Database Techniques and Applications Report

Database Techniques and Applications Report

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Database Techniques and Applications Report



User Needs
==========

My database will be designed for a major florist company called ‘FuNkY
FlOwErS’, the company has requested for me to design a database, which
will enable all records of customers, the flower package they’ve
chosen, and the sales, to be recorded in one document. The database
will enable the staff operating the database to store and retrieve
information, which is relevant to the sales. In order for the
information in my database to remain secure, reliable and private.



Information to be processed
===========================

I have included three tables in my database and their names are as
follows:

· Tbl Employees

· Tbl Flowers

· Tbl Suppliers


Customers
---------

Field Name

Data type

Field size

Customer ID

Auto Number

Surname

Text

20 Characters

Forename

Text

20 Characters

Gender

M/F

1 Character

D.O.B

Date/Time

Medium date

House number

Number

5 Characters

Post Code

Text

10 Characters

Tel. 1

Number

20 Characters

Tel. 2

Number

20 Characters

Mobile number

Number

20 Characters

Email address

Text

20 Characters

Member

Yes/No

3 Characters

Date Joined

Date/Time

Medium Date

Above I have shown the contents of the first table I created in
Microsoft Access, this was the first step of creating my database as I
was labelling the column headings for each table. The reason why I
chose the particular headings was so that it is easily accessible to
my client as all my client needs to do to select information or edit
information is select the corresponding table e.g. if a new customer
had decided to become a member then my client would need to select the

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customer table and look under the heading which they needed. The first
table I created was the Customers table, the first step was filling in
the field names, and my chosen field names are mentioned above. After
this, the next column was requesting which type of data each field
was. This I found quite easy, as all I had to do was choose out of the
following choices:

[IMAGE]


For Customer ID I decided to select Auto Number, as this would enable
the computer to automatically type in the customer ID and prevent me
from doing the same action for each customer. For the Surname,
Forename, Postcode, and Flower ID I decided that the most appropriate
selection was Text. For the Gender I decided to do ‘Lookup Wizard’ and
then request to type in my own values, I then typed in M and F which
stand for Male and Female so its easier to select and so I did not
have to type in male and female each time. For the House number, Tele
1, Tele 2, and the Mobile number I chose number as my data type, as it
would only consist of numbers. Lastly I chose Date/Time for the
Customers Date of Birth and for the Date that the customer joined.

The next task I had was to select the field sizes, I started with the
Customers Surname which I set the field size to 20 as it is highly
unusual to have a name which surpass 20 letters as your surname the
same thing I did for the forename. I then set the field size to 1 for
the gender as the choice is only between 2 letters. For the Date Of
Birth and Date joined I selected the Medium date as I felt this was
the most presentable and would be the easiest for my client to
understand. For the Telephone numbers I kept them all at 20 characters
because it is not usually possible to exceed this.


Flowers
-------

Field name

Data type

Field size

Flower ID

Text

3 characters

Price

Currency

6 Characters

Blue bells

Yes/No

3 Characters

Babies Breath

Yes/No

3 Characters

Roses

Yes/No

3 Characters

Carnations

Yes/No

3 Characters

Lillies

Yes/No

3 Characters

Tulips

Yes/No

3 Characters

Daffodils

Yes/No

3 Characters

Sunflowers

Yes/No

3 Characters

Daisies

Yes/No

3 Characters

Orchids

Yes/No

3 Characters

Violets

Yes/No

3 Characters

My next table I created was the Flowers table, for this I carried out
the same tasks and the table above shows the field names of the
contents of the table. This table consisted of the flower packages
what they were called, the price of that package, and what they
included. The flower ID’s data type I had to look up wizard for and
type in my own values as I wanted the packages to be shown and allow
the user to choose which ever package they pleased. The Price was
written as text as this was most suitable because it had to include
the pound sound as the currency. The data type for the flowers was the
Yes/No tick box as this would be very helpful instead of typing in the
contents of each package the user would just need to tick the box
whether it includes it or not. The field sizes were fairly
straightforward too and I just decided that for the price I would keep
the field size as 6 characters. I felt this table would be the most
convenient while entering data and very helpful to my client.



Sales
=====

Field name

Data type

Field size

Customer ID

Text


3 Characters

Flower ID

Text

3 characters

Date

Date/Tine

Medium Date

Amount Sold

Number

2 Characters

Sales ID

Text

3 Characters

The last table I created was my Sales table which had the headings
written above, this was quite essential as it held the ID’s of each
sale records the customers ID, the Flower Id, the Date sold, and the
Amount Sold. This table was the most straightforward and easiest to
do. The first thing I did was name all the field types, then chose the
data types, for the ID’s I chose Text and for the date I chose the
preferred medium date and the amount sold as number not allowing it to
go higher then two characters.

Here is a screenshot of one of my tables in design view; I have
labelled all the relevant sections, which I talked about above.

[IMAGE][IMAGE]



Processing required
===================

After I had created my tables, this provided with the titles of all
the information needed, I would then need to insert the relevant
information into my database. This I would do by creating individual
forms, into which I would insert the information. Forms are very a
quick and efficient way of entering data. It also prevents me from
making minor errors. This is also very helpful as it ensures all
information is filled out. There is also another very helpful
advantage as if there are many employees working in the same place and
a risk of confidentiality being abused it will prevent any problems,
as the personal details of each client would not be seen while adding
a new member etc.



How will this work meet the needs of a database system?
=======================================================

This work will meet the needs of the users because it will provide
them with the most important efficient uses of a database. The reason
that my database is being created is because there is a great deal of
information, which needs to be protected, as it is confidential. The
way that the information can be protected and it can be made sure that
only the necessary people view this information is to sort and
organise the information using the tools and also searches which allow
the user to search or make a simple query for one particular piece of
information without having to view the full database. Another use is
to allow the user to move swiftly between the tables this may be
through links inserted on each table. Above are all the criteria,
which my database will have.
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