DATE BASE REPORT
...torage and retrieval operations and integrity constraints. In this model the data and relations between them are organized in tables that collect all records and each record in a table contains the same fields. These fields can be designated as primary and secondary keys. Also a join operation can be performed to select related records in two tables by matching values in those fields. Often, but not always, the fields will have the same name in both tables . II FINDINGS The major approach of this report is to collect real record of DMC's teachers and students and structure a friendly user context in order to manage the thousands of information and hence address a unique database source. A good database design ensures that data is easily maintained and accessed. The storage of the data is done in tables as each table will contain data about only one subject such as teachers, students…etc. Therefore, a particular piece of data will be updated in just one place and that updation automatically appears throughout the database. This report contains different types of queries that would show the information we need. A query might show a subset of data, such as all students' names in the full time course and part time course, or combinations of data from different tables. This query retrieves the students number, degrees of exams and assignments, classes, punctuality profile, subjects of course…etc and gathers required information of other teachers' feedback. a) DETERMINE THE PURPOSE OF THE DATABASE REPORT The first step in preparing and designing a database is to determine the purpose of the report and how it will be used to create Access file. Consequently the expected result from this report is to provide clues about how should we structure the tables in our database to sketch out and rework the design of access pages and examine a well-designed databases to actually build tables queries, forms and other objects and then decide on which of data should be viewed, created and modified between tables and queries. We will include information about students and teachers. b) DETERMINE THE FIELDS AND TABLES NEEDED IN THE DATABASE Each field is a fact about a particular subject. We need to store the following facts about the students and teachers: full name as per the passport, student/teacher number, date of joining, personal information (date of birth, marital status) passport details (nationality, passport number, expiry date, Idbarah number), address (residential and work address), work information (company name, department, designation, employee number and joining date), mailing address (POBox, city, country), contacts (telephone numbers, email, contacts of a friend or relative) and professional qualifications (period, College, degree). Therefore, we created a separate field for each of these facts ensuring all of the information needed is included and stored in the smallest logical parts e.g. names are split into three fields – first name, middle name and last name –, contact numbers are split into six fields – home, mobile, office, ext., direct and fax –, dates are split into three fields – DD/MM/YYYY – and so on so that it is easy to sort data and prevent creation of fields that are similar to each other. Each table will contain information about one subject. The list of fields will provide clues to the columns and rows we need when creating the tables. For example, (complements, rewards and certificates) its subject is achievements, (residential address, work address, contact numbers and mailing address) its subject is Address/Contact Details, (student name, date of birth, marital status – married, single, others –) its subject is Personal Details and the same for Passport Details which includes (nationality, passport number, expiry date and idbarah number), so each field belongs to its heading and each heading belongs to a specified subject for both students and teachers as showing in figure (1), (2) and (3). c) DETERMINE WHICH TABLE EACH FIELD BELONGS TO After we decide which table each field belongs to we should ensure added fields will not show same information in multiple records, hence, each piece of information should be stored only once and update in one place to eliminate the possibility of duplicate entries that contain same information. For example, the residential and office mailing address fields were not repeated again in the mailing address column. However, if student wishes to have a different mailing address then new fields were added, and so, new added fields will not show same information in multiple records as showing in Figure (4). d) IDENTIFY THE FIELDS WITH UNIQUE VALUES OF EACH RECORD In order to connect information stored in separate tables into Microsoft access, each table in the database report will include a field or set of fields that uniquely identifies each individual record in the table. At this step primary keys and secondary keys will be identified. e) DETERMINE THE RELATIONSHIP BETWEEN TABLES Now that we've divided the information into tables and identified the primary and secondary fields, we need a way implement appropriate update through Access of how to bring related information back together again in meaningful ways. To do this, we need to define relationships that are established between common fields in two tables which can be on...