Team Database Project Assignment

Detailed Instructions
Section 1 - Database Design
Anywhere College is a small liberal arts college in Dallas, Texas. Because student enrollment at
Anywhere College is small, the college participates competitively only in football and
basketball. However, the athletic department has been encouraging the college for the past
several years to develop an intramural department. After receiving a large cash endowment for
the development of the intramural department, the colleges board of directors agreed to its
creation. The primary goal of the intramural department is to encourage students to participate in
sports and activities that promote good health and strong bodies.
The intramural department will offer organized sports leagues for interested students. The
department will create schedules for each sport, assign players to teams, provide a coach and a
student captain, and manage the teams playing locations. The department will also offer sports
equipment that teams can check out and use for practice and games.
Part of the mandate set by the board for the intramural department is to demonstrate that students
are using its service by participating on teams and using equipment. The intramural department
must provide reports each semester documenting which sports were offered, how many students
participated in them and other information as requested by the board. Admission counselors will
also use these reports to show prospective student that there are many opportunities to participate
in sports at the college.
The college has appointed Maria Forney as the director of the intramural department. Maria has
hired you to develop and maintain the database that will manage the departmental activities and
produce the required reports. Because the intramural department is new, Maria is not yet certain
of the data the department needs to collect and manage. Initially, she wants the database to
manage data about each sport offered by the intramural department (including team assignments,
coaches, and scheduling), the students who sign up for sports teams, and the equipment.
Because you are the only person responsible for the database, there is a lot of responsibility on
your shoulders to provide a database that works well for the department.
Complete the following:

1. Maria decides that the best way to get started planning the database is to prepare a list of all
the data items that are needed to support the department. The table on the next page shows
her list, which she asks you to use when planning the database. You will need to identify the
data to collect, group fields into tables, normalize the data, and relate the tables.
Item
Description
Students: We need to store information about students who participate on teams and the sports in which
they participate, including the team. Students can sign up for more than one sport.
ID number
Student and faculty IDs at Business are five digits.
Name
First and last names.
Phone
Home phone number, cell phone number.
Waiver
Students must sign a waiver to play on a team; we must have this document on
file.
Academic eligibility Students must be academically eligible to play sports by maintaining a C or better
grade point average; we must check eligibility at registration.
Sports
Name
Sports including basketball, football, ping pong, pool, soccer, softball, swimming,
tennis, track, and wrestling.
Coach
Each sport has an assigned coach. We need to know the coachs name, office
number (such as JK-18), office phone number, and cell phone number. A person
can coach one or more teams over one or more seasons.
Min and max players Each sport has a designated minimum and maximum number of players.
Begin date
The date each sport begins.
Notes
A place to record notes about each sport.
Equipment: Teams or coaches check out the equipment they need for their sports practice sessions.
ID number
Equipment is assigned an ID number using a sport abbreviation and a number
(BAS = basketball, FTBL = football, PNG = ping pong, POL = pool, SOC =
soccer, SOF = softball, and TEN = tennis). For example, BAS-1 is a basketball.
Some equipment ID numbers indicate a collection of items. For example, BASBAG-3 is three basketballs.
Description
A description of the equipment.
Storage building
The building where the equipment is stored, such as SB-1.
Fields: Different courts, fields, and tables are available for practice and games.
ID number
Courts, fields, and tables are assigned ID numbers. For example, BAS-CRT-1 is a
basketball court, SOC-FLD-2 is a soccer field, and POL-TBL-2 is a pool table.
Type
Identify the court field, or table type (basketball, softball, and so on).
Maintenance contact Each court, field, and table has an assigned maintenance person, who manages
and resolves problems with the court, field, or location. We will need to know the
maintenance persons name, phone number, and office number.
Season
The seasons each field is available for use by a team (some fields are unavailable
off-season for maintenance purposes). The seasons are fall and spring; some
sports run year-round, in which case the season is always.
Teams: For each team, we need to know the team number, captain, sport name, location where games are
played, and the equipment needed for the game.

2. For each table you identified, determine the data type to assign to each field, and which
fields to use as the primary key.

3. For each table you designed, use a piece of paper to sketch the table design so that you
can enter five sample records into it. After creating five records, determine whether you
need to make any adjustments in your table designs. If you need to make any changes to
your table designs, do so on your paper and add the necessary documentation to the
existing table designs.

4. Use arrows to indicate the relationships between tables and the relationship types. Indicate
which fields are involved in the relationship and determine how to maintain data integrity.
You wont have to submit your database design as part of the database project but please design
your database using paper and pencil before you look at the version presented in the next section.
Thinking about the design of your database is a good exercise and will prepare you for the team
database assignment.
Section 2 - Tables and Relationships
Complete the following:
1. Compare the database design you developed in Section 1 with the one shown in the figure
below. If necessary, change your database and table designs to match the ones shown in the
figure. If you determine that you need to add or change fields in your table designs, be
certain to carefully consider and then set the properties that will support the data being stored
in those fields.
tblStudent

tblParticipation

tblSport

tblCoach

StudentID
SportName
CoachID
StudentID
1 MaxPlayers
1LastName
SportName
CoachID MinPlayers
FirstName
BeginDate
Notes
Office Phone Cell
FirstName LastName Phone Cell Waiver Academic
TeamID

tblTeam
1
1

TeamID
CaptainID SportName FieldID EquipmentID

tblEquipment

tblMaintenancePersonnel

EquipmentID
1
Description StorageBldg

tblField
FieldID
1
Type MaintenanceID SeasonAvailable

MaintenanceID
FullName Office Phone

2. Start Access and create a new database using the naming convention for assignment files,
i.e. SmithJ_IndividualDB.mdb.
3. Follow your database design to create the tables in the database. Be certain to specify the
field names, data types, field descriptions, and field sizes as you create each table. Create
validation rules and validation text, input masks, field captions, default values, and lookup
fields as necessary to ensure that users enter consistent, complete, and accurate data in the
tables. During the discovery phase, Maria gave you some important information that you
must consider in your table designs:
a. There are four storage buildings (SB-1, SB-2, SB-3, and SB-4) in which equipment is
stored. In tblEquipment, a user should select equipment locations from a list of
values.
b. In tblTeam, you need to specify the court or field and equipment assigned to the team.
Set up the table so that the user can select FieldIDs and EquipmentIDs from a list of
values.
c. Team captains are assigned from the pool of students. Set up the Captain field so that
students are selected from a list of valid students. Store the StudentID in the Captain
field.
d. In tblSport, the user should select the CoachID from a list of values.
4. Create the relationships between all the tables, as shown in the figure at the beginning of this
section. Enforce referential integrity in each relationship and cascade updates.
5. Now that you have all the tables set up, you can import the existing data you found during
the discovery phase into your tables. Prior to importing this data, open the files and carefully
review the data to identify and correct any compatibility errors between your table and the
imported data. If you encounter errors, make the appropriate adjustments in your database.
Populate the existing database tables as follows.
a. The IMDept.xls workbook contains a collection of worksheets with records for
tblCoach, tblEquipment, tblMaintenance, and tblStudent. Import this data into the
corresponding tables in your database.
b. The College.mdb database contains the records for tblField, tblTeam, and
tblParticipation.
c. Use the table below to enter the data into tblSport.
Sport Name
Basketball
Football
Ping Pong
Pool
Soccer
Softball
Swimming
Tennis
Track

Coach ID
18999
79798
18990
18990
17893
18797
78979
78979
79879

Min Players
5
11
1
1
11
9
1
1
1

Max Players
10
22
22
20

Begin Date
11/1/2016
9/1/2016
11/15/2016
11/15/2016
4/18/2016
3/15/2016
9/1/2016
9/1/2016
3/18/2016

Notes

Wrestling

82374

11/1/2016

Section 3 - Queries
In this section you will need to develop a number of queries for use by the department.
1. The intramural staff often needs to contact students who have enrolled in an intramural sport.
Create a phone list the staff can use. Maria states that they usually use the cell phone number
to contact students, but they want to have both the land line and the cell phone numbers on
the contact list. The list should be ordered so that it is easy to find a student by name. Name
the query qryStudentContact.
2. Because the intramural department staff members serve as coaches in addition to their other
responsibilities, the staff needs to schedule their time carefully. In particular, they need to
monitor people who coach more than one sport. Maria asks you to list coaches who are
assigned to more than one sport and to identify the sports to which each coach is assigned.
Name the query qryCoachesWithMultipleSports.
3. Before students can participate in a sport, they must provide a liability waiver and academic
approval form. One staff member is assigned to calling students who are missing a required
form. Maria asks you to create a list, including all phone numbers, of students who are
missing one or both of the required forms. The list should also identify the missing form.
Name the query qryMissingApprovals.
4. The department needs a list of coaching assignments. Coaches often want a quick reference
to their sport, the maximum and minimum numbers of players on each team, and the date the
teams start playing. Name the query qryCoachingAssignments.
5. The staff also needs to know how many sports each coach is assigned to coach for each
quarter of the year. They ask you to provide this information in the form of a spreadsheet,
with the coaches names appearing for the row labels and the quarters appearing as the
column headings. The cell contents should indicate the number of sports each coach is
assigned to in each quarter. Name the query qryCoachingPerQuarter.
6. Recall that students must sign a waiver of liability and maintain academic approval before
they can play an intramural sport. The department wants to have a list showing students and
whether they are approved or not to play sports. If a student has submitted both the waiver
and academic approval forms, indicate that they are approved to play. If the student has not
submitted both forms, indicate that they are not approved to play. Organize the list so that
those with approval are grouped at the beginning. Name the query qryApprovalStatus.
7. All students who have signed up to play a sport should be assigned to a team. Provide a list
of teams and the students assigned to those teams. Name the query qryTeamAssignments.

Section 4 - Reports
In this section you will need to create reports for the department. Before creating the coach
purchases report you will need to import the data on coach purchases. The database,
CoachPurchases.mdb contains this information and must be imported into a table in your
database. Be sure to establish appropriate relationships after you have imported the
tblPurchaseByCoach table.
1. Maria wants a report that displays all students assigned to teams along with their phone
numbers. This list should be grouped by teams. Give the report an appropriate title and
name the report rptTeamMembers.
2. Maria asks that you prepare a report that summarizes coach purchases. This report should
contain the total spent, percentage of budget spent, and the remaining budget for each sport.
Maria suggests that you add lines in the report to separate the summary for each sport and
highlight the calculated values that are over their $700 budget. Give the report an
appropriate title and name the report rptCoachPurchasesSummary.
Before submitting the completed database, please run the compact and repair utility to minimize
the size of the database. The smaller your database, the less chance there will be of having
submission problems due to file size.

Functional criteria to be considered should include the following:

General appearance

Navigation

Usefulness of database

Ease of use

The following information should be included in your final report:

Short description of organization

Database/Web site purpose and overall objectives

Proposed Management Approach

Plan to keep database information current

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