Donations and Volunteers DB

Project Description:

You are the treasurer of the local drama club, and have begun to create a database of potential donors and volunteers for your organization. You discovered that some donations have already been made, but the records are stored in an Excel workbook. You use your newly gained knowledge of Access to create a relational database to track the donors and their donations. You will begin by importing the Excel workbook into the database. You will create a table from scratch to track the dates for which volunteers have signed up to help, create relationships between the tables, and then create some baseline queries.

Steps to Perform:

Step 1

Start Access. Open the downloaded Access file named Exp19_Access_Ch2_HOEAssessment_Drama. Grader has automatically added your last name to the beginning of the filename. Save the file to the location where you are storing your files.

Step 2

You will examine the data in the downloaded Excel worksheet to determine which field will become the primary key in the table and which field will become the foreign key so that you can join it to the existing table in the database.

Open the Donations.xlsx Excel workbook, examine the data, and close the workbook.

You will import the Excel workbook that contains donation information into the database.

Click the External Data tab, click New Data Source, point to From File in the Import & Link group, and then select Excel. Navigate to and select the Donations.xlsx workbook to be imported as a new table in the current database. Ensure that First Row Contains Column Headings is selected. Set the DonationID field Indexed option to Yes (No Duplicates). Select DonationID as the primary key when prompted and accept the table name Donations. Do not save the import steps.

Step 3

Change the Data Type of the DonationID field to Short Text in Design view of the Donations table. Set the Field Size of DonationID to 5. Set the Field Size of DonorID to Long Integer. Save the changes and open the table in Datasheet view. Close the table.

Step 4

You will create a new table that will enable the club to associate each donor who agrees to volunteer with dates in the database.

Create a new table in Design view. Add the following fields in Design view and set the properties as specified:

Add the primary key field as VolunteerID with the AutoNumber Data Type and Number assigned to a new volunteer activity. (type the period) as the Description. Set the Caption property to Volunteer ID.

Step 5

Add DonorID with the Number Data Type and Donor Volunteer as the Description. Set the Caption property to Donor ID and the Required property to Yes.

Step 6

Add VolunteerDate with the Date/Time Data Type. Set the Caption property to Volunteer Date. Switch to Datasheet view and save the table as Volunteer Dates when prompted. You will enter data into the table in a later step. Close the table.

Step 7

You will create the relationships between the tables using the Relationships window.

Add all three tables to the Relationships window. Identify the primary key field in the Donors table and join it with its foreign key counterparts in the related Donations and Volunteer Dates tables. Select the Enforce Referential Integrity and Cascade Update Related Fields check boxes. Save and close the Relationships window.

Step 8

You will add 8 records to the Volunteer Dates table so that you can test referential integrity in the database.

Add the following records to the Volunteer Dates table:

Close the table.

Step 9

Sort the records in the Donations table by the DonationAmount field in descending order. Save and close the table.

Step 10

You will use the Simple Query Wizard to create a query of all donors who indicate that they are willing to volunteer.

Add the Firstname, Lastname, Phone, and Volunteer fields from Donors (in that order). Save the query as Donor Volunteers.

Step 11

Add a criterion in Design view to select only donors with Yes in the Volunteer field.

Step 12

Sort the query results in ascending order by Lastname. Run, save, and close the query.

Step 13

You will copy the Donor Volunteers query and modify it to add an additional table and field.

Copy the Donor Volunteers query and paste it using Donor Volunteers and Dates as the query name.

Step 14

You decide to hide the Volunteer column from the query results, as the value repeats in every record of the datasheet.

Open the Donor Volunteers and Dates query in Design view and in the Volunteer column, click the Show check box to deselect it.

Step 15

You will add a field from a related table to display whom has volunteered for which dates.

Add the Volunteer Dates table to the top pane of the query design window. Add the VolunteerDate field to the last column of the design grid. Run, save, and close the query.

Step 16

You will create a query that identifies donors and their associated donations. Because there is a relationship between the two tables, you can now pull data from each of them together as usable information.

Create a query in Design view that includes the Donors and Donations tables. The query should list the Firstname and Lastname (in that order), then the DonationAmount and the DonationDate (in that order).

Step 17

Sort the query by the DonationAmount in ascending order. Run, close, and save the query as Donors and Amounts.

Step 18

You determine that the data in the Donor Volunteers and Dates query could be summarized with a Total row. You will group the records by donor name, and then count the number of dates that each has volunteered.

Copy the Donor Volunteers and Dates query and paste it using Summary of Volunteer Dates as the query name.

Step 19

Open the Summary of Volunteer Dates query in Design view and delete the Firstname, Phone, and Volunteer columns.

Step 20

Click Totals in the Show/Hide group on the Query Tools Design tab. Click in the Total row of the VolunteerDate field, click the arrow, and then select Count. The records will be grouped by the last name and the dates for each one will be summarized.

Step 21

Modify the field name of the VolunteerDate column as Date Count: VolunteerDate to make the field more identifiable. Click Run in the Results group (5 records display in the Datasheet). The results display the date count for each last name. Save and close the query.

Step 22

Close all database objects. Close the database and then exit Access.