DeVry UniversityStudent Lab ActivityBIS245 Database Essentials.docx

DeVry University
Student Lab Activity
BIS245 Database Essentials for Business with Lab
A. Student Name:
B. Lab 5A ER Matrix:
Student
Course
Student
none
Enrolls in;
Mandatory
One or more
Course
Is taken by:
Optional
One or more
none

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A. Lab # : BSBA BIS245A-5B
B. Lab 5B of 7: Completing Forms
C. Lab Overview--Scenario/Summary
TCO(s):
5. Given a physical database containing tables and
relationships, create
forms which demonstrate effective user-interface design and
allow for
efficient entry and retrieval of data.
Scenario/Summary
The lab begins with creating a form in Access using the Form
Wizard. After the
form is created, the user can use Themes to change the
appearance of the form.
The second part of the lab uses Form Design to create a form.

Finally, the form
will be customized.
Upon completing this lab, you should be able to
• create a form using the Form Tool;
• create a form using Form Design; and
• create a form using the Form Wizard.
D. Deliverables
Submit the MS Access Database file that contains the forms
created in this lab.
Step Deliverable Points
1 Form 1 – Form Tool - step-by-step 5
2 Form 2 – Form Design – step-by-step 5
3 Form 3 – Form Wizard—Employee/Customers Multi-Table
Form
– step-by-step
5
4 Form 4 – Suppliers and Products Multi-Table Form 10
E. Lab Steps
Preparation
1. Get the Database from Doc Sharing
Page 2 of 11

a. Download the Lab5_Start.accdb Northwind database file from
your
course Doc Sharing panel (Labs view), and Save the file to your
local
drive.
2. Using Citrix for MS Visio and/or MS Access
a. If you are using the Citrix remote lab, follow the login
instructions
located in the iLab tab in Course Home.
b. You will have to upload the Lab5_Start.accdb file to your
Citrix folder.
Follow the instructions located on the iLab tab in Course Home.
3. Start MS Access
a. If you are using Citrix, click on Microsoft Office
Applications folder.
b. If you are using Visio on a local computer, select Microsoft
Office from your
Program Menu.
Lab
Step 1: Using the Form Tool
Select Employees table as in the following figure. You will see
the Employees
table highlighted.

Click the Create tab, and then click the Form tool.
Page 3 of 11
After clicking the Form button, a new form is created by
Access.
The appearance of the form can be easily modified using the
Themes option on
the Design ribbon. As you move your cursor over the various
themes, the form
will adjust to preview how the modified form would look. You
may select any
theme for your form.
Click the Save button to save the form. Name it Lab5_Form1,
and then close the
form.
Step 2: Using the Form Design
Page 4 of 11

Click the Create tab; then, click on Form Design. (Make sure
that you do not
have any of the tables selected in the Tables list on the left side
of the screen.)
After clicking the Form Design, a new form will be shown as
the following
Page 5 of 11
Click the Add Existing Fields
option, and then click Show All
Tables to show all the tables in
the database. Drag and drop
fields from the Customer table
to the form. You can also
double click the fields that you
want to add. Select a number
of fields from the Customers
table. Adjust the location of the
fields. Then, click the Form
option in the View list to see

the form. The View button is
highlighted at the right.
After viewing the form, click the View button again, and select
Design View to go
back to form design. Save the form as Lab5_Form2.
Step 3: Creating Multi-Table Forms
You can incorporate data from several tables in a single form.
In this step, you
will create a form that displays data concerning one employee.
The form will also
Page 6 of 11
display data concerning the many customers that your
employees serve. This
type of relationship between employees and customers is called
one-to-many
relationships (one employee serving many customers). In this
relationship, the
Employees table is the “one” table and the Customers table is
the “many” table.
To create a multi-table form using the Form Wizard
• click the Create tab, then select the Form Wizard; and
• make sure that Customers table is selected in the
Table/Queries box.

• Select CustomerID, CompanyName, ContactName,
ContactTitle, Address,
City, Region, PostalCode, Country, and Phone Fields from
Customers table.
• Back in the Tables/Queries, click on the down arrow and
select Employees
table. See illustration on next page.
Page 7 of 11
• Select EmployeeID, LastName, FirstName, Photo, and
ReportsTo from that
table, then click Next button.
• Make sure that by Employees is selected in “How do you want
to view your
data?”
• You also have the option to select Form with subform(s) or
Linked forms.
Select Form with subform(s), then click Next.

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• In the next screen, you have the option of selecting the layout
of your
subform. Select Tabular, and then click Next.
• Assign a title to your form (Lab5_Form3) and subform
(Lab5_Subform3),
and click finish.
• Click on View, and then view the form in Form View.
Page 9 of 11
Before closing the form, go to Design View, and change the
Caption
property for the form to Employees. (See below.) Return to
Form View
before saving your form.

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In Form View your form should display nine records, showing
employees and the
customers that they serve. These records can be cycled through
on using the
navigation options available on the lower left of the application
screen.
You will be prompted to save changes when closing the form.
Say Yes to save
changes at the prompt, and close the form.
Step 4: Create a Multi-Table Form
Following instructions provided in Step 3, create a multi-table
form, showing what
products are supplied by which supplier.

Requirements: There is ONE Supplier for MANY Products. You
must display the
following fields: SupplierID, CompanyName, ContactName,
ContactTitle, Address,
City, Region, PostalCode, Country, and Phone fields along with
ProductID,
ProductName, and CategoryID.
Page 11 of 11
Your form should look like the following
There should be 29 records in your suppliers, each providing
numerous products.
Save your form as Lab5_form4, and the Subform as
Lab5_Subform4.
Step 5: Submit Deliverables
Save your MS Access Lab5_Start.accdb file as
YourName_Lab5_ Final.accdb
Submit the Access file created during this assignment to the
Dropbox located on

the silver tab at the top of this page. (See Syllabus/"Due Dates
for Assignments &
Exams" for due dates.)
End of Lab 5B
Page 1 of 5
A. Lab # : BSBA BIS245A-5A
B. Lab 5A of 7 : Database design using Visio, and based on data
requirements
and business rules focusing on normalizing data to third normal
form.
C. Lab Overview--Scenario/Summary:
TCO(s):
2. Given a situation containing entities, business rules, and data
requirements,
create the conceptual model of the database using a database
modeling tool.
Scenario:
You have been asked to create a database model using the MS
Visio Database

Model Diagram Template. The purpose of this lab is to provide
experience
normalizing the database to third normal form based on limited
instructions, data
requirements, and associated business rules.
Upon completing this lab, you will be able to
1. create a new Visio file for database design; and
2. using the data requirements and the business rules provided,
develop a
conceptual model (ERD), including attribute data types and
required field
lengths.
D. Deliverables
Section Deliverable Points
Step 1 YourName_Lab5A_ERMatrix.docx
Step 3 YourNameLab5A.vsd (Visio Diagram)
E. Lab Steps
Preparation
1. Get the Lab5A_ERMatrix.docx document from Doc Sharing:
a. Download the Lab5A_ERMatrix document file from your
course Doc
Sharing panel (Labs view), and Save the file to your local drive.
2. Using Citrix for MS Visio and/or MS Access
a. If you are using the Citrix remote lab, follow the login

instructions
located in the iLab tab in Course Home.
3. Start MS Visio
a. Open Microsoft Office, Visio application, or
b. if you are using Citrix, click on Microsoft Office
Applications folder
to start Visio.
Page 2 of 5
Lab
Step 1: Identify the entities and relationships.
a. Over the past four weeks, you have created ERDs based on
information
provided. This week, you will complete the ERD being sure to
normalize it to
3NF (third normal form). Normalization is the systematic
application of rules
designed to eliminate redundancy from the database. Data in
previous weeks
was, to some extent, normalized for you. This week, it is not.
An abbreviated
list of the data requirements follows.
College Scheduling Data Requirements

Student ID
Student First Name
Student Last Name
Course Code
Course Name
Course Description
Course Credit Hours
Course Time
Course Days
Instructor ID
Instructor First Name
Instructor Last Name
Room Number
Room Capacity
b. Open the Word file in the Week 5 Lab Materials,
Lab5A_ERMatrix.docx
c. Save the Word file as YourName_Lab5A_ERMatrix.
d. An ER Matrix helps define both the entities and the
relationships between the
entities. Using the partially completed ER Matrix below as a
guide, complete
the matrix.
Hint: You should end up with four entities.
1. List each entity both across and down.
2. Determine whether a relationship exists between entities and
define that
relationship with a verb phrase. (NOTE: The entity with the
greatest

number of related entities is usually the center of the ER
diagram.)
3. Identify minimum (Optional or Mandatory) and maximum
(only one, or one
or more).
Page 3 of 5
Student Course
Student none Enrolls in;
Mandatory
One or
more
Course Is taken by:
Optional
One or
more
none
e. Save the completed matrix to submit as part of your lab.
Step 2: Create the initial ERD based on the matrix.

a. Open a new blank Database Model Diagram in Visio. If you
need assitance with
this, refer to the Week 1 Lab Instructions. Be sure that all
options are set
consistent to those used in previous weeks so that you generate
your model in
Crow’s Foot notation.
b. One of the issues in denormalized data is that it can result in
many-to-many
relationships that are not compatible with the relational
database. Visio does
not allow creation of a many-to-many relationship because of
this
incompatibility. Therefore, for any many-to-many relationships
in your data,
you will need to create two one-to-many relationships. See the
example
below:
Page 4 of 5
c. Based on the information from Step 1, create the initial ERD
for the College
Scheduling database including the many-to-many relationships.
If you need

assistance to create the entities, refer to labs from Weeks 1 and
2.
d. Assign the primary keys and attributes from the data
requirements to the
proper entities.
e. Save the file as YourName_Lab5A.vsd.
Step 3: Normalize the database
a. While the initial ERD is accurate, if you design a database
without deviating
from it, you will encounter problems. For example, a course is
offered many
times. If you use the course code, for example BIS245, as the
primary key,
you will only be able to list the course once. There are three
possible solutions.
1. Assign another primary key, such as an auto-number field, so
that
the course can be listed multiple times. However, this is not
acceptable because it introduces redundancy rather than
reducing it.
2. Use a composite primary key consisting of the Course Code
and the
Section code. If you create a unique section code (EXAMPLE:
YearTerm_Section or 2010SpringA_A), then you can list the
course
repeatedly. Again, this introduces redundancy, and is not an

acceptable solution.
3. Split the table to create two tables. To stay consistent with
DeVry
terminology, create a second Section table. To ensure that a
course is
not entered twice, you might modify the Section code to include
the
course: BIS245_2010SpringA_A. By consistently using this
format,
you should not be able to duplicate the section, and can avoid a
complicated composite key. However, as the Section table will
serve
as an associative entity, it is acceptable to borrow the primary
keys of
the parent tables.
b. Open the Visio file from Step 2, and add a new page. Change
the page tab to
read Revised. Revise the initial ERD based on the following
information.
1. A Course may exist without being offered. It exists in the
catalog.
Courses are scheduled for a term and given a section. It is the
schedule course (Section) that students enroll in, that are
scheduled
in rooms and assigned instructors.
2. A Student can exist without being enrolled in a course.
3. An Instructor can exist without being assigned to teach a
course.
4. A Room can exist without being scheduled for a course.

c. Save the file with your revised ERD.
Page 5 of 5
Lab 5A Final Deliverables
a. YourName_Lab5A_ERMatrix.docx (Word Document) from
Lab 5A Step 1
b. YourName_Lab5A.vsd (Visio Diagram) from Lab 5A Step 3.
Submit these files to the Week 5 iLab Dropbox.
END OF LAB

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