id]
[insert due date]
When submitting your project, be sure to attach BOTH the
Access database (the table, form, and 2 reports will be included
in the single database file) AND the Word document which
contains answers to the two questions above.
TOTAL
10

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