Stage 6: Information Processes and Technology Information Systems and Databases Syllabus- The sample response

The sample response

Question 1 (a)

Compare the current non-computer based system of the company with the proposed computer based system

Currently the company staffs, salesmen and office staff are the users of the manual register system. Manual registers are used to track all details of orders and stock. Large amounts of data are stored. An individual record is required for each order. Lots of duplication exists as details of products sold by the company are duplicated on individual orders. Orders are organized in order on month basis in registers.Registers are stored in a number of filing cabinets.

Here are some advantages and disadvantages of the current system.Advantages

Quick to find details of an order if date and month are known Data is stored in a central secure location Original source orders are stored in the order file

Disadvantages Slow to find details of orders when date and month are not known Data storage takes up a lot of room Minimal number of staff can access records at one time Data is duplicated

For the development of the new system, the current system is analysed to determine the functions it performs and those that it is unable to perform. Direct and indirect users of the new system are interviewed to determine what they require from the new system. The inputs to the new system, the processes it is to perform and the outputs from the system are clearly defined. A recommendation is made about the type of new system that will be required to meet the identified needs. The new system will be able to do the following:

Minimize the storage space for the record of orders, the order details, customers record and products stock.

Backup the data very easily and efficiently Only one staff member will be responsible for the administration of the system Unnecessary duplication of data will be avoided All company staff, office staff and the management will be able to access the

database simultaneously as per the policy of the company Reports such as monthly sales, customers details, lists of orders overdue, will

be easily generated.

To meet these requirements, a relational database system has been recommended.

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Wollongong Corporation

Customer phones to place order

CheckStock

Stock File

Print Order

Stock Dispatch

Completed Orders File

Stage 6: Information Processes and Technology Information Systems and Databases Syllabus- The sample response

Question 1 (b)

Construct a Dataflow Diagram (DFD) of the proposed new system.

Answer: The dataflow diagram of the proposed system is as under:

Question 2 (a)

Design and construct a schematic diagram for the relational database system

Answer: The schematic diagram of the system is as under:

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Stage 6: Information Processes and Technology Information Systems and Databases Syllabus- The sample response

Question 2 (a-1)

Construct four tables and identify the relational model for the database?

Answer: Following are the four tables that will be used for the data

Customers TableCustomer

IDCustomer

NameContact Name Delivery Address Phone

Post Code

                                                                  

Orders Table

Order ID Customer ID Order DateRequired

Date                                          

Order Details TableOrder ID Product ID Unit Price Quantity

                                   

Products TableProduct

IDProduct Name

Product Description

Unit cost Price

Unit Retail Price

Units In Stock

Units On Order

                                                                              

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Stage 6: Information Processes and Technology Information Systems and Databases Syllabus- The sample response

Relational Model for the above Tables

CUSTOMER (Customer ID, Customer Name, Contact Name, Delivery Address, Phone, Post code)

ORDERS (Order ID, Customer ID, Order Date, Required Date)ORDER DETAILS (Order ID, Product ID, Unit Price, Quantity)

PRODUCTS (Product ID, Product Name, Product Description, Unit Cost Price, Unit Retail Price, Units in Stock, Units on order)

Question 2 (a-2)

Identify Primary and foreign Keys

In the above given relational model, Customer ID, Oder ID and Product ID are the primary keys, whereas Customer ID in Orders table is foreign key, Order ID and Product ID in Order details table are also foreign keys.

Question 2 (b)

Create a data dictionary for each table, specify suitable data types and descriptions for each attribute

Answer: Here are the data dictionaries for the tables

Customer Table:Field Name Data Type Length Description

Customer ID Text 50Unique 5 Character Code based on customer Name

Customer Name Text 50 Customer Name

Contact Name Text 50Best contact person of the customer

Delivery Address Text 50 Customer Delivery AddressPhone No Text 50 Customer Phone NumberPost Code Number Long Integer Post code of the customer

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Stage 6: Information Processes and Technology Information Systems and Databases Syllabus- The sample response

Order Table:Field Name Data Type Length Description

Order No AutoNumber Long Integer

New Order Number is automatically assigned to a new Order

CustomerID Text 50 Customer No

Order Date Date/Timedd-mmm-yyyy The date when order was made

Required Date Date/Timedd-mmm-yyyy The delivery date of the order

Order Details Table:Field Name Data Type Length Description

Order No Number Long Integer The same as in Oder TableProductID Number Long Integer The product IDUnit Price Currency Currency The Retail PriceQuantity Number Long Integer The quantity of the product

Products Table:Field Name Data Type Length Description

ProductID AutoNumber Long IntegerNumber is automatically assigned to a new Product

Product Name Text 50 The Product NameProduct Description Memo Text/Number The product descriptionUnit Cost Price Currency Currency The cost price of the productUnit Retail Price Currency Currency The retail price of the productUnit in Stock Number Long Integer The stock in hand

Unit on Order Number Long IntegerThe stock which has been ordered

Question 3 (a)

a. Create a working database using Microsoft Access for the collected data

Answer: A working database has been created with all of the subsections of this questions solved and file is burnt on the attached CD. The screen shot are here as under:

Question 3 (a-1)

1. Create the four tables by using design view and apply data validation rules as created in data dictionaries.

The screen shot are here as under:

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Stage 6: Information Processes and Technology Information Systems and Databases Syllabus- The sample response

Step1: Open the working database file, Click Table from Left menu, Right click on Create table in Design view

Step2: Create Customer table including Field Name, Data Type and Description with the correct attributes mentioned in Data Dictionary

Step 3: Created Orders Table with correct data typed as under:

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Stage 6: Information Processes and Technology Information Systems and Databases Syllabus- The sample response

Step 4: Created Order Details Table with correct data typed as under:

Step 4: Created Products Table with correct data typed as under:

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Stage 6: Information Processes and Technology Information Systems and Databases Syllabus- The sample response

Question 3 (a-2)2. Construct the schematic relational diagrams

Once the tables have been created, Go to tools and click on Relationships as shown under.

Then get all the tables as in the window given below

Single click on CustomerID filed in customers table and drag it to the CustomerID of the orders table, It will bring the table shown here and will also create the relationship shown as under:

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Stage 6: Information Processes and Technology Information Systems and Databases Syllabus- The sample response

Similarly we create the other relationships between other tables and finally the relationship table look like this.

Question 3 (a-3)Create a form for each table by using form wizard

Step1:

Click on forms and then click on Create forms by using wizard

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Stage 6: Information Processes and Technology Information Systems and Databases Syllabus- The sample response

Step 2:

Select Customers table and field from available fields and click Next.

Step 3:

Select the required layout, e.g. Columnar in this case and click Next.

Step 4:

Select the required style, e.g. Expedition in this case and click Next.

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Stage 6: Information Processes and Technology Information Systems and Databases Syllabus- The sample response

Step 5:

Give the name to the form, e.g. customer in this case and then select Modify the form’s design. And then click finish.

Step 6:

Finally we can change the details of the form as required.

Question 3 (b)

Explain the purpose of each of the following SQL Key words

1. SELECT: It is the SQL command that tells the DBMS to show only the fields that come after the SELECT command.E.g. SELECT customer name, delivery addressThis command will bring out only the fields named customer name and delivery address from each record.

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Stage 6: Information Processes and Technology Information Systems and Databases Syllabus- The sample response

2. FROM: This command tells the DBMS the name of the database table or file to searchFor example: From orders: will database to search only orders table.

3. WHERE: indicates the start of a normal search query. It includes a field name, a relational operator and sample or test value.

4. ORDER BY: This command tells the DBMS to sort the selected records according to a criteria given in the command.

Question 3 (c)

Create a report using any designed query in Microsoft Access

Answer: A report has been created in the working database that is attached with this assessment task.

Question 3 (d)

The suggested response is as under:

SELECT FirstName, LastName, DOBFROM ContactsWHERE Month(DOB)=5ORDER BY LastName

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