Dubai Carmel School

Research on
Computerizing
Students Records

Prepared by : Dina Jehad Hafez

Grade 11

2013/2014

Contents
Acknowledgment

analysis

Description of the problem

Objectives
Description of existing solution
Evaluation of existing solution
description of other possible solutions

Design

Action plan
Systems flowchart
Description of the method of solution
Hardware
Software

Implementation
Method of solution related to the solution
Accurate method of solution
code Programming

Testing
Test plan
Test results

Documentation
Technical documentation
User guide

System evaluation and development

Evaluation
Developments

Description
of the
problem
Description of the organization
Today, Crystal shore high school which was built in the early
1900s, is a warmth and friendship and working together. It
is a place to focus, solidify and add quality, variety, and
scope to students lives. Our helping teachers and
administration are committed to help each individual
student to become the best he or she is capable of
becoming. This was the vision of the principal Tom Ricky.
His unassuming plight to stay committed at every level of
educational attention has been the promise of our work culture.
4

Crystal Shore high school was established in the United

Kingdom. There are 65 well experienced teachers, 10
administrators and 15 housekeepers and 2 nurses.
The school building is located in the center of the city which can
be easily reached by any kind of transportation. It consists of 2
floors. When you enter the school youll see the front desk with
the registration, on the same floor you will also find the cafeteria
and classes of different grades. Administrators, laboratory,
library, faineance are on the second floor.
Crystal shore high school vision
To create responsible independent individuals who have the knowledge and
attitude to be successful in an ever-changing world
Values
o Independence
o Excellence
o Responsibility
o Partnerships
o Respect
o Self-Esteem
o Safe
o Confidence
o Enjoyment

Mission
To inspire all learners through meaningful experiences and partnerships to
successfully meet individual and societal challenges

Crystal shore high school philosophy

o
o
o
o

Keeping learning active

Open communications with student, parents, Admin. Etc.
Making time for each individual
Consistent standards and clear expectations

 Description of the information

processing problem to be solved
The system processing information is done manually. Its a lot
of stress on the workers as manual process takes a lot of
time, needs a lot of working and extra attention on all the
records and the workers find it hard to keep track of the
documents, information and if information falls into the
wrong hands it can be used against the company and
customers and can blackmail them. When entering data
customers might have accidentally switched details and data
since it is hand written. Students who want to get registered
are always in long queues. Finding any details regarding any
information about a student is a long and hard process as the
workers have to go through all the books and papers
manually. Those who want to get information about the
school, teachers, or wants to register from their own place by
using the internet is not possible. The only way to get all
these are through directly contracting particular teacher
personally and its not easy for people who have problems
with transporation or free time. If manual record book I lost
data will be completely lost. This will cause or severe
problems too. This is a lengthy process. Which takes a lot of
time to design manually, may have an error, also costs more
and even limited to certain extent. Its not possible to get all
the information or details as well as we cant satisfy the user
through this process. As the number of students increase, the
manual work which needs to be done increases as well,
which makes the process slower and harder. Its becoming
6

more and more difficult to keep track of all the payment

details. There are usually mistakes, Which create even more
problems. The workers especially sweepers and security
guards are often absent and take the salary for the whole
month without accountability of their attendance. Retrieval of
data is very slow as it has to be searched in lots of registers
and this waste a lot time.

Objectives
1)
Validation check such as range check for
entering dates is used to ensure correct
entries within specified range. Dates should
also have a format check in the form of short
date.
2)
To save resources and storage space by
using a computerized database to store
information about every student.

3)
To save time by using a form to create,
edit or delete a record about any student or
doctor.
4)
Validation check should be used to enter
teachers or students contact number since
numbers should contain 11 digits. Therefor
Ill need a length check.
5)
To search for information about a specific
teacher or student fast; sort all the database
records about them by using computerized
system.
6)
To make it easier and more
understandable for students to do their
payment, make calculations automatically
and print out bills.
7)
Save everything on the computer to be
sure that no data will be lost or damaged.
8)
It is necessary for students to mention
their grade in the form, so that the school
receptionist will know which class to refer the
student to. Thats why presence check should
8

be there.
9)
Sort the students and teachers forms in
ID number order to make it more organized.

10) To access data quickly have all the files

and information saved regarding to each
patient.
11) Save time for the workers going through
students information in the database by
providing navigation buttons to open
frequently used files.
12) Create a filling form for each student
( with their information, contact details, a
reason why they attended the school, etc. )

The new computerized system will

benefit a lot to student, doctors and
administrators. The work will be done
much faster. Everything will be well
organized and there will be very little
chance of any error or any loss of any
9

data. The pressure on the workers will be

so much less, and it will be much easier
and probably enjoyable to do all the work
with the new computerized system.
The calculations and filing of the papers
wont be done manually anymore. The school
will save a lot of money, as no extra stuff will
be needed to hire. There will be more free
time, which means the number of students
will increase, it will bring more income and
make the school well known. Paper work and
bulky paper files will be much less; it will
create some free space for more important
things. Now the students wont be kept
waiting in long queues. The new system will
be more accurate, secure and efficient.
It is 99% free from human error and cannot
be trampered.

Description of the existing

solution
10

For every student that registers in the school a

book file is provided. On the first page you can
find personal details about the student ( his/her
first and second name, date of birth, his/her
photo, home address, and contact numbers ).
If you go farther through the book file you can
see how many years the student had in the
school. From this book you can also know which
year he/she attended the school.
This book is kept with the students, if the book is
lost the school have to give a new one but there
will no longer be any information from the past,
he/she will no longer be any information from the
past, he/she will need to fill it all over again.
In the school theres a big paper file which has
all the students names and numbers. There is
also a book where students can write comments
about the school, teachers, if they didnt like
something or have any suggestions regarding
school improvements. By the end of every week
the principal Tom Ricky will read the file and try
to accomplish students requests. Each teacher
in the school has his/her own file with his/her
11

personal details, number of classes he/she teach

every day, his/her days off, etc. All the book files
are kept on the shelves.
When any student comes to the school to
register, if there are any people, waits in the line
until its finished and can register.
As the student enters the office he/she has to
have his/her file with him/her. They will see
students history in the book, give him
examination, hear his/her complains and on a
new page will write the data which hell put a
stamp of the school and his signature. Good
thing about this school is that you can get your
registeration right in the office. Before leaving,
the student goes to the cashier and waits in a
queue until all the costs is manually calculated.
It is all written on a paper with a stamp from the
school. Once you are done with your payment
you have to sign the paper. After, if you wish,
you can write a comment about the school.
Similarly, the teachers have to fill their own file.
As soon as they come to work they have to write
12

the time they reached and by the end of the day

they write the number classes they had attended
and the time they left.
Administrators are there to make and receive
phone calls from doctors and students. They also
write down notes if any student has booked or
left the school. Everything is written on papers
which can be easily lost. Thats a big
disadvantage.

Analysis data
dictionary ( students
table )
Field
name

Descript
ion

Exampl
e

13

Data
type

Range

Format
(for
display
)

Studen
ts first
name

The first
name of the
student

Adam

Text

1 to 30
characte
rs

Capitalize
of each
word

File
numbe
r

A unique
number
used to
identify
each person

1413

Numb
er
intege
r

1 to
10000

No
comma,
not to
separate
any digits

Date of
birth

Numbers
used to
identify date
of birth

27/2/1996

Short
date

1950 to
2014

Dd/mm/yy
yy

Home
addres
s

Address of
the student

St. Amman
69, Zoey
building,
flat n. 806

String

1 to 55

Phone
numbe
r

Contact
number of
the student

056128553
24

Numb
er
intege
r

11 digits

Capitalize
first letter
of each
word, use
commas
No
comma,
not to
separate
any digits

Evaluation of existing solution

Advantages:
Manual system is cheaper as everything is
written down on papers or paper files. It is
less expensive than providing computers,
14

which will also increase the payment in

electricity bills.
Work can be done anytime, computer
viruses, errors or any difficulties wont stand
in between of manual system.
Workers dont need to have knowledge of
using computers.

Manual system requires a lot of workers

which will reduce the unemployment.

Disadvantages :
The number of students will reduce, as there
will be not enough time to response to
everyones request.
Lack of security, as the data is available to
everyone; anyone can make changes in the
prescription or payment papers. Its a major
problem.
Manual system is a lengthy process which
needs a lot of attention and hard work.
If student loses his/her paper file, the data
will be lost forever as theres no back up.
15

 All the paper work and notes can be easily

lost and damaged.
This system needs a lot of working staff,
which means more people to give salary to.
This will decrease the income of the school.
To find a specific file youll take a lot of time,
and the workers or the teachers have to go
through all the shelves filled with books and
files manually.
Manually done calculations take more time
and may have errors; this can cause a lot of
problems.
The storage of all the files, papers and books
is bulky. It occupies a lot of space, as the
school has gotten a lot of teachers and a
huge amount of students.

Improvements:
The number of students will increase and
amount of workers will decrease.
The work will be done much faster.
Reputation of the school will be better, that
will bring more students, which will
increase the income.
16

 Students will leave good comments about

the school.
Use computerized database system so
that, all the files and data will be secured.
No one else would be able to make any
chances in the files accept teachers or
administrators.
Things will be more organized.
There will be less chance of errors.

Description of
possible
solutions
Solution number 1 :
Keep the manual system but improve it.
Separate and sort all the papers and files in
alphabetic order, try to make it more organized.
This will make searching easier.
17

 To prevent mistakes, hire extra staff to recheck all

the calculations and written work.
Hire more administrators and teachers, so the
work will be done faster.
Workers copy the data of every student in a file
which will be kept in the school on separate
shelves which will be ordered in alphabetic order.
In that way, if student will lose his/her file there
will be another one kept in the school with exactly
same history.

Solution number 2 :
Change the manual system to a computerized
one. Instead of existing paper work, provide
computerized system.
Save and sort all the files, records and notes on
the computer.
Provide generic software, such as Microsoft office.
Create a reminder to send e-mails to students
about appointments.
Recording all the students and teachers details.
Calculating all the costs on the computer and
printing out the bills.
18

Solution no.2 is chosen as proposed solution,

because it is more beneficial and efficient than

Solution no.1 There will be fewer difficulties and

more advantages.

Action plan

19

In action plan you can see

spreadsheet chart showing
20

the stages of a coursework

project. The time is
arranged, it makes work
easier and more organized.

As you can see Headings which are written in

bold are key tasks. Gantt chart shows that the
21

project has taken 48 days of time to complete.

On the next page you can have a closer look of
the grant chart.

22

23

Wed.01/01/2014
1/3/2014
1/4/2014

1/10/2014
1/12/2014

1/8/2014
1/10/2014

2/14/2014
2/18/2014

User guide

Developments

Evaluation

1/1/2014
2/24/2014

2/18/2014
1/8/2014

System evaluation and dev2/18/2014

elopm
ent
2/24/2014

2/10/2014
2/14/2014

Technical documentation

2/2/2014
2/10/2014

1/29/2014
2/2/2014

Documentation

1/24/2014
2/2/2014

Test results

1/24/2014
1/33/2014

1/21/2014
1/24/2014

Test plan

Testing

code Programming

Accurate method of solution

1/19/2014
1/21/2014

Method of solution related1/16/2014

to the1/19/2014
solution

1/16/2014
1/24/2014

1/15/2014
1/16/2014

Software

Implementation

1/14/2014
1/15/12014

Hardware

Description of the method of

solution
1/11/2014
1/14/2014

Systems flowchart

Action plan

1/8/2014
1/16/2014

description of other possible

solutions
1/7/2014
1/8/2014

Evaluation of existing solution

1/6/2014
1/7/2014

Description of existing solution

1/4/2014
1/6/2014

1/1/2014
1/2/2014

1/1/2014
1/8/2014

Objectives

Design

Sun.16/02/2014
Sat.15/02/2014
Fri.14/02/2014

Thu.13/02/2014

Wed.12/02/2014

Tue.11/02/2014

Mon.10/02/2014

Sun.09/02/2014

Sat.08/02/2014

Fri.07/02/2014

Thu.06/02/2014

Wed.05/02/2014

Tue.04/02/2014

Mon.03/02/2014

Sun.02/02/2014

Sat.01/02/2014

Fri.31/01/2014

Thu.30/01/2014

Wed.29/01/2014

Tue.28/01/2014

Mon.27/01/2014

Sun.26/01/2014

Sat.25/01/2014

Fri.24/01/2014

Thu.23/01/2014

Wed.22/01/2014

Tue.21/01/2014

Mon.20/01/2014

Sun.19/01/2014

Sat.18/01/2014

Fri.17/01/2014

Thu.16/01/2014

Wed.15/01/2014

Tue.14/01/2014

Mon.13/01/2014

Sun.12/01/2014

Sat.11/01/2014

Fri.10/01/2014

Thu.09/01/2014

Wed.08/01/2014

Tue.07/01/2014

Mon.06/01/2014

Sun.05/01/2014

Sat.04/01/2014

Fri.03/01/2014

Finish 1 2 3 4 5 6 7 8 9 101112131415161718192021222324252627282930313233343536373839404142434445464748

Thu.02/01/2014

Description of the problem

Acknowledgment analysis

Analysis

Start

Mon.17/02/2014

System flowchart:
Teachers

start

Fees report

Process selected
option

Students

Search for a
teacher

Search for
students
payment records

Enter Students ID

Teacher qualification, experience, specification, contact no.

Report of names od
students and the
amount of fees they
have to pay
Enter teachers I
Teachers form (school data base)
Students from/ students
payment form (school)

Search for a
student

24

A
Update (add, delete,
edit)

Students, details, as well

as educational issues and
contact numbers.

Queries

Update the file

25

Enter students ID

Description of the method of

solution
Output design:
This is the main menu. From here you can enter any form
or report. By clicking the button of the form you can leave
the main menu.

26

Y
ou can see bellow an illustration of a database of
a students form. By reading the callouts, you will
understand how to use it.
The heading on the
top of the form
shows you which
form are you using.

Students will fill their

details in the white
boxes, according to
whats asked on the

27

28

 Input design:
Heres a form of input. This is students records
table. You can get to know more about it with the
help of some callouts.
Its very important
for each student to
enter their ID to get
all their details.

By looking at the
students grade, it
will be easy to
suggest which
teachers they need.
Students have to
mention their
mobile numbers.

29

Field
name

Data was collected by questionnaires and manually

entered using keyboard.
After the form was filled there was a visual check by
a recipient before saving, for verification.

Data storage design:

All data is stored in the computer.

In case if any error occurs, data is
also saved on the HDD ( min for I GB
) for back up.

Microsoft access will be used for

database storage.
Ke
y
fiel
d

Data
type

Field
size

Validati
on rule

30

Validati
on
check

Defau format
lt
value

Teachers
D

Between
200 and
800

No
decimals
used, no
comma to
separate
any digits
Capitalize
each word.

Male or
female

Male/femal
e

Number

Long
integer

Range
check

Teachers
Name

Text/string

25
character
s

Presence
check

Gender

Text

6
character
s

Presence
check

Specialty

Text

Capitalize
first word

experienc
e

Text

30
character
s
20
character
s

Capitalize
first word

Qualificati
on

Text

10
character
s

Presence
check

Capitalize
first word

Age

Number

Long
integer

Range
check

Nationalit
y

Text

25
character
s

Presence
check

Mobile
number

Number

Long
integer

Length
check

Email

Text/numbe 30
r
character
s

Presence
check

31

Between 0
and 100

Two
numbers
only

One
nationalit
y only
11 digits

No
symbols
used

Field name

Key Data
fiel type
d

Field
size

Validati
on
check

Validati
on rule

Defau
lt
value

Form
at

Students ID

Numbe
r

Long
integer

Range
check

Between
900 999999

Students
name

Text

25
characters

Presence
check

Gender

Text

6
characters

Presence
check

Nationality

Text

25
characters

Presence
check

Age

Numbe
r

Long
integer

Range
check

Home address

Text
25
number characters

Presence
check

Mobile number

Numbe
r

Length
check

No
decim
als
used
Capital
ize
each
word
Male
or
female
One
nation
ality
only
Two
numbe
rs only
Capital
ize
each
word
No
symbo
ls used

E-mail

Text
30
number characters

Length
check

Grade

Numbe
r

2
characters

Range
check

Entry date

Short
date

Range
check

Long
integer

32

Male or
female

Between 0
and 100

11 digits

Years
between
1998 and
2014

Short
date
mm/d
d/yyyy

Leaving date

Field
name

Short
date

Key
field

Range
check

Data
type

Field
size

Years
between
1998 to
2014

Short
date
mm/d
d/yyyy

Validati Validati Default Format

on
on rule value
check

Numbe
r of
subject
s
Total
fees

Number

Integer

Range check

Number

Presence
check

Date of
payme
nt

Date/tim
e

Range check

33

0 to 15

Short date
mm/dd/yyy
y

 Relationship of the database

tables

34

35

 Every students ID is related to

teachers ID.
Just by going to the teachers table,
you can see the number of classes he/
she has, with which students and get
all the details about them.
Heres a proof of the relationship of the
database tables.

36

 For security issues there will be created

a password in the following stages.
In case of any error, data is also saved
on the HDD (min for 1GB) for back up.
All data is stored in the computer.

37

Flow charts
Delete a record
Start

Enter
students ID

Search the name in the

Database

Name exists
Students database
Delete the record
from the
database

Stop

38

No
Yes

Search a record
Start

Enter
teachers ID

Search the
name in the
Database
Name exists
Teachers database

Display the
record

Stop
39

Update a record
Start

Enter
students ID

Search the
name in the
database
Name exists

Update/edit
record

Stop

40

Students database

Command Buttons
Command button

Location

Add record

Teachers form, students form,

Save record

Teachers form, students form,

Delete record

Teachers form, students form,

Undo record

Teachers form, students form,

Print record

Teachers form, students form,

Go to previous record

Teachers form, students form,

Go to next record

Teachers form, students form,

Refresh record

Teachers form

Find record

Teachers form

Leave the form

Teachers form, students form,

students payment form

students payment form
students payment form
students payment form
students payment form
students payment form
students payment form

students payment form

Hardware
41

Item

Laptop

Printer

Technical

Reason for

specification

use

Processor 2.66 GHz

Fast, saves time

Turbo boost up to

and gives accurate

3.20 GHz RAM 4Gb

outcome

HP C4383

Good qualify of

photosmart express

printouts, colorful
and clear pictures,

USB

32GB

works fast
Used for back up
file

Modem

Elife, 8MB/sec

Portable, easy to
use, searches for
information fast,
used in place

42

Software

Item

Technical

Reason

specification
Windows 7
operating system
Microsoft word

Home premium (64- Advanced security,

bit)
2010

Allows you to type,

make tables, and add
pictures, print, scan,

Microsoft access

2010

edit and other options

Accessing your data
from anywhere,
professional designs in

Network operating
system

Elife (Etisalat) DIR620 WIRELESS

n300 ROUTER

43

your access database

Fast&easy, high speed
internet

Anti-virus software

McAfee system

Fights viruses

protection

I used these software and

hardware in the new
system because they are
so much functional and
have
got
a
lot
of
advantages. They are easy
to use and you can
achieve tasks in a short
period of time. They are
selected in such a way
that computer will not
need upgrading frequently.
44

45

Implementation

46

47

Method of solution
In this stage you can see screenshots of
three database tables and each of them
contains 10 records.
Teacher details table.

In the teachers table you can see most

important details of 3 teachers, such
as: their ID, name, gender, teachers
specialty, experience, qualification,
age, nationality and contact details
( mobile number, e-mail ). It is easy and
doesnt take much time to find out any
information about any teacher.

48

Student details table

Students ID, name, teachers ID, nationality,

age, home address, mobile number, e-mail,
Grade, entry and living date are listed in this
table. We are saving resources and storage
space by using a computerized database to
store information about every student

49

Student payment details table

In this table you can clearly see how many

appointments every student had, how much
fees they have to pay, their date of payment and
contact details. A lot of storage space is saved
with the help of the tables. It is now more
organized, students and teachers forms are
sorted in ID number order.

50

Accurate method of solution

The startup form

This is main menu, it contains all the forms and

reports, and you can access them by simply
clicking on the button.

51

Teacher details form

The school receptionist types in the details

about the teachers in this form.
52

Teacher details query

In this query I have selected all the

teachers with PHD qualification.

53

Student details form

With the help of this form you can easily check

every students basic information, which was
typed in by the school receptionist.
54

Student details query

By looking at this query, you can see that

students which are grade 11 and have the same
teacher.

Students payment details form

55

By clicking on the button to go to the next

record, you can go through every student and
see how much and when he has to pay, for a
specific number of subjects.

Programming code
56

Macro showing a new record

Macro showing save a record
Macro showing print a record
Macro showing delete a record
Macro showing navigating a record
(Next)
Macro showing navigating a record
(Previous)
Macro showing open main menu from
Coding for calculating the total fees to be paid by
the student as per the subject (Teacher fee):
Private Sub Total_fees_Click0
Val(Total_fees.Text) = Val(Number_of_appointments.Text) *
Val(Unit_Teacher_fee.Text)
End Sub

57

58

Testing

59

Testing Strategy
Test
NO.

Objectiv
e No.

Item
tested

Method

Type of
test
data

Test data

Expecte
d result

Keyboard
entry

Normal

8/21/2010

Accepted

Entry and
leaving
date:
Short
date,
format
check/
Range
check,
between
1998 and
2014
Entry and
leaving
date:
Short
date,
format
check/
Range
check,
between
1998 and
2014

Keyboard
entry

Extreme

9/14/1998
11/34/2013

Accepted

60

Entry and
leaving
date:
Short
date,
format
check/
Range
check,
between
1998 and
2014

Keyboard
entry

Abnormal

9/26/1992;
Wednesday
, June 11,
2020

Rejected
with error
message

Test NO.

Objectiv
e No.

Item
tested

Method

Type of
test
data

Test data

Expected
result

Teachers
and
students
mobile
number:
Length
check, 11
digits

Keyboard
entry

Normal

48513589
5

Accepted

Teachers
and
students
mobile
number:
Length
check, 11
digits

Keyboard
entry

Extreme

44521322
8

Accepted

61

Teachers
and
students
mobile
number:
Length
check, 11
digits

Test
NO.

Objectiv
e No.

Item
tested

Keyboard
entry

Abnorma
l

54544546
5
4845/548

Rejected
with error
message

Method

Type of
test
data

Test
data

Expected
result

In the
Keyboard
field of
entry
classes:
Presence
check

Normal

Grade11

Accepted

In the
Keyboard
field of
entry
classes:
Presence
check

Extreme

Grade11

Accepted

62

In the
Keyboard
field of
entry
classes:
Presence
check

Abnorma
l

Rejected with
error message

The test results

The first table in the test strategy was
talking about students entry and leaving
date.
This is the result of using validation rule:
Type of test data: abnormal
Before:

63

64

After:

After pressing enter key error box appeared,

it means the data is abnormal and got
rejected. Format check and range check
were successful.
65

Type of test data: Extreme

Before:

In this test the input is extreme data in the patients

details record database. Extreme data is still valid but is
on the limit of acceptability. For example Ive entered
1998 and 2013 year when the validation rule is that you
can enter years between 1998 and 2013 years.

66

After:

After pressing enter key data was accepted.

There was no error message, because
extreme data is acceptable.

67

Types of test data: normal

Before:

After:

The data Ive entered here is normal data, it is

valid in range that the program is designed to
handle
Type of test data: abnormal
next table was about students and teachers
mobile numbers. Mobile number should contain
68

only 11 digits, therefore I used length check.

Before:

As you can see here, I have entered abnormal

data. On the teachers form there are more than
11 digits in the mobile number field and in
students form it is less than 11.

After:

69

On these screenshots it shows that error

message has appeared on each form, saying that
you can enter 8 digits only. Validation rule
succeeded.

Type of test data: extreme

Before:
70

After:

Types of test data: normal

Before:

71

After:

Details in the students subjects field have been

tested. It is necessary for students to say what
their subjects are, so here Ive used presence
check.

Types of test data: abnormal

72

Before:

Medical issue field is blank.

After:

73

After pressing enter key it got rejected as the

data was not present. Error box has been
displayed saying that subjects field cannot be
blank. That means that validation check worked.

74

Type of test data: extreme

Before:

After:

75

Types of test data: normal

Before:

After:

The test has been successful for all 3 tables

76

Documentation

77

 Technical explanation of how system works and purpose

of the system.

The system works with the help

of software Microsoft access
2010. It is a member of the
Microsoft office.
Microsoft access is a database
management system. People
use Microsoft access to build
and manage database, which
are organized collections of data
that can be shared among many
users. Database are critical for
the record keeping of firms and
other organizations, allowing
multiple individuals to access,
78

retrieve, update and otherwise

modify records rapidly and
efficiently. Users can create
tables, forms, queries and
reports. It all can be stored as a
single file. This software offers
several ways to secure the
application. The most basic way
is a database password, which
we are using. Once the
password is entered the user
has full control of all database
objects.
This system is easy to use and it
doesnt take much time to
complete any task.
79

 Restrictions and limitations of the

system
Just like any application, Microsoft Access
has some restrictions and limitations
that should be remembered.
If any error occurs during the process,
there wont be any explanation about the
error or how it can be fixed.
Command buttons are not enough, there
should be more.
Maximum number of characters in
password is 14.
Maximum size which can be used in a
database is 2 gigabytes.
System flowchart, used hardware and
software have been mentioned earlier in
design stage.

80

 Security measures
To protect the data and not let outsiders
access to it, we are putting a password in
the system. Only the school employees
will be able to enter the data base and
have the full control of the teachers,
students and other details. This way the
system will be more safe and private.

Steps to create a password:

1) Open Microsoft Access
2) Press open
3) Choose the database file you want to
open and click on open exclusive.
4) Go back to file
5) Click on
Encrypt with password.

81

6) This will appear. Write the password and

verify it in the Set database Password box.
This is how it appears when you enter the database.

The server is updated regularly and is replaced once it is full

of data. Backup desks are available incase of a sudden
corruption, and all the data is saved on a USB as well.

Creating a database
First you have to go to the start menu and open
Microsoft Access 2010 as shown below.
82

Click on Blank Database, enter the file name and press

Create

83

 Creating a table
In the system the teachers, students and other information
must be entered into the tables. Each table must be filled
with suitable information.
Click on create, and
then click on table.
Insert the information
into the table.

84

Based on the tables filling, queries, forms and reports will be

filled automatically. Any data editing in the forms or queries
will subsecquently lead to changes in the main table.

85

This is how it will appear after you click the button in the
right corner of the form to see the design view of any table.

We will enter whether it is text, number or date/time in the

data type column.
The picture on the left is an example of student records table
with all needed details entered. We should also select the
field size, validation rule and text in the field properties. After
that just click save button, this is up in the left corner. Thats
how all three tables were created and designed.

86

 Creating a form
Once were done with the table we can start to
create forms by clicking on Create and then
form as shown below

87

To edit the form (add command buttons,

background pictures, etc.) we should go to
design view. You can go there by right clicking on
the form and selecting design view.
This is how it will look like.

88

89

To add buttons you should click the button box

Once you clicked that you will have to choose

the place you want to put it and slide down.
When you leave your hand from the browser a
table will be shown.

90

Now you can choose the category and then

action which you want, click on next, choose
whether you want is as a pictures or text, click
next once more, and finally click finish.
Command button will be created.
You can insert as many command buttons as you
want. Their size and position can be changed
too.
To insert an image click on insert image as you
91

can see below. Afterwards click browse, choose

the folder, select a picture and click open.

Right click on the image, choose position and

click bring to back so that the data will be
visible. You can enlarge or drag the picture
around to find it a perfect position.
To add a title to the form click title which is
next to the button insert image.
You can change the size, font, or color of the
front of the title, field name and details. For that
you have to select the text you would like to edit,
go to home and do the changes you want.

Query making

To create a query you should go to Create

from the up menu and click on query wizard.

92

Once you did that, the box which is shown below will
appear. This will show 4 different types of query wizard.

Select Simple Query Wizard and click ok.

After that you will have to transfer the fields which you need
93

in your form to the Selected fields and click Next.

Now youll need to choose a kind of query you want, click

next and in the next stage Finish.

94

This is how the query will look like in this stage.

As you can see only fields which Ive chosen in the earlier
stage are shown.

95

To see the design view of this query or to make some

changes we have to right click on Students records query
and select design view.
This is how design view of the query looks like.

Ive ticked 12 fields to show in this query, as I think they are

the most important ones. For students ID field Ive written ID
number 1, gender of the student Ive selected to be
Female and for the students grade issue Ive chosen 11. I
96

did this because I want to display student which are females,

have been Visiting the same teacher and are the same grade.

97

To see how the query will look like after some changes in
design view, we have to click Run button. Run button
preforms the actions specified in a query.

Once the Run button was clicked, this is ehat has appeared.

From this query we can see which students and how many of
them are the same grade (grade 11), refer to the same ID,
98

and are females.

Creating a relationship
Relationships define how the data in tables is related, such as ID
fields or name fields in different tables that should match.
To make a relationship between the tables follow the steps below.

1) From the menu up we shoukd click on Database tools.

2) Click the Relationships button which is shown below.

3) Show table will appear. The tables ypuve created will be shown
there. Start clicking Add one by one to add tables between

99

which you want to make a relationship.

100

4)

Once we added the tables, double click on teachers ID

and Edit Relationships box will appear. Click on Create

101

New.

102

103

5) Once you clicked that, another box will appear where you
will have to select tables and fields names to make a
relationship between them. For example Ive selected
teachers ID in Teachers records table and teachers ID in
students record table. After that you can click OK.
Relationship between two tables will be created. The same
way we shall make a relationship between other tables.
This process is illustrated below.

104

I did the same for the other table.

Now the two tables are connected.
This is how my relationship looks like.

105

106

107

Report making
To create a report you should click Create on the top and
then Report Wizard.

Report Wizard box has appeared. First you have to choose

the table or query you want to make a report about, then
transfer fields which youd like to be in the report to the
Selected Fields column. Click Next.

108

This is what you will see next. In this step you will need to
transfer the fields to the other side again. Click Next after
that.

109

Choose which records or how you want to sort them andclick

Next.

110

Choose orientation, Layout and click Next once more.

After that click Finish.

This
is how Students form records report looks like

111

This is the design view of this report.

112

You can add a title and picture, edit the font here, just the
way we did it in the forms.
This is how I finished the rest of the reports of all the other
tablets.

113