Finance & Accounting

Donor Donations Database MS Access Task 3

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Word Count

500 words

Subject

Database Management

Assignment Criteria

Q1 You have been asked to do an internship in a small Not-for-Profit organisation (NFPZ) which has recently been given approval to accept donations from individuals and organisations in the private and public sectors. You have been asked to design a simple database in MS Access to keep track of donors and donations based on the following business rules: 

  • A donor can give many donations but each donation must be assigned to only one donor. 
  • NFPZ may need to keep a record of a donor who may not currently have given any donations (potential donors or 'leads') 

Draw an Entity Relationship Diagram (ERD) for the entities for the NFPZ Donor-Donation database showing attributes [just the name of the headings, not the actual data] and indicate the primary keys (you have to think about what are appropriate attributes) 

**I don't want a screen print of the relationship in MS Access in this question as I want you to model the conceptual database design first using the figures provided under the Labs/Tutorials section of Blackboard. 

Your answer should show cardinalities and whether or not the relationship is mandatory/optional. Link entities using foreign keys, if necessary. State assumptions, if any, you make about business rules. (5 marks) 

Q2 This part of task 3 is worth 15 marks. 

OPTION 1 (For Students who have MS Access) 

Implement the ERD Q1 in MS Access as NFPZ Donor-Donation Database. Do screen prints (when you have the proper screen in front of you, press the Print Screen button on your keyboard, go to where you want to put it in your assignment document and click 'paste') of the following and paste them in your assignment document : 

  • Each table in data sheet view (populated) and in design view (showing meta data) i.e. two screen prints for each table. I want you to have a couple of donors with more than one donation assigned to them and at least one with no donations yet. (4 marks)
  • Create the relationships between tables and implement referential integrity and show the screen print of the relationship from MS Access (from the relationship canvas) in your assignment document (3 marks) 
  • Create a Form to input (enter) or change details of donors and donations assigned to them. Do a screen print of the Form in Form view and paste it in your assignment document. (3 marks)
  • Create a query to show donations assigned to a particular donor when the user is asked to input the donor ID. Do screen prints of the query in design view and the result of the query and paste them in your assignment document (2 screen prints). (2 marks)
  • Create a report of a listing of donations by donor showing their details and relevant details of the donations assigned to them. Do a screen print of the report and paste it in your assignment document. The report has to be properly formatted (imagine you are going to use it as a 'user') (3 marks)

OPTION 2 (For Students who do not have MS Access) 

Using the Week 4 Tutorial-Lab MS Access Manual as a guide, show how you would implement the extended ERD created in Q1 above into the existing database by doing the following: 

(note: you can 'draw' the outputs using MS Word or you could draw the outputs by hand and then take a photo of them and paste that in your assignment document. To see examples of how the 'drawings' are done in MS Word, see the 'Sample of MS Access Drawings' document under the Assessment>Assignment folder on Blackboard 

  • Draw tables as if they were ready to be input into the database (this means you also need to demonstrate the linkage between the one and many tables). Show each table in data sheet view (populated with data) and in design view (showing meta data) i.e. two drawings for each table. I want you to have a couple of donors with more than one donation assigned to them and at least one with no donations yet. (4 marks, 1 for each table)
  • Design (draw) a Form to input (enter) or change details of donors and donations assigned to them. (3 marks)
  • Design a query to show donations assigned to a particular donor when the user is asked to input the donor ID (see section on query in the manual). I also want you to draw the output when the query is run (2 drawings).(2 marks)
  • Design (draw) a report of a listing of donations by customer showing their details and relevant details of the donations they have made (i.e. the details you think a user would need). The report has to be properly formatted (imagine you are going to use it as a 'user'). See the example of the report in the manual or the 'Sample of MS Access Drawings' document under the Assessment>Assignment folder on Blackboard. (6 marks)

Note: 

When naming your attributes, they have to be meaningful & distinctive (e.g. Donor Name instead of only Name (in databases sometimes more than one entity will have similar attributes like 'Address' and you need to differentiate which entity that attribute belongs to. Also, some words are 'reserved' or 'system' words (e.g. Name, Number, Date) and cannot be used on their own. 

For data types, if it is a mixture of numbers & text, use 'text' data type. Remember also: 

  • In order to 'link' tables (i.e. where the primary key of one table is a foreign key in another table), data types of both fields have to be the same and have the same field size

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Assignment Solution

Q2. Using MS Access

a) Tables from MS Access in Datasheet and Design View


Table 1 – Donors List

Table 2 – Donations List

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