DATA BASE

MANAGEMENT WITH
MS-ACCESS
(Mid-term test No 2)
 GENERAL INSTRUCTION FOR
MIS FINAL PROJECT

You will need to submit the following files:

1. The completed Access file.
2. A Power Point file (including the BFD, ERD, and DSD diagrams)

FORMAT OF THE POWER POINT PRESENTATION

Title slide
⁃ University, program
⁃ Title
⁃ Class
⁃ Group presenter(s) – Team leader identification
⁃ Location, Date
Introduction slide
⁃ Introduction
⁃ System analysis
⁃ System design
⁃ System implementation
⁃ User instruction

Body of slides

❖ Introduction

● Problem Statement:
The management of a project participation system for a campaign involving
multiple projects across different provinces in Vietnam poses several challenges. The
campaign consists of 30 distinct projects and is being conducted in 10 provinces. It
has recruited 100 participants who will contribute their efforts to support these
projects. The project manager needs an efficient and effective way to manage the
following aspects: provinces involved, project details, participant information,
and participation levels.
● Problem Solving:
To address these challenges, we propose the development of a database
application system using MS Access and MS Excel. This system will provide a
comprehensive solution for managing project participation, enabling the project
manager to organize and track various aspects of the campaign. By leveraging the
capabilities of these software tools, we can create a centralized database that stores
and organizes all the relevant information. This application will offer a user-
friendly interface for data entry, retrieval, and analysis, streamlining the
management process.
● Expectation:
By implementing this database application system, we expect to achieve the
following outcomes:
- Efficient Province Management: The system will allow the project manager
to easily determine the number of provinces involved in the campaign. It
will provide a clear overview of the distribution of projects across
different provinces.
- Streamlined Project Management: The system will enable effective project
management by providing information on the number of projects being
organized, their respective provinces, and the different types of projects
involved. This will help the project manager to plan and allocate
resources accordingly.
- Comprehensive Participant Management: The system will facilitate the
management of participants by maintaining accurate records of their
information. It will provide a centralized repository for participant
details, including their personal information.
- Enhanced Participation Tracking: The system will enable the project manager
to monitor participant involvement in projects. It will record the projects in
which each participant is involved and track their attendance percentage.
This information will be crucial for evaluating the performance of
participants and determining their eligibility for certificates.

❖ System analysis (DONE)

o Investigation of the business

- Business Objectives:
+ ensure successful execution and coordination of 30 different projects
across 10 provinces in Vietnam.
+ effectively managing provinces, projects, participants, and their
involvement to achieve desired campaign outcomes.
+ enhance efficiency, streamline operations, and improve decision-
making processes.
- Current Challenges:
+ The existing methods for managing project participation lack
efficiency and effectiveness.
+ The manual process of tracking provinces, projects, participants, and
their involvement poses challenges in terms of data organization,
retrieval, and evaluation.
+ The absence of a centralized system hampers the ability to obtain real-
time insights and make informed decisions.
- Information Requirements:
 + Accurate and up-to-date information on provinces, projects,
participants, and their participation levels is crucial for effective
campaign management.
+ Detailed data on project types, participant details, and attendance
records are essential for evaluation, resource allocation, and reporting
purposes.
+ The ability to analyze and visualize data in a structured manner is
necessary to gain insights and make informed decisions

o Business Function Diagram (BFD)

▪ a rectangle – a function

▪ straight line

o Database modelling (ERD)

a rectangle – entity (noun)
a diamond – a relationship (verb)
notation(s) for association degree

❖ System design

o Database design (DSD)

o Forms Design
Create 4 forms to display:
➔ Add and Update Participant
➔ Add and Update Participation
➔ Add and Update Province
➔ Add and Update Project
o Report Design
Create 5 reports to display:
 ➔ Assessment Report based on Assessment
➔ Popular Province Report based on Project Type
➔ Propular Project Type based on Province
➔ Project Average Attendance Percentage Report based on
Attendance percentage
➔ Reward Report based on Attendance percentage
❖ System implementation

o Tables creation
a. tblPROVINCE
Identify the information of the province by ID, allowing the user to know the province
ID, province name where the projects took place.

b. tblPROJECT
Identify project information by ID and keep track of project name, start and end dates,
total days, project type, and province ID.

c. tblPARTICIPANT
The user can understand the details of project participants besides the ID such as full
name, DOB and gender.
 d. tblPARTICIPATION
Enable users to determine participation details beyond the participation number,
including project ID, participant ID, attendance days, attendance percentage, and
assessment to determine certificate eligibility.

o Forms creation
a. frmProvince
The frmProvince form allows the user to sort province by ID as well as project name
along with start-end date with total days.
 b. frmProject

The frmProject form gives the user access to specific projects sorted by ID as well as
the corresponding participant by ID with attendance days, attendance percentage and
assessment.

c. frmParticipation
Helps users easily filter any participant’s engagement in the project such as
participation number, project ID, participant ID, attendance days with corresponding
attendance percentage, as well as assessment.
 d. frmParticipant
Provides the personal information of a specific participant including participant’s full
name, their ID, their DOB and gender.

o Queries creation
a. qryAssessment:

- The query used criteria: “Qualified” in Assessment field

 - to find which Participants are Qualified so that the manager can issue
Certificate

b. qryProjectType: to see Projects having the same Project Type

- The query includes Project ID, Participant ID, Attendance days, Attendance
percentage, Assessment (tblPARTICIPATION) and Project Type
(tblPROJECT) in the criteria of “Summer camp”
- The query shows all the Projects that have the same Project Type “Summer
camp”
c. qryPopularProjectType:

- The query shows all the Project Types that are organized in a particular
Province.

- The query allow the manager to know which Project Types are popular in that
particular Province
d. qryPopularProvince:
- The query shows all the Provinces that organized a particular Project Type.

- The query allow the manager to know which Province are popular in that
particular Project Types

e. qryReward:
- The query shows Participants who has the attendance percentage above 90%

- Therefore, the manager can give rewards to those Participants

o Reports creation (chèn ảnh của các bảng report là đc)

a. Assessment Report
Purpose: To know who qualified to issue the certificate.
b. Project Average Attendance Percentage Report
Purpose: to know which project in the same Project Type has
higher Attendance Percentage Average to evalute the
participantion management ability.

c. Popular Project Type Report

Purpose: To know how many types of projects are organized in
Province ID 30
d. Popular Province Report
Purpose: To know where Project Type Talkshow has been
organized and in which provinces it is popular

e. Reward Report
Purpose: To reward active participants with the attendance
percentage above 90%.
 ❖ User instruction

o Use Switch board to navigate the database application

In Switch board, there are three sub-boards in total, including Edit Form, Open Report
and Exit.

In the Edit Form board, users can click into 4 buttons leading to forms to make
changes or enter data into tables implemented. When finished, users can click the
“Back to MENU” button to return to the MENU board for other actions.
In the Open Report board, users can access the reports to look at and produce
managerial information. When finished, users can click the “Back to MENU” button
to return to the MENU board for other actions.

In the Exit Board, users can either choose “Exit Application” (Access) or “Back to
MENU” button in case they don’t want to close the application but mistakenly click
into it.

o How to use forms to enter data into tables implemented?

Add new data
Step 1: Press the "Add record" to show a blank form to information
Step 2: After finishing the information choose "Save Record" (it can be used as
update a data)
Navigating
You can check the data through the form by these buttons "Back", "Next", "Delete
Record" and "Exit"
o How to use queries to extract data from the database?

Step 1: Adding the table into the query design view

Step 2: Choose the Field in specific table to show in the query, the query also show
the relationship
Step 3: Add the Sort, Criteria, and show to filter, and manipulate the data to refine the
query results.
Step 4: Click Data sheet view to execute the query

o How to use reports to produce managerial information?

Step 1: Choose one of 5 buttons link to the following reports

Step 2: Config the formula and layout of the report in Design view (the count function
and many more formulas for calculation and managerial information)
Step 3: Print option
Bibliography