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#Exp19_Access_Ch02_HOEAssessment – Drama Club 1.0 

#Exp19 Access Ch02 HOEAssessment  Drama Club 1.0

#Access Chapter 2 Hands-On Exercise Assessment – Drama Club



Project Description:

You are the treasurer of the local drama club, and have begun to create a database of potential donors and volunteers for your organization. You discovered that some donations have already been made, but the records are stored in an Excel workbook. You use your newly gained knowledge of Access to create a relational database to track the donors and their donations. You will begin by importing the Excel workbook into the database. You will create a table from scratch to track the dates for which volunteers have signed up to help, create relationships between the tables, and then create some baseline queries.


Start Access. Open the   downloaded Access file named Exp19_Access_Ch2_HOEAssessment_Drama.   Grader has automatically added your last name to the beginning of the   filename. Save the file to the location where you are storing your files.


You will examine the data in the   downloaded Excel worksheet to determine which field will become the primary   key in the table and which field will become the foreign key so that you can   join it to the existing table in the database.

  Open the Donations.xlsx Excel   workbook, examine the data, and close the workbook.

  You will import the Excel workbook that contains donation information into   the database.

  Click the External Data tab, click   New Data Source, point to From File in the Import & Link   group, and then select Excel.   Navigate to and select the Donations.xlsx   workbook to be imported as a new table in the current database. Ensure that First Row Contains Column Headings is   selected. Set the DonationID field Indexed option to Yes (No Duplicates). Select DonationID   as the primary key when prompted and accept the table name Donations. Do not save the import   steps.


Change the Data Type of the   DonationID field to Short Text in   Design view of the Donations table. Set the Field Size of DonationID to 5. Set the Field Size of DonorID   to Long Integer. Save the changes   and open the table in Datasheet view. Close the table.


You will create a new table that   will enable the club to associate each donor who agrees to volunteer with   dates in the database.

  Create a new table in Design view. Add the following fields in Design view   and set the properties as specified:

  Add the primary key field as VolunteerID with the   AutoNumber Data Type and Number assigned to a new volunteer activity. (type the period) as the   Description. Set the Caption property to Volunteer ID.


   Add DonorID with the Number Data Type and Donor Volunteer as the Description. Set the Caption property to Donor ID and the Required property to Yes.


Add VolunteerDate with the Date/Time Data Type. Set the Caption property to Volunteer Date. Switch to Datasheet view and save the table as Volunteer   Dates when   prompted. You will enter data into the table in a later step. Close the   table.


You will create the   relationships between the tables using the Relationships window.

  Add all three tables to the Relationships window. Identify the primary key   field in the Donors table and join it with its foreign key counterparts in   the related Donations and Volunteer Dates tables. Select the Enforce Referential Integrity and Cascade Update Related Fields check boxes.   Save and close the Relationships window.


   You will add 8 records to the Volunteer Dates table so that you can test   referential integrity in the database.

  Add the following records to the Volunteer Dates table:


Donor ID

Volunteer Date


























  Close the table.



Sort the records in the   Donations table by the DonationAmount field in descending order. Save and   close the table.


You will use the Simple Query   Wizard to create a query of all donors who indicate that they are willing to   volunteer.

  Add the Firstname, Lastname, Phone, and Volunteer   fields from Donors (in that order). Save the query as Donor   Volunteers.


Add a criterion in Design view   to select only donors with Yes in the Volunteer field.


Sort the query results in   ascending order by Lastname. Run, save, and close the query.


You will copy the Donor   Volunteers query and modify it to add an additional table and field.

  Copy the Donor Volunteers query   and paste it using Donor Volunteers and Dates as the query name.


You decide to hide the Volunteer   column from the query results, as the value repeats in every record of the   datasheet.

  Open the Donor Volunteers and Dates   query in Design view and in the Volunteer column, click the Show check box to deselect it.



You will add a field from a   related table to display whom has volunteered for which dates.

  Add the Volunteer Dates table to   the top pane of the query design window. Add the VolunteerDate field to the last column of the design grid. Run,   save, and close the query.


You will create a query that   identifies donors and their associated donations. Because there is a   relationship between the two tables, you can now pull data from each of them   together as usable information.

  Create a query in Design view that includes the Donors and Donations   tables. The query should list the Firstname and Lastname (in that order),   then the DonationAmount and the DonationDate (in that order).


   Sort the query by the DonationAmount in ascending order. Run, close, and save   the query as Donors and Amounts.


You determine that the data in   the Donor Volunteers and Dates query could be summarized with a Total row.   You will group the records by donor name, and then count the number of dates   that each has volunteered.

  Copy the Donor Volunteers and Dates   query and paste it using Summary of Volunteer Dates as the query name.


Open the Summary of Volunteer Dates query in Design view and delete the Firstname, Phone, and Volunteer   columns.


Click Totals in the Show/Hide group on the Query Tools Design tab.   Click in the Total row of the   VolunteerDate field, click the arrow,   and then select Count. The records   will be grouped by the last name and the dates for each one will be   summarized.


Modify the field name of the   VolunteerDate column as Date Count: VolunteerDate to make the field more   identifiable. Click Run in the   Results group (5 records display in the Datasheet). The results display the   date count for each last name. Save and close the query.


Close all database objects.   Close the database and then exit Access. Submit the database as directed.

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