CS&E 2111
PRE LAB 9
Download from MyITLab exploring_a03_grader_h2.accdb, exploring_a03_grader_h3.accdb,
Research Papers Excel File.xlsx, Golf Club Excel File.xlsx
YOU MUST DOWNLOAD YOUR STARTING FILES FROM YOUR MYITLAB SESSION AND SUBMIT YOUR COMPLETED
STARTING FILES TO YOUR MYITLAB SESSION OR YOUR ENTIRE LAB WILL NOT BE ACCEPTED.
.
PART 1:
RECREATE THE RESEARCH PAPERS DATABASE STRUCTURE
In this lab you will now learn how to create more complex queries.
1.
2.
3.
4.
Rename the file, exploring_a03_grader_h2 to Research Papers with Complex Queries.
Delete all the Access objects from the database. The Navigation Pane should be empty.
Recreate the Research papers database structure. (Don’t forget to set up the table relationships.)
Populate the database by importing the file, Research Papers Excel File.xlsx.
Table Name:
Client
Field Type
Properties
Fields:
ClientID
FirstName
LastName
Address
City
State
ZipCode
HomePhone
Short Text
Short Text
Short Text
Short Text
Short Text
Short Text
Short Text
Short Text
Field Type
5 Characters long
25 Characters long
50 Characters long
60 Characters long
25 Characters long
2 Characters long
5 Characters long
10 Characters long
Properties
Short Text
Currency
Date
Field Type
5 Characters long
None
Input Mask
Properties
5 Characters long
None
2 Characters long
Input Mask
Properties
2 Characters long
20 Characters long
Table Name:
Charges
Fields:
ClientID
Amount
ChargeDate
Table Name:
Payments
Fields:
ClientID
Amount
PaymentType
PaymentDate
Table Name:
PaymentMethod
Short Text
Currency
Short Text
Date
Field Type
Fields:
MethodID
MethodType
Short Text
Short Text
Primary Key
Default Value
Input Mask
Input Mask
Input Mask
Primary Key
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Summarizing Information in Queries
The query shown below lists a record for each client payment.
What if we want to summarize the payments and list each Client with a sum of all their payments combined instead of listing
each individual payment? We would do this by creating a Summary query.
1.
2.
3.
4.
Create a new query which includes the Client and Payments table.
Add the ClientID, FirstName, and LastName fields to the grid
Add the Amount field to the grid three times.
Click the Totals Icon.
Click on the Totals Icon
Notice a new row called Total has been added to the QBE grid with the words Group By. This row is used only when you want to
display summary information for records in the database. The phrase “Group By” is used to instruct Access to summarize the
Group by fields. The ClientID, FirstName, and LastName fields will only be shown once for every record, so we will “Group by”
these fields. We also want to sum the payments for each client, average the payments for each client, and count the number of
payments made by each client. Therefore, we must instruct Access to sum the amount field, average the amount field, and also
count the number of records based on the amount field. We do this by using the Group By option on the Total row.
2
5.
Click on the arrow next to the Group By phrase underneath the Amount field and select the Sum option, click on the Group
By phrase underneath the second Amount field and select the Avg option, and finally, click on the Group By phrase
underneath the third Amount field and select the Count option.
1. Click on the arrow next to
the Group By phrase
2. Click on the Sum selection
3. Change Group By to Avg
4. Change Group By to Count
6. Run the query.
Don’t worry about the order of the records in this dynaset.
Just make sure 7 records are displayed.
Notice now that we have summarized each record from the payments table. In our previous query J7500, was listed three times
in the query. This query shows the record only once, and then adds the three payment records to create a sum of all the
payments made by J7500, as well as an average and count of all three payment records. There are now a three new virtual fields
that have been created in this query called SumOfAmount, AvgOfAmount, and CountOfAmount. The new field name adds the
words SumOf, AvgOf, and CountOf to the respective amount fields in the grid. These fields will exist as long as the query is saved
and is not deleted.
7. Name the query, Payments Summary Query.
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Now, you do this one!
Write a query that summarizes by State the total amount of Charges made (Sum), and the number (count) of charges made. Show
the State field, sum of the charges and count of the charges. Name the query, State Charges Summary Query. If your query is
correct you will see the following dynaset.
Don’t worry about the order of the
records in this dynaset.
Just make sure 3 records are displayed.
Another Summary Query Example
Now, let’s add a criterion and a
calculated field to our Summary
Query. Write a query to summarize
by Last Name, all of the charges
made after 5/1/2008. You will add a
surcharge of 20% on to these
charges. List the Last Name, First
Name, Original Charge, and New
Charge. Notice, when using a Group
by on the grid, a criterion must use
the WHERE keyword in the Total row, and a calculated field must use the EXPRESSION keyword in the Total row.
Now, let’s try it.
1.
2.
Create a new query which includes the Client and Charges table.
Add the LastName,
FirstName, Amount, and
ChargeDate fields to the grid
3. Click on the Totals Icon.
4. Click on the arrow next to
the Group by phrase and
change it to Where
5. Type the following in the criteria row under ChargeDate
a. > #5/1/2008#
6. Click on the arrow next to the Group by phrase and change it to Expression
7. Type in the following in the criteria row.
b. New Charge:[SumOfAmount] * 1.2
8. Run the query.
9. If your query is correct, you will see the following
dynaset.
10. Name the query, New Charges Summary Query.
4
Now, you do this one!
Write a query that summarizes by Client the total amount of Payments (sum) made for all clients in Ohio. In addition, create
a calculated field that gives each Client a 10% rebate on their payments. Show the Last Name, First Name, sum of the
payments and the Rebate amount (named, Rebate). Name the query, Client Rebate Summary Query. If your query is correct
you will see the following dynaset.
Don’t worry about the order of the records in this dynaset.
Just make sure 4 records are displayed.
PART 2: QUERYING GOLF CLUB.ACCDB
You will be working with the Golf Club Database. This database keeps track of the activities and membership information for an
Exclusive Golf Club located here in Ohio. The database consists of the following tables:

The Membership table is a list of all members’ personal information and their membership status. Each member is identified
by a unique Member ID.

The Status table lists the different possible membership status types available (Junior, Senior, or Regular) and the yearly
dues associated with that status. Each status is identified by a unique Status ID.

The Payments table lists payments made by the members. Each payment is uniquely identified by a PaymentID.

The Charges table lists charges incurred by the members. Each charge is uniquely identified by a ChargeID.

The Recruiting table is a listing of all newly recruited members, the date they joined, and the Member ID of the current
member who recruited them. Each recruit is uniquely identified by a RecruitID.

The Description table is a listing of the different types of charges a member can post to their account. Each description is
uniquely identified by a DescriptionID.
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1.
2.
3.
4.
5.
Rename the file, exploring_a03_grader_h3 to Golf Club.
Delete all the Access objects from the database. The Navigation Pane should be empty.
Create the Golf database structure. (Don’t forget to set up the table relationships.)
Populate the database by importing the file, Golf Club Excel File.xlsx.
Import the tables in the following Order:
a.
b.
c.
d.
e.
f.
Description
Table Name:
Member
Field Type
Properties
Fields:
MemberID
FirstName
LastName
Address
City
State
ZipCode
HomePhone
StatusID
Short Text
Short Text
Short Text
Short Text
Short Text
Short Text
Short Text
Short Text
Short Text
10 Characters long
25 Characters long
50 Characters long
60 Characters long
25 Characters long
2 Characters long
5 Characters long
10 Characters long
5 Characters long
Table Name:
Charges
Field Type
Properties
Fields:
ChargeID
MemberID
DescriptionID
Amount
ChargeDate
Short Text
Short Text
Short Text
Currency
Date
25 Characters long
10 characters long
10 Characters long
None
Input Mask
Table Name:
Payments
Field Type
Properties
Fields:
PaymentID
MemberID
Amount
PaymentDate
Short Text
Short Text
Currency
Date
25 Characters long
10 Characters long
None
Input Mask
Table Name:
Status
Field Type
Properties
Fields:
StatusID
Status
MembershipFee
Short Text
Short Text
Currency
5 Characters long
20 Characters long
None
Table Name:
Recruits
Field Type
Properties
Fields:
RecruitID
MemberID
FirstName
LastName
JoinDate
Short Text
Short Text
Short Text
Short Text
Date/Time
10 Characters long
10 Characters long
25 Characters long
50 Characters long
Table Name:
Description
Field Type
Properties
Fields:
DescriptionID
ChargeDescription
Short Text
Short Text
10 Characters long
50 Characters long
Status
Membership
Charges
Payments
Recruits
Primary Key
Input Mask
Primary Key
Input Mask
Primary Key
Input Mask
Primary Key
Primary Key
Primary Key
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Use the golf club.accdb file to complete the following queries.
You will name the queries, Query 1, Query 2, etc.
1. Query 1: The golf club has decided to give a 20 % discount for every charge of more than $200. Write a query
that calculates the Charge Discount and the New Charge amount (Name this field New Charge) List the Member
ID, First Name, Last name, charge description, the discount amount, and the New Charge Amount.
2. Query 2: One of the office manager’s complaints is the large number of small transactions they currently process.
The manager has asked you to compile a list by member (Last Name) which includes the total number of payments
made between May and June of 2012 that are under $500 and the average value of these payments. List the
member’s last name, the total number of payments under $500 and the average value of these payments.
3. Query 3: Some of the older members have complained that the regular and junior members do not support the
recruiting efforts of the club. In order to look into the matter the membership director has asked you to create a
list that includes the names of persons who have been recruited after April 1, 2012. List the recruit’s name, the
first and last name of regular or junior member who recruited them and the date the recruit joined.
4. Query 4: In order to recognize the merits of members recruiting efforts, the financial director has decided to give
each existing member a referral bonus of $10 for each new member they recruited. List the Member ID, the First
and Last name of the existing member, the total number of new members he recruited, and the member’s
referral bonus. The result should be sorted so the persons with the largest number of recruits are shown first.
5. Query 5: The business director is considering installing an 800 number for use by members outside of the 614
area code. He has asked you to provide him a count of the number of members outside of the 614 area code.
The list should only include one record that lists the number of members whose phone numbers are outside of
the 614 area code.
Lab submissions
1. Research Papers with Complex Queries.accdb
2. Golf Club.accdb
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