Part 2Provider Database (Open Office Database)Use the project des.docx

Part 2:Provider Database (Open Office Database)Use the project
description HERE to complete this activity. For a review of the
complete rubric used in grading this exercise, click on the
Assignments tab, then on the title Case Study Part 2 - Provider
Database (Access)– click on Show Rubrics if the rubric is not
already displayed. The grading rubric has been built for use
with MS Access. However, the elements graded and the point
value for each element is identical for anyone using OO for this
assignment. NOTE: there are some great tutorials on working
with OpenOffice which can be found in the Content menu. Look
for the Tutorials menu item in the section under OpenOffice -
Database Alternative for Mac OS X.
As you recall, data is a collection of facts (numbers, text, even
audio and video files) that is processed into usable information.
Much like a spreadsheet, a database is a collection of such facts
that you can then slice and dice in various ways to extract
information or make decisions. However, the advantage and
primary use of a database over a spreadsheet is its ability to
handle a large volume of data and yet allow for quick access to
the information that is desired.
Databases are everywhere now and impact our lives in a
multitude of ways. It can accurately be said that “your life is in
a database” or, more accurately, in multiple databases, and
information about you (a retrieval of facts about you) is easily
accessible. Your shopping history, credit history, medical
history, even your driving history, is stored in one or more
databases.
This exercise will introduce you to the basic building blocks of
any database – fields, records, and files (also called tables).
Although you will create a database with a single table
containing a small amount of data about computer component

Providers, the more applicable use of databases involves the
creation of many tables linked together with a common field or
“key.” Regardless of the size of the database, the data is stored
in the same way – in fields which are combined to create a
record. And those records are stored in a file or table. The data
is entered into the field via a data entry form, and the
information is extracted (to answer a particular question or
need) via reports and/or queries. Specific instructions for the
project can be found in the table below.
Create a provider database and related reports and queries to
capture contact information for potential PC component
providers that might be used to purchase the equipment your
specified in your MS Word project – the PC specifications..
This Open Office database assignment has the following parts:
1. a simple database table to hold provider contact information;
some of the required fields in the table require that a Caption be
added to the field characteristics. The Caption will be displayed
in the report that is to be generated.
1. a simple database form that can be used to enter data into the
database table;
1. a simple database report that can used to present the data as
information;
1. an OO document that contains mailing labels; and
1. a separate MS Word document answering questions about the
database.
All aspects of the assignment will be evaluated according to the
following criteria and overall professional, business-like
appearance. This would include clear readability and formatting
for both screen and print-based output.
Element #
Requirement

Points Allocated
Comments
01
· Launch Open Office, select Database and select the option to
Create a new database. You should "register the database," and
then select "Open for editing" on the next screen.
· Save the new database with the following name:
“Student’s First Initial Last Name Provider Information”
Example: JSmith Provider Information
Registering your database an internal registration that allows
functions such a labels to recognize and link to your database.
0.05
Use "Create table in Design View" to create a table with all the
following fields and settings: (each letter indicates a separate
field)
Field names should be exactly as listed here (e.g. "Provider ID"
or "Provider's Company Name", etc.)
02
A. Provider's Company Name (text)
0.1
03
Two separate fields:
B. Provider Contact-First Name (text)
C. Provider Contact-Last Name (text)
0.4
04
D. Billing Address (text)
(this is the street address)
E. City (text)
0.4

05
F. State (text—length_limited to 2 characters)
0.4
06
G. Zip Code (text—length limited to 5 characters)
0.4
07
H.Phone number – area code (text—length limited to 3
characters)
I. Phone number (text)
(Use xxx-xxxx format when entering the data)
0.6
08
J. YTD Orders (decimal – with decimal places allowed set to 2)
(Enter the total amount ($s) of orders your company has placed
with each provider. Use fictitious numbers.)
0.2
09
K. Preferred Provider (Yes/No)
(Criteria must be provided in the Description field (Design
View) which identifies what constitutes a Preferred Provider.
Base your criteria on a real YTD amount, e.g. YTD orders
greater than $10,000)
0.4
10
Save the table and name the table as follows: Provider
Information Table
0.05

11
When prompted to create a Primary Key, select Yes. Highlight
the table name and select Edit. Set the Field Properties of the
ID field name to AutoValue=Yes. Save the table again. The key
will automatically be called ID – do not change this.
You may also create the primary key using the instructions in
the Tutorial referenced above.
0.2
If you have properly set the ID field as the primary key, it will
be numbered automatically (Auto Number) and display as
<Field> in the form.
12
Review your table in Datasheet view. Make sure all fields
names are fully visible (no truncated entries)
0.1
13
Use the Form Wizard to create a form that uses all the fields
from the Provider Information Table.
0.2
Let the Form Wizard guide you through the completion of the
form
.
14
Apply a Style (do not use the default)
0.1
15
Name the form as follows:
Provider Data Entry Form
0.05
You should be finished with the form at this point. It is best if
you allow the Form Wizard to open the form to view and enter
information.

16
Ensure that all field names are fully visible in each field in
Form View (no truncated entries)
0.1
17
Use the form to enter data into the table
· Enter all the appropriate data for seven providers (such as Best
Buy, CDW, and CompUSA.)
· Mark at least one Provider as a Preferred Provider based on
the criteria you identified in the Preferred Provider field.
It is important to complete all data entry prior to moving on to
create the report. You should also use the table to manually
review and audit all entries to ensure accuracy and consistency
prior to report setup. If find any data entry errors or
inconsistencies, simply go back the item in the form and make
the appropriate corrections. Missing data or including data that
should be ignored will result in a deduction.
0.4
When you are finished, the Provider Information Table should
contain all the contact information for seven providers. You
may need to create fictitious information for contact names –
other field information should be available from the provider's
company website. For YTD Orders simply input fictitious
values. Marking at least one provider as Preferred should be
based on criteria for YTD Orders (those that exceed a specified
YTD amount that you determine). That criteria must be included
in the field Description for Preferred Provider.
The form will automatically populate the Provider ID for you
because this is your primary key. Provider's Company Name
will be your seven providers.
18
Ensure that all entered data is fully visible in each field in
Datasheet View of the Provider Information Table (no truncated
entries)

0.1
19
Use the Report Wizard to create a report from the database that
uses the following fields:
· Provider's Company Name
· Provider Contact First and Last Name
· Complete Address (Street, City, State, Zip)
· Phone Number (including area code field)
0.25
Let the Report Wizard guide you through the completion of the
report.
Use Landscape orientation
Make sure that you do not select the Provider ID field.
20
· Set up the report to be sorted by Provider Contact-Last Name.
0.1
21
· Ensure that all field names and entered data are fully visible in
all areas of the report (no truncated entries)
· Select an appropriate layout that improves readability
· Create the report as a Static report
0.1
You must apply a style OTHER THAN the default style which is
the Office theme.
22
· Name the report as follows:
Provider Contact Information
Your report will include information for all your Providers.
0.05
After you name the report, you should allow the Report Wizard
to let you preview the report. If you created the report correctly,
you should see the items sorted alphabetically by Provider Last
Name. (Only one Provider Contact Information report should be

submitted for grading or points will be deducted.)
23
Create mailing labels for the provider list: Include
· Contact person’s full name
· full Provider's company name
· full mailing address.
It is strongly suggested that you use the Help menu (the blue
question mark) and search for labels (Creating and Printing
Labels and Business Cards) under the Index. See also the
Related topic, Printing Address Labels on that same Help page.
You do not need to print the labels, but here is where you can
see whether your labels look correct (Open PDF in Preview).
0.7
Be sure to view your mailing labels to ensure correct spacing of
the name, address. etc. The format should appear as a typical
address on an envelope.
24
· Save this report as "Provider Mailing Labels."
0.05
25
Create an MS Word document.
· Set it to
double space
normal text
Arial, 12 point.
Save the document as:
“First Initial Last Name Access Questions”
Example: JSmith Access Questions
Create a Title Page which shows your project title, your first
and last name, the course id and the due date. See comment to
the right for the project title.

In your MS Word document, answer both of these questions in 4
to 5 well written sentences.
Questions:
1. Your Director has approved the purchase of the computers
that you recommended in your response to the Case Study – Part
1, the specification for the computers. The data in this database
you created here is rather limited. What fields would you add to
the database you created in this project that would help you in
choosing a provider or providers to use to fulfill the purchases?
2. Could you use an Excel spreadsheet to replicate the same
activity that you completed for the Access database project?
What advantages or disadvantages might using Excel have over
using Access in this Case Study?
.25 to .5 points can be deducted for typos or grammatical errors
0.05
0.05
0.4
The title must be
PC Specifications for the Director
by
[insert your first and last name]
[insert course id]
[insert due date]

When submitting your project, be sure to attach BOTH the OO
database (the table, form, and report will be included in the
single database file) AND the two documents (one an OO
document containing mailing labels and a Word document
which contains answers to the two questions above).
TOTAL
6
Part 2:Provider Database (MS Access)Use the project
description HERE to complete this activity. For a review of the
complete rubric used in grading this exercise, click on the
Assignments tab, then on the title Case Study Part 2 - Provider
Database (Access)– click on Show Rubrics if the rubric is not
already displayed.
As you recall, data is a collection of facts (numbers, text, even
audio and video files) that is processed into usable information.
Much like a spreadsheet, a database is a collection of such facts
that you can then slice and dice in various ways to extract
information or make decisions. However, the advantage and
primary use of a database over a spreadsheet is its ability to
handle a large volume of data and yet allow for quick access to
the information that is desired.
Databases are everywhere now and impact our lives in a
multitude of ways. It can accurately be said that “your life is in
a database” or, more accurately, in multiple databases, and
information about you (a retrieval of facts about you) is easily
accessible. Your shopping history, credit history, medical
history, even your driving history, is stored in one or more
databases.

This exercise will introduce you to the basic building blocks of
any database – fields, records, and files (also called tables).
Although you will create a database with a single table
containing a small amount of data about computer component
Providers, the more applicable use of databases involves the
creation of many tables linked together with a common field or
“key.” Regardless of the size of the database, the data is stored
in the same way – in fields which are combined to create a
record. And those records are stored in a file or table. The data
is entered into the field via a data entry form, and the
information is extracted (to answer a particular question or
need) via reports and/or queries. Note that Access uses the
Field Size parameter in Design View to limit the number of
characters or digits in a given field. There is a small tutorial on
field sizes located in the topic "Optional Tutorial – Access
project" in the Readings list for Week 5.
Specific instructions for the project can be found in the table
below.
Create a provider database and related reports and queries to
capture contact information for potential PC component
providers that might be used to purchase the equipment your
specified in your MS Word project – the PC specifications..
This MS Access database assignment has the following parts:
1. a simple database table to hold provider contact information;
some of the required fields in the table require that a Caption be
added to the field characteristics. The Caption will be displayed
in the report that is to be generated.
1. a simple database form that can be used to enter data into the
database table;
1. two simple database reports that can used to present the data
as information; and
1. a separate MS Word document answering questions about the

database.
All aspects of the assignment will be evaluated according to the
following criteria and overall professional, business-like
appearance. This would include clear readability and formatting
for both screen and print-based output.
Element #
Requirement
Points Allocated
Comments
01
· Launch MS Access and open a Blank Access database.
· Save the new database with the following name:
“Student’s First Initial Last Name Provider Information”
Example: JSmith Provider Information
0.05
Create a table with all the following fields and settings: (each
letter indicates a separate field)
Field names should be exactly as listed here (e.g. "Provider ID"
or "Provider's Company Name", etc.)
02
A. Provider ID (autonumber)
Set as primary key and is auto number
0.2
The Provider ID field must be set as the primary key (*). If the
Provider ID is not the primary key, 0.1 points will be deducted.
If you have properly set the Provider ID field as the primary
key, it will be numbered automatically (Auto Number).
03
B. Provider's Company Name (text)
0.1
04

C. Provider Contact-First Name (text)
D. Provider Contact-Last Name (text)
0.4
05
E. Billing Address (text)
(this is the street address)
F. City (text)
0.4
06
G. State (text—limited to 2 characters)
0.4
07
H. Zip Code (text—limited to 5 characters)
0.4
08
I.Phone number – area code (text—limited to 3 characters)
J. Phone number (text)
(Use xxx-xxxx format when entering the data)
0.6
09
K. YTD Orders (currency)
(Enter the total amount ($s) of orders your company has placed
with each provider. Use fictitious numbers.)
0.2
10
L. Preferred Provider (Yes/No)
(Criteria must be provided in the Description field (Design

View) which identifies what constitutes a Preferred Provider.
Base your criteria on a real YTD amount, e.g. YTD orders
greater than $10,000)
0.4
11
Review your table in Datasheet view. Make sure all fields
names are fully visible (no truncated entries)
0.1
12
Name the table as follows: Provider Information Table
0.05
13
Use the Form Wizard to create a form that uses all the fields
from the Provider Information Table.
0.2
Let the Form Wizard guide you through the completion of the
form
Use a Columnar layout.
14
Select a theme – do NOT use the default theme which is Office.
0.1
15
Name the form as follows:
Provider Data Entry Form
0.05
You should be finished with the form at this point. It is best if
you allow the Form Wizard to open the form to view and enter
information.
16
Ensure that all field names are fully visible in each field in

Form View (no truncated entries)
0.1
17
Use the form to enter data into the table
· Enter all the appropriate data for seven providers (such as Best
Buy, CDW, and CompUSA.)
· Mark at least one Provider as a Preferred Provider based on
the criteria you identified in the Preferred Provider field.
It is important to complete all data entry prior to moving on to
create the report. You should also use the table to manually
review and audit all entries to ensure accuracy and consistency
prior to report setup. If find any data entry errors or
inconsistencies, simply go back the item in the form and make
the appropriate corrections. Missing data or including data that
should be ignored will result in a deduction.
0.4
When you are finished, the Provider Information Table should
contain all the contact information for the providers. You may
need to create fictitious information for contact names –other
field information should be available from the provider's
company website. For YTD Orders simply input fictitious
values. Marking at least one provider as Preferred should be
based on criteria for YTD Orders (those that exceed a specified
YTD amount that you determine). That criteria must be included
in the field Description for Preferred Provider.
The form will automatically populate the Provider ID for you
because this is your primary key. Provider's Company Name
will be your seven providers.
18
Ensure that all entered data is fully visible in each field in
Datasheet View of the Provider Information Table (no truncated
entries)
0.1

19
Use the Report Wizard to create a report from the database that
uses the following fields, presented in the following order from
left to right in the final report:
· Provider's Company Name
· Provider Contact First and Last Name
· Complete Address (Street, City, State, Zip)
· Phone Number (including area code field)
0.25
Let the Report Wizard guide you through the completion of the
report.
Use Landscape orientation
Make sure that you do not select the Provider ID field.
20
· Set up the report to be sorted by Provider Contact-Last Name.
Ensure that the order of the fields is still the same as identified
above: company name, first name, last name, address, phone
number.
0.1
21
· Ensure that all field names and entered data are fully visible in
all areas of the report (no truncated entries)
· Select an appropriate style that improves readability
0.1
You must apply a style OTHER THAN the default style which is
the Office theme.
22
· Name the report as follows:
Provider Contact Information
Your report will include information for all your Providers.
0.05
After you name the report, you should allow the Report Wizard

to let you preview the report. If you created the report correctly,
you should see the items sorted alphabetically by Provider Last
Name. (Only one Provider Contact Information report should be
submitted for grading or points will be deducted.)
23
Create mailing labels for the provider list: Include
· Contact person’s full name
· full Provider's company name
· full mailing address.
Check the look of the report in Print view.
0.7
Be sure to view your mailing labels to ensure correct spacing of
the name, address. etc. The format should appear as a typical
address on an envelope.
24
· Save this report as "Provider Mailing Labels."
0.05
25
Create an MS Word document.
· Set it to
double space
normal text
Arial, 12 point.
Save the document as:
“First Initial Last Name Access Questions”
Example: JSmith Access Questions
Create a Title Page which shows your project title, your first
and last name, the course id and the due date. See comment to
the right for the project title.
In your MS Word document, answer both of these questions in 4
to 5 well written sentences.
Questions:

1. Your Director has approved the purchase of the computers
that you recommended in your response to the Case Study – Part
1, the specification for the computers. The data in this database
you created here is rather limited. What fields would you add to
the database you created in this project that would help you in
choosing a provider or providers to use to fulfill the purchases?
2. Could you use an Excel spreadsheet to replicate the same
activity that you completed for the Access database project?
What advantages ordisadvantages might using Excel have over
using Access in this Case Study?
.25 to .5 points can be deducted for typos or grammatical errors
0.05
0.05
0.4
The title must be
PC Specifications for the Director
by
[insert your first and last name]
[insert course id]
[insert due date]
When submitting your project, be sure to attach BOTH the
Access database (the table, form, and 2 reports will be included
in the single database file) AND the Word document which
contains answers to the two questions above.

TOTAL
6
ISFM
March 20, 2016
PC Tables

1. Recommended Computer
Manufacturer
Type
Model
Apple
Laptop
MacBook Pro 15”
2. Hardware Devices
Type
Requirement met
Input devices
Digital camera
Canon Eos 5D MARK 3
Taking high quality pictures downloading and editing them.
scanner
Panasonic KV-S5076H
Scanning documents.
Output devices
Printer
EPSON PRO WF-4630
Printing documents including photos.
Communication devices
Router

TP-LINK Archer
It is responsible for sending network traffic to its correct
destination.
Modem
NETGEAR-N600
Used to convert digital data to analogue data.
Storage device
Hard disk
TOSHIBA CANVIO CONNECT 2
Enabling storage of documents.
Other Peripheral Devices
USB
USB A,B,AB types
Enable device connection to the computer
NETWORK CABLES
LAN CABLE NE001
Enabling internet connection via Ethernet
3. System Unit Components
Type
Comment
processor
700 Mbps read speed,512GB,
2.6GHZ CORE i5
Intel manufacturer.
Ram
4GB
4GB,Intel type
Adapter cards
San disk ultra 200GB

The adapter card is sufficient to produce high quality photos.
Ports
USB port
2,Enables connection of the USB
HDMI port
1, enables connection of HDMI to enable external displaying of
data.
Thunderbolt port
1,enables connection of storage devices and video capture
Storage devices
2TB hard disk
Buffalo Ministation thunderbolt
The hard disk and the buffalo ministration thunderbolt are
sufficient.
4. Productivity Software
PRODUCT NAME
COMMENT
VERSION
Ms word
Enables Creation of documents.
Ms word 2013
Ms Excel
Enables creation of spreadsheets.
Ms excel 2013
Ms PowerPoint
Enables creation of presentations.
Ms PowerPoint 2013
Ms Access
Enables creation of databases to manage all audio, video and
photo data.

Ms access 2013
Ms Outlook
Enables the director’s schedule.
Ms outlook 2013
Adobe Photoshop
Enables scanning and editing of photos
Adobe Photoshop cs2
Nitro pro
Enables manipulation of pdf files.
Nitro Pro 10
Kaspersky
Manage and protect the system, data, and
Information while working on the Internet.
Kaspersky 2016
5. System Software
TYPE
COMPANY
COMPUTERS TO BE INSTULED
Operating systems
Microsoft office
Microsoft
all computers

Microsoft windows.10
Microsoft
all computers
Utility programs
Istat
Enables appraisal of some important data.
Dropbox
Enables easy access of files.
Carbon copy cloner
Keeps files safe from while working.
PayViewer
Enables planning and management of the manager’s time
AnyMeeting
Suitable for marketing presentations, consultations and
collaboration via the internet
MoneyMan
Enables online banking, transaction monitoring for both desktop
and online transactions.
6. Internet Connectivity & Web Services
Internet Service Provider (ISP)
AT&T INTERNET SERVICES
Provides Internet access which is high speed with a wide broad
band for office and businesses
Web Services
HTTP,XML,SOAP,UDDI
Provides human to machine communication, machine to

machine communication, transferring machine readable file
formats for business and office use.
The required pc should be able to do all the work in the office
effectively. As such, I have recommended that the company
acquires the latest model of Apple laptops (MacBook).This is
because of its ability to store power and still operate even when
there is no electricity. Besides that the MacBook pro 15” has a
powerful processor and ram that makes working easier, faster
and effective.
Acquisition of a high resolution camera is essential for the users
to take quality photos .On top of that the company has to
acquire a scanner and a printer to make it possible to scan and
print documents and photos. Softwares should also be installed
in the MacBook to enable the users achieve various objectives
like creating databases, manipulating pdfs and even to enable
the MacBook laptops to communicate to each other. Internet
accessibility is also very important as it makes work with the
organisation easier as users can research and communicate with
each other and the clients.
References
1. Tony Hoffman Analyst, Printers, Scanner & Projectors; Best
scanners, printers and applications
(2015).http://www.pcmag.com/article2
2. Jason Gilbert, 11 Free Mac Apps That Every Apple Computer
Owner Should download; http://www.huffingtonpost.com (2012)
Page 1 | 5

Part 2Provider Database (Open Office Database)Use the project des.docx

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