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7/30/2019 00 Creating the Driving School Database
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A2 ICT Driving School Database
/Creating the Driving School Database
Part A - Design the tables.
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Part B - Set up relationships.
Lookups will have set up relationships automatically.
Set up other relationships.Enforce referential integrity.
Part C - Enter test dataEnter the test data from Appendix A into separate tables through the database window.
Enter 10-20 records. The validation checks can be tested while this is being done.In the test data for the date of the lesson in the lesson table ensure that you enter todays
date for some of the lessons, as this is relevant to one of the queries to follow.
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Part D - Set up the queries necessary to bring data together.
Query
Name
Based on
Table(s)
Fields to Include Criteria Results
1. qryLessons
31 July
tblLesson Lesson No
StudentID
InstructorIDDate
Start Time
Length of Lesson
Date
31/07/00
Lesson
Nos = 17,
18, 20, 24
2. qrySearch
for Student
tblStudent StudentID
Surname
Forename
Tel No
Surname
Watson
Student
ID = 9
3. qryInstructor Addresses
tblInstructor InstructorIDSurname
Forename
Address1Address2
Town
Postcode
Instructors1, 2, 3
4. qryDates tblLesson Lesson no
StudentIDInstructorID
Date
Collection point
Date between
30/07/00 and02/08/00
>=#30/07/00#
and
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Query
Name
Based on
Table(s)
Fields to Include Criteria Results
6. qryOr tblStudent Surname
Forename
Address1Address2
Town
Postcode
Mickleover
or Littleover
Student
ID 3, 5
7. qryToday tblLesson Lesson No
StudentID
InstructorIDDate
Start Time
Date =Date()
ie Todaysdate
Any
records
youentered
with
todaysdate
8. qrySearchBy
StudentID
tblLesson Lesson No.StudentID
Date
Start time
Length of Lesson
StudentID
[Enter the ID
Number]
ID = 1
Lesson
Nos 15,
24, 32
9. qrySearchon Lesson
Date
tblLesson StudentIDInstructorID
Lesson No.
DateStart time
Length of LessonCollection point
Lesson Type
Date
[Please enter
the Date]
02/08/00Lesson
Nos
25, 29, 30,31
10. qryInstructor Lessons by
Date
tblLesson Lesson No.StudentID
InstructorID
DateStart Time
Length of Lesson
Collection Point
Instructor ID
[Enter the
Instructor ID]
Date
[Enter theDate]
ID = 2 on02/08/00
Lesson
Nos25, 30, 31
11. qryLesson
and names
query
tblLesson Lesson No
StudentID
InstructorIDDate
Collection point
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Query
Name
Based on
Table(s)
Fields to Include Criteria Results
tblStudent
Start time
Surname
12. qryInstructo
r search
tblLesson
tblInstructor
Lesson No
StudentID
InstructorID
DateStart time
Surname
InstructorID
1
[Enter
Instructor ID]
Sort by date
13. qryFull
Details
tblLesson
tblInstructor
tblStudent
All fields
Surname *Forename*
Surname*
Forename*
* Re-namethese fields
appropriately
14. qryFullDetails By
Date
Base on qryFull Details Date
[Please enter
the date]
Start timeascending
15. qryNext
Weeks
Lessons
Base on qryFull Details
(Enter some lessons for next week
in your in the lessons table)
Between
Date() and
Date()+7
16. qryLessonCost
tblLesson
tblLessonType
tblInstructor
tblStudent
All fields
Cost
ForenameSurname
ForenameSurname
Address1
Address2
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Query
Name
Based on
Table(s)
Fields to Include Criteria Results
Add a new
calculated fieldTotalCost:[Length
of Lesson]*[Cost]
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Driving School Action Queries
Make Table, Append and Delete Queries
After a lesson has taken place, move the lesson to a table of old lessons tblOldLesson(Append query) and remove them from the Lesson table (Delete query)
After a period of 1 year remove them from the old lesson table all together.
Set up the table tblOldLesson with a Make Table query as follows
NB This only needs running once to set the empty table up!!
1. Create a query in design view based on tblLesson with all fields and with the
criteria for Lesson No as 0 This avoids copying any records into tblOldLesson
but creates the table structure.
2. Run the query and check that tblOldLesson has been created properly.
3. Make a copy oftblLesson because you are going to be changing dates and may
want to use the existing data again. in the database window, tables section, click
on tblLesson
4. Click on the Copy button, then on the Paste button and set the table name to
CopyoftblLessonOld and copy the Structure and the Data.
5. Open tblLesson and change the dates as follows
a. 01/08/00 to todays date
b. 02/08/00 to tomorrows datec. 31/07/00 to yesterdays date
d. 30/07/00 to a date exactly one year ago today
6. Close tblLesson and create a copy of it in CopyoftblLessonNew
7. Change the field type of Lesson No in tblOldLesson to Long Integer the
Append query will not work if the field type is Autonumber!! Set this field as thekey field.
8. Create a query qryOld Lesson Append based on tblLesson, all fields. Set the
criteria in the Date field to
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10. Run the query and checktblOldLesson to see that the records have been added
correctly
Now set up the delete query to remove the lessons from tblLesson as follows;
11. Create a query qryOldLessonDelete, based on tblLesson, all fields with thecriteria for the date field set to
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increase) and run the query.
2. Check the price changes
3. Try updating the prices by 1 [Cost]+1
Totals Query
1. We can total and count in a query Create a query qryLessonsData based on
qryLesson Cost fields Lesson No and Cost.
2. In design view, click on the Totals button on the toolbar to insert a Total row.Change the Lesson No entry in the Total row to Count and that for the Cost field
to Sum.
3. Test the query
Exercise
Use an Append query and two delete queries to archive students in a table
tblOldStudents who have passed both theory and practical tests and do not require PassPlus
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Part E - Set up forms and sub forms as necessary
Set up the following forms frmStudent, using Autoform: Columnar, frmInstructorusing the Form Wizard and frmLessonType using using Autoform: Tabular
We want to improve the appearance of the form by creating better navigationbuttons as shown below.
1. Open frmStudent in design view
2. Make sure that the Toolbox is showing and that the Control wizards tool isselected.
3. Select the command button and drag out a button on the form.
4. Select Record Operations in the wizard categories.
5. Select Add New Record in the Actions List and click on Next.
6. Choose Picture, Goto New2 (If you choose Text you can type in the textyou want) and click next.
7. Call the button cmdAdd.
8. Add extra buttons from the Record Navigation category with Actions
a. Goto First Record
b. Goto Previous record
c. Goto Next record
d. Goto Last record
9. Add the close Form button from the Form Operations category
10.Test that the buttons work correctly.
11. Re-arrange the buttons to the order shown above
12.Align them using Format, Align Top
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13.Tidy up by using Format, Horizontal spacing, Make equal
14.Make the buttons all the same size
It is common practice to keep user buttons away from data entry areas.
You are going to add a background to give a control panel effect.
15.Add a Control Panel around the buttons as follows:-
16.From the toolbox drag out a rectangle big enough to cover the buttons
17.Set its colour to Light blue, set its Special effect to sunken
18.Select the rectangle and use copy paste to make a copy of it. Make itslightly larger than the first and set its Special effect to Raised
19.Position the smaller rectangle over the larger and centre the buttons onthe panel. If the buttons are hidden by the rectangles you may have to useFormat, Bring to Front.
20.The system navigation buttons are now redundant so we can removethem and also change some other properties In design view, doubleclick on the form selector box (at the top left hand corner of the form). Thisdisplays the form properties window
21.Set the following properties
a. Caption Student details
b. Scroll Bars none
c. Record selectors No
d. Navigation Buttons No
e. Dividing Lines No
f. Auto centre Yes
g. Max min Buttons None
22.Repeat for the other 3 forms you have created.
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Creating the Lesson Booking form
Select forms click on new. Select the form wizard and choose the Lesson Costquery.
Select all of the fields - Next
Select Columnar - Next
Select Standard - Next
Call the form frmLessonbooking and click on finish.
We now need to customise the form to give it the same look and feel as theStudent and Instructor Forms
Make the following changes:
Move the fields down to make way for a heading
Add a title Lessons in the same font, size and colour
Edit the labels for Instructor and Student name control by removing thetext and underscore
Add the control panel (not the buttons) by using copy and paste from one
of the other forms
Add the buttons using the wizard as before
Set the form properties to the same as the other forms
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Form with Tab Control
Lesson and instructor Availability
1. Ensure that qryFull Details contains the calculated fieldEnd Time: DateAdd(h,[Length of Lesson], [Start Time]) Format asShort Time
2. Load frmLesson Booking in Design view3. Create a Tab control on the right hand side of the form you may need to
enlarge the form and move some existing controls in order to make space4. The tab control will have 2 pages or tabs set the caption property of the
first tab to Daily Timetable and of the second one to Weekly Timetable5. Click on the Daily Timetable tab and use the toolbox with the control
wizard switched on to create a subform on the tab. Base the subform onqryFull Details fields Instructor ID, Student_Forename,Student_Surname, Date, Length of Lesson, Start Time and End Time
6. You have to define your own linking fields InstructorID in both form andsubform and Date in both form and subform
7. Call the subform sfrmDaily Timetable8. Save the form (as frmLesson Booking)9. Test the form it will need resizing repositioning and editing:-
a. To change the column headings, in design view, click on each ofthe following text boxes in turn and edit the Name property asindicated Student_Forename to Forename, Student_Surname to
Surname, Start Time to Start, End Time to End and Length ofLesson to Length
b. Set the Text align property for Student_Forename,Student_Surname to Left and for Length of Lesson to Centre
c. In form view adjust the width of the columns by dragging thecolumn dividers. Right click on the Instructor ID column and hide it.Change the form property Autoresize to No to keep your settings
10.Ensure that qryNext Weeks Lessons includes the calculated field EndTime
11.Now set up the Weekly Timetable Tab based on qryNext WeeksLessons with fields Instructor ID, Student_Forename, Student_Surname,Date, Length of Lesson, Start Time and End Time
12.Link on the Instructor ID field only (not the date) and call the subformsfrmWeekly
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13.Tidy up the form
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Search and Sort Options
Add an Extra Tab and Add Filters
1. Use the form frmLesson Booking2. Add another tab to the tab control (insert menu Tab Control Page)3. Set its name to Search Options4. Close and save the form5. Create a new query, qryStudent Lesson, based on the Lesson table add
all the fields from the table. Student ID is to be entered as a parameter bythe user
6. Create a new macro, mcrSearch by Student, with Action Apply Filter argument Filter Name as qryStudent Lesson
7. Open frmLesson Booking in design view and add a command button tothe search optionds tab to run the macro mcrSearch by Student
8. Test the button scroll through the records to view just this studentslessons9. Set up another button to add a Filter by Date option based on qrySearch
on Lesson Date. Call the macro mcrSearch by Date10.The filter needs removing afterit has been used Create a new macro
mcrShow All Records It has one action ShowAllRecords Add acommand button to run the macro
11.Test the buttons
Add Sort Options
1. Create a new macro mcrSort lesson i. Action GoToControl Argument Lesson Noii. Action RunCommand Argument Sort ascending
2. Add a button to frmLesson Booking, Search options tab Sort by Lesson
3. Add further buttons to Sort by instructor and sort by Student
4. Test the form
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Forgotten Student ID
A student rings to book a lesson Operator clicks on Book a Lesson to openfrmLesson Booking
If the student has forgotten their ID the operator needs to open frmStudent anduse the drop down to find the students ID
The ID needs to be automatically transferred to frmLesson Booking when theoperator clicks a button
1. Open frmLesson Booking in design view. Set up a button on the SearchOptions tab to Find a Student.
2. Test that the button opens frmstudent
3. Create the following macro mcrSelect student to paste the details intofrmLesson Booking
4. Load frmStudent in design view and add a button labelled select studentto run the macro mcrSelect Student
5. When you test this procedure, you will find that the system places the IDinto the booking form but you have to press enter to activate the form. Thiscan be avoided by creating amcro caleed mcrUpdate with the single action
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Action Argument Value
GoToControl Control Name Student ID
RunCommand Command Copy
Close Object Type Form
Object Name frmStudent
Open Form Form frmLessonBooking
View Form
GoToControl Control Name Student IDRunCommand Command Paste
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RunCommand with argument Refresh Page
6. This needs to be attached to the On Change propert of the student ID fieldon frmLesson Booking.
Cancel a Lesson
1. Add a button Cancel booking to the Search options tab. Use the controlwizard to set up the delete operation use delete carefully!!
Driving School Further Forms
Add a combo Box to Enter Student Details
1. Open frmStudent in design view
2. Select the sex control and delete
3. Ensure that the control wizard is switched on and put a combo box inplace of the deleted sex control
4. In the wizard type in the values M and F and store the value in the Sexfield
5. Change the label to sex and save the form.
6. Test the form
Add a combo box to look up student details
1. Continue to work on frmStudent in design view
2. Create room for a new control under the Students label at the top of theform
3. Put a combo box in the space created and use the Find a record on myform based on a value I selected in my combo box
4. Put the surname field into the selected fields and give the combo box thename Find record.
NB. Look at properties of the combo box and see where the Source is set.
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5. Save the form and test the combo box.
Display the names in the combo box in alphabetical order
1. In design view, select the Find record combo box
2. Right click on the combo box and click on Properties select the data tab
3. Click on the Row Source property and then on the to the right
4. The SQL Statement Query window opens this looks like the querywindow. Set the surname field to ascending order.
5. Close the window and save changes
6. Test the combo box and close the form
Create a Lesson Booking Form Data from more than one table
1. Open qryLesson Cost (No 16 on queries sheet) This query brings
together data from tblLesson, tblLessonType, tblInstructor and tblStudentwhich are needed when a booking is made.
2. Close the query and create a new form based on qryLesson Cost as acolumnar form.
3. Save it as frmLesson booking Form
4. Switch to data view and find the option Size to Fit Form (this only shows ifthe form is not maximised), check and test the form, then close it.
Subforms
Lessons by Instructor subform by Method 1
1. Use the Form Wizard to set up a new form based on tblInstructor fieldsInstructorID, Surname, Forename and on tblLesson fields StudentID,
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Date, Start time, Collection point do NOT click next until you haveselected all these fields use Back if you missed some of them!
2. View as a form with subform and View by Instructor
3. Tabular layout naming the form frmInstructor Main and the subformsfrmLesson
4. Check the form
5. In design view click on the form selector of the main form (top left handcorner) and remove the scroll bars, Record selectors and Dividing lines
6. Remove the Navigation buttons from the subform.
7. Check the form
Lessons by Student Subform by Method 2
1. Set up frmStudentNew using Form Wizard based on tblStudent fields StudentID, Title, Forename, Surname, Address1, Address2,Town and Postcode
2. Check the form
3. Go into design view and rearrange the fields into 2 columns of 4 at thetop of the form
4. From the toolbox click on the Subform/Subreport icon and drag out arectangle below the existing fields
5. Use Existing Tables
6. Select table - tblLesson fields Lesson no, Date, Start Time, Collectionpoint and Lesson type
7. Leave the option at Choose from list Show Lesson for each record intblStudent using StudentID This is defining how the form andsubform are to be linked
8. Call the subform sfrmLesson Details
9. Save the form as frmStudent Lesson details
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10.Look at the form in data view
11. Make changes to the designs of the form and subform to improve theappearance Record selector, scroll bars, dividing lines
Lessons by instructor Subform by Method 3
1. Create a new form frmSTMain based on tblStudent fields StudentID,Surname and Forename Columnar form. Save and close it.
2. Set up another form frmLT based on tblLesson fields Lesson No, Dateand Start Time a Tabular layout. Save and close it
3. Open frmSTMain in design view
4. Press F11 to view the database window and drag and drop the icon for thefrmLT onto the lower area of the open form frmSTMain
5. View the properties of the subform (by right clicking on the border of thesubform not in the top left corner) and notice that the StudentID hasbeen identified as the linking field LinkChildFields and LinkMasterFieldsproperties
More than one subform can be placed onto a main form if required!
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Part F - Set up reports
Instructor Report
1. Produce a tabular report based on tblInstructor and including the fields InstructorID, Surname, Forename, Address1, Address2, Town andPostcode.
2. Save as rptInstructor
3. Set the orientation to Landscape
4. In design view, change the title in the report header to Instructor Report
5. Add the field Mobile No to the right of the Postcode field
6. Increase the font size of the data to size 10 (currently size 8)
7. Delete/edit the labels in the Page Header to read Instructor ID, Name,Address and Phone
8. Rearrange the address fields so that they are arranged under the addressheading as Address1 Address2
TownPostcode
9. Move controls as necessary to tidy up the layout.
Student Report
1. Produce a tabular, landscape report rptStudent based on tblStudentincluding all fields.
2. Ensure that the report fits into one page width
Membership Card Report
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1. Produce a columnar report rptMembership Card based on qrySearch byStudentID
2. Change the border style for all controls to Transparent
3. Left align the StudentID and Date of Birth controls
4. Change the title in the report header to Membership Card
5. Put the following message with border into the page footer (shift and enterwill force a new line)
Instructors Timetable Report
1. Use report wizard for the following report
2. Base the report on qryFull Details by Date fields Student_Forename,Student_Surname, InstructorID, Start time and Length of Lesson.
3. View the date By Lesson
4. Add a grouping level Instructor ID
5. Sort by Start Time
6. Align Left1
7. Corporate
8. Call the report rptInstructors Timetable
9. Test with the date 30/07/00
10.The report should be grouped on Instructor but is unsatisfactory because
a. The instructors names are not on the report
b. The date is not on the report
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Please keep this membership card safe and
bring it with you to lessons
Please inform us if any information is incorrect
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c. The column headings of Student_Forename and Student_Surnameare unsatisfactory
11. In design view, alter the Student_Forename heading to read Name and
delete the Student_Surname column heading
12.Drag Date from the Field list onto the report header and format it to longDate. Delete the label for the Date field.
13.Put the Instructor_Forename and Instructor_Surname onto the InstructorID Header. Delete the labels for these fields.
14.Test the report with 30/07/00 as before
15.To put each instructor onto a new page click on the Sorting and
Grouping Icon, (or use View menu, Sorting and Grouping option)
16.Click on the Instructor ID entry and change Group footer to Yes
17.An Instructor ID footer has now appeared in design view set the propertyForce New Page to After section
18.Check the report.
Driving School Calculations in Reports
Including a Total in a report
1. Create a new report rptIncome based on qryLesson Cost with fields (inthis order) Instructor ID, Instructor_Forename, Instructor_Surname,Student_Forename, Student_Surname, Date and Total Cost.
If the records are not grouped on instructor ID by default then addInstructor ID as a grouping level.
Sort by Date and use Align Left1 layout.
2. Test the report
3. In design view, click on the sorting and grouping icon (or View menu,sorting and grouping option). Click on Instructor ID and change the GroupFooter property to Yes
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4. Close the dialog box
5. Put a new text box into the Instructor ID Footer area and set the followingproperties
a. Control Source =Sum([TotalCost])
b. Format Currency
c. Font weight Bold
Shift | F2 will open a zoom box if you need more room.
6. Edit the text in the attached label box to Total
7. Drag Instructor_Forename and Instructor_Surname from the Detail sectioninto the Instructor ID Header section
8. Delete the Instructor_Forename and Instructor_Surname column headings
9. Test the report
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Count the records in a Report
1. Add a new text box to the InstructorID Fooetr section to the left of the Totalboxes
2. Set the Control Source property of the text box to =Count([TotalCost])
3. Change the label to Number of Lessons
4. Test the report
5. Save the report
Running totals in a Report
1. Click on the Total Text box Control
2. Set the Running Sum property to Over All
3. Change the Total to running total
Reports with no records
1. Set up a macro mcrNo Data which displays a message box with themessage No data in this report.
2. Open rptInstructors timetableand set the On No Data event in theproperties of the report to mcrNo Data
3. Test the report
4. Attach the mcrNo Data macro to the Membership Card report in the sameway
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Part G - Automate with buttons / macros
Driving School Macros
Macro to open frmstudent
1. In the database window click on Macros and new
2. In the Action Column click on OpenForm
3. Set the Action argument Form Name to frmStudent
4. Close the macro window and save as mcrStudent
5. Test the macro by running it
6. Macros can have more than one action open mcrStudent in design view
7. Add a second action GoToRecord with Argument New
8. Save the macro and test it What effect does the new action have?
9. The macro can open the form for adding only re-open mcrStudent indesign view and delete the GoToRecord Action
10.Change the Data mode argument of the OpenForm action to Add
11. Save the macro as mcrStudentAdd and test it.
12.Set up macros mcrInstructor and mcrLesson to open frmInstructor andfrmLesson.
Setting up a Message Box
1. Create a new macro mcrAbout with Action MsgBox, Argument Created byyour name 2002 NB can be produced by typing ( c ) with nospaces!
2. Set arguments
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a. Beep Yes
b. Type Information
c. Title My Driving School
3. Test the macro
To set up a Menu as a Front end
1. Create a new form in design view. Save the form as frmMenu
2. Use the command button icon from the toolbox to set up buttons with
appropriate messages to run the macros mcrStudent, mcrInstructor andmcrLesson Booking (Miscellaneous/run Macro option in the controlwizard)
3. Set up a button to run mcrAbout
4. Set up a button to quit the application (Application/Quit option in thecommand wizard)
5. Set up buttons to run the reports rptInstructor, rptStudent, rptMembershipCard and rptInstructors timetable.
6. A macro called AutoExec is run when the database is opened set this upas follows
a. Action ArgumentEcho NoHourGlass YesRunCommand WindowHideOpenForm frmMenuRunCommand DocMaximise
7. Test the autoexec macro NB F11 will display the database window