School based assessment (SBA)

Caribbean Secondary Examination Council (CSEC).

Description of project
Jamaica 50 secretariat was in charge of planning all the activities for the 50 th anniversary of
Jamaicas Independence. As part of the celebration the secretariat had to plan activities for all
the parishes. They got a grant from the government for 30 million, but are responsible to make
up the short fall of 20 million as the proposed budget was 50 million dollars.
As member of the secretariat you are responsible to ensure accountability and proper records
keeping. Your are require to utilize suitable word-processing, spreadsheet, database management
as well as a programming application to verify the monies received and payments made
throughout the festivities.
There is a maximum of three events per parish. You are required to:

create a document using a spreadsheet application to prepare a budget.

create a database to manage all the data collected by the Jamaica 50 secretariat.
prepare a newsletter using a word processing to inform person of the activities during the

Jamaica 50 celebration.
send letters to the sponsors of the Jamaica 50 celebration.
use problem solving skills to design and implement in Pascal.

Spreadsheet
The Jamaica Secretariat has been mandated to design a spreadsheet that will show a budget
outlining the projected income and expenditures. Each of the fourteen (14) parishes will be
responsible for coordinating their own Jamaica 50 celebratory activities. Each parish will procure
funds that will be derived from several sources in order to meet their expenditure.
Each parish will use ten percent (10%) of their Constituency Development Fund (CDF). The
allotted CDF that each parish gets ranges from fifteen million dollars ($15,000,000.00) and thirty
million ($30, 000,000.00) dollars annually. The government grants a grand total of thirty million
($30, 000,000.00) which will be shared equally. There are three (3) categories of sponsors: gold,
bronze and silver, representing the biggest to the smallest sponsor. The number of sponsors
ranges from 25 to 30 in each parish.
Cost will be incurred from obtaining venues, performers, transportation and other activities.
The Secretariat has mandated that:
no venue cost, should exceed, four hundred thousand dollars ($400,000.00),
catering should be between two hundred and fifty hundred thousand ($250,000.00 ) to three
hundred and fifty hundred thousand ($350, 000.00).

the cost for performers, transportation and miscellaneous charges, such as, memorabilia,
prizes and awards, should not exceed one million five hundred thousand dollars ($1, 500,
000.00).
NB Ensure that the total projected expenditure does not exceed total income for each
parish.

You are required to:

1. a. Create a worksheet named feeder sheet; which contains the amount of money
allocated to each of the 14 parishes from their CDF, using the above guideline and
table below as an example. The table should also show the number of sponsor(s) in
each of the three categories.

Parishes
St. James

CDF

Sponsorship
Silve
Gold r
Bronze

$
15,000,000.00
$
24,000,000.00

b. Create Trelawny
table at a suitable location on the feeder sheet.
Sponsors
Gold
Silver
Bronze

12

10

22

the following

Amount
$
25,300.00
$
15,300.00
$
9,780.00

c. In a suitable location on the worksheet, insert a column called Total Sponsorship which
shows the total amount of sponsorship that each parish receives from the three (3) categories
of sponsors.
Total Sponsorship is equal to the addition of (number of sponsors in each of the three
categories times the allocated amount for each category (as shown in 1b above)).
Save the spreadsheet as task1. Print the spreadsheet.
2. Modify the spreadsheet to reflect the following:
a. The spreadsheet sorted on Total Sponsorship in descending order.
b. Insert a new worksheet called income. The worksheet is to have a table that shows the total
sponsorship, CDF allocation, Government Grant and Total Income for each parish, using the
following table as a guide.

Income

Parishes

Sponsor
ship

CDF
Allocation(
$M)

Governmen
t Grant

Total
Income

The CDF Allocation is 10% of the CDF.

The Government Grant of $3,000,000.00 is to be dispersed equally
among the fourteen (14) parishes.
Total Income is the sum of the Sponsorship, CDF Allocation and Government Grant.
C. Sort the Spreadsheet by CDF Allocation and then by Government Grant in ascending
order.
Save the Spreadsheet as task2. Print the spreadsheet.

3. Perform further modifications to your spreadsheet to reflect the following:

a. Create a new worksheet called Projected Expenditure which includes a table showing the
following expenses: venue cost, catering, performers and others financial cost for each
parish. The Parishes are to be copied from the feeder sheet worksheet.
Parishes

Venues
Cost

Catering

Performers

Transportati
on

Others

St. James

$
350,000.0
0

$
250,000.
00

$
1,200,000
.00

$
900,000.0
0

$
990,000.0
0

b. In a suitable location on the worksheet, insert a column which shows the total projected
expenditure for each parish. Insert rows to calculate the totals for each expense.
c. Sort the spreadsheet by total projected expenditure in descending order.
Save the spreadsheet as task3. Print the spreadsheet.
4. After the event has passed, the secretariat requests the actual expense incurred by each
parish.
Create a table that shows the actual expense.
5. Perform further modifications to your spreadsheet to reflect the following:

a. Insert a summary sheet to show the Total Income, Total Projected and Actual Expenses
for each parish.
b. Add a column to calculate the Financial Status (the difference between the Projected and
Actual Expense), and one assigning the labels Surplus, Deficit, or Break-even
c. Select all parishes with their actual expenditure exceeding $350,000.
6. Generate the following charts:
a. Create a Pie chart entitled Total income for each parish that represents the Total
Income for each Parish. Save chart to a new worksheet called Total Income.
b. Create a column chart that compares the Total projected expenditures against the
Total actual expenditure according to their individual Parishes. Label the chart
appropriately and save to a new worksheet called Actuals.

WORD PROCESSING
REQUIREMENTS
A letter needs to be sent to all sponsors thanking them for their contribution. Additionally, all
citizens of the country should be informed of the events in each parish, hence, a bulletin must be
prepared to be published in the Gleaner.
TASK A
1. Create a letterhead with an appropriate logo in the header. (Apply suitable formatting
features)
2. Using the sponsorship table from the database as your data source, create a letter to be
sent to all sponsors. The first paragraph should contain the statement The Secretariat of
the Jamaica Fifty Celebrations extends sincere gratitude to you for your generous
contribution towards our fiftieth (50th) anniversary celebratory activities.
paragraph should express how they have contributed to the success of the event.
3. Insert the slogan: Jamaica 50 A nation on a mission in a footer.
(Print the Data source, Primary document, first and last merged letters).

A final

TASK B
1. Create a Bulletin to be published in the Gleaner giving an overview of the
activities/events which took place in the various parishes.
Your newsletter must include:
Brief overview of the events in each parish
A table displaying the Names and Category of each sponsor, and the County
they represent.
Please ensure that you apply appropriate formatting features and include SUITABLE
graphics.
DATA BASE MANAGEMENT
1.

Create a database called Jamaica 50 Database.

TASK 1
a.

Import from the Summary Sheet of the spreadsheet section of your SBA, the Parish, Total
Income and Total Actual Expenses fields to a table called EXPENSES. Use appropriate
data types, field names and descriptions for the table.

b.

Modify the design of the EXPENSES table to include the field ParishID and change the
field name Total Actual Expenses to Total Expenses.

c.

Assign data to ParishID where the parish ID consists of the first and last letter of the
parish name followed by a 01 or 02. For example Kingston KN01, if there is another
parish with the same letters then the second parish ID would be KN02.

d.

Add the following fields to the EXPENSES table and assign data to each field.
Field Name
Balance
Surplus
Deficit
Breakeven

e.

Data Type
Currency
Yes/No
Yes/No
Yes/No

Field Size
Currency

Make ParishID the primary key.

Description
Total income minus the total expenses.
Total income is greater than the total expenses.
Total income is less than the total expenses.
Total income is equal to the total expenses.

TASK 2
a. Import SBA, the Parish and CDF fields to a table called CDF. Use appropriate data types,
field names and descriptions for the table.
b. Create a new table called SPONSORS with the following structure:
Field Name

Data Type

ParishID

Text

Parish

Text

SponsorID

Text

First Name

Text

Last Name

Text

Category

Text

Sponsorship

Currency

Please note that number of sponsors depends on the information within the Feeder Sheet
section of your spreadsheet.
c. Copy the contents of the field ParishID, from the EXPENSES table to the field of the
dame name in the SPONSORS table.
d. Populate the field SponsorID using the first name and last name initials followed by the
series 01 or 02 or 03 ..., if the initials are repeated.
e. Complete each record ensuring to select the most suitable primary key.
f. Use the SPONSORS and EXPENSES tables to make a new table with the fields Parish,
SponsorID, Firstname, LastName and Sponsorship , and save as PARISH SPONSORS.
TASK 3
a. Create a query showing the First name, Last name and Parish of all Gold sponsors. Save as
QRY_Gold.
b. Create a query to list all parishes whose Total Expenses exceeds $2,050,000.00
QRY_Expenses.
c. The parishes were given a CDF Allocation of 10% of their CDF funds. Create a query to
calculate the CDF Allocation for each parish. Save as QRY_CDF.
d. Create a query to list all parishes where ParishID begins with S.

e. Using the SPONSORS table generate a report to include the Parish, LastName, FirstName,
Category and Sponsorship fields. The report should be grouped by Parish and sorted by
Category then by LastName. Provide a summary of the total sponsorship for each parish.
The title of the report is Jamaica 50 Sponsorship.
Deliverables:
Design of the Sponsor, Financial and Activities (Design view or SQL), relationship
qryWest, qryMid, qryDeficit, qryCount, qryBal, rptJa50 (datasheet and design)

PROBLEM-SOLVING
Requirement:
1. Develop an algorithm that will accept and allocates the funds for the different parishs
activities for Jamaica 50 celebration.
The algorithm should accept and store the actual dollar value that will be allocated to the
parishes. No more than 14 parishes should be accepted.
The algorithm should also determine if the status for each parish is a surplus, deficit, or
breakeven.
Additional algorithm should determine the number of parishes with a deficit, and finally
produce a report from the data collected.
2. Using data from your spreadsheet create a trace table to check the accuracy of the
pseudocode for a minimum of seven (7) parishes. The listing should contain all the
necessary variables needed. The trace table should also show the status of each parish as
well as determine the number parishes with deficit.

PROGRAMMING IMPLEMENTAITON
3. Using the programming language Pascal, write program code to implement the algorithm
in one (1) above.