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Updated: March 26th, 2008
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There are a number of good reasons for choosing Microsoft Access as the database application for an SBA. Perhaps, two of the best reasons are that it is easily available and many businesses already use it as their database application of choice. When you learn Microsoft Access the knowledge you gain can be transferred to any other relational database you may encounter. Simply put, it makes business sense and common sense to develop a project using Microsoft Access.
Our next problem requires not only the sequential approach but a selection method also. Whenever we have to make a decision the selection approach must be used.
Developing a project using Microsoft Access is a learning exercise. This means that you will learn as you go along. However, you should have a sound understanding of what a table is and how tables are created before attempting your project. You should also be able to create a simple query. If you are not sure what a table is or how to create one then I recommend that you stop here and review these topics before going further. It should not take you more than fifteen to thirty minutes to have a working knowledge of tables but it will take considerately more time to learn how to correctly implement them. It is very likely you will need assistance in selecting the correct data type for each field. Before we get to that point one must choose a project.
Students preparing for CXC or GCE have a wide range of applications from which they may choose. In many secondary schools the IT teacher chooses the project and gives guidelines as to how to approach the SBA. Some teachers give you a short list from which to choose while others tell you exactly what SBA task to work on. If your teacher allows you to chose then I suggest you select one from the following list :
Students who select the same topic may discuss there project among themselves and share information but each student must submit his own work. SBAs are not intended to be a group activity.
The project you select must be one you can research. If you know nothing about a topic and do not have a reliable resourse person to turn to when you need help then do not select such a project. Your resource person can not be your tutor. The tutor will be your guide but you must conduct and document the results of your own research.
You need to understand the scope of your project. You will be working with limited time so you must keep your project to a managable size. This could mean that you could decide not to exceed three to five tables although in the business world a single database could have more than ten tables. I once developed a database for a financial company that had more than twenty tables and more than twice as many queries. This database took more than twelve months to develop and test.
You must decide how many tables you need. The number, names and data type of fields each table must have must also be determined. Here is where you need to have an initial interview with your resource person to find out how feasible your project is. By the end of your initial interview you should be in a position to determine if you selected a project that is suitable for you.
Set up an appointment at a time convenient to your resource person. Make a list of questions you would like to ask him or her before-hand. Ask your resource person to provide you with some blank sample input forms if such forms are available (membership application form, student registration form, patient record form, etc. ) . Keep your interview short and to the point. Ask your resource person if he or she will be willing to assist you further should there be a need for clarification. Thank your resource person for his or her assistance.
Having collected the necessary data, study it and ensure you understand exactly what is required before constructing your tables. Decide on the fields you need for each table then draw a table relationship diagram to ensure that all your tables are related. If a table is not connected then it is not required for your project and it should be omitted.
Prepare a draft outline of your selected project outlining the following:
This draft need not be typed but it must be neatly presented and complete. Students who do not submit the draft on time may have marks deducted.
After you have reviewed your table relationships and are satisfied with them, it is time to create your database, create tables and enter sample records.
Always use a new diskette for your projects and keep a backup at all times. Things can and often do go wrong at the worst possible time. A student of mine once had her car stolen around the time she was to submit her SBA and guess what? She left her diskette in the car. Backing up your work is very important and please do not keep the two copies together.
Managing the development process is important. Many students wait too late before they start working on projects. Many do little or no research and yet others neglect doumentation. If these aspects are not overlooked there is no reason for a student with a basic understanding of computers fail an SBA.
It is very important to meet given guidelines. Instuctors do assist students but if students do not meet deadlines then Instuctors may be unable to grant students extra time to correct basic flaws like selecting the incorrect datatype for a field in a table. In such cases projects tend to be at a level that can best be described as mediocre. Students must meet deadlines if they hope to gain high marks.
If you are completing the CXC Technical paper then remember you must demonstrate proficiency using a database, a spreadsheet and a word processing application so do not spend all your time on any one application.
The maximum amount of marks you will get for each application is twenty marks. That is twenty marks maximum for Wordprocessing, twenty marks maximum for Spreadsheet and twenty marks maximum for your database.
Wordprocessing
Creating a Newsletter along with a mail merge document provide students with an excellent opportunity to demonstrate their technical knowhow with the application of choice. Microsoft Word seems to be the most popular application for this exercise but students are not restricted to this application.
Spreadsheet
Include in your spreadsheet the popular functions such as sum(), maximum(), min(), average() and If(). Creating a suitable graph or two to visually display any trends will enhance your worksheet. Microsoft Excel is well suited to this task.
Database
Focus on an appropriate table design for each table in your database. Use data validation for appropriate fields and sort all queries. Well designed reports will improve your score.
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