Database Design and Development for Shoengalleric Art Gallery

This report focuses on designing and developing a relational database system for Shoengalleric Art Gallery in China. It covers system requirements, data normalization, query implementation, and user documentation.

Database Design and Development

Contents
LO1 Use an appropriate design tool to design a relational database system for a substantial
problem....................................................................................................................................10
P1 Design a relational database system using appropriate design tools and techniques,
containing at least four interrelated tables, with clear statements of user and system
requirements.........................................................................................................................10
LO2 Develop a fully functional relational database system, based on an existing system
design.......................................................................................................................................19
P2 Develop the database system with evidence of user interface, output and data
validations, and querying across multiple tables..................................................................19
LO3 Test the systems against user and system requirements..................................................28
P3 Implement a query language into the relational database system...................................28
LO4 Produce technical and user documentation......................................................................36
P4 Test the system against user and system requirements...................................................36
P5: Produce technical and user documentation........................................................................48
Conclusion................................................................................................................................63
References................................................................................................................................64
Appendix..................................................................................................................................66

List of Figures
Figure 1: Conceptual diagram..................................................................................................12
Figure 2: Relationship Diagram...............................................................................................13
Figure 3: Artwork Datasheet View..........................................................................................19
Figure 4: Artist Datasheet View...............................................................................................20
Figure 5: Artwork type Datasheet View..................................................................................20
Figure 6: Customer Datasheet View........................................................................................20
Figure 7: Staff Datasheet View................................................................................................21
Figure 8: Upcoming Exhibition Datasheet View.....................................................................21
Figure 9: Design View of Artwork Table................................................................................22
Figure 10: Design view of Artist Table....................................................................................22
Figure 11: Design View of Artwork Type Table.....................................................................23
Figure 12: Design View of Customer Table............................................................................23
Figure 13: Design View of Staff Table....................................................................................24
Figure 14: Design View of Upcoming Exhibition...................................................................24

Figure 15: Art Work Form.......................................................................................................25
Figure 16: Artist Form.............................................................................................................25
Figure 17: Artwork Type Form................................................................................................25
Figure 18: Customer Form.......................................................................................................26
Figure 19: Staff Form...............................................................................................................26
Figure 20: Upcoming Exhibition.............................................................................................27
Figure 21: Artist query.............................................................................................................28
Figure 22: Artist SQL view......................................................................................................28
Figure 23: Design view of Artist query....................................................................................29
Figure 24: Art Work query.......................................................................................................30
Figure 25: Artwork query SQL view.......................................................................................30
Figure 26: Artwork query Design View...................................................................................30
Figure 27: Customer query.......................................................................................................31
Figure 28: Customer query SQL view.....................................................................................31
Figure 29: Customer query Design view.................................................................................31
Figure 30: Customer Query 1...................................................................................................32

Figure 31: Customer Query 1 SQL view.................................................................................32
Figure 32: Customer Query 1 Design View.............................................................................33
Figure 33: Artist Query Report................................................................................................34
Figure 34: Artwork Query Report............................................................................................34
Figure 35: Customer Query Report..........................................................................................35
Figure 36: Test case 1..............................................................................................................36
Figure 37: Test Case 2..............................................................................................................37
Figure 38: Test Case 3..............................................................................................................38
Figure 39: Test Case 4..............................................................................................................38
Figure 40: Test Case 5..............................................................................................................39
Figure 41: Test Case 6..............................................................................................................40
Figure 42: Test Case 7..............................................................................................................41
Figure 43: Test Case 8..............................................................................................................41
Figure 44: Test Case 9..............................................................................................................42
Figure 45: Test Case 10............................................................................................................43
Figure 46: Test Case 11............................................................................................................44

Figure 47: Test Case 12............................................................................................................45
Figure 48: Test Case 13............................................................................................................46
Figure 49: Test Case 14............................................................................................................47
Figure 50: Upcoming Exhibition Form....................................................................................48
Figure 51: Artwork Type Form................................................................................................49
Figure 52: Customer Form.......................................................................................................49
Figure 53: Artist Form.............................................................................................................50
Figure 54: Art Work Form.......................................................................................................50
Figure 55: Art Work Form.......................................................................................................51
Figure 56: Staff Form...............................................................................................................55
Figure 57: Art Work Form.......................................................................................................57
Figure 58: Artist Form.............................................................................................................57
Figure 59: Artist Query............................................................................................................59
Figure 60: Artist Query SQL view...........................................................................................59
Figure 61: Art Work Query......................................................................................................60
Figure 62: Artwork query SQL view.......................................................................................60

Figure 63: Customer Query......................................................................................................60
Figure 64: Customer Query SQL view....................................................................................60
Figure 65: Artwork Table Design view...................................................................................61
Figure 66: Artist Table Design View.......................................................................................61
Figure 67: Artwork Table Design View...................................................................................61
Figure 68: Customer Table Design View.................................................................................62
Figure 69: Staff Table Design View........................................................................................62
Figure 70: Upcoming Exhibition Design View.......................................................................62

List of Table
Table 1: Test Case 1 Table.......................................................................................................36
Table 2: Test Case 2 Table.......................................................................................................36
Table 3: Test Case 3 Table.......................................................................................................37
Table 4: Test Case 4 Table.......................................................................................................38
Table 5: Test Case 5 Table.......................................................................................................39
Table 6: : Test Case 6 Table.....................................................................................................39
Table 7: Test Case 7 Table.......................................................................................................40
Table 8: Test Case 8 Table.......................................................................................................41
Table 9: Test Case 9 Table.......................................................................................................42
Table 10: Test Case 10 Table...................................................................................................42
Table 11: Test Case 11 Table...................................................................................................43
Table 12: Test Case 12 Table...................................................................................................44
Table 13: Test Case 13 Table...................................................................................................45
Table 14: Test Case 14 Table...................................................................................................46

Introduction
In this report design of the database and its development is provided on a Shoengalleric Art
Gallery. It is a China-based art gallery and having its groups all over different places. The
gallery has a director that looks after the whole gallery and every branch has its manager that
manages the everyday issues of the gallery. Along with manager the gallery also has a
technician, administrator, preparatory, booking assistant, an assistant for the gallery.
The database will be developed for this project using MS Access. The database involves
some tables that are interrelated and consist of both primary and secondary keys. The data
and its integrity remain maintained in the database. The formed database consists of tables,
forms, relationships and queries so as to determine reports and database. Testing is performed
to analyse the database functionality.

LO1 Use an appropriate design tool to design a relational database system
for a substantial problem
P1 Design a relational database system using appropriate design tools and
techniques, containing at least four interrelated tables, with clear statements of
user and system requirements.
Large problems are faced by Shoengalleric Art gallery situated in China because of its
growing branches and number of increasing employees. Issues are arising in maintaining and
managing all details regarding the people, customers, upcoming exhibitions and artwork
notices. It is really overrated to maintain information in form of paper and pen leading to
burden and it’s better to switch towards the some newly introduced computerized way to
record the details that is a database. The database of this art gallery is created using MS
Access (Astrahan, et-al., 1976).
Role of Database System
The objective of creating a database system is to develop the relationship between tables. It
stores information in a tabular format that is easy to be maintained and information can be
extracted in a simpler way. Some database roles examples are:
 Backend application: Here database is used to keep a proper track of the stored data.
 E-Commerce application: Here database is designed to maintain the records of
customers their categories, subcategories, orders, and products purchased by
customers.
 Data mining application: Reports of accident and disaster occurred are required to be
maintained in form of database (Connolly and Begg, 2005).
System and user requirement

System Requirement
It includes some hardware and software related needs for the database:
Hardware requirements
Requirements of the database that can be met by some hardware’s are known as hardware
requirements. It includes:
 64-bit processor
 1024*468 resolution display
 2 GB RAM minimum (Sharma and Kasana, 2010)
Software requirements
The developed database is made on MS Access and its logical and conceptual diagrams are
also created using the software of draw.io or e-draw.
Conceptual database design
The conceptual diagram presents the relationship between different entities and its attributes.
It is also known as an Entity-Relationship diagram.
 Entities: They are the objects of the real world developed as the tables depending on
the functional and user needs.
 Attributes: They are the sub-properties of entities (Ram and Khatri, 2005).

 Relationships: Different entities are connecting to one another through some
relationships between them. The cardinality property of relationship defines some
entity set that is one too many, many to one, one to one and many to many (Chen,
1988).
Figure 1: Conceptual diagram

Figure 2: Relationship Diagram
User Requirement
The created database must be user-friendly and user interactive and should meet all user
requirements so that system failures can be avoided. Here the database is designed keeping
these points as the entities developed:
 Artwork: Artwork is the entity created having attributes like Title as primary key,
making a year, art type, title, and price.
 Artist: Artist is the entity created having attributes like Artist name as the primary
key, birthplace, age, contact number and art style.
 Customer: Customer is the entity created having attributes like customer name as the
primary key, title, address, the amount spent, art style (Shen, 2004).

 Artwork type: Artwork type is the entity created having attributes like Artist name as
primary key and type.
 Staff: Staff is the entity created having attributes like staff ID as primary key, Staff
name, and designation.
 Upcoming exhibition: the Upcoming exhibition is the entity created having attributes
like Exhibition ID as primary key, schedule date, venue, title and staff ID (Sweet and
Good, 1984).
Data Dictionary
The metadata set and other crucial files like ownership, relationships, and other information
are called as the data dictionary. The data dictionary has a property that it automatically gets
updated every time after someone has access to the database (Linnarsson and Wigertz, 1989).
Some elements used in data dictionary:
 Table names: Metadata includes all names of tables and details.
 Constraints: Metadata also includes different constraints like a primary and foreign
key.
 Indexes: The column indexes are also considered or included (Harris, et-al., 2009).
Data Dictionary and Various Tables
 Art Work
Field Name Data Type
Title Text

Artist Name Text
Making Year Date/Time
Art Type Text
Price Currency
 Artist
Field Name Data Type
Artist Name Text
Birth Place Text
Age Number
Art Style Text
Contact Number Number
 Artwork type
Field Name Data Type
Artist Name Text

Type Text
 Customer
Field Name Data Type
Customer Name Text
Address Text
Amount spent Currency
Title Text
Art style Text
 Staff
Field Name Data Type
Staff ID Number
Staff Name Text
Designation Text

 Upcoming exhibition
Field Name Data Type
Exhibition ID Number
Scheduled Date Date/Time
Venue Text
Title Text
Staff ID Number
Data Normalization
The method of organizing a data in the database is called data normalization. The approach of
normalization helps to decrease the repetitions of data and its redundancy in the database.
Various anomalies come in a database like Insert, update or modify and delete (Quackenbush,
2002).
To remove such anomalies 3 levels of normalization are introduced:
 First normalization: Here the data entered in every column must be unique. No 2
values must be entered in one single column.
 Second normalization: Here the table remains in the first form of normalization and
no partial dependency is shown in it. Non- prime attributes are not dependent on 1
candidate key other than key as a whole.

 Third normalization: Here the table remains in the second form of normalization and
transitive dependency is shown in it. Non- prime attributes are not dependent on each
other (Mestdagh, 2009).
Database created for Shoengalleric Art Gallery satisfy all phases of normalization
 Artist: Artist is an entity described and defined where an artist name is a primary key
and further it is divided into attributes like birthplace, age, art style, contact number.
 Artwork: Art Work is an entity described and defined where the title is the primary
key and further it is divided into attributes like artist name as the foreign key, making
a year, art type and price.
 Customer: Customer is an entity described and defined where customer name is the
primary key and further it is divided into attributes like address, the amount spent, art
style and title as a foreign key.
 Artwork type: Artwork type is an entity described and defined where type is the
primary key and further it is divided into attributes like an artist name.
 Staff: Staff is an entity described and defined where staff ID is the primary key and
further it is divided into attributes like staff name, designation.
 Upcoming Exhibition: Upcoming Exhibition is an entity described and defined where
exhibition ID is the primary key and further it is divided into attributes like schedule
date and venue and title and staff ID as a foreign key (Sugumaran and Storey, 2006).

LO2 Develop a fully functional relational database system, based on an
existing system design
P2 Develop the database system with evidence of user interface, output and data
validations, and querying across multiple tables.
For Shoengalleric I have created different tables in MS Access where the staff of the gallery
can store different type of information. Forms are created for the users where they can
interact with the database to store their information for the use of gallery member. For the
database of Shoengalleric dummy data is entered for the testing and verification.
Data Validation: The restriction for the user input that restricts the user to enter the value in
particular format that is known as data validation. For the database of an art gallery, different
validation rules are applied in the different fields that perform the function of data validation
for the art gallery database.
Design view of Table:
Figure 3: Artwork Datasheet View

Figure 4: Artist Datasheet View
Figure 5: Artwork type Datasheet View
Figure 6: Customer Datasheet View

Figure 7: Staff Datasheet View
Figure 8: Upcoming Exhibition Datasheet View
Design View of Table

Figure 9: Design View of Artwork Table
Figure 10: Design view of Artist Table

Figure 11: Design View of Artwork Type Table
Figure 12: Design View of Customer Table

Figure 13: Design View of Staff Table
Figure 14: Design View of Upcoming Exhibition
Forms

Figure 15: Art Work Form
Figure 16: Artist Form
Figure 17: Artwork Type Form

Figure 18: Customer Form
Figure 19: Staff Form

Figure 20: Upcoming Exhibition

LO3 Test the systems against user and system requirements
P3 Implement a query language into the relational database system.
Different query are created to extract the data from the database of an art gallery. The
differences that are generated are as follows:
Query 1
Figure 21: Artist query
Figure 22: Artist SQL view

Figure 23: Design view of Artist query
The different information that is extracted from the above query is as given below:
 Artist Name
 Art Type
 Price
 Making Year
The tables that are involved in the extraction of meaningful data are as follows:
 Artist Table
 Art Work Table
Query 2
Figure 24: Art Work query

Figure 25: Artwork query SQL view
Figure 26: Artwork query Design View
The different information that is extracted from the above query is as given below:
 Artist Name
 Art Type
The tables that are involved in the extraction of meaningful data are as follows:
 Art Work Table
Query 3

Figure 27: Customer query
Figure 28: Customer query SQL view
Figure 29: Customer query Design view
The different information that is extracted from the above query is as given below:
 Customer Name
 Artist Name
 Age
The tables that are involved in the extraction of meaningful data are as follows:

 Artist Table
 Artwork Table
 Customer Table
Query 4
Figure 30: Customer Query 1
Figure 31: Customer Query 1 SQL view
Figure 32: Customer Query 1 Design View
The different information that is extracted from the above query is as given below:

 Staff ID
 Customer Name
 Address
 Artist Name
The tables that are involved in the extraction of meaningful data are as follows:
 Artist Table
 Artwork Table
 Staff Table
 Upcoming Exhibition Table
 Customer Table
Report
Figure 33: Artist Query Report

Figure 34: Artwork Query Report
Figure 35: Customer Query Report

LO4 Produce technical and user documentation
P4 Test the system against user and system requirements.
Table 1: Test Case 1 Table
Test Number Test Details Actual Result Expected Result
1 Test in Artwork
Form Artist Name
Filed
An error is generated
when user enter
numeric format in
Artist Name Field
An error is expected
when user enters
numeric format in the
given field.
Figure 36: Test case 1
Table 2: Test Case 2 Table
Test Number Test Details Actual Result Expected Result
2 Test in Artwork An error is generated An error is expected

Form Making year
Filed
when user enter
alphabetical format
in Making year Field
when user enters
alphabetical format
in the given field.
Figure 37: Test Case 2
Table 3: Test Case 3 Table
Test Number Test Details Actual Result Expected Result
3 Test in Artwork
Form Art type Filed
An error is generated
when user enter art
type in the given
field
An error is expected
when user enters
wrong format in the
given field of Art
type.

Figure 38: Test Case 3
Table 4: Test Case 4 Table
Test Number Test Details Actual Result Expected Result
4 Test in Artwork
Form Price Filed
An error is generated
when the user enters
alphabetical format
in price filed.
An error is expected
when the user enters
alphabetical format
in the price field.
Figure 39: Test Case 4

Table 5: Test Case 5 Table
Test Number Test Details Actual Result Expected Result
5 Test in Artist Form
Age Filed
An error is generated
when the user enters
alphabetical format
in age filed.
An error is expected
when the user enters
alphabetical format
in the age field.
Figure 40: Test Case 5
Table 6: : Test Case 6 Table
Test Number Test Details Actual Result Expected Result
6 Test in Artist Form
Art Style Filed
An error is generated
when user enters
numeric format in
Art Style filed.
An error is expected
when user enters
numeric format in the
art style field.

Figure 41: Test Case 6
Table 7: Test Case 7 Table
Test Number Test Details Actual Result Expected Result
7 Test in Artist Form
Contact number Filed
An error is generated
when user enters
Alphabetical format
in Contact number
filed.
An error is expected
when user enters
Alphabetical format
in the Contact
number field.

Figure 42: Test Case 7
Table 8: Test Case 8 Table
Test Number Test Details Actual Result Expected Result
8 Test in Artwork type
Form Artist Name
Filed
An error is generated
when user enters
numeric format in
Artist Name filed.
An error is expected
when user enters
numerical format in
the Artist Name field.
Figure 43: Test Case 8

Table 9: Test Case 9 Table
Test Number Test Details Actual Result Expected Result
9 Test in Customer
Form Amount Spent
Filed
An error is generated
when user enter
alphabetical format
in Amount spent
filed.
An error is expected
when user enters
alphabetical format
in the Amount Spent
field.
Figure 44: Test Case 9
Table 10: Test Case 10 Table
Test Number Test Details Actual Result Expected Result
10 Test in Customer
Form Title Filed
An error is generated
when user enters
numeric format in
Title filed.
An error is expected
when user enters
numeric format in the
Title field.

Figure 45: Test Case 10
Table 11: Test Case 11 Table
Test Number Test Details Actual Result Expected Result
11 Test in Customer
Form Art Style Filed
An error is generated
when the user enters
numeric format in
Art Style filed.
An error is expected
when the user enters
numeric format in the
Art Style field.

Figure 46: Test Case 11
Table 12: Test Case 12 Table
Test Number Test Details Actual Result Expected Result
12 Test in Upcoming
exhibition Form
Schedule Date Filed
An error is generated
when the user enters
Alphabetical format
in Schedule Date
filed.
An error is expected
when the user enters
Alphabetical format
in the Schedule Date
field.

Figure 47: Test Case 12
Table 13: Test Case 13 Table
Test Number Test Details Actual Result Expected Result
13 Test in Upcoming
exhibition Form Title
Filed
An error is generated
when user enters
Wrong Title in Title
filed.
An error is expected
when user enters
Wrong Title in the
Title field.
Figure 48: Test Case 13

Table 14: Test Case 14 Table
Test Number Test Details Actual Result Expected Result
14 Test in Upcoming
exhibition Form Staff
ID Filed
An error is generated
when user enters
Alphabetical format
in Staff ID filed.
An error is expected
when user enters
Alphabetical format
in the Staff ID field.
Figure 49: Test Case 14
The some of the system requirement are as follows for art gallery database:
Hardware Requirement:
 There is a need of 2GB Ram for the system in which database run for the art gallery.
 The minimum requirement for the processor is 64 Bits
 The requirement for the display is 1024*468
Software Requirement

 There is a need of ERD plus and Google Chrome for the successful implementation of the
database in MS Access (Cooke, P. and Williams, I., 1989).

P5: Produce technical and user documentation.
Validation: There are some rules that are applied to the tables and forms of art gallery
database so that the user can easily insert their data without any failure (Reiter, E., Mellish,
C. and Levine, J., 1995).
Some of the examples of validatio006E that are applied to the art gallery database are as
follows:
1. Validation is provided in Upcoming exhibition form in Staff ID field, whenever any user
enters invalid Staff ID or alphabetical character then there is an auto-generated pop up comes
on the screen of the user that validated that particular field.
Figure 50: Upcoming Exhibition Form
2. Validation is provided in Artwork Type form in Artist Name field, whenever any user
enters invalid Artist Name or numerical character then there is an auto-generated pop up
comes on the screen of the user that validated that particular field.

Figure 51: Artwork Type Form
3. Validation is provided in Customer form in Amount Spent field, whenever any user enters
alphabetical character then there is an auto-generated pop up comes on the screen of the user
that validated that particular field.
Figure 52: Customer Form
4. Validation is provided in Artist form in Art Style field, whenever any user enters Numeric
character then there is an auto-generated pop up comes on the screen of the user that
validated that particular field.

Figure 53: Artist Form
5. Validation is provided in Art Work form in Artist Name field, whenever any user enters
Numeric character then there is an auto-generated pop up comes on the screen of the user that
validated that particular field (Connolly, T.M. and Begg, C.E., 2005).
Figure 54: Art Work Form
User Documentation
Properties of Form of Art Gallery Database

1. Art Work Form
In the below Art Work Form, there are total 5 fields in the form i.e.
 Title
 Artist Name
 Making Year
 Art Type
 Price
Each of the above filed has their own validation rule and text which help the user to fill the
art gallery database very easily.
Figure 55: Art Work Form
2. Artist Form
In the below Artist Form there are total 5 fields in the form i.e.
 Artist Name
 Birth Place
 Age

 Art Style
 Contact Number
Each of the above filed has their own validation rule and text which help the user to fill the
art gallery database very easily.
3. Artwork Type Form
In the below Artwork type Form there are total 2 fields in the form i.e.
 Type
 Artist Name
Each of the above filed has their own validation rule and text which help the user to fill the
art gallery database very easily.

4. Customer Form
In the below Customer Form, there are total 5 fields in the form i.e.
 Customer Name
 Address
 Amount Spent
 Title
 Art Style
Each of the above filed has their own validation rule and text which help the user to fill the
art gallery database very easily.

5. Staff Form
In the below Staff Form there are total 3 fields in the form i.e.
 Staff ID
 Staff Name
 Designation
Each of the above filed has their own validation rule and text which help the user to fill the
art gallery database very easily.

Figure 56: Staff Form
6. Upcoming Exhibition
In the below Upcoming Exhibition Form there are total 5 fields in the form i.e.
 Exhibition ID
 Scheduled Date
 Venue
 Title
 Staff ID
Each of the above filed has their own validation rule and text which help the user to fill the
art gallery database very easily (Getoor, L., et-al, 2007).

Database Glossary:
First Normal Form That particular data that is not repeated form the table and contains
unique primary keys.
Candidate Key The attribute later on that becomes the primary key of the database.
Normalization This is the process to organize the data in the simplest form.
Backend When the database management system interacts with the database
server (Navathe, S., et-al, 1984).
How to open database in MS Access
 Firstly open MS Access from a menu option.
 Then select the blank database and click on the create button.
 Then start creating the table in the database that behaves as the user document.
 Save the table and then click on close button.
 For form click on the create button and then form design
 Form design will create automatically.

 Start entering the data in the form (Hamad, D.R., n.d.).
How to use Database Forms
Figure 57: Art Work Form
Figure 58: Artist Form

Technical Documentation
Figure 59: Artist Query
Figure 60: Artist Query SQL view

Figure 61: Art Work Query
Figure 62: Artwork query SQL view
Figure 63: Customer Query
Figure 64: Customer Query SQL view

Figure 65: Artwork Table Design view
Figure 66: Artist Table Design View
Figure 67: Artwork Table Design View

Figure 68: Customer Table Design View
Figure 69: Staff Table Design View
Figure 70: Upcoming Exhibition Design View

Conclusion
I have efficaciously completed the report for designing a database for Shoengalleric Art
Gallery which is located in China and has its branches in various cities. Due to various
problems arising while maintaining the records, the gallery planned to switch towards
computerized database method.
Here I have developed a database for Shoengalleric Art Gallery using MS Access. I created
the database that consists of some tables which are interrelated and consist of both primary
and secondary keys. Here the data and its integrity remain maintained in the database. The
database created and generated consists of tables, forms, relationships and queries so as to
determine reports and database. Also, I perform Testing to analyse the database functionality.

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