Exam Management System Notes

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EXAMMANAGEMENTSYSTEMDATABASE

Create a new database called Exam Management Systemand design tables as shown below andsave to your H drive

1. Create the 2 tables below following the designs indicated

Make sure you set the Data Type for the Priary !ey to Autonumberfor the "#a table

2. Create the $or shown below based on the Mentor table. %nclude all fields and odify thedesign as shown below

&. 'se the Mentor Details $or to enter the data shown here for the Mentors

(. %port the tables called )tudent and )ub*ect which you will find in the "#a database ony website +and perhaps on ) also,

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'sing the Stu!ent Registration "ormenter the = reaining records at the end of the )tudent Tableshown in the docuent on the ) drive entitled )tudent Table or on y website.

otice that when you select a Mentor ae fro the drop-down list: the Mentor Code is entered inthe )tudent table and not the nae

RE)RTS

Report 1

1 Create a report that lists students by course +)ee e#tract below to use as a guide,

2 /dd $irstnae: )urnae and Course fields to the report

& >roup the report by Course

( )ort in ascending order of )urnae

= )elect an appropriate layout: orientation. )elect Corporate as the report style. The report titleis 6ist of Current )tudents

? /dd a *un+tionto calculate the total nuber of students in each course.

+i, 0e will use the count function which is ,+ount-./ This is done by adding a te#tbo#to the >roup Header of your $or Design and typing in e#actly what you see below. 7ou

will delete the label that will be autoatically produced with the te#t bo#+ii, %nside the brackets we have put the nae of the *iel!we want /ccess to count and this

is in s9uare brackets 0Surname1. 0e are using this field but we could have used the)tudentCode field *ust as well +or any field that would give us the nuber of students onthe course,.

+iii, )tart with the e9uals sign +@,: enclose any te#t strings in double 9uotes A A and use the &sign to *oin strings with the predefined count function

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Report 2

#/ Create a report that lists students by Mentor

$/ This report re9uires fields fro the )tudent table and the Mentor table so we ust perfora 9uery first

%/ Create a 9uery based on the )tudent and Mentor tables. /dd Mentor ae fro the Mentortable and the student $irstnae: )urnae and Course fields fro the )tudent table. )avethe 9uery as Mentors and )tudents

&/ ow create the report based on the 9uery

'/ /dd all fields to the report

(/ >roup by Mentor ae

2/ )ort in ascending order of )urnae

3/ )elect and layout and orientation. )elect Corporate as the style. The report title is Mentor>roups

4/ /dd a function to calculate the total nuber of students in each group

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Create a "ormlinked to the )ub*ect table as you see below. )ave the for as Sub5e+t Details

/dd the "#a table and the )ub*ect table to the elationships in your database and )ave

EXAMREG6STRAT6N"RM

This for will be used to register students for e#as. 0e need the "#a uber: )tudent Code:)ub*ect Code and "#a Period fields.

Because the fields re9uired for the for are based on 2 tables: we need to perfor a queryand addthe "#a table and the )tudent table to the Design window so that we can use fields fro bothtables in the for

Create a 7uery

1. $ro the )tudent table add the $irstnae and )urnae fields

2. $ro the "#a table add "#a uber: )tudent Code: )ub*ect Code and "#a Period fields

3. )ave the 9uery asJoin tables for Exam Registration(If you look at the results of thisquery you will see an empty table! That is fine as we have no students reistered foreams yet"

Create the Exam Registration "orm

1. Create a for based on the#oin9uery you have *ust saved

2. /dd all fields fro the 9uery

3. 0hen asked how you want to view your data )elect by $am

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%. >ive the for the title "#a egistration $or and save the for as "#a egistration

&. ow odify the for to include the following cobo bo#es

Create the following cobo bo#es. 'emember to delete the old field first before puttin in thereplaement. 0e will use a cobo bo# to look up )tudent Codes to ake it easier when we areentering data when registering students for e#as. The cobo bo# will display the )tudent Codeand )tudent ae but will enter the )tudent Code in the field.

Combo Box 1

1. Create a cobo bo# for the )tudent Codefield

2. )elect 8% want the cobo bo# to look up the values in a table or 9uery8 and select )tudenttable

&. /dd )tudent Code: $irstnae and )urrnae to the Cobo bo#

(. eove the tick fro Hide key colun bo#

=. )elect )tudent Code as the value in the cobo bo# to store in the database and store thisvalue in the )tudent Code field

?. "nter )tudent as the label for the cobo bo#

Combo Box 2

1. Create a cobo bo# for the )ub*et Codefield

2. )elect 8% want to look up values in a table or 9uery8 and select the )ub*ect table

&. /dd )ub*ect Code and )ub*ect Title to the cobo bo#

(. This tie tick Hide the key colun

=. )tore the value in the )ub*ect Code field

?. "nter )ub*ect as the label for the cobo bo#

. ;iew the properties of the cobo bo# and set the Colun widths to cE 1 c and the6ist width to F c. This akes the list wide enough to take any of the sub*ects on offer

Combo Box 3

# Create a cobo bo# for the $am +eriodfield

$ )elect 8% will type in the values8. )ee values below5

"#a Period

(Combo bo"

)uer 2&

Christas 2&

)uer 2(

Christas 2(

)uer 2=

Christas 2=

% )elect 8)tore values in this field8 and select "#aPeriod

& ae the cobo bo# "#a Period

' )et the cobo bo# properties as follows5

+i, )et 6iit to 6ist property to 7es

+ii, )et Tab )top property to o for "#a nuber +because the "#a nuber is /utonuberso we do not want the cursor to stop at this field on the for,

( )et tab order to )tudent Code: )ub*ect Code and "#a Period

2 )ave the for again as Exam Registration

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Enter Data to Register Stu!ents *or Exams

ow using the "#a egistration $or register the following students for Database Methods:Counications: 0ord Processing and %nforation and Counication )ystes for the )uer2& e#a period. "ach examwill have a uni9ue nuber: which will be entered autoaticallysince the "#auber field is of data type /utonuber

Maura ClohoseyTony >allagher

Michael 3 eill

Gohn Murphy +&%T(,

Deirdre Moroney

Colin "vans

"aonn Twoey

ora )heehan

)usan 0right

)ean oonan

egister the following students for Database Methods: Counications: Prograing and )oftwareDevelopent for the )uer 2& e#a period

Donic Brennan

Brendan Dunne

Tadhg )canlan

Diaruid )cott

od Hogan

egister the following students for the Database Methods: Counications: 0ord Processing and "-Coerce for the suer 2& e#a period

Ciara Mooneyobin Carr

"laine Mc Carthy

Paula !ing

Gohn Murphy +&0D=,

3nce you have inputted all the data you should have about F records in the "#a table: into whichthe data is autoatically entered as you register students using the for. 6ook at your "#a tableto see this.

Create a 7uery

Create a 9uery to find "#a egistrations by )ub*ect and Period. This is aparameter9uery +see

below,.

A Parameter Query

/ paraeter 9uery is a 9uery that: when it runs: displays its own dialog bo# propting you forinforation. 7ou can design the 9uery to propt you for ore than one piece of inforationE fore#aple we want to be propted for "#a Period +ie )ummer 2,,3 or Christmas 2,,3, and then the)ub*ect Title +ie -eb uthorin or Communiations or /raphi 0esin, so that the results of the9uery will give us only those students that have registered for a particular "#a sitting in aparticular )ub*ect. The 9uery can be run entering different paraeters each tie and you will geta different set of records each tie.

0hat you see below is *ust an e#tract fro the 9uery design window. To conduct this 9uery we

need the )tudent: "#a and )ub*ect tables in that order (it is easier to view sometimes when youadd the tables in a partiular order!"

$ro )tudent table add )tudent Code: $irstnae: )urnae and Course fields

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$ro the "#a table add "#a uber: "#a Period: "#a Date and esult fields

$ro the )ub*ect table add )ub*ect Title

To create a paraeter 9uery we key in a essage in the Criterialine of the 9uery design screen. %fwe want the 9uery to display the essage 8"nter "#a Period8 and 8"nter )ub*ect Title8 when it is runwe enter those e#act essages on the Criteria line as shown here (ake sure you enlose themessae in the square brakets as shown and in the orret olumn". "ach tie you run the 9ueryyou will be propted for the criteria you wish to use. The 9uery will then find all e#aregistrations relating to the e#a period and sub*ect title entered when the 9uery is run.

)ave the 9uery as "in! stu!ent registrations by sub5e+t

Test the 9uery by entering )uer 2& and Prograing as the criteria and you should get

= records

Test again with )uer 2& and Counications and you should get 2 students as all

students ust do Counications

un it again with )uer 2& and 0eb /uthoring. 7ou will find that there are no students

are registered for this sub*ect in this e#a sitting

Create a Report

1 Create a report based on the "in! stu!ent registrations by sub5e+t9uery

2 /dd the )ub*ect Title: "#a Period: $irstnae: )urnae and Course fields

3 )ort in ascending order of )tudent Code

% )elect Corporate style

& Title is $am ists by )ub*et

%n Design view ove the )ub*ect Title and "#a Period fields to the report header area

4 %nclude the college address in the report header (Copy it from an eistin 5orm if you an"

6 Draw a label bo# in the report header area and enter a essage for students who are notregistered for the e#a that says5

%f you would like to sit this e#a but your nae is not listedbelow: please contact your Mentor as soon as possibleI

7 Test the report by entering a different sub*ect each tie. eeber that each tie you runthe report the query ust run first so you will be propted for the paraeters of the reportyou want.

1,The Subjetsthat you have are only those listed in your )ub*ect table and are Prograing:

)oftware Developent: 0eb /uthoring: Counications: >raphic Design etc.+i, The Courseswe have +*ust &, are Coputer Prograing: 0eb Design and %nforation

Technology

+ii, Make sure that when you are running the report you enter one of the )ub*ects as that isthe field we have in the report and not the Course

11 Preview the report and you should get soething like this if you choose the paraeters)uer 2& as the "#a Period and Prograing as the sub*ect

12 0e will now use a !untionto count the nuber of students that are registered for aparticular e#a and display it in the report header area

+i, Create a textbox+later you can delete the te#t bo# label,. D3 3T use a label bo# orthis will 3T work

+ii, "nter the following in the te#t bo# e#actly as you see it=There are & count([Surname]) & students sitting the & [SubjectTitle]& exam

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This is 5ustan extra+t*rom the8uery!esign


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& Choose Metric in 'nit of Measure

( Choose )heet $eed and /very fro the 6abel type

= Choose label 61?1 +or whatever label you know you have for printing on,? Choose font style: sie and weight

/dd the fields to the label that you want and in the order in which you want the to appear

F Choose a )ort order if you want one

L Choose a ae to store this label definition by +eg Disk labels for )tudent Practical "#as,

1 Click $inish

6abels can also be produced to address envelopes with student results and for lots of other purposes.%t is a useful feature of the database.

ENTEREXAMRES9;TS

To develop our database further we will now deal with e#a results. To enter e#a resultsefficiently there are a couple of conditions.

1 0e want to see only the sub*ect relating to a particular e#a sitting

2 0e want only those records where the e#a result field is currently epty

These conditions need to be specified in a 9uery first and we will need the )tudent: "#a and)ub*ect tables for the 9uery

CREATE79ERY

$or the 9uery we need5

1 $ro )tudent table - )tudent Code: $irstnae: )urnae

2 $ro "#a table - "#a Period: "#a Date and esult& $ro )ub*ect table - )ub*ect Title

( "nter paraeters for the 9uery so that: when we run it: it asks for "#a Period and )ub*ect title

= "nter the condition that it will only display records where the esult field is epty +in otherwords the student does not already have a result in this sub*ect,

? )ort the 9uery in ascending order of )tudent Code field

)ave the 9uery as J"#as with no esults enteredK

CREATE"RM

1 Create a for linked to the 9uery you have *ust done

2 /dd all fields to the for

& The for nae is "nter "#a esults and its title is "#a esults

( Move the "#a Period field to the for header section fro the detail section



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0e ust specify coands in the A+tioncolun. 0hen the acro is run the coands will e#ecutein se9uence. / Comment is a short stateent describing the function of particular line in the acro.%ts purpose is siply to infor the database user of what the action is intended to achieve4 /coent has no effect on the operation of the acro.

1 )elect Close fro the /ction colun

2 )ave @ o relates to saving changes to the design of the for. %t does not affect the entering ofrecords in the for.

& )elect 3pen$or Coand

( Click on )ave and enter e#t )et of esults as the nae of the Macro

= 3pen the "nter "#a esults for in Design view

? Check that the control wiard is on and click on the Coand Button in the toolbo#

Click and drag the ouse to the right of the surnae on the for



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CMMANDB9TTNS

These are buttons that are linked to built-in coands that e#ecute when the button is pressed +/bit like a Macro but one that is already built in to /ccess,

3nce you draw a Coand button on a $or the wiard will bring you through the steps you needand write the code in the background

3pen the Enter Exam Results "ormand below the 8et )ub*etbutton draw a coand button

)elect "orm perationsroup by esult

& The Title for the report is esults

( )ave the report as esults by )ub*ect

= Modify the report as follows5

+i, eplace the e#isting eport Heading +title, with one that autoatically shows the )ub*ectfor which results are being displayed

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+ii, Move the "#a Period control to the eport Header section under the title +the sub*ectnae,

+iii, Delete all labels etc in the Page Header section

+iv, /dd a function that will show the nuber of results in each category ie o of Distinctions:o of Merits etc

+v, Continue to odify the report until you get one that looks like the e#tract shown here

? This e#tract fro the report that shows student results for 0eb /uthoring e#a for Christas2& with the layout you are re9uired to use and the count showing the nuber of results ateach level

Try out the report with different sub*ects to ensure that it is working properly

CREATEARE)RTTANA;YSEEXAMRES9;TS

Create a report that will show an analysis of e#a results. %t will show the nuber of Distinctions:Merits: Passes and $ails for all sub*ects e#ained and will group the by sub*ect. +see report e#tractbelow,

1 $irstly we need to create a queryto e#tract this inforation and then base the report on it.

2 The 9uery uses "#a and )ub*ect tables. $ro "#a use "#a Period and esult. $ro)ub*ect add )ub*ect Title

3 /dd a paraeter so that when it runs you will be asked for an "#a Period +reeber there

are *ust 2 e#a periods - )uer 2& and Christas 2&,$ "nter a condition that only those records where the esult field contains data are shown

% )ave as 5ind results for a speifi period

& Create a new report based on this 9uery.

' /dd all fields

( >roup by )ub*ect Title and then by esult fields

) eport title is Exam Results Analysis

1* Modify the report as follows5

+i, Move "#a Period fro the Detail section to the eport Header section

+ii, /dd a count function to the esult Header to count nuber of results per grade

+iii, /dd a count function to the )ub*ect Title footer to count the nuber of results persub*ect

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)ee e#tract fro this report below when the "#a Period Christas 2& was entered

RE)RTNRES9;TS"C9RRENTST9DENTS

0e will now create a eport on the "#a esults of all our Current )tudents

1 Do a 8ueryto find results of current students

2 'se )tudent: "#a and )ub*ect tables

3 'se fro )tudent table - )tudent Code: $irstnae: )urnae: Course and $inish Date

$ $ro "#a table use esult

% $ro )ub*ect table use )ub*ect Title

& /dd conditions to the 9uery to only find records where data has been entered in 'esultsfieldand the 5inish 0atefield is epty

' )ave as 'esults of Current )tudents

( Create a Reportbased on this 9uery

) /dd all fields e#cept $inish Date

1* >roup by Course and then by )tudent Code

11 The title is Results by Stu!ent

12 )ave the report as 'esults by )tudent

13 /dd a function below the report title to show today8s date

1$ /dd a forula to calculate the total nuber of e#a results for each course ie The number of

eams taken in Computer +rorammin was 2,1% )uggested layout and forat is shown here.

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RE)RTN6ND6>6D9A;ST9DENT)ER"RMANCE

This report will show the perforance of an individual student

0e need a 9uery to put the data together for us first

1 Design the 9uery using )tudent: "#a and )ub*ect tables

2 $ro )tudent add )tudent Code: $irst nae: )urnae: Course: $inish Date and Certificatefields

3 $ro "#a add esult:

$ $ro )ub*ect add )ub*ect Title: Core Module: vocational Module and "lective Module

% /dd conditions so that if finds records of e#as where the result was pass: erit: or distinctionand where there is no $inish Date entered

& )ave the 9uery as Certifiation Query

' Create a eport linked to the Certification Nuery including all fields e#cept for Core Module:;ocational Module: "lective Module: Certificate and $inish Date

( >roup report by )tudent Code

) The report title is )tudent Certificates

1* Move the nae and Course fields fro Detail to )tudent Code Header sections

11 %n )tudent Code Header delete the )tudent Code field12 /dd a function to the )tudent Code Header that displays todayIs date

13 Delete labels and lines contained in the report header



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1$ educe the height of the report header to c

1% ;iew the properties of the )tudent Code Header. )et the "or+e Ne? )age property Be*oreSe+tion. This eans that details relating to each student will be on a separate page

%f you are having difficulty producing this report reeber that the only sections that are used arethe )tudent Code Header section: the Detail section and the Page $ooter section if you wish. Theeport Header and Page Header sections are epty and their heights have been reduced to

/bove you see one of the Certificates that the report produces. %t will produce each certificate on aseparate page and these can be printed to send to students.

$ro what you have been doing for the past while you will you will have noticed that any reportsare built on the results of 9ueries: so it is very iportant that you get the tables and fields right foryour 9uery before you attept doing a report. The 9uestion is what do you want the report to showand it goes fro there4

ST9DENT;ETTERS

Prepare letters to students giving their e#aination result as per separate handout on Mail Merge

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T@E9SER6NTER"ACE 9S6NGS6TC@BARDS

0e will now design a special user-interface for our database using the )witchboard facility availablein /ccess. 0e want the database to open with a enu of options fro which user can choose.

7ou decide on how you want to have the data in your database accessed using the switchboard. The

pages shown here are a suggestion and we will develop the now

"ig #

/bove you see the Main Menu+the switchboard shown in $ig 1, that we will create. This is what theuser will see when they open the database

However: we are going to develop a multipage s?it+hboar!and we need to create the Data Entry+$ig 2, and >ie? Reports+$ig &, switchboards before we can create the links fro our Main Menu

+which is the ain or default switchboard,

0hen we click on the Data "ntry button we get this screen $ig 2. 0hen we click on ;iew eports wewill get $ig & that you will see later in this docuent

"ig $

/ll we are doing here is putting a user-friendly interface on the database to ake it easier for theuser to use and anage

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CREATEAS6TC@BARD

# >o to Tools


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#( /dd the "nter "#a esults ite in the sae way

#2 0e need to be able to get back to the Main Menu: so the last ite you add to the switchboard isshown below - >o to Main Menu

#3 The nae that will appear on the switchboard coand is Main Menu

#4 %n the Coand line we select >o to )witchboard

$ %n the )witchboard line we select the )witchboard we want to go to O in this case Main Menu

$# Before we leave the )witchboard Manager we need to put a link fro the Main Menu switchboardto the Data "ntry switchboard otherwise we will never be able to access it

$$ %n the )witchboard Manager page click on Main Menuand then E!it

$% Click Ne?and add the 2 entries you see above to the Main Menu

-i. The Data "ntry link should bring us to the Data Entryswitchboard

-ii. The "#it ite should allow us to e#it out database O Close Appli+ation

-iii. Be careful to use the correct operations in the Comman"line for each ite

$& 0hen you are finished adding all these ites you will see a )witchboard $or has been addedautoatically to the fors section of your database

$' Double+li+on the )witchboard for to open it

$( 7ou should see soething like this: which is the Main Menu switchboard you *ust created



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$2 Click on the Data Entrybutton to see what happens. 7ou should get the enu that looks like$ig 2

'se the )witchboard Manager to add another switchboard page with the nae >ie? Reports +"dit theMain Menu switchboard and add a ew ite,

/dd the following ites to the ;iew eports switchboard: as before: not forgetting to ake thenavigation possible to and fro the Main Menu and the ;iew eports screen

"ig %

0e have *ust one ore *ob left to coplete our )witchboard operation. 0e want the switchboard tobe what is seen when soebody opens the database. $or this we need to create an /utoe#ec acro.This will run autoatically each tie the database is opened



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0e use the )tudent table to create the for above even though the 9uery Certifiation :uery part 2had all the re9uired fields. 0e cannot base a for on the results of a 9uery that has a Totals rowadded4

ED6TS6TC@BARD

1. >o to the 0ata $ntryswitchboard page and add a new iteward Certifiates

2. Move it up so that it is above the /o to ain enuite

3. Create the ite so that it allows us to editthe /ward Certificates $or

%. )ave your database and close it.

&. 3pen the database again and: using the table you printed with the L student naes who areto be awarded Certificates: use the /ward Certificates button on the switchboard and enterthe data +tick Certificate for the L students, who have copleted the course. TheCertificate bo# for the students who have not 9ualified are left blank

. )ave database

4. 6ook at the )tudent table. 7ou should see the Certificate bo# ticked for the L students

CREATEAN9)DATE79ERY

)o far we have only conducted +elet9ueries ie 9ueries that select a sub-set of records fro ourdatabase that atch certain criteria and display the records. 0e will now do a different type of9uery an ,p"ate9uery. This finds records and then updates the automatiallyby entering data inone or ore fields. /s you can iagine: this is a very fast ethod of updating a database: especiallyif there are a lot of records to update.

1 Create a new 9uery based on the )tudenttable

2 /dd )tudent Code: $irstnae: )urnae: )tart Date: Certificate and $inish Date fields

3 /dd a onditionto the 9uery so that it only finds records of students who have a been awarded acertificate

% Test the 9uery by running it and you should get the L students to who you have awardedcertificates

& >o back to Design view and fro the enus select 7uery

Exam Management System Notes

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