Today I started my database. From my plan I gathered that I was on target timing for starting my...
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Today I started my database. From my plan I gathered that I was on target timing for starting my database. The database’s purpose is to detailed information
Today I started my database. From my plan I gathered that I was
on target timing for starting my database. The databases purpose is
to detailed information of endangered species so that members can
download and gather information to use for deciding on which animal
to adopt. I started my database by opening up a new database, and
going to design view. I then found all the field names from the
DIDA wildcare website inserted them into my database fields. Most
of the data types for my fields were text but a few, eg. Adoption
cost, were currency this is because the data inserted for that is a
price, therefore needs to be recognised as currency. I had to
change the currency to 2 decimal places at the bottom, because that
is the most they can enter.
Slide 4
Three of my fields had to have a validation rule these fields
were status, threat and group. In the validation rule box for
threat I inserted the following data which I got from the DIDA
wildcare website. I did this so that the threat can be categorised
and read easier for the member. C stands for climate change
(showing that the threat for this animal being endangered is due to
the climate of the animals habitat) L stands for loss of habitat
(for example ; tree cutting, bush fires etc) H is for hunting
(animal hunted) and P is for predator (this is where there has been
a rise in the amount of that animals predator therefore the animal
is being killed for example in the Masai Mara in Kenya Africa, if
the number of lions really increased the number of wildebeests
would decrease because wildebeests are one of a many types of a
lions prey. For Status I inserted Red or Orange or Blue in the
validation rule box this was also to categorised the status of the
animal. I again gathered this information from the DIDA wildcare
website on the list. Red stands for critically endangered, so a
critically endangered animal would have a stats of red. Orange
stands for endangered and blue stands for at risk. For Group i
categorised the animals into there groups where I inserted
Bird/Insect, Mammal, Fish or Reptile/Amphibian into the Validation
rule box.
Slide 5
In todays lesson I carried on with my database I checked that I
had so far completed my database correctly before carrying on. I
also checked that I was up to date and in time with my plan, which
I was. The next step in my database was to import my data. Here is
how I did it. 1 )I first went to external data on my main options.
2) I then clicked on text file because the data I needed to import
from the DIDA wildcare website was a text file. 3) Once this came
up, I browsed for my text file which I had copied and pasted into
Notes and saved in my area. I then selected append a copy of the
records to the table before I clicked OK. So that my database could
be imported correctly. More boxes came up so once I had made sure
everything was correct I clicked on finish!
Slide 6
I then went to open my table found that all the data was
correctly imported! I could tell that it was correctly imported and
my validation rules were correct because I could see that all the
different types of animals where correctly categorised into there
groups, into status and into there threats. For instance Alligator,
Chinese the first animal which is highlighted black, is correctly
categorised into Reptile Amphibian. Its status is red which means
its critically endangered and its threat is H which means its a
animal which is hunted, I would imagine for its skin. The members
can tell what the symbols for status and threat mean once they look
at the data entry form key, which I am yet to have completed.
Slide 7
My next task was to create the data entry form for three new
animals that I have to put into my database. I started by going to
Create ( on the main options box) and then clicking on form. Once I
clicked on formed the following appeared on my screen. I had to
turn this table into my own data entry form for the three species
which I am going to insert myself. I started by adding a new
command button that says add new record. To do this I had to go to
design view. I clicked on the button that brings you to command
wizard. The command button wizard came up, It automatically has a
default setting of saying Record Navigation for the different
actions available for each category. I changed the category to
Record Operations instead and I also changed the action to Add new
record because I needed a button that is able to instantly add a
new record. After clicking next I named the button add new record
to make sure that the use of the button was clear.
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Original Spread sheet I downloaded the data from the DIDA
wildcare website. I found suitable membership fees for the
customers.
Slide 21
Cell formatting Cell formatting involves changing the format of
the cells to suit the content. For my spread sheet I had to change
number to currency because the data in my spread sheet is based on
the costs in pounds, therefore its currency. I did this because it
makes the spread sheet easier to use for the customers, because
they will be able to differentiate between the different types of
data. As well as this I can now control the number of decimal
points and places, this enables me to control my data accurately.
Once I changed it to currency the 30.00 turned into 30.00
Slide 22
3D Referencing This allows me to insert/copy cells from one
spread sheet to another. Its a simple and fast technique. It saves
time and it also automatically updates, so that if I change my data
on one spread sheet both sets of data change instead of having to
do it twice. On my spread sheet I had two spread sheets costs and
cash flow 2013. On my costs spread sheet I had all the costs. As
shown in image one. My cash flow 2013 spread sheet is shown in
image 2. I copied the information from the costs spread sheet into
the cash flow 2013 spread sheet so that I could calculate totals
and carry on making my cash flow 2013 spread sheet.
Slide 23
Formulae I used 3 different formulas one to multiply, one to
add my results and one to subtract my results. For my multiply
formula (image 1) I had to multiply the number results by the cost
results. For instance my number 2450 was in the field B5 and my
cost was 30.00 and was in the field C5 so in the formulae bar I
typed in =B5*C5 which multiplies the two results together, it came
to the total 73,500.00 because I had previously changed the data
type to currency. I did the same with all the numbers and costs
(light blue fields) to get my total cost for each type of
memberships. This leads me on to my next formulae =SUM(__:__) I
used this formulae for adding up my results to find more totals.
For instance,I wanted to find the total cost of all the membership
fees 349,750.00 to find this out I had to add up each total for the
different types of membership fees which was from field D5 to D9
(as shown in image 2) instead of counting from field to field I
learnt I quick technique which was to write in the formulae bar
=SUM( then highlight and drag from start field to my end field) As
shown again in image 2. Although I didnt really need to do this for
this example I practiced it here so that when it came to much
bigger amounts of data it would take 2 seconds instead of 2
minutes. I used this adding formulae on the rest of my spread sheet
to find out all of my totals. D5 D9
Slide 24
My final method of formulae was subtracting. The only place I
used this on my database was in Net Cash flow. The formulae was
simple and easy to use. The net cash flow was the total income
takeaway the total outcome. So basically the total money gained
from the membership costs but taking away the total money spent on
things like food and veterinary costs. For instance the net cash
flow in January is =B18-B28, shown in image 3. I did this for all
the net cash flows in all the months. B18 B28 January is the only
month which has SURPLUS as a cash flow because there was more total
income than total outgoings. All of the other months are in DEFCIT
because there was more total outgoings than total income, so there
was less money gained from adoption fees than spent on things like
utilities, food and salaries.
Slide 25
Absolute Cell Referencing Absolute Cell referencing is fixing
the cell to its position so that it does not change meaning that
when its copied and pasted to other cells the cell references do
not change. I did this using the formulae =Costs!$_$_, for example.
I used the IF statement because its an conditional statement and
shows my results as either SURPLUS or DEFICIT for the Cash flow.
The formulae I used was =IF(_>_, SURPLUS, DEFICIT) For example I
typed in B18 to(or >) B28 because I wanted to find out whether
or not the total cash flow for the total outgoings was higher
(DEFICIT) or lower (SURPLUS) than the total income. I did this for
each month.
Slide 26
Conditional Formatting For conditional formatting I set a rule
so that if the cell was in SURPLUS it would turn green and if the
cell was in DEFICIT it would turn red. I did this so that my spread
sheet would visually be much clearer to the user.
Slide 27
Goal Seek Goal seek is used to get a certain result when unsure
of the original starting value. For instance if I were to use it to
get my total outgoings to 0.00 I would have to do this by changing
another cell, (shown in image 1) by doing this I would get an odd
membership fee value i.e. 30.00, 25.00,20.00 then 43.24, because of
this I would not use it in my spread sheet.
Slide 28
Testing I need to test that spread sheet was working and
accurate so I tested it using my calculator.
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Membership fees The original cost for the Wildcare teens and
the Wildcare kids membership fees were 0.00. I changed the teens to
15.00 and the kids to 10.00 to try and decrease the DEFICIT. (Shown
in image 1). This decreased the DEFICIT from -64,854.00 to -
27,354.00. This was not a massive decrease so I wanted to test out
more membership fee costs. I wanted to try and get my starting cash
flow and total ending cash flow to be in SURPLUS I did this by
changing my Membership fees to try and get as closest to SURPLUS or
0.00 as possible. I increased some of the membership fees because
it wouldnt make sense if two fees were the same cost, for instance
if I were to increase my teen membership fee anymore it would be
the same price as a silver membership fee. So I increased all the
membership fees by 5.00.(show in image 2). This worked! The cash
flow is now 61,896.00 which is a SURPLUS But the final cash flow is
too high due to the fact that its a charity and doesnt necessarily
need a lot of profit.
Membership card Research I need to make a suitable membership
card to give to the members. I did some research to get some ideas
of how to lay out my card. Company Logo, Cleary displayed Suitable
image Contact information Doesnt have a renewal date although I
will be including one on my membership card Terms and conditions,
Cleary stated Company logo Location, contact information Suitable
heading Renewal date Out of the two membership cards the Stevie Bs
gym and martial arts academy membership card (1) is the better as
it includes all the suitable information and clear space to fill
out the members name and renewal date.