3

CAS E

THE PAR KS SU MMER JOB

DATABASE
Designing a Relational Database to Create Tables,
Forms, Queries, and Reports
PRE V IE W
In this case, you'll design a relational database for national parks that offer summer employment to college
students. After your design is completed and correct, you will create database tables and populate them with
data. Then you will produce one form with a subform, five queries, and two reports. The form will allow the
student workers to clock in and out of their jobs each day. The queries will address the following questions and
tasks: \Vhich student workers come from a specific state ? How many students are working at a campground on
a specific date? How many hours does each student work? How many hours are spent on each job? The final
query will add 50 cents to each job's pay per hour. Your first report will summarize the weekly pay for each
student. The second report will display student workers by job.

PR E PARATION

Before attempting this case, you should have some experience in database design and in using
Microsoft Access .
Complete any part of Database Design Tutorial A that your instructor assigns.
Complete any part of Access Tutorial B that your instructor assigns , or refer to the tutorial as
necessary.
Refer to Tutorial F as necessary.

BA C KGROUND
Many college students get summer jobs at national parks. During the warm summer months , visitors to national
parks increase and there is a great need for seasonal workers . Students enjoy the park jobs because they get
to live with workers of the same age in dorms, and they enjoy the natural beauty of some of the country's fin
est treasures. Unfortunately, the parks have an antiquated system of keeping track of the workers and their
jobs. The national parks have been aroound for years, along with the summer job program for college students,
and the parks still keep track of the work information by hand. This summer, the"park managers feel it's time
to update their manual systems and migrate to a computer database management system. Because you are pro
ficient in Microsoft Access, you will be in charge of creating the database. This database is a prototype system;
the final version will be migrated to the Web.
The main concept of the database is simple: It needs to keep track of all the workers and jobs, and the hours
that the workers spend on those jobs. A variety of jobs are available at the parks, such as running the camp
ground, taking care of horses in the corrals , doing maintenance in a park, keeping tabs on security in a park, and
doing indoor jobs such as accounting, housekeeping, and food services. Students come from a1150 states to work
in the national parks. A given student can work a number of different jobs during his or her employment.
Students are paid by the hour, so they need to clock in and out of each job.
Because this database eventually will be moved to the Web, it might be a good id ea to create a form and sub
form that allows workers to access their name and other information, ;:nd then to enter information about the
job they do, including the dates and times they work. This access would ensure that workers could clock in
and out at an Internet station.

A number of useful queries can be crea ted for this database project. First, at the start of the summer, arriv
ing student workers do not know any other workers at the park. Ideally, there should be a query that lists the names
and addresses of workers from a particular state. A state name could be inputted to the query, and then the result
ing list could be distributed to people from that state as an icebreaker for workers to get to know each other.
Second, there we re some problems with understaffing at the campgrounds last year. This year, the parks
want to keep track of how many people are working at any campground on a specific date . Third, as with any
government operation, the budget is always being scrutinized. For future staffing purposes, park manage
ment wants information such as how many hours each worker is working, by date .
1\\'0 additional queries are needed. One must determine how many hours are spent working on each job,
which is also useful for future staffing purposes. Finally, given the recent rise in inHation , a query is needed
to increase the pay per hour for each job. The park system wants to remain a competitive employment pros
pect for good students.
The parks need two reports. First, it is essential to create a report that displays the weekly pay of each worker.
From this report, the parks can track their expenditures and create the payroll. In addition , the parks need to keep
a list of jobs that each worker is willing to do. This list is used not only to schedule the duty roster but also to
encourage students to try new jobs by displaying a copy on the bulletin board in the workers' lounge.

AS SI G NMEN T 1 : CRE AT ING

T H E D A T A BASE

D ESIGN

In this assignment, you will design your database tables on paper using a word-processing program. Pay close
attention to the tables' logic and structure. Do not start your Access code (Assignment 2) before getting feed
back from your instructor on Assignment 1. Keep in mind that you will need to examine the requirements in
Assignment 2 to design your fields and tables properly. It's good programming practice to look at the required
outputs before designing your database . When designing the database, observe the following guidelines:

FIGURE 3-1

First, determine the tables you'll need by listing them on paper. List the name of each table and
the fields it should contain. AVOid data redundancy. Do not create a field if it could be created by
a "calculated field" in a query.
You'll need a transaction table for recording working hours. AVOid duplicating data.
Document your tables using the Table facility of your word processor. Your word-processed tables
should resemble the format shown in Figure 3-1.
You must mark the appropriate key field(s) . You can designate a key field by entering an aster
isk C') next to the field name. Keep in mind that some tables need a compound primary key to
uniquely identify a record within a table.
Print the database design, if required.

Table design

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ASS I GNM ENT 2: CREATIN G T H E D A TA BA SE,

QU E R IES, A N D REPORT
In this aSSignment, you will first create database tables in Access and populate them with data. Next, you will
create a form with a subform, five queries , and two reports.

The Parks Summer Job Database

Assignment 2A: Creating Tables in Access

In this part of the assignment, you will create your tables in Access. Use the following guidelines:
Type records into the tables, using your classmates' and friends' name~ , addresses, telephone num
bers, and e-mail addresses. Add your own name and address as an additional student worker, and
make sure you enter at least 10 records.
Assume that the following types of jobs are available at th e parks: Accoun tin g, Campground,
Corrals, FoodlBeverage, Housekeeping, i'liJaintenance, and Security.
Create at least 17 records for the workers' hours. Have each worker work at leas t once, and limit
the data to two days' worth.
Appropriately limit the size of the text fields; for example, a zip code does not need the default
length of 255 characters.
Print all tables , if your instructor requires it.

Assignment 28: Creating Forms, Queries, and a Report

You will create one form with a subform, five queries, and two reports, as outlined in the l?ackground section
of this case.
Form

Create a form and subform that allows students to clock in and out of their jobs each day. Save the form as
Students. Print any record from the form, if required. Your form s hould resemble that in Figure 3-2.

student ID: 15-101

Last Name:

First Name:
Address:

I~==============================================~
Burham
~========================================~
ILuke
~========================================~
1212 Wedgewood Rd

City:

IKennett Square

State:

IpA

Zip:

11S348

~==============================================~

~========================================~

Te lephone: 1(610)292-1779

Email:

Ilulce@courseoco m
Work Hours subf o;m

9/2fjf2009

9/ 27/1009

*
FIGU RE 3-2

Students form

Query 1

Create a query called Workers in What State. The query should prompt the user to enter the State name . The
output of th e query should include columns for Last Name, First Name, Address , and City. Your output should
resemble that shown in Figure 3-3, with different data.

Case 3

FIGURE 3-3

Workers in What State query

Query 2

Create a query called Campground Workers on 9/26. (Note that your actual date may vary.) Using the que
ry's capabilities, determine totals for the Number Working column , and include columns for Date and Job Area.
Note that the column headings are a change from the default settings provided by the query generator. Your
output should look like that in Figure 3-4 , although your data will be different.

Number working

FIGURE 3-4

Campground Workers on 9/26 query

Query 3

Create a query called Workers' Hours . Use a calculated field to determine the amount in the Total Hours col

umn , and display columns for Last Name and Date. Your data will differ, but your output should resemble that

in Figure 3-5.

FIGURE 3-5

Workers' Hours query

The Parks Summer Job Database

Query 4

Create a query called Hours per Job Type. Using the query's capabilities, determine the accumulated hours
worked for eachjob area. Display columns for Job Area and Hours. (Note that the column headings are a change
from the default settings prOVided by the query generator.) Your data will differ, but your output should
resemble that in Figure 3-6.

FIGURE 3-6

Hours per Job Type query

Query 5

Create an update query to add 50 cents to each job's pay per hour. Run the query to test it. Save the query
as Increased Pay.
Report 1

Create a report called Weekly Pay. Your report's output should show headings for Las t Name, First Name, Job
Area, Date, and Pay. Use the follOWing procedure:
1.
2.
3.
4.
5.

Case 3

Create a query for input to the report.

Group the report by Last Name.
Sum the Pay field.
Title the report Weekly Pay.
Adjust the design view to resemble that shown in Figure 3-7.

Weekly Pay

Burham

Luke

CorTa ls

9/27/2009 $102.00

Accnon ng

9126/ 2009 5_29.7_

$231.72

Tota l Pay
Ooorey

Leon

!1ol.l5eJ,,;;:p ng

9'27i2009

S5D 00

Gregory
Campgro~m d

9/26/2r:m $126..98
$126.98

Total Pay

FIGURE 3-7

$ 82 .'

$132.2 6

Tota l Pay
Lee

9/2"- r:m

Weekly Pay report

Report 2

Create a report called Workers by Job that includes headings for Job Area , Last Name, and First Name. Group
the report by Job Area. Your data will differ, but the layout should resemble that in Figure 3-8.

Workers by Job

Accounting
Bu r ham
.1~rtt

Lu ke

Mal a

Campground

Ooorey

L=n

Le~

G'e~"t

Burham

Lu ke

Mat!\:m

Lli

:>ea ls

lauren

CorTals

Websr.;
Food/Beverage
Seats

FIGURE 3-8

Lauren

Workers by Job report

The Parks Summer Job Database

ASS IG NME N T 3:

MA K ING

A PRESENTATION

Create a presentation that explains your prototype of the parks' database. Include the design of your database
tables and how to use the database. Suggest improvements and additions to the system and its future migra
tion to the Web. Your presentation should take fewer than 10 minutes , including a brief question-and-answer
period.

DELIVER ABL ES
Assemble the following deliverables for your instructor, either electronically or in printed form:
1.

2.
3.
4.
S.
6.
7.
8.
9.
10.
11.
12.

Word-processed design of tables

Tables created in Access
Form and subform: Students (one record printed, if required)
Query 1: Workers in \Vhat State
Query 2: Campground Workers on 9/26
Query 3: Workers' Hours
Query 4: Hours per Job Type
Query 5: Increased Pay
Report 1: Weekly Pay
Report 2: Workers by Job
Presentation materials
Any other required tutorial printouts or electronic media

Staple all pages together. Put your name and class number at the top of each page. Make sure that your elec
tronic media is labeled , if required.

Case 3