Grader Instructions For Access 2019 Project Exp19 Ch07 Cap

Grader Instructionsaccess 2019 Projectexp19 Access Ch07 Cap Repla

The Human Resources Department asked you to assist them in updating the database they are using. The department requires a form that can be used to find information but not change information. In addition, you will enhance an existing form and generate a report showing which employees report to each supervisor.

Sample Paper For Above instruction

Introduction

This paper discusses a comprehensive process of enhancing an existing Microsoft Access database for the Human Resources Department, focusing on creating a view-only form, limiting data entry via lookup tables, adding informational notes, and developing a detailed report with grouped data and calculated fields. Such improvements aim to increase data integrity, facilitate information retrieval, and present summarized employee data effectively for executive review.

Creating a Read-Only Employee Data Form

The initial step involved opening the designated Access database, Exp19_Access_Ch07_Cap_Replacement_Parts.accdb. Using the Form tool, a new form was created based on the Employees table, with the title changed to “View Employees.” By removing the Orders subform, the form was simplified for viewing purposes. To restrict editing capabilities, the form’s properties were modified, setting Allow Edits, Allow Additions, and Allow Deletions to No. This configuration ensures users can only view employee data without modifying it. Saving and closing the form finalized this part of the task.

Establishing a Controlled List of Countries

Recognizing the need to limit country data entry and minimize human error, a new table named Countries was created in design view with a primary key field Country. The table was quickly populated with two country entries: UK and USA, in that order. This table serves as a lookup list for selecting countries in employee records. The table was saved and closed.

Enhancing Employee Data Form with Limited Choices

The existing Update Employees form was opened in Design view to incorporate a controlled selection of countries. The Country field was changed into a Combo Box, with its Row Source property set to the Countries table and the Limit To List property set to Yes. Additionally, the form’s tab order was corrected so that the Postal Code field appears immediately before the Country field, optimizing navigation. The form was saved and closed.

Adding a Privacy Notice

To promote awareness of data privacy, a note was added to the View Employees form. Opening the form in Design view, a label was inserted into the footer section on the left side, displaying the message, “Personnel information is considered private and printouts should be shredded after use” (without the period). The font was formatted to black, text style 1, and bolded. The changes were saved and the form was closed.

Developing an Employee Summary Report

A report was created using the Report Wizard based on the Employees table, selecting the fields: FirstName, LastName, HireDate, and HomePhone. The default options were accepted, and the report was further customized to group employees by the ReportsTo field. The grouping was set to include a footer section, where a count of employees reporting to each supervisor was added. The report layout was switched to Layout view for adjustments, and the grouping was confirmed with a footer in the Group, Sort, and Total pane.

In the Group Footer section, a page break control was inserted at the bottom to ensure each supervisor’s group starts on a new page. The Home Phone field label was resized to approximately 1.08 inches, aligned with the horizontal ruler for consistency. To enhance the report’s informational value, a new Text Box labeled "Years Employed" was added next to the Home Phone field, formatted in tabular layout. A formula was entered to calculate the number of years each employee has been at the company as of December 31, 2018, using their HireDate. The resulting number was formatted as standard with one decimal place. The report layout was finalized and saved, completing the task of providing a summarized, organized employee report for executive review.

Conclusion

The completed modifications improve the database’s usability, security, and reportability. Creating a view-only form ensures data privacy, while the controlled country list reduces input errors. Adding informational notes fosters awareness of data confidentiality. The employee report, with grouping, pagination, and calculated fields, provides executives with a clear and concise overview of personnel information, supporting informed decision-making. These enhancements demonstrate best practices in database management for human resources applications and serve as a model for structuring user-friendly, secure, and insightful data systems.

References

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