PROJECT 9

DATABASE FORMS AND

REPORTS

Management Information Systems, 9th edition,

By Raymond McLeod, Jr. and George P. Schell
2004, Prentice Hall, Inc.

Learning Objectives

Learn to use an existing database file.

Understand how to create a form for a
database table.
Learn how to generate data value restrictions
for data fields on a form.
Understand how to create reports based on a
single database table and on multiple
database tables.
Learn to calculate summaries of fields on a
report.
Learn how to alter the format of reports.
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Introduction
This project uses Access 2002 (also known as
Access XP) to create a form and several reports
for an existing database
The initial database can be downloaded from the
Prentice Hall Web site for the text at
WWW.PRENHALL.COM/MCLEODmcleod
must be in lower-case letters
The database for this project concerns classes and
the books used in those classes
The database also contains records of students
who have copies of books to sell
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EXAMPLE
This example will generate a form for data entry
into the STUDENT table
It will also create a report of class enrollments and
a list of books used in classes along with their
prices
These exercises illustrate the common applications
for which many people use a database
This project uses the Textbook database which
will be provided by your instructor or can be
downloaded from the Prentice Hall Web site
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Textbook Database
The Textbook database consists of four tables that
relate to each other by common values. The tables
and their data fields are shown in Figure P9.1
The STUDENT table contains four fields:
FirstName, LastName, BookNumb, and
CopiesToSell. The key fields of the tables are
shown in bold font
For the projects and assignments in this text you
will only have to use an existing database
Any changes to the format or values in fields will
be accomplished through the use of forms and
reports in this project
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Creating a Form
Entering data into a table can be aided by the use
of a form
Table forms not only allow for data entry but they
display one record from a table at a time
Since a database table can contain very many
records, displaying one record at a time can make
it easier for a user to view records
In our example we will create a form for the
STUDENT table

One Table Report

A report on class enrollments can be made
from the table CLASS
The completed report should look like
Figure P9.14
The class and the number of students
enrolled is all that needs to be displayed

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Report from Multiple Tables

Part of the Report of Books Used in Each Class is
shown in Figure P9.20. It requires information from
the BOOK table as well as the CLASS table
The books used for each class are shown with the
book price; at the end of each class record the sum
of prices for the books used in the class is displayed
To achieve the ability to make a sum, the report has
to be grouped on a field. In this report the field
ClassNumb is used for grouping and the prices of
books used in each member of the group are
summed
A header and a footer can be created for any data
field upon which a group is formed

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ASSIGNMENT
1. Make a form for the CLASS table. Place both the
ClassNumb and Enrollment fields in the form. For the
Enrollment field on the form, create a validation rule that
the value must be less than or equal to 200. When the
validation rule is violated a message should appear stating
Enrollment Must Be Less Than Or Equal To 200.
2. Make a report of books used in each class. The finished
report should look similar to Figure P9.25. Note any
changes in labels from the default field names. Move the
labels Sum and Grand Total to be on the right-hand side
of the totals. Make sure your fields are wide enough to show
the entire field value; that is, do not let the book titles get
truncated by fields that are too narrow. Make sure your
report design does not go past 6.5 inches wide, which would
cause blank pages to appear.
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END OF PROJECT 9

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