1 PROJECT 9 DATABASE FORMS AND REPORTS Management Information Systems, 9 th edition, By Raymond McLeod, Jr. and George P. Schell © 2004, Prentice Hall,

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1 PROJECT 9 DATABASE FORMS AND REPORTS Management Information Systems, 9 th edition, By Raymond McLeod, Jr. and George P. Schell © 2004, Prentice Hall, Inc.

2 Learning Objectives Learn to use an existing database file. Understand how to create a form for a database table. Learn how to generate data value restrictions for data fields on a form. Understand how to create reports based on a single database table and on multiple database tables. Learn to calculate summaries of fields on a report. Learn how to alter the format of reports.

3 Introduction This project uses Access 2002 (also known as Access XP) to create a form and several reports for an existing database The initial database can be downloaded from the Prentice Hall Web site for the text at must be in lower-case letters The database for this project concerns classes and the books used in those classes The database also contains records of students who have copies of books to sell

4 EXAMPLE This example will generate a form for data entry into the STUDENT table It will also create a report of class enrollments and a list of books used in classes along with their prices These exercises illustrate the common applications for which many people use a database This project uses the Textbook database which will be provided by your instructor or can be downloaded from the Prentice Hall Web site

5 Textbook Database The Textbook database consists of four tables that relate to each other by common values. The tables and their data fields are shown in Figure P9.1 The STUDENT table contains four fields: FirstName, LastName, BookNumb, and CopiesToSell. The key fields of the tables are shown in bold font For the projects and assignments in this text you will only have to use an existing database Any changes to the format or values in fields will be accomplished through the use of forms and reports in this project

6 Creating a Form Entering data into a table can be aided by the use of a form Table forms not only allow for data entry but they display one record from a table at a time Since a database table can contain very many records, displaying one record at a time can make it easier for a user to view records In our example we will create a form for the STUDENT table

7 One Table Report A report on class enrollments can be made from the table CLASS The completed report should look like Figure P9.14 The class and the number of students enrolled is all that needs to be displayed

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27 Report from Multiple Tables Part of the “Report of Books Used in Each Class” is shown in Figure P9.20. It requires information from the BOOK table as well as the CLASS table The books used for each class are shown with the book price; at the end of each class record the sum of prices for the books used in the class is displayed To achieve the ability to make a sum, the report has to be grouped on a field. In this report the field ClassNumb is used for grouping and the prices of books used in each member of the group are summed A header and a footer can be created for any data field upon which a group is formed

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33 ASSIGNMENT 1. Make a form for the CLASS table. Place both the ClassNumb and Enrollment fields in the form. For the Enrollment field on the form, create a validation rule that the value must be less than or equal to 200. When the validation rule is violated a message should appear stating “Enrollment Must Be Less Than Or Equal To 200.” 2. Make a report of books used in each class. The finished report should look similar to Figure P9.25. Note any changes in labels from the default field names. Move the labels “Sum” and “Grand Total” to be on the right-hand side of the totals. Make sure your fields are wide enough to show the entire field value; that is, do not let the book titles get truncated by fields that are too narrow. Make sure your report design does not go past 6.5 inches wide, which would cause blank pages to appear.

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35 END OF PROJECT 9