Be able to set report titles

Cambridge IGCSE ICT 0417 – Databases: Presenting Data – Setting Report Titles

Context & Syllabus Links

Why a Report Title Matters

• Immediately tells the reader the purpose and scope of the report.
• Provides context (date range, department, product, etc.).
• Helps locate the document quickly in a file system or printed set of reports.
• Is a required element in the IGCSE assessment criteria for clarity and presentation (AO1‑AO3).

Prerequisite Steps Before Adding a Title

1. Design the database structure

   • Identify the main table(s) and fields needed for the report.
   • Set primary keys (e.g., SaleID) and foreign keys (e.g., ProductID).
   • Choose appropriate data types – Date/Time for periods, Text for names, Number for amounts.
   • Consider adding a Period or Department field that can be referenced in the title.

2. Enter or import the data you will report on.
3. Create a query (or calculated field) that selects, sorts, and filters the data required for the report.
4. Optional – build a parameter query that asks the user for a month, year, or department (this value can be used in the title).
5. Open the report object that is based on that query/table.

How to Build a Simple Parameter Query (Access & LibreOffice)

1. Open the Query Design window.
2. Add the required table(s) and drag the needed fields to the grid.
3. In the Criteria row of the Period field, type a parameter prompt, e.g.:

   [Enter month (e.g., July 2025)]

4. Save the query as qrySalesByMonth.
5. When the query runs, Access/LibreOffice will display a dialog box asking for the month – the entered value can be referenced in the report title.

Report Band Hierarchy (What Every Report Must Contain)

• Report Header – Appears once at the very start; holds the title, logo, report date, and optional subtitle.
• Page Header – Repeats on every printed page; usually column headings.
• Detail – The data rows produced by the underlying query.
• Report Footer – Appears once at the end; totals, summary comments.
• Page Footer – Repeats on every page; page numbers, print date, confidentiality notice.

Assessment Objective 3 (AO3) requires that the Report Title be visible on every printed page – therefore it should be placed in the Report Header and the header band must be set to repeat on each page (most software does this automatically).

General, Software‑Agnostic Workflow for Setting a Title

1. Open the report in Design (or Layout) view.
2. Verify that a Report Header band exists; add one if it does not.
3. Insert a Label (or a Text Box**) into the Report Header.
4. Enter the title text, e.g. “Sales Summary – July 2025”.
5. Apply a Heading 1 style (or set font size 14–16 pt, bold, centre‑aligned).
6. If the title must change with a parameter, replace the static text with an expression (see “Dynamic Titles” below).
7. Save the report and preview it (Print Preview or Report View) to confirm the title appears on every page.

Setting a Report Title in Microsoft Access

="Sales Summary – " & [Forms]![frmSelect]![cboMonth]

Setting a Report Title in LibreOffice Base (Report Builder)

1. Open the Base file and select the required report from the Reports list.
2. Right‑click the report name → Edit to launch the Report Builder.
3. If a Header band is missing, add one via Insert → Header.
4. From the toolbar, click the Label control and click inside the Header band.
5. Enter the title text, then open the Properties window and set:

   • Font = Arial, Size = 14 pt
   • Weight = Bold
   • Alignment = Center
   • Style = Heading 1 (optional for consistency).

6. Dynamic title (optional) – set the Value property to:

   "Sales Summary – " & [Parameters].[Month]

   The report will prompt the user for the Month parameter when opened.

7. Save the report and choose Print Preview to check the result.

Dynamic (Parameter‑Driven) Titles – Why and How

• Why? The same report may be produced for many periods, departments or product lines. A dynamic title reduces manual editing and eliminates mismatches between the data and the heading.
• How? Use a form control (Access) or a report parameter (LibreOffice) as part of the title expression.

  • Access example: "Inventory Report – " & [Forms]![frmFilter]![txtYear]
  • LibreOffice example: "Inventory Report – " & [Parameters].[Year]

Styling the Title with Styles & Proofreading (AO3)

• Apply a built‑in style such as Heading 1 rather than setting each font property manually – this ensures consistency across reports.
• Proofread the title:

  • Check spelling and punctuation.
  • Use title case (capitalize major words).
  • Confirm that no personal identifiers or confidential data appear.

• Remember that the title is part of the assessment of presentation (AO3) – a well‑styled, error‑free title gains marks.

Exporting the Finished Report & File‑Naming Convention

For the practical exam you must submit the report as evidence. Follow the naming convention required by the exam board (e.g., IGCSE0417DB_Title.pdf).

• Microsoft Access: In Print Preview choose File → Export → PDF or XPS. Save as IGCSE0417DBSalesSummaryJuly2025.pdf.
• LibreOffice Base: In Report Builder choose File → Export as PDF. Tick “Export automatically inserted page numbers”. Save with the same naming pattern.

Safety & e‑Safety (Placed Early for Emphasis)

• Never include personal identifiers (student IDs, client names, etc.) in the title unless the data is anonymised and you have explicit permission.
• Store the exported PDF in a secure folder, back it up, and delete any temporary files that contain sensitive data before the exam.

Audience & Communication Checklist (Decision‑Tree)

1. Who is the reader?

   • Examiner / Teacher – Use formal language, include assessment reference.
   • Manager / Client – Emphasise business relevance (department, period, KPI).
   • Peer / Presentation – Keep it concise; add a subtitle if extra explanation is needed.

2. What information does the reader need at a glance?

   • Date range or period?
   • Department or product?
   • Report purpose (summary, analysis, forecast)?

3. Is any abbreviation unclear to the audience? If yes, spell it out.
4. Final check: Does the title fit within 8‑10 words and follow title case?

Optional: Presenting the Same Data as a Web Page (HTML Title)

Paper 3 may ask you to publish a simple HTML report. The page title mirrors the database report title.

<!DOCTYPE html>
<html lang="en">
<head>
<meta charset="UTF-8">
<title>Sales Summary – July 2025</title>
<style>
h1 {font-size:1.6em; text-align:center;}
</style>
</head>
<body>
<h1>Sales Summary – July 2025</h1>
<!-- table of data generated from the database -->
</body>
</html>

Export the page as IGCSE0417DBSalesSummaryJuly2025.html and submit alongside the PDF if required.

Reflective AO3 Question

Explain why a dynamic title (driven by a parameter or form control) is preferable to a static title when the same report is produced repeatedly for different periods or departments.

• Encourages accuracy – the title always matches the data set.
• Saves time – no need to edit the report each time.
• Reduces the risk of human error, which is part of the evaluation criteria for AO3.

Tips for an Effective Report Title

• Keep it under 8‑10 words; be concise but informative.
• Include key variables – date range, department, product type.
• Avoid obscure abbreviations; spell out terms the audience will recognise.
• Use title case (capitalize major words) for a professional look.
• Proofread for spelling, punctuation and consistency with the file name.