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. 2. Databases Table 2.1. Field 2.2. Record 3. 4. 5. 6. Forms Queries Report 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. 8. 9. 10.

Advantages and disadvantages the databases Specific benefits Conclusion 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.

2.2 Record: 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 forms 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 databases 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 querys output displays. A select query is a query of a table or tables that just displays data; it doesnt 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 dont 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 cant 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:
y

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.
y

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-tomany relationship, a record in one table can have many related record in another table. A common example in a relationship set up between a customers 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 oneto-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.
y

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 y 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 solvency ratio 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 connectedwhether 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 Franoise 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

DEPARTMENT PERSONNEL TASK 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. Job costing including calculations on labor, materials and overheads. These calculations will be required on an ad hoc basis. Communications. This should include individual contacts within and without departments, management of meetings, tasks and external communications. In house production of marketing materials including product profile, leaflets, external and internal newsletters.

RECOMMENDATIONS
TYPE OF SOFTWARE Spread sheet format and database. SUGGESTED PRODUCT Microsoft excel and Microsoft access. COMMENTS AND REASONS Information is welldesigned and easily updated.

FINANCE

Spread sheet.

Microsoft excels.

Calculations can be done arithmetically or logically.

THROUGHOUT THE ORGANIZATION

Internet.

Email.

Its the best way to communicate with a large number of people in seconds.

SALES AND MARKETING

Text editor.

Microsoft word.

Helps in designing and formatting.