[TYPE THE COMPANY NAME]

Group Assignment

Topic: A meeting booking database system

Group 1
Members: Vũ Việt Hà
Lê Hà Thành
Nguyễn Quỳnh Chi
Phạm Phương Trà
Lăng Thục Oanh
Nguyễn Đức Huy

Class: Advanced Finance 59A

Course: Management Information Systems (MIS)
Instructor:Tran Thi Song Minh, Assoc. Prof, Ph. D
Contents
Table of Figure ........................................................................................................................................ 2
Foreword.................................................................................................................................................. 5
Content .......................................................................................................Error! Bookmark not defined.
I. Introduction to the Meeting Booking Database System ............ Error! Bookmark not defined.-6
II. System Analysis .............................................................................Error! Bookmark not defined.
1. Investigation of the business....................................................................................................... 6
2. Database modeling (ERD) ....................................................................................................... 7-8
................................................................................................................................................................
III. System Design .............................................................................................................................. 9
1. Database Design (DSD) ............................................................................................................... 9
2. Forms & Reports Design ............................................................................................................ 9
2.1. Forms Design ....................................................................................................................... 9
2.2. Reports Design..................................................................................................................... 9
IV. System Implementation ............................................................................................................ 10
1. Tables Creation ......................................................................................................................... 10
1.1. Table of Client ................................................................................................................... 10
1.2. Table of Employee ............................................................................................................. 10
1.3. Table of Meeting................................................................................................................ 11
2. Forms Creation ......................................................................................................................... 12
2.1. To build a form to register Client .................................................................................... 12
2.2. To build a form to register Employee ............................................................................. 13
2.3. To build a form to register Meeting ................................................................................ 14
2.4. To build a form of Switch Board ..................................................................................... 14
3. Queries creation ........................................................................................................................ 15
3.1. To display all Meetings that EmployeeID 1 attends: ..................................................... 15
3.2. To display all Meetings held on November: ................................................................... 16
3.3. To display all Meetings held on November 23, 2018:..................................................... 17
3.4. To display Total duration of each employee ................................................................... 18
3.5. To display the number of meetings of each employee .................................................... 19
4. Report creation: ........................................................................................................................ 20
4.1. To build a report that shows all Meetings that Employee 1 attends ............................ 20
 4.2. To build a report that shows Meetings for the whole department by November in a
report 21
4.3. To build a report that shows Total duration of each employee .................................... 22
4.4. To build a report that shows the number of meeting of each employee....................... 23
5. To display Meetings for the whole department by date 23/11/2018 in a table..................... 24
V. User instruction:............................................................................................................................ 25
1. Using switchboard ..................................................................................................................... 25
2. Using forms to enter data into tables implemented ............................................................... 25
3. Using queries to extract data from the database .................................................................... 26
4. Using reports to produce managerial information................................................................. 26
Foreword
The utilization of a management information system (MIS) introduces various advantages
to companies as well as its departments in project work. Additionally our team would like
to develop this assignment to make a better way to approach to data storage and reservation
for the meeting booking management.
In a company, there might be thousands of meetings with different customers every day.
As a result, the manager will need a system to control information flows which can help
management in gaining an overview of past and present events, as well as enable them to
make future predictions. In order to support department manager in using the booking
system, we aslo have established a management database system running on Access
application. According to the designated framework, managers could divide different data
types into different categories; and every type will have at least one common field to
associate one category with each other. Ultimately, this easy-to-use meeting booking
management system will help create a more organized warehouse as well as save time and
money regarding paperwork, thus increase efficiency and productivity.
This work would not have been completed if it had not been for our instructor/lecturer,
Assoc. Prof. Tran Thi Song Minh. We sincerely thank you for your enthusiasism and the
knowledge that you conveyed. Nevertheless, due to the limitations of knowledge,time and
members, it is inevitable that we might have made some mistakes. We are looking forward
to recieving feedback from the teachers and friends for the perfection of our assignment.

Content
I : INTRODUCTION TO STUDENT MANAGEMENT SYSTEM
The target of meeting booking database is to create a better management on many different
aspects of the business,which are storing the date and time of the meeting, duration of the
meeting, the meeting for both employees and clients . Thanks to the massive function of
the system , it’s advantageous that users can save a big amount time and a big number of
paper work regarding managing the agenda as well as overhead expenses.
Specification:
Entity Relationship Diagram (ERD) and Data Structure Diagram (DSD) are used in the
description of the meeting booking system .

Storage:
Each result in Access is stored by the system for a small department managing 10
employees, 10 clients, and 7 meetings – it ought to save information about employees,
clients and meetings’,
Data Entry:
Set up 4 forms in Access that allow users to update one of the following
 A switch board (menu) to navigate the database application
 Add and update new employees
 Add and update new clients

 Add and update a new meeting

Output:
 Show all meetings that employee 1 attends
 Show all meetings which are organized in November
 Show all meetings which held on the date November 23, 2019
 Show total meeting duration of each employee

 Show the number of meetings of each employee

Analysis:
 Display all meetings that employee 1 attends in a report.

 Display meetings for the whole department by November in a report.

 Display meetings for the whole department by date in a table.
 Display total duration of each employee
 Display the number of meetings of each employee

II : SYSTEM ANALYSIS

1 , Investigation of the business

One of the most necessary things when you want to develop a business is how to manage
it in many different aspects and departments.Another crucical factor is how to hold a
meeting for employees and customers. With the substantial amount of database of the
clients, the employees, the timetable of the meeting and its duration, knowing how to
classify and manage it is essential for every manager. In order to simply demonstrate
meeting management system for users, we only take three main types of data which every
manager needs into consideration. Those are the list of clients, the list of employees and
the list of meetings.
2, Database modeling (ERD)

Figure 1: Entity Relationship Diagram

 A meeting booking
data system

Management of Management of Management of

storage employees meeting

Name Employee ID Meeting ID

Address Name Time

Address
Postcode Date
Postcode
Telephone Duration
Birthday date

Email address Employee ID

Phone number

IsandID Client Id

 One Employee may have meetings with more than one client
 One Clients have meetings with one and only one employee
 One employee may have more than one meeting
 One meeting is organized by only one employee
 One client has one and only one meeting

III. System Design

1. Database Design (DSD)
 Figure 2: Data structure Diagram

2. Forms & Reports Design

2.1 Forms Design
Forms in Access are likely to display cases in stores that make it easier to view or get the
items that you want. Because forms are objects through which you or other users can add,
edit, or display the data stored in your Access desktop database, the design of your form is
extremely important. If your Access desktop database is gonna be used by multiple users,
well-designed forms are necessary for efficiency and data entry accuracy.
We decided to create four forms including a switch board, an Author form, a Book form
and a Publisher form. The menu (switch board) is designed to help users simplify the
accessing process of adding or editing information. And the three last forms which are
Author form, Book form and Publisher form are made to help users actioning the adding
and editing process.
2.2 Reports Design
Reports offer a way to view, format, and summarize the information in the Microsoft
Access database. For instance, you can create a simple report of phone numbers for all your
contacts, or a summary report on the total sales across different regions and time periods.
IV. System Implementation
1. Tables Creation
1.1. Table of Client
- The table consists of seven main fields: Client ID, Last Name, First Name,
Address, Postcode, Telephone and Email( These fields represent the client’s
information).
- In order to design the table, switch to the design view to enter appropriate field
and data type.
- In order to enter the data, switch to the data sheet view to enter data.
- Name the table and save it for later uses.

1.2. Table of Employee

- The table includes seven main fields: Employee ID, First name, Last name,
Address, Postcode, Date of Birth and Phone number( These fields represent the
Employee’s information).
- In order to design the table, switch to the design view to enter appropriate field
and data type.
- In order to enter the data, switch to the data sheet view to enter data.
- Name the table and save it for later uses.
 Figure 3: Table of Employee

1.3. Table of Meeting

- The table comprises about six main fields: Meeting ID, Time, Date, Duration,
Employee ID, Client ID( These fields represent the Meeting’s information).
- In order to design the table, switch to the design view to enter appropriate field
and data type.
- In order to enter the data, switch to the data sheet view to enter data.
 - Name the table and save it for later uses.

Figure 4: Table of Meeting

2. Forms Creation
2.1. To build a form to register Client
- Select table "Client".
- Select Create -> Form.
- You can make any adjustment regarding new button, font side, colour, picture to
illustrate the form and make it easier for users to practice. To design the form: Select
View -> Design View.
- Save and name the form.
 Figure 5: Form to register a new Client

2.2. To build a form to register Employee

- Select table "Employee".
- Select Create -> Form.
- You can make any adjustment regarding new button, font side, colour, picture to
illustrate the form and make it easier for users to practice. To design the form: Select
View -> Design View.
- Save and name the form.

Figure 6: Form to register a new employee

 2.3. To build a form to register Meeting
- Select table "Meeting".
- Select Create -> Form.
- You can make any adjustment regarding new button, font side, colour, picture to
illustrate the form and make it easier for users to practice. To design the form: Select
View -> Design View.
- Save and name the form.

Figure 7: Form to register a new Meeting

2.4. To build a form of Switch Board

- Create -> Form Design.
- Select View -> Design View.
- Select Button -> Create a button on the sheet -> Form operations -> open form ->
select the form you would like to open -> select "open form and show all the
records" -> select text and name that button -> name the button again -> finish.
 3. Queries creation

Figure 8: Form of Switch Board

3.1. To display all Meetings that EmployeeID 1 attends:

To create a query displays all meeting that employeeID 1 attends, we should follow
these remarkable steps:
- Use table TblMeeting as it contains the field we want to access.
- We should select fields: “MeetingID”, “ClientID”, “Time” and “Date” to display the
results.
- Fill the criteria box under column “EmployeeID” with “1” as it is the meetings we
want to query about.
- Run the query, we will see that there are two meetings that EmployeeID 1 attend,
which are MeetingID 8 and 5, that are held on November 23, 2018 at 2:00pm and
5:00pm respectively.
- Save the query as “QryMeetingsbyEmployee1”.
 Figure 9: Query shows all Meetings that EmployeeID 1 attends

3.2. To display all Meetings held on November:

- Use table TblMeeting as it contains the field we want to access.
- Select fields: “MeetingID”, “ClientID”, “Time” and “Date” to display the results
- Fill the criteria box under column “Date” with “BETWEEN 11/1/2018 AND
11/30/2018” as it is the meetings we want to query about.
- Run the query, we will see that there are six meetings that is held on November ,
which are : MeetingID 1, 2, 4, 5, 8, 9.
- Save the query as “QryMeetingsByNovember”.
 Figure 10: Query shows all Meetings held on November

3.3. To display all Meetings held on November 23, 2018:

To create a query displays all meeting held on November 23, 2018, we should follow
these remarkable steps:
- Use table TblMeetings as it contains the field we want to access
- We should select fields: “MeetingID”, “ClientID”, “Time” and “Date” to display the
results.
- Remember to fill the criteria box under column “Date” with “11/23/2018” as it is the
meetings we want to query about.
- Run the query, we will see that there are total two meetings that EmployeeID 1 attend,
which are MeetingID 8 and 5, that are held on November 23, 2018 at 2:00pm and
5:00pm respectively.
- Save the query as “QryMeetingsByNovember23”.
 Figure 11: Query shows all Meetings held on November 23, 2018

3.4. To display Total duration of each employee

- Use the TblMeeting and TblEmployee tables as they contain the necessary
fields.
- After choosing the related fields for display (Employee ID, Last name, First
name), we create a new field named Total Duration: Duration.
- Click on “Total”, and a new “Total” row will appear. For the Total Duration:
Duration column, use “Sum” in “Total”, and sort it by Ascending or
Descending to see the one with highest duration or lowest duration.
- Run the query, and we see the result as a display of employees by total
duration.
- Save the query as “QryTotalDurationOfEachemployee” for future uses.
 Figure 12: Query shows Total duration of each employee

3.5. To display the number of meetings of each employee

- Use the TblMeetings and TblEmployee tables as they contain the necessary
fields.
- After choosing the related fields for display (Employee ID, Last name, First
name), we created a new field named Number of Meetings: Meeting ID.
- Click on “Total”, and a new “Total” row will appear. For the Number of
Meetings: Meeting ID column, use “Count” in “Total”, and sort it by
Ascending or Descending to see the one with highest or lowest number of
meetings.
- Run the query, then we see the result as a display of employees by number of
meeting.
- Save the query as “QryNumberofMeetingOfEachEmployee” for future uses.
 Figure 13: Query shows the number of meetings of each employee

4. Report creation:
4.1. To build a report that shows all Meetings that Employee 1 attends

To create a report that shows all Meetings that Employee 1 attends, we follow these
remarkable steps:
- Select the query named “QryMeetingsByEmployee1” .
- Create the report by clicking Create -> Report.
- Save the report and rename it for an appropriate name.
- Change the report into Design view, now you can adjust the font size, insert
picture and create button to make your report more illustrative.
 Figure 14: Report shows all meetings by Employee 1

4.2. To build a report that shows Meetings for the whole department by
November in a report
To create a report displays all meeting held on November 23, 2018, we follow these
remarkable steps:
- Select the query named QryMeetingsByNovember and create the report by
clicking Create -> Report.
- Save the report and rename it for the propriate name.
- Change the report into Design view, you can now adjust the font size, insert
picture and create button to make your report more illustrative.
 Figure 15: Report shows Meetings for the whole department by November

4.3. To build a report that shows Total duration of each employee

To create a report displays Total duration of each employee, we follow these remarkable
steps:
- Select the query named QryTotalDurationOfEachemployee and create the report
by clicking Create -> Report.
- Save the report and rename it for the propriate name.
- Change the report into Design view, now you can adjust the font size, insert
picture and create button to make your report more illustrative.
 Figure 16: Report shows Total Duration of each Employee

4.4. To build a report that shows the number of meeting of each employee
To create a report shows the number of meeting of each employee, we should follow these
remarkable steps:
- Select the query named QryNumberofMeetingOfEachEmployee and create the
report by clicking Create -> Report.
- Save the report and rename it for the propriate name.
- Change the report into Design view, now you can adjust the font size, insert
picture and create button to make your report more illustrative.
 Figure 17: Report shows the number of meeting of each employee

5. To display Meetings for the whole department by date 23/11/2018 in a table

To display meetings for the whole department by date in a table, we take the following
steps:
 Select the query named QryMeetingsByDate23/11 and change it to the Design view
and create the table by clicking the Query Type -> Make Table function.
 Name the table as: “TblMeetingsForWholeDepartment23/11”.
 Chose current database.
 Click Ok.
 Click Run. Access will ask you if you’re sure you want to create a new table with
the selected record. Click “yes” and the table will appear in the list of Access
objects.
 Figure 18: Table shows Meetings for the whole department by date

V. User instruction:
1. Using switchboard
- Open “Menu” in “Forms”.
- There are three buttons: clients, employees and meetings.
- Click on the button that you want to adjust information , the form window will
appear so that you can finish the task.
2. Using forms to enter data into tables implemented
- You can get access to form quickly by opening “Menu” in “Forms” and then
select one of three buttons: client, employee and meeting.
- Click on the button that you want to enter data into, it will show the form window
so that you can proceed with the task.
- Then you can add or adjust any information of the new client, employee or
meeting regarding your intention.
- Click on the back arrow to skip to the next record.
- Click “Save” to record the information you had just added.
 3. Using queries to extract data from the database
To create a query to extract data from the database, we follow these steps:
1. Choose “Create” -> “Query”.
2. Select the table(s) containing the field we want access to.
3. You may select the related fields to help display the results.
4. Fill the criteria box with specific terms or conditions to organize the
information we want to query about.
5. Run the query. The result will be shown on the screen.
6. Name the query and save it for later uses.
7. You can also adjust font size, add pictures, or create buttons for your query.
4. Using reports to produce managerial information
To create a report to produce managerial information, we follow these steps:
1. Select a previously created query and produce the report by choosing Create -
-> Report.
2. Save the report and rename it with an appropriate name.
3. You can adjust the font size, insert pictures and create buttons to make your
report more illustrative.
To produce managerial information, you can look at the report that has been already
extracted for valuable information to make your interpretations and actions regarding
clients, employees and meetings.
 Work assignment & Peer assessment

Table 1: Work assignment for each member

1. Vũ Việt Hà Summarize, Finishing Presentation Slide

2. Lê Hà Thành Introduction, System Analysis

3. Lăng Thục Oanh System Design

4. Nguyễn Đức Huy User instruction

5. Phạm Phương Trà Access MS, System Implementation
6. Nguyễn Quỳnh Chi