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You are the treasurer of the local drama club, and have begun to create a database of potential donors and volunteers for you



Exp19_Access_Ch02_HOEAssessment – Drama Club 1.0 

Exp19 Access Ch02 HOEAssessment  Drama Club 1.0


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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