Prepared by: Muhammad Haroon

Lecturer name: MR.Inam Bukhari

Class: HND 1

Unit name: USAPIT

Task 2: Part 1

Activity 1

A. Details of all products which have been discontinued – this should include the product

name, the suppliers we have used in the past and a contact name.

B. Details for products for which we are currently holding levels of stock worth more than

£2,000. This should detail product name, supplier, stock values and unit prices

C. A printout of our suppliers showing the details of all of our British, French and German

suppliers.

D. A report on our customers showing the name and contact details of all contacts where

the contact is in fact an owner of the firm.

E. A report on our sales staff showing those who started between 1st August 2003. This

report should detail name, start and job titles for each member of staff.

Activity 2

A. Use a delete query to remove all customers based in Finland.

B. Use an update query to increase all unit prices by 1%.

C. Increase all sales representative salaries by 2%. Produce a report showing all salaries of sales staff,

include within this report new salary levels plus last year’s bonuses.

Activity 3

Table of contents:

Introduction

Objective

1. Databases

2. Table

2.1.Field

2.2.Record

3. Forms

4. Queries

5. Report

6. Steps in designing database

6.1.Determine the Purpose of database

6.2.Determine the tables needed in the databases (data sheet view and design

view).

6.3.Determine Fields needed in the tables

6.4. Identify the fields with unique values in each record (primary key)

6.5.Determine the relationships between tables

6.6.Refine design

7. Advantages and disadvantages the databases8. Specific benefits

9. Conclusion

10. Bibliography

Introduction:

This report is presented as a part of the course information technology applications

software and is based upon a case study for USAPITAS Ltd and discussed as part of

this course. This case study talks about the company USAPITAS which is a food and

beverages suppliers which purchases different type of beverages and food products

around the world. Currently the firm deals with up to 29 different suppliers form 12

countries firm purchases up to 70 different products from these suppliers, and sell to 24

different firms in 10 different countries.

In the given case study Mr. Campbell, the sales director would like to have some

changes to attract more customers. Mr. Campbell wants to see improvements in

communication between USAPITAS and its entire stakeholder including customers,

suppliers, staff and shareholders. He would also like to introduce more products. And he

wishes to make better use of ICT facilities at USAPITAS.

Objective:

The main objective of this report is to tell the firm USAPITAS about database and its

type, keys, relations, advantages and disadvantages. And how they can help them with

their customers and suppliers.

1. Database:

A database is an organized collection of data for one or more purposes, usually in

digital form. The data are typically organized to model relevant aspects of reality (for

example, the availability of rooms in hotels), in a way that supports processes requiring

this information (for example, finding a hotel with vacancies). The term "database"

refers both to the way its users view it, and to the logical and physical materialization of

its data, content, in files, computer memory, and computer data storage. This definition

is very general, and is independent of the technology used. However, not every

collection of data is a database; the term database suggests that the data is managed

to some level of quality (measured in terms of accuracy, availability, usability, and

resilience) and this in turn often implies the use of a general-purpose Database

management system (DBMS). A general-purpose DBMS is typically a complex software

system that meets many usage requirements, and the databases that it maintains are

often large and complex.

2. Tables:

A table is a set of data elements that is organized using a model of vertical columns and

horizontal rows. A table has a specified number of columns, but can have any number

of rows. Each row is identified by the values appearing in a particular column subset

which has been identified as a candidate key. Table is another term for relations;

although there is the difference in that a table is usually a multi-set (bag) of rows

whereas a relation is a set and does not allow duplicates. Besides the actual data rows,

tables generally have associated with them some meta-information, such as constraints

on the table or on the values within particular columns. The data in a table does not

have to be physically stored in the database. Views are also relational tables, but their

data are calculated at query time. Another example is nicknames, which represent a

pointer to a table in another database

2.1 Fields:

Every field (field: An element of a table that contains a specific item of information, such

as a last name. A Title field might contain Mr. or Ms. Databases such as Microsoft SQL

Server refer to fields as columns.) In a table have properties. These properties define

the field's characteristics and behavior. The most important property for a field is its data

type. A field's data type determines what kind of data it can store. For example, a field

whose data type is Text can store data that consists of either text or numerical

characters, but a field whose data type is Number can store only numerical data.

A field's data type determines many other important field qualities, such as:

How you can use the field in expressions.

The maximum size of a field value.

Whether the field can be indexed.

Which formats can be used with the field.

2.2Record:

The report displays all the fields from the underlying table or query. The Report tool may

not create the final, polished product that you ultimately want, but it is quite useful as a

means to quickly look at the underlying data. You can then save the report and modify it

in Layout view or Design view so that it better serves your purposes.

3. Forms:

Forms are database object that make it easier for you to view data stored in table or

retrieved by queries. Rather than present the data in a compact grid, creating forms to

display table and query data let you arrange fields on the form and add explanatory text

to help you and your colleagues understand the form’s contents. You can also new

record in to table through a form. There is no form in this report.

4. Query :

Microsoft Access offers several different types of queries. This chapter focuses on the

most basic type of query, the select query. A select query is a stored question about the

data stored in your database’s tables. Select queries are the foundation of much of what

you do in Access. They underlie most of your forms and report allowing you to view the

date you want, when you want. You use a simple select query to define the table and

fields whose data you want to view and also to specify the criteria to limit the data the

query’s output displays. A select query is a query of a table or tables that just displays

data; it doesn’t modify data in any way. You use more advanced select queries to

summarize data, supply the result of calculation, or cross-tabulate your data. You can

use Action queries to add, edit, or delete data from your table, based on selected

criteria, but this chapter covers select queries. Chapter 11, “Advanced Query

Techniques,” cover other type of quires.

5. Report:

Although you can print copies of table, form, and query datasheets, you have much

greater control over the format when it is printed as a report. Many of the techniques

you learned for building a form can be used to create a report. With a report, you will

also learn to group record and create summary information such as totals, subtotals,

and percentages. Summary data can be shown for groups of records and for the report

as a whole.

Reports are often based on queries rather than the tables. This lets you select only the

included records instead of automatically reporting on all records. When you use a

query as the basis of the report, the query is run when you access the report, and then

the report is displayed or printed.

You can create report for mailing tables, invoices, product tags, address and phone list,

sales and purchase analysis, sales contacts, and any other information that you store in

a table.

6. Steps involved in designing database:

6.1.Determine the Purpose of database:

Databases are designed for three main purposes.  These are to organize, store, and

retrieve information as efficiently and effectively as possible. Probably the retrieval of

information is the most important of these three.  It doesn't matter how well your

database stores information if you can never get it back out again. Databases consist of

records.  If you think about a library catalog, each book in the database is represented

by an individual record.  Each record consists of fields.  In a library catalog record, these

fields provide information about a particular book.  Examples of fields would be the

author, the title, and the subject headings.  Fields can be searched.  In a periodical

database there would be one record for each article indexed by the database.  The

record of a periodical database would consist of fields like the periodical title

(sometimes referred to as the source), the article title, and the author. Below is an

image of a record from a periodical database.  The left column shaded in yellow

describes the parts of the record. 

6.2. Determine the tables needed in the databases (data sheet view and design

view):

Data sheet view:

Datasheet view shows the data in the database. It also allows you to enter and edit the

data. It does not let you to change the format of the database, other than minor changes

(such as displayed column widths).

Design view:

You can create a new field on the fly while working within the table. You don’t have to

stop and switch to Design view mode, add the new field, save the table and then return

to the Datasheet view.

You can quickly insert a new field into the table and begin adding information to it. The

primary disadvantages are that you can’t choose a data type or other properties for the

field. The new field is inserted as a text field.

6.3 Determine Fields needed in the tables;

Determining the tables can be the trickiest step in the database design process. That's

because the results you want from your database — the reports you want to print, the

forms you want to use, the questions you want answered — don't necessarily provide

clues about the structure of the tables that produce them.

You don't need to design your tables using Microsoft Access. In fact, it may be better to

sketch out and rework your design on paper first. When you design your tables, divide

up pieces of information by keeping these fundamental design principles in mind:

A table should not contain duplicate information, and information should not be

duplicated between tables.

When each piece of information is stored in only one table, you update it in one place.

This is more efficient, and also eliminates the possibility of duplicate entries that contain

different information. For example, you would want to store each customer address and

phone number once, in one table.

Each table should contain information about one subject.

When each table contains facts about only one subject, you can maintain information

about each subject independently from other subjects. For example, you would store

customer addresses in a different table from the customers' orders, so that you could

delete one order and still maintain the customer information.

6.4 Identify the fields with unique values in each record (primary key)

Primary Key:

A primary key uniquely defines a relationship within a database. In order for an attribute

to be a good primary key it must not repeat. While natural attributes are sometimes

good primary keys, Surrogate keys are often used instead. A surrogate key is an

artificial attribute assigned to an object which uniquely identifies it (for instance, in a

table of information about students at a school they might all be assigned a Student ID

in order to differentiate them). The surrogate key has no intrinsic (inherent) meaning,

but rather is useful through its ability to uniquely identify tulle.

6.5 Determine the relationships between tables:

Three types of relationships can exist between tables in database: one-to-many,

one-to-one, and many-to-many. Setting up the proper type of relationship between two

tables in your database is imperative. The right type of relationship between two tables

ensures.

One-to-many

A one-to-many relationship is by far the most common type of relationship. In a one-to-

many relationship, a record in one table can have many related record in another table.

A common example in a relationship set up between a customer’s table and an orders

table. For each customer in the customer table, you want to have more than one order

in the orders table. On the other hand, each order in the orders table can belong to only

one customer. The customer table is on one side of the relationship, and the orders

table is on the many side. For you to implement this relationship, and the orders table is

on the many side. For you to implement this relationship, the field joining the two tables

on the one side of the relationship must be unique.

One-to-one

In a one-to-one relationship, each record in the table on the one side of the relationship

can have only one matching record in the table on the many side of the relationship.

This relationship is not common, and is used only in special circumstances. Usually, if

you set up a one-to-one relationship, you should have combines the field from doth

tables into one table. The following are the most common reasons why you should

create a one-to-one relationship.

Many-to-many

In many-to-many relationship, records in both tables have matching records in the other

table. You cannot directly define a many-to-many relationship in Access; you must

develop this type of relationship by adding table called a junction table. You relate the

junction table to each of the two tables in one-to-many relationships. An example is an

orders table and a products table. Each order probably will contain multiple products,

and each product is found on many different orders. The solution is to create a third

table called order details. You relate the order details table to the orders table in a one-

to-many relation based on the order id field. If you relate it to the products table in a

one-to-many relationship based on the product id field.

6.6 Refine design

After you have designed the tables, fields, and relationships you need, it's time to study

the design and detect any flaws that might remain. It is easier to change your database

design now, rather than after you have filled the tables with data.

Use Microsoft Access to create your tables, specify relationships between the tables,

and enter a few records of data in each table. See if you can use the database to get

the answers you want. Create rough drafts of your forms and reports and see if they

show the data you expect. Look for unnecessary duplications of data and eliminate

them.

7. Advantages and disadvantages the databases:

Advantages of database

Data Independence

The data is held in such a way that changes to the structure of the database do not

affect any of the programs used to access the data.

Consistency of Data

Each item of data is held only once therefore no danger of item being updated on one

system and not on another.

Control over Redundancy

In a non-database system, the same information may be held on several files. This

wastes space and makes updating more time-consuming. A database system

minimizes these effects.

Integrity of Data

The DBMS provides users with the ability to specify constraints on data such as making

a field entry essential or using a validation routine.

Greater Security of Data

The DBMS can ensure only authorized users are allowed access to the data.

Centralized Control of Data

The Database Administrator will control who has access to what and will structure the

database with the needs of the

More Information Available to Users

Users have access to a wider range of data that was previously held in separate

departments and sometimes on incompatible systems.

Increased Productivity

The DBMS provides an easy to use query language that allows users to get immediate

response from their queries rather than having to use a specialist "programmer" to write

queries for them. Whole department in mind

Disadvantages of the Database

Larger Size

More disk space is required and probably a larger and more powerful computer.

Greater Complexity

For optimum use the database must be very carefully designed. If not done well, the

new system may fail to satisfy anyone.

Greater Impact of System Failure

"All eggs in one basket."

More Complex Recovery Procedures

If a system failure occurs it is vital that no data is lost.

8. Specific benefits

The database becomes a more efficient solution than paper files held in a file folder.

Larger companies can benefit from databases when information must be spread to

various users. For example, if a company has two branches but must share central

information, it would be prudent to implement a central database that can be viewed by

all employees of that company.

File cabinets can be compromised. They can be stolen, accidentally destroyed, or lost.

Databases add another level of security to valuable information

Smaller businesses are always looking for ways to cut costs without cutting quality. A

database can be a hefty investment initially, but, over the long term, it will save money

by improving the efficiency of all employees, impressing customers who will not need to

repeat their information and saving on paper costs.

9. Conclusion

This module introduced you to the structure of a relational database and some of the

terminology used to describe it. 

You learned that the structure of a relational database is based on the relational model. 

You also learned that the largest structure in a relational database is a table, which

contains fields, records, and a primary key. You discovered that using the primary-key

field to link tables allows data to be accessed in a relational database. 

Finally, you learned that Structured Query Language (SQL) is the programming

language used to create relational databases, and that a relational database

management system (RDBMS) is a software package used to manage relational

databases.

10. Bibliography:

http://en.wikipedia.org/wiki/Database

http://en.wikipedia.org/wiki/Database_table

http://www.answers.com/topic/relational-database#ixzz1MzvzF63G

http://www.mchenry.edu/library/tutorial/Structure.htm

http://www.technologyforall.com/TechForAll/datadesigning.htm

Task 2: Part 2

Description for the USAPITA FINANCIAL ANALYSIS Worksheet

Table of contents

1. Enter the data.

2. View profit and loss

3. View Balance sheet

4. View Ratio analysis

5. Print main data

6. Print profile and loss

7. Print balance sheet

8. Print ratio analysis

Description:

a) Enter the data. This feature allows us to find the details of company’s financial amounts by hitting it,By using this feature all the other parts of the worksheet will be updated automatically.

b) View profit and loss. This feature of the worksheet allows the user to get all the details of GROSS PROFIT,OPERATING PROFIT, PROFIT BEFROE TAXTATION, PROFIT AFTER TAXTATION AND RETAINED PROFIT FOR THE YEAR of the company.

c) View balance sheet. The feature of the worksheet is created for the reason to help the users get direct and easy access to the company’s current and previous assets.

d) View ratio analysis. In this feature of the worksheet users can get the details of profitability ratio and solvencyratio which can be edited automatically by using the worksheet’s first feature.

e) Print main data. The feature of the worksheet allows the user to convert data entry form into hard copy by getting a print of the form.

f) Print profit and loss. All the details of company’s profit and loss can be printed by directly using this feature.

g) Print balance sheet. The balance sheet can be printed by using this feature.

h) Print ratio analysis. For getting the print of profitability ratio and solvency ratio users can use this feature of the work sheet.

Task 2: Part 3

Activity 1 (section 1)

Internet is a short form of the technical term internetwork, the result of interconnecting computer

networks with special gateways or routers. The Internet is also often referred to as the Net.

The World Wide Web (abbreviated as WWW or W3 and commonly known as the Web), is a system of

interlinked hypertext documents accessed via the Internet. With a web browser, one can view web

pages that may contain text, images, videos, and other multimedia and navigate between them via

hyperlinks.

Using the internet and the web in USAPITAS will help the company to communicate with people in a

faster way and easy way through emails.

An E-mail system allows computer users to send text, graphics, and sometimes sounds and animated

images to other users. It developed from large organizations using an internal messaging system as a

communication link among employees. By using the email USAPITAS can be able to send, transfer,

store and receive data from different stakeholders and they have proved what they send and

what they received.

Internet chatting is when two or more online individuals come together to talk inside a chat room,

virtual software, or instant messenger. Chatting is a popular way in which people stay connected-

whether it be for business or for family who live many miles apart. While chatting can be fun and

entertaining, you must take protective measures against yourself as well to avoid internet stalkers.

Chatting can be very advantageous for the USAPITAS because messages can be sent and received within

no time. It will help the company in the marketing and sales field by searching for new clients and

providing assistance and services to the clients previously served. Chatting can be very advantageous for

the USAPITAS because messages can be sent and received within no time. It will help the company in the

marketing and sales field by searching for new clients and providing assistance and services to the

clients previously served.

Newsgroup is a repository usually within the Usenet system, for messages posted from many users in

different locations. The term may be confusing to some, because it is usually a discussion group.

Newsgroups are technically distinct from, but functionally similar to, discussion forums on the World

Wide Web. Newsreader software is used to read newsgroups.

Activity 1 (section 2)

French is a very important language after English where it is spoken in 5 continents. Speaking a

new language will help a person to know new people and culture. Learning another language

opens one’s mind to new ideas and new ways of looking at the world. To business, having more

than one language will increase a person’s marketability. Many companies prefer having

candidates who speak more than one language due to the global economy which depends on

communication.

Alliance Françoise Dubai

Tel +971 (0) 4 335 87 12 Tel +971 (0) 4 341 47 77 - ext 229

Fax +971 (0) 4 335 87 04 Fax +971 (0) 4 341 44 43

Address P.O. Box 4605 - Dubai - United Arab Emirates

Email info@afdubai.com

http://www.afdubai.com/english/html/images/Location-map-BUR-DUBAI.jpg

Globalization refers to the increasing unification of the world's economic order through reduction of

such barriers to international trade as tariffs, export fees, and import quotas. The goal is to increase

material wealth, goods, and services through an international division of labor by efficiencies catalyzed

by international relations, specialization and competition. It describes the process by which regional

economies, societies, and cultures have become integrated through communication, transportation, and

trade.

Knowing about globalization will help USAPITAS to know about different countries and their

economies. It can be measured by political engagement, technology, personal contact and

economic integration.

Marketing is the process by which companies determine what products or services may be of interest to

customers, and the strategy to use in sales, communications and business development.[1] It generates

the strategy that underlies sales techniques, business communication, and business developments.[1] It is

an integrated process through which companies build strong customer relationships and create value

for their customers and for themselves.

Market segmentation is the division of a market into separate groups with different needs,

personality, or behaviors who might require separate products or marketing mixes. Markets

consist of buyers, and buyers differ in one or more ways. They may differ in their wants,

resources, locations, buying attitudes, and buying practices. Through market segmentation

USAPITAS can divide large, various markets into smaller segments that can be reached more

efficiently and effectively with products and services that match their unique needs.

Marketing mix is the set of controllable tactical marketing tools-products, price, place and

promotion that the firm blends to produce the response it wants in the target market.

Product means the goods and services combination the company offers to the target market.

Price is the amount of money customers have to pay to obtain the product.

Place includes the company’s activities that make the product available to target consumers.

Promotion means activities that communicate the qualities of the product available to target

consumers.

Activity 2:

TASK 2 : PART 4 ACTIVITY 1 RECOMMENDATIONS

DEPARTMENT TASK TYPE OF SOFTWARE

SUGGESTED PRODUCT

COMMENTS AND REASONS

PERSONNEL Maintaining and updating details of training and staff development. To include staff profiles with up-to-date photographs. To include training to date and proposals for future.

Spread sheet format and database.

Microsoft excel and Microsoft access.

Information is well-designed and easily updated.

FINANCE Job costing including calculations on labor, materials and overheads. These calculations will be required on an ad hoc basis.

Spread sheet. Microsoft excels. Calculations can be done arithmetically or logically.

THROUGHOUT THE ORGANIZATION

Communications. This should include individual contacts within and without departments, management of meetings, tasks and external communications.

Internet. Email. It’s the best way to communicate with a large number of people in seconds.

SALES AND MARKETING

In house production of marketing materials including product profile, leaflets, external and internal newsletters.

Text editor. Microsoft word. Helps in designing and formatting.