Create And Manage A Fleet Database Using Microsoft Access

Create and Manage a Fleet Database Using Microsoft Access 2016

Open the data file AC-Trucking.accdb. If the workbook opens in Protected View, click the Enable Editing button so you can modify it. The file will be renamed automatically to include your name; change the project file name if instructed by your instructor, and save it.

Create a new table called Trucks, using the information from Figure 1.43, which includes fields such as TruckID, Make, Model, Year, AssetTagNumber, PurchasePrice, PurchaseDate, and Description. Ensure each field is properly designed with the correct data type and description where applicable.

Similarly, create a new table called Trips using the details from Figure 1.44, including TripID, AutoNumber, TruckID, DriverID, DeliveryDate, Destination, Miles, LoadWeight, and other relevant fields, with appropriate data types and descriptions.

Open the Drivers table in Design View and create an index that allows duplicate values for the LastName field, facilitating easier searching and sorting. Switch to Datasheet View to add a new driver record for Jennifer Smith, filling in her license number, cell phone, classification (Level 4), and other relevant details. Then, delete Jerry Pintovski’s record, as he is no longer employed.

Add a new field named YearsExperience to the Drivers table, setting its data type to Number. Enter the data for this field as shown in Figure 1.42, which includes years of experience for each driver.

Ensure data accuracy and consistency across all tables and entries, verifying that relationships between tables such as Trucks, Trips, and Drivers are correctly maintained via primary and foreign keys. Save and close the database once all modifications are completed.

Paper For Above instruction

The following paper discusses the process of creating and managing a fleet database using Microsoft Access 2016, focusing on practical steps to set up and modify tables to facilitate efficient data management for a trucking company like Samson Trucking.

Managing a fleet of trucks efficiently requires implementing a robust database system that can handle various data elements such as truck details, trips, drivers, and their associated records. Microsoft Access 2016 offers an accessible platform for creating such databases, allowing users to design and modify tables, establish relationships, and manage data entries seamlessly. This paper details the steps involved in setting up and editing a fleet database, emphasizing best practices for data integrity and usability.

Creating the Database and Tables

The first step in managing Ford’s fleet data is opening the provided database file, AC-Trucking.accdb, and enabling editing if it opens in Protected View. Once the file is accessible, it should be renamed to include the user's name for easy identification, and then saved to prevent data loss.

The foundational component of the database is creating the 'Trucks' table. This involves using data from specified figures that include fields such as TruckID, Make, Model, Year, AssetTagNumber, PurchasePrice, PurchaseDate, and Description. Design considerations include choosing appropriate data types—such as Short Text for descriptive fields and Currency for purchase prices—and setting descriptions for clarity. Primary keys, e.g., TruckID, ensure each record is uniquely identifiable.

Similarly, the 'Trips' table must be created to store information about individual trips made by trucks. Fields like TripID, TruckID, DriverID, DeliveryDate, Destination, Miles, and LoadWeight should be configured with proper data types. Relationships between these tables are crucial; for instance, TruckID in Trips should relate to the Trucks table ensuring data integrity and accurate linkages between records.

Modifying Table Structures and Data Entries

To enhance data management, the 'Drivers' table should be opened in Design View, where an index allowing duplicate LastName entries must be created to facilitate flexible search options. In Datasheet View, new driver records can be added—such as Jennifer Smith, complete with licensing and contact details—while obsolete records, like Jerry Pintovski, should be deleted to maintain current data relevancy.

An important structural modification involves adding a new field, 'YearsExperience,' to the Drivers table. This field should be assigned a Number data type to accurately record each driver’s overall experience. Data for this field must be entered as per given examples to maintain consistency and completeness of driver records.

Ensuring Data Integrity and Finalizing the Database

Throughout the process, attention must be given to establishing proper relationships among tables, especially via primary and foreign keys, to prevent data anomalies and facilitate reliable queries. After completing all data entry and structural modifications, the database should be reviewed for accuracy, consistency, and functionality.

Final steps involve saving all changes, closing the database, and preparing the file for submission or further use. These steps ensure the database supports efficient management of the trucking fleet’s operational data, enabling better planning, tracking, and reporting.

Conclusion

Creating and managing a fleet database in Microsoft Access 2016 involves a series of systematic steps, from designing tables and establishing relationships to editing records and adding new fields. Proper application of data types, indexing, and referential integrity ensures the database remains robust and useful. These practices are essential for logistics companies like Samson Trucking to maintain accurate, accessible, and actionable fleet data, ultimately supporting operational efficiency and decision-making.

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