Database Application - Coursework Example

Database Application Report 1.0 Executive summary This report is about designing and implementing a database application that will help manage sales shop inventory. The database application in this report is designed in Microsoft access database application. The report explores the Microsoft access features and objects that are combined to achieve the database application. The report, in part one, demonstrates how the database application is designed and how to use it. It details different component and functions of database application. In part two, the report provides a simple and user friendly instruction on how to use the system. 2.0 Introduction Computers have increasingly become the tools of storing and retrieving data and information for individuals, organizations and businesses. This is because of the accuracy, convenience and time saving features that computer database offer against manual databanks. According to Gupta, database applications are related to automation that essentially require common sharing of data stored in tables. The applications are developed so that redundancy in data storage is totally eliminated while increasing data security, accuracy and offering quick access (Gupta, 2009). The database application being introduced in this report borrows these advantages to design an application in Microsoft access. The application uses different objects including tables, queries, report and forms to develop an easy to use application. The application harnesses the best features of access to makes an application that will help maintain an inventory easily. The components and functionalities are explained in this report. 3.0 Part One This part focuses on designing and implementing the database application. The specification and details of the application and database features used will be elaborated in this part. 3.1 Name of application The name of the database application will be mySalePoint. The name is customised to represent the function and purpose and to make the users feel they are using their application not someone’s. I selected the name that is simple and will demonstrate the function and ability of the software when one reads or hears it. 3.2 Purpose The purpose of the mySalePoint application database application is to provide a solution to people who operate small product selling stalls or shop. Most of these shops do not have a budget of purchasing inventory software. Thus, creating a small database application that will automate their records and help them operate effectively was appropriate to me. The database application will help the shops maintain a simple inventory stock and client records. It will provide them with a cost effective method of ensuring the business runs smoothly. The database application, mySalePoint, comes with a number of benefits that adds to its purpose. They include: a) It will help the user to be able to monitor their stock levels b) Help them make new orders in time c) Maintain customer data or contact d) Print simple reports about sales e) Assess daily, weekly or monthly sales f) Monitor product that sale most and stock them appropriately 3.3 Scope of work According to Rob and Coronel, database application designer must recognize the existence of two sets of limits: scope and boundary. The application scope defines the extent of the design according to operational requirements. This helps the designer to define the required data structures, the type and number of entities, the physical size of the database and so on (Rob & Coronel, 2009). mySalePoint will cover a sales operations of a small medium enterprise business. Its functions entirely embark on the daily operations of a small shop that sales product and services to clients. The application only maintains the inventory records of the shop and doesn’t extend beyond that function. It covers stocked goods or available services, their categories, sales and the customer details in relation to purchase of product or service. This scope actually defines what the database application will do and will not do or comprise. 3.4 Requirements The database application will be designed using a Microsoft access environment. Therefore, the database application can only operate and work with a windows platform alone or any platform that will support windows application framework. The minimum requirements for such application will be pegged around that of the designing database, Microsoft access 2010. To use this database application one will need windows XP service pack 3 or later windows operating system. The minimum hardware requirement will be processor speed of 500 Mhz, RAM memory of 256 MB, and available disk space of 2 GB (Microsoft, 2012). A computer with these specification or higher is appropriate. 3.5 Design plan To design and complete the database application, I have engaged in finding out the main functions it will perform and converted the functions into objects and entities. The design will commence with creating of the primary data holders, table objects. Tables are the one to store data and thus will be the first to be designed. Each table will have entities or fields that will hold particular data for the record. The field will change depending with the table and the data they will handle. After creating table, I will design a form object that will allow one enter and view data into and from the tables. Each table can have its form or forms can be combined where necessary. I will then design query objects that will help extract data from the tables that meets given criteria of the user. Queries and tables can then be used to generate a report object for printing where need be. This is the plan that will be used to develop the mySalePoint database application. 3.6 Database application objects The database application will use four database application objects namely form, table, report and query. 3.6.1 Tables Table objects are used to hold and store data in the database application. Data is arranged in unit sets that are unique entities called fields. Each field hold data that belongs to a particular class of data type. Microsoft access supports a number of data types that will be convenient to create this application. The data types include text, date and time, number, auto number, currency, memo, yes/no, calculated and others. When the fields are combined they form a row that will create a record of a particular item or object. Simply put, a table is a grid of columns and rows that will store the data in a structured manner. The database application will need three tables as a simple inventory to operate. The tables will hold different data items that are related. The reason for separating the data items is to ensure data is structured and avoid redundancy. Storing data in relate tables improves the performance and efficiency of the database application. The tables to be designed are shown below. Each table has a field (ID) that will uniquely identify the records and avoid duplicates. This makes the tables to hold data that eliminates redundancy. The ID field will be used to relate the tables and link the data whenever needed. Below are the screen shots of the database tables in design view. Figure 1 Figure 2 Figure 3 3.6.2 Queries The application will use queries to extract data on given criteria. Among the queries to be designed is the items to order that are running out of stock. This is based on the criteria that the unit in stock is below 5, such stock needs to be replenished. The query can also show most sold items as the fast moving stock. Figure 4 3.6.3 Report The report will help list all the items in the stock and print them to allow the user to evaluate the stock where necessary. From the report a business can assess which items to stock more, order frequently or currently. Figure 5 3.6.4 Form The form object will help users of the application to easily enter and view data from and to tables. The form will also help the users to handle data easily without struggling. Figure 6 4.0 Part Two This part focuses on creating the application system manuals that will provide user guide and documentation. The documentation is user friendly and simple to understand. 4.1 System Components The system comprises seven major components described below. Table: Category This table holds data that categorize the items stored in the stock table to either a product or service. Table: Stock This table is the primary storage that will hold the most functional data. All the items and services on sale will be stored and retrieved from this table. This table’s data will increase quickly than any other table in the database application. Table: Customer Another important table that will hold details of the clients that purchase the goods and services. This data can be keyed in voluntarily as some clients might fear for their privacy. Form: Customer Customer frms make it easier to type in, modify and delete record from the Customer’s table. Form: Stock Stock forms make it easier to type in, modify and delete record from the Stock table. Query: Itemstoorder This helps the user to assess the items that need to be replenished by check under stocked goods and listing them. By default it set to stock below 5 units, user can change this number appropriately. Report: StockReport To have a hard copy or view the current stock for any operational purposes, user can print this report. 4.2 How To Guide 4.2.1 Starting Database To start the Ms Access database 2007 or 2010 that only supports this application follow the following steps. 1) On the desktop of your computer double click the folder named mySalePoint. 2) Inside the folder double click mySalePoint database and it will load to open. 4.2.2 Starting any object in view mode To view any data in any of the object, simply locate the object under the all access objects panel and double click it. It will be loaded and you will view the data and carry any other function like adding delete or modify the data. The diagram shows the objects panel. 4.2.3 Entering Data into Forms Start the form from the objects panel, then type in the details of the record corresponding to the labels. A label will guide you what to type in, for example, name label means you type in the name of customer. Navigate and modify new records using the buttons marked red at the diagram below, in your database. 4.2.4 Entering criteria for query To extract the required output from the “items to order query”, follow the following steps to retrieve the data that meets your need. For example to display items whose units in stock is below 5, Start the query from the objects panel as referred in 4.2.2 above. Then on the home button click design view button shown below. Inside the design view grid, under the units in stock and across the criteria row type in less than 5 (the number to limit stock with) and click view on the buttons tab. 4.2.5 Bugs and Errors Entering wrong data type into the field will generate an error of “invalid data for this field”, please ensure you type numbers where the data type is numbers as shown in part one. This error will be displayed in message as shown below. 5.0 Conclusion The database application is designed using Microsoft access environment and its scope is limited to a small selling shop or stall. It is designed to help maintain the inventory for such business that does not have a big budget. The database application can only operate in Microsoft environment. The user guide will provide the user with ability to used and access the data with the application more easily. User will enjoy the benefits automation brings against the manual. I believe it is an application that is cost effective to user. 6.0 References DAS GUPTA, P. K. (2009). Database management system: Oracle SQL and PL/SQL. New Delhi, PHI Learning. ROB, P., & CORONEL, C. (2009). Database systems: design, implementation, and management. Boston, Mass, Course Technology. Office for Business, 2012. 2007 Microsoft Office System Requirements [online] Available at < http://www.microsoft.com/officebusiness/products/technical-requirements.aspx> [Accessed 11 Jan 2013]. Read More