ELECTROViSION

DATABASE
Term Project
COMPUTER APPLICATIONS II

Irfan Junejo
Asim Masood
Ali Shahid
Instructor Sir Amar Khan
Section - B

Contents
Letter of Acknowledgement ................................................................................................................... 3
LETTER OF TRANSMITTAL ....................................................................................................................... 4
INTRODUCTION ....................................................................................................................................... 5
MAINTAINING RECORDS ......................................................................................................................... 6
PLANNING THE DATABASE: QUESTIONS TO BE ANSWERED................................................................... 6
THE REQUIREMENT ANALYSIS ................................................................................................................ 6
THE KEY QUESTIONS ............................................................................................................................... 7
CUSTOMERS ........................................................................................................................................ 7
EMPLOYEES ......................................................................................................................................... 7
PRODUCTS........................................................................................................................................... 7
SUPPLIERS ........................................................................................................................................... 7
SHIPPERS ............................................................................................................................................. 8
ORDERS ............................................................................................................................................... 8
TABLES..................................................................................................................................................... 8
QUERIES AND FORMS: ............................................................................................................................ 9
REPORTS .................................................................................................................................................. 9
OUTPUT:.................................................................................................................................................. 9
DATABASE LIMITATIONS: ........................................................................................................................ 9
SAMPLES FROM DATABASE: ................................................................................................................. 10
SAMPLE TABLES: ................................................................................................................................... 10
I.

Sample Products Table ............................................................................................................... 10

II.

Sample Orders Table .................................................................................................................. 10

III.

Sample Shippers Table ........................................................................................................... 10

SAMPLE FORMS: ................................................................................................................................... 11

SAMPLE QUERIES: ................................................................................................................................. 13
SAMPLE REPORTS: ................................................................................................................................ 14

Letter of Acknowledgement

We are thankful to Allah Almighty for giving us the capability and strength to complete this
Term project of the Course, Computer Applications 2.

We would also like to thank my course instructor Mr. Amar Khan whose utmost dedication
and devotion provided us with the insight to analyze all the situations. It was due to his
guidance and teachings that enabled us to finish this term project.

We would also like to thank All the Sources who have cooperated with us and provided us
with all the information that we required to complete this report. We express sincere
gratitude to our parents for their continuous support throughout the preparation of this
report.

Prepared By:
Irfan Junejo
Asim Masood
Ali Shahid

LETTER OF TRANSMITTAL
Mr. Amar Khan

August 29, 2012

Course Instructor, Computer Applications 2

Institute of Business Management
Korangi Creek
Karachi

Dear Sir,
Here is our term report on various applications of database management using the
software Microsoft Access 2007
We greatly benefited from this project. It helped us to widen my vision, improve my
quality of work, build self-reliance work and it gave a vital experience in order to improve
my analytical skills.
We hope it is up to your expectations and fulfils all the requirements given by you.
Sincerely,
Irfan Junejo
Asim Masood
Ali Shahid

INTRODUCTION
ElectroVision is one of the leading prestigious fast developing firms in the field of power
supply and electric solutions for different sectors. It incorporated in the year 1980 and one
of the leading diversified business conglomerate with our associate office in Karachi.

As exporters, we have been able to achieve confidence of our customers, by providing them
the quality products. Our aim is not merely to get the turnover, to get total satisfaction of
our customers and cater their lives with the best products.
Our main transactions are business to business and in little amount of time we have been
able to keep strong relations with some of the leading national and international
companies. To power solutions that we provide to our customers help them meet their
needs of power and electricity in production plants or offices.
Our aim is to march on; explore new markets and maintain the current ones. We aim to
inspire the lives of our customers with quality products and solutions.

MAINTAINING RECORDS
As a large company, we need to maintain the records of our transactions with every minor
detail with great caution. At the same time we also bear in mind that these stored records
should provide us with easy and quick access whenever required.
To achieve our purpose we store records with the help of Microsoft Access 2007. With all
the basic and important details we can create records which are easy and quick to review
whenever the need comes.
In this report, we would like to present a brief overview of how our databases are created.

PLANNING THE DATABASE: QUESTIONS TO BE ANSWERED

The first question that we ask before creating a database is; what do we want the database
to do for us and for others? The answer to this question was;

We wanted to create a database which provides us with the list of customers,

employees, suppliers, shippers, products, and orders.
Our database should be such that whenever viewed by our employees, it would help
them in their daily work without much hassle.

THE REQUIREMENT ANALYSIS

Our interview with the employees yielded that paperwork creates a lot of problems for
them to view the recorded transactions. After reviewing numerous amounts of paper files, a
single transaction could be analyzed. Therefore the need of database arouse, where a single
form could provide them with all the details they required.
The observation of various paper files helped us in sorting out the data. The data that we
required for our purpose is listed in our next topic: The Key Question.

THE KEY QUESTIONS

We wanted our database to help us in the following ways in the following fields, by
providing us answers to the questions listed below:

CUSTOMERS

Who are our customers?

Their minor details: Contact person, location, phone, fax etc.
What products have they ordered?
When did they place the orders?
How much quantity they placed as an order?

EMPLOYEES

Who are our employees?

Their minor details: first name, last name, address, designation etc
Which orders did they deal with?
How many total orders did they place?

PRODUCTS

What products do we deal with?

Who are their suppliers?
When and by who were they ordered?
What was their unit price?
What was their total price?
How much sales did they bring?

SUPPLIERS

Who are our suppliers?

Their minor details: contact person, phone, address, fax etc
What do they supply?

SHIPPERS

Which companies are our shippers?

Which products did they ship?
When did they ship?
And to whom did they ship?

ORDERS

To know every single detail about the orders

Yearly orders.
When, by whom, to whom, were the placed?
For how much?
What quantity?
Which employee dealt with them?

TABLES
For answers to all the above questions, we needed all the information the question asked
for. The information needed was in the question itself. For e.g. Which products the
customers had ordered? As obvious, we needed the list of customers, and the list of
products, and then finally which products were ordered by whom.
Therefore, we formed six tables:

Products
Employees
Suppliers
Shippers
Orders
Customers

Each table had the required information in specific fields. [Please refer to the tables printed
in the end to see the contained fields in each table]

QUERIES AND FORMS:

To know the answers of the above mentioned questions, we needed to create relationships.
As the table ORDER was our main table having all the information we needed, we created
the relationship of the table ORDER with all the other tables. Creating relationship was of
key importance in creating queries and forms. All the primary keys of the tables, Product ID,
Customer ID, Shipper ID, Supplier ID, and Employee ID were linked with the same name
fields in the ORDER table.
From the relationships created, queries were formed, which would answer us the required
questions.
A form of the query was created. Sub form was also created which gave the details of the
products dealt with.
Similarly, all the questions were answered with the help of queries.

REPORTS
In order to give our forms a report view, we simply created reports of the forms by using the
report wizard.

OUTPUT:
The output was simple. Our employees got the information they required in a hassle free
way. Our further transactions were also carried out easily with the help of the data stored in
the database.

DATABASE LIMITATIONS:
The database that we have created for our company is only limited to dealing with transactions and
keeping their record, it doesnt keep track of the inventory or the financial accounts. We would
incorporate inventory management and accounts management in our company database as our
company progresses.

SAMPLES FROM DATABASE:

SAMPLE TABLES:
I.

II.

III.

Sample Products Table

Sample Orders Table

Sample Shippers Table

SAMPLE FORMS:
I.

Sample Products Form

II.

III.

Sample Orders Form

Sample Shippers Form

SAMPLE QUERIES:
I.

II.

Order Date 2010

Shippers Shipname 2nd Letter Beginning with C

III.

Unit Price Between 1000 and 2000

SAMPLE REPORTS:
I.

Order Date 2010

II.

Shippers name 2nd Letter Beginning with C

III.

Unit Price Between 1000 and 2000