CIS 2010 Individual Database Assignment

Detailed Instructions

Section 1 - Database Design Hershey College is a small liberal arts college in Hershey, Pennsylvania. Because student enrollment at Hershey College is small, the college participates competitively only in football and basketball. However, the athletic department has been encouraging the college for the past several years to develop an intramural department. After receiving a large cash endowment for the development of the intramural department, the college’s board of directors agreed to its creation. The primary goal of the intramural department is to encourage students to participate in sports and activities that promote good health and strong bodies. The intramural department will offer organized sports leagues for interested students. The department will create schedules fore each sport, assign players to teams, provide a coach and a student captain, and manage the team’s playing locations. The department will also offer sports equipment that teams can check out and use for practice and games. Part of the mandate set by the board for the intramural department is to demonstrate that students are using its service by participating on teams and using equipment. The intramural department must provide reports each semester documenting which sports were offered, how many students participated in them and other information as requested by the board. Admission counselors will also use these reports to show prospective student that there are many opportunities to participate in sports at the college. The college has appointed Marianna Fuerntes as the director of the intramural department. Marianna has hired you to develop and maintain the database that will manage the departmental activities and produce the required reports. Because the intramural department is new, Marianna is not yet certain of the data the department needs to collect and manage. Initially, she wants the database to manage data about each sport offered by the intramural department (including team assignments, coaches, and scheduling), the students who sign up for sports teams, and the equipment. Because you are the only person responsible for the database, there is a lot of responsibility on your shoulders to provide a database that works well for the department. Complete the following: 1. Marianna decides that the best way to get started planning the database is to prepare a list of

all the data items that are needed to support the department. The table on the next page shows her list, which she asks you to use when planning the database. You will need to identify the data to collect, group fields into tables, normalize the data, and relate the tables.

Item Description Students: We need to store information about students who participate on teams and the sports in which they participate, including the team. Students can sign up for more than one sport. ID number Student and faculty IDs at Hershey are five digits. Name First and last names. Phone Home phone number, cell phone number. Waiver Students must sign a waiver to play on a team; we must have this document on

file. Academic eligibility Students must be academically eligible to play sports by maintaining a C or better

grade point average; we must check eligibility at registration. Sports Name Sports including basketball, football, ping pong, pool, soccer, softball, swimming,

tennis, track, and wrestling. Coach Each sport has an assigned coach. We need to know the coach’s name, office

number (such as JK-18), office phone number, and cell phone number. A person can coach one or more teams over one or more seasons.

Min and max players Each sport has a designated minimum and maximum number of players. Begin date The date each sport begins. Notes A place to record notes about each sport. Equipment: Teams or coaches check out the equipment they need for their sport’s practice sessions. ID number Equipment is assigned an ID number using a sport abbreviation and a number

(BAS = basketball, FTBL = football, PNG = ping pong, POL = pool, SOC = soccer, SOF = softball, and TEN = tennis). For example, BAS-1 is a basketball. Some equipment ID numbers indicate a collection of items. For example, BAS-BAG-3 is three basketballs.

Description A description of the equipment. Storage building The building where the equipment is stored, such as SB-1. Fields: Different courts, fields, and tables are available for practice and games. ID number Courts, fields, and tables are assigned ID numbers. For example, BAS-CRT-1 is a

basketball court, SOC-FLD-2 is a soccer field, and POL-TBL-2 is a pool table. Type Identify the court field, or table type (basketball, softball, and so on). Maintenance contact Each court, field, and table has an assigned maintenance person, who manages

and resolves problems with the court, field, or location. We will need to know the maintenance person’s name, phone number, and office number.

Season The seasons each field is available for use by a team (some fields are unavailable off-season for maintenance purposes). The seasons are fall and spring; some sports run year-round, in which case the season is “always”.

Teams: For each team, we need to know the team number, captain, sport name, location where games are played, and the equipment needed for the game. 2. For each table you identified, determine the data type to assign to each field, and which fields

to use as the primary key.

3. For each table you designed, use a piece of paper to sketch the table design so that you can enter five sample records into it. After creating five records, determine whether you need to make any adjustments in your table designs. If you need to make any changes to your table designs, do so on your paper and add the necessary documentation to the existing table designs.

4. Use arrows to indicate the relationships between tables and the relationship types. Indicate which fields are involved in the relationship and determine how to maintain data integrity.

You won’t have to submit your database design as part of the database project but please design your database using paper and pencil before you look at the version presented in the next section. Thinking about the design of your database is a good exercise and will prepare you for the team database assignment. Section 2 - Tables and Relationships Complete the following: 1. Compare the database design you developed in Section 1 with the one shown in the figure

below. If necessary, change your database and table designs to match the ones shown in the figure. If you determine that you need to add or change fields in your table designs, be certain to carefully consider and then set the properties that will support the data being stored in those fields.

tblStudent tblParticipation tblSport tblCoach

StudentID FirstName LastName

Phone Cell

Waiver Academic

StudentID SportName

TeamID

SportName CoachID

MinPlayers MaxPlayers BeginDate

Notes tblTeam

TeamID CaptainID SportName

FieldID EquipmentID

CoachID FirstName LastName

Office Phone Cell

1 ∞ ∞ 1

tblEquipment

EquipmentID Description StorageBldg

tblField

FieldID Type

MaintenanceID SeasonAvailable

tblMaintenancePersonnel

MaintenanceID FullName

Office Phone

1

1∞

11

1

∞

∞

∞

∞

1

2. Start Access 2007 and create a new database using the naming convention for assignment files, i.e. SmithJ_IndividualDB.mdb.

3. Follow your database design to create the tables in the database. Be certain to specify the field names, data types, field descriptions, and field sizes as you create each table. Create validation rules and validation text, input masks, field captions, default values, and lookup fields as necessary to ensure that users enter consistent, complete, and accurate data in the tables. During the discovery phase, Marianna gave you some important information that you must consider in your table designs:

a. There are four storage buildings (SB-1, SB-2, SB-3, and SB-4) in which equipment is stored. In tblEquipment, a user should select equipment locations from a list of values.

b. In tblTeam, you need to specify the court or field and equipment assigned to the team. Set up the table so that the user can select FieldIDs and EquipmentIDs from a list of values.

c. Team captains are assigned from the pool of students. Set up the Captain field so that students are selected from a list of valid students. Store the StudentID in the Captain field.

d. In tblSport, the user should select the CoachID from a list of values.

4. Create the relationships between all the tables, as shown in the figure at the beginning of this section. Enforce referential integrity in each relationship and cascade updates.

5. Now that you have all the tables set up, you can import the existing data you found during the discovery phase into your tables. Prior to importing this data, open the files and carefully review the data to identify and correct any compatibility errors between your table and the imported data. If you encounter errors, make the appropriate adjustments in your database. Populate the existing database tables as follows.

a. The IMDept.xls workbook contains a collection of worksheets with records for tblCoach, tblEquipment, tblMaintenance, and tblStudent. Import this data into the corresponding tables in your database.

b. The College.mdb database contains the records for tblField, tblTeam, and tblParticipation.

c. Use the table below to enter the data into tblSport. Sport Name Coach ID Min Players Max Players Begin Date Notes Basketball 18999 5 10 11/1/2008 Football 79798 11 22 9/1/2008 Ping Pong 18990 1 11/15/2008 Pool 18990 1 11/15/2008 Soccer 17893 11 22 4/18/2008 Softball 18797 9 20 3/15/2008 Swimming 78979 1 9/1/2008 Tennis 78979 1 9/1/2008 Track 79879 1 3/18/2008 Wrestling 82374 1 11/1/2008

Section 3 - Queries In this section you will need to develop a number of queries for use by the department. 1. The intramural staff often needs to contact students who have enrolled in an intramural sport.

Create a phone list the staff can use. Marianna states that they usually use the cell phone number to contact students, but they want to have both the land line and the cell phone numbers on the contact list. The list should be ordered so that it is easy to find a student by name. Name the query qryStudentContact.

2. Because the intramural department staff members serve as coaches in addition to their other responsibilities, the staff needs to schedule their time carefully. In particular, they need to monitor people who coach more than one sport. Marianna asks you to list coaches who are assigned to more than one sport and to identify the sports to which each coach is assigned. Name the query qryCoachesWithMultipleSports.

3. Before students can participate in a sport, they must provide a liability waiver and academic approval form. One staff member is assigned to calling students who are missing a required form. Marianna asks you to create a list, including all phone numbers, of students who are missing one or both of the required forms. The list should also identify the missing form. Name the query qryMissingApprovals.

4. The department needs a list of coaching assignments. Coaches often want a quick reference to their sport, the maximum and minimum numbers of players on each team, and the date the teams start playing. Name the query qryCoachingAssignments.

5. The staff also needs to know how many sports each coach is assigned to coach for each quarter of the year. They ask you to provide this information in the form of a spreadsheet, with the coaches’ names appearing for the row labels and the quarters appearing as the column headings. The cell contents should indicate the number of sports each coach is assigned to in each quarter. Name the query qryCoachingPerQuarter.

6. Recall that students must sign a waiver of liability and maintain academic approval before they can play an intramural sport. The department wants to have a list showing students and whether they are approved or not to play sports. If a student has submitted both the waiver and academic approval forms, indicate that they are approved to play. If the student has not submitted both forms, indicate that they are not approved to play. Organize the list so that those with approval are grouped at the beginning. Name the query qryApprovalStatus.

7. All students who have signed up to play a sport should be assigned to a team. Provide a list of teams and the students assigned to those teams. Name the query qryTeamAssignments.

Section 4 - Reports In this section you will need to create reports for the department. Before creating the coach purchases report you will need to import the data on coach purchases. The database, CoachPurchases.mdb contains this information and must be imported into a table in your database. Be sure to establish appropriate relationships after you have imported the tblPurchaseByCoach table. 1. Marianna wants a report that displays all students assigned to teams along with their phone

numbers. This list should be grouped by teams. Give the report an appropriate title and name the report rptTeamMembers.

2. Marianna asks that you prepare a report that summarizes coach purchases. This report should contain the total spent, percentage of budget spent, and the remaining budget for each sport. Marianna suggests that you add lines in the report to separate the summary for each sport and highlight the calculated values that are over their $700 budget. Give the report an appropriate title and name the report rptCoachPurchasesSummary.

Before submitting the completed database, please run the compact and repair utility to minimize the size of the database. The smaller your database, the less chance there will be of having submission problems due to file size.