Unit 2: Creating Systems to Manage Information

Unit 2: Creating Systems to Manage

Information Step by Step Instructions Part
A
*These may differ for each year depending on the scenario but generally
following the same. You have 10 minutes at the beginning of the paper to read
the scenario and begin to plan your tables.
Activity 1: Database Relationships Screenprint that minimises data
duplication (45 minutes on this activity) (8 marks)
1. Usually always a 4-table solution.
2. On your test paper, group the data and sort out each of your tables. Each
ID gives an indication to the number of tables there are going to be BUT,
in some instances, you need to create your own tables from the data given
as there need to be 4 tables.
3. You also need one field that is in another field to be able to join them in
the relationships section of the database.
4. Open access – click on blank – add May 2025 – create

5. When you open access, there will already be one table created for you. Go
to Design View of the table and it will ask you to name the table. Always
name your tables with tbl at the beginning.

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6. Begin to fill in your field names of your tables that you sorted at the
beginning of the exam (step 2).
7. Choose the correct data type for each field and don’t forget when you
have one field in 2 or more tables, they must have the same data type. For
example, you have CustomerID set to number in one table, it must also be
set to number in another table.

Don’t set any of the fields to auto number because it will make it awkward
when adding in the information.
8. Repeat these steps until you have your 4 tables created.
9. Close all of your tables and make sure to save them.
10.Database Tools > Relationships

11.Add your tables from the sidebar by double clicking or dragging them over.
Make sure you do not have a table over twice (if it has the table name with

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a 1 at the end, you have added it twice. Right click and delete if you have
them in twice).
12.Match your field names now by dragging one over to the other. It doesn’t
matter which order as long as they both have the same field name and
data type. Click on the 3 tick boxes and click OK. You should be able to see
the line between the 2 tables and a 1 and infinity symbol between them.

13.Repeat step 12 until your 4 tables are connecting.

14.Make sure that all the tables and fields are visible, and no names are cut
off. This could lose you marks if the examiner cannot see everything
clearly. Try and also lay the relationship out where the connecting line
between the tables are not overlapping. Make it easy for them to see like
the example below.

15.Screen print your relationships by clicking Windows, Shift and S at the

same time on your keyboard. The screen will go grey and drag the textbox
over the relationships like above and paste the screenshot into a new word
document. Add a title in the document of Activity 1.
16.Save the word document as a PDF by going to File > Save As > Name the
document exactly as it tells you in the exam paper > PDF. Make sure to
save it into the activity 1 folder that was already created for you.

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17.Close the relationships and save.

Activity 2: Validation and Data Types (8 marks) (45 minutes)

1. Open the activity 2 word document that is in your folder.
2. Screen print each table in design view to show the data types of each
field. Below is an example of the screenshot they want to see.

3. Repeat this for the 4 tables.

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4. The validation will be different each year, but they will always ask that
data must be present in a particular field. This is known as a presence
check. Click on the field that they want the validation check on for
example client surname and look at the bottom half of the screen. Look for
Validation Rule and enter Is Not Null and in the Validation Text enter Please
enter a surname. It doesn’t matter what you enter into the Validation Text
but as long as it is appropriate. This is the message that will appear if the
user leaves the surname field empty.

5. The other validation types

a. PRESENCE CHECK – fields the user NEEDS to fill in. In field
size, change to appropriate figure. In Validation rule, is not
null. In Validation text, “Please enter…” . screenshot in
design view
b. LENGTH CHECK - Evidence of a suitable length check on
one text field was expected. In field size, change to
appropriate figure for a text field. This is normally used for
a telephone number which is 11 digits.
c. VALUE LOOKUP – create dropdown boxes for numbers or
words. Select lookup wizard – I will type in the values that I
want – type in the values from the data you got in the exam
paper - limit to list – finish – click lookup and screenshot
d. RANGE CHECK – usually for a number field. checks that
a value falls within the specified range. Look at
scenario to find out range. Put data type as number. In
validation rule “between…” and in validation text
“Minimum is … and maximum is…”. For example, range
must be between 1 and 10 so you would type in
between 1 and 10 in the validation rule.
e. TABLE LOOKUP – lookup wizard – I want the lookup field to
get values from another table or query – type in the values
from the data you got in the exam paper– screenshot
lookup

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f. FORMAT CHECK – checks data is in right format. MAKE SURE

DATA TYPE IS SHORT TEXT. Click on field name, go to input
mask, click how to format, next, with symbols, change field
size, in validation text “Please enter… in correct format”.
This is generally used for postcodes.
6. Make sure you screenshot each validation that you have used and
add it to the correct section in the activity word document. If you
add it to the incorrect one you will lose the marks for that
validation. Screenshot the field name in it too like the screenshot
below so the examiner knows which field you have added the
validation on.

7. Don’t be fussy with the screenshots by cropping them. Paste them

into the correct title/heading and move onto the next.
8. Save the document again with the correct name and into a PDF.

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9. This is now where you will fill out your tables with the data. You will have
1.5 hours in total to complete Activity 1, Activity 2 and add the data to the
tables. Just be aware of your time.
Activity 3: Queries and Report (40 minutes) (12 marks)
1. Read what the paper is wanting for you to show. If there is a part a and b
this will be 2 separate queries.
2. Go to Create > Query Wizard > simple query.

3. Bring over the field names. This will depend on what they are asking you
in the exam. Click on the dropdown list with the tables and click on the

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arrows to bring the field names across. If you bring a field over by
mistake, click on the opposite arrow to bring it back over.

4. Name the query qry3a and click finish. You will see the results then of the
query.
5. If the paper has asked for a particular sorting/filtering of the query, you
need to go into design view of the query. Go back to Home > View >
Design View

In the criteria of the query is where you will add your word to filter the
query down to only show a particular set of results. For example, if you
were asked to only show customers who are from Lisnaskea, you would
type Lisnaskea into the criteria of the town field.

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6. Run your query to show the results.

7. Screenshot your query in both the design view (like above) and also with
the results that you got when you clicked on ‘run’.
8. The report is usually based on creating another query, but the exam won’t
specifically say this. A way to check if you need a query is to look at the
screenshots/evidence they are looking for.

Follow the steps above to create a query and name is qryReport.

9. Go to Create > Report Wizard

Choose your query that you made previously from the dropdown and bring
over all of the fields.

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10.If the paper asks for grouping levels, double click on the relevant field
name. If it does not continue clicking on next.
11.Give the report an appropriate name with rpt at the beginning.
12.Close the print preview of the report and you will be in design view of the
report. Go to layout view instead (same way you would go to design view).
Space out the title or give the report an appropriate title. Then make sure
the field names also have a space/can easily be seen. Double click on the
field name and add the space. You are marked on how professional the
report looks, and this adds to it.

13.Screenprint the report into the word document and save it appropriately
with the correct name and in a PDF.

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Activity 4: Testing (20 minutes) (6 marks)

1. You will need to open the correct activity document for this and complete
the table they have given you.

2. The paper will have the number of tests. This is usually based on the
validation that you completed in activity 2.
3. The test number will be the number on the paper. The example below has
6 tests, so the test number will be from 1 to 6.

4. Type of test –

• N = Normal, typical data that can be entered

• X = Extreme, over the top data that is entered
• R = Erroneous, inaccurate and
incorrect.

5. Data that has been entered into the Test Data is the exact data you will
enter in the database to be able to show the examiner that you validation
text appears.
6. Expected results is what you want to happen when you have entered
incorrect data eg an error message will appear to alert the user that they
have not entered a surname.

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7. Then you must screenshot the error message in the database. Screenshot
the full table and error message to show as much as you can for the
examiner. An example is below.

Don’t be fussy again with the screenshot – as long as everything can be

seen clearly. If you need to add more than one screenshot to show exactly
what you have done to the database that is completely fine.
8. If your validation did not work or the error message did not show, use the
final column to explain why is did not show. For example, you could not
remember how to complete the validation rule, but you have a validation
text added.
9. Save your testing table to the correct name and PDF (same as before).
10.Example testing table:

Activity 5: Evaluation (20 minutes) (6 marks)

1. Discuss how you created the tables and named them.
2. Discuss how you knew what the tables would be from the ID or primary
keys (uniquely identify a record).

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3. Discuss how you sorted the fields into the corresponding tables and then
how you make the one-to-many relationships between the tables.
4. You will need to talk about the validation, but this will depend on the
validation you have been asked to complete.
5. Do not talk about the queries or the reports you made, and you do not
need to include screenshots as they will be ignored.
6. Tell the examiner why the validation is helpful and what was the purpose
of adding it.

January 2025 Grade Boundaries

June 2024 Grade Boundaries

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