Training Database

On Thu, 22 May 2008 11:30:01 -0700, geekygirl
<geekygirl RemoveThis @discussions.microsoft.com> wrote:

>I am new to access and want to build what I think should be relatively
>simple. My customer wants a training database that contains Employee ID,
>Name, Position, Date Hired, and Courses taken. He wants to be able to do
>two things.
>
>1. Enter new Employees into the database
>2. Enter a course and a date and select all the employees that were in that
>course, and have all their records updated at the same time.
>
>So, the second portion, I envision a button that is Enter Course, and it
>brings up a form that has course name, date, and then a list of available
>employees with check box to select each employee that has taken that course.
>
>Is this terribly difficult?
>
>Thanks
>Tracy

This is a perfectly classical beginning relational database exercise. You need
three tables:

Employees
EmployeeID <primary key>
LastName
FirstName
<other biographical data>
NOTHING about Courses in this table!!!

Courses
CourseID <primary key>
CourseName
<other info about the course, e.g. InstructorID link to a table of
instructors, date offered, etc. etc.>
NOTHING about Employees in this table!!!

Enrollment
CourseID <what course is this person enrolled in>
EmployeeID <who's enrolled in this course>
<any other info about this person with regard to this course, e.g.
satisfactory/unsatisfactory completion>

You would use Forms, Subforms and Queries to do what you're describing...
--

John W. Vinson [MVP]

Try http://accesstrainingdatabase.blogspot.com/. The employee training
database templates here aren't free, but are affordable and easy to use.


"geekygirl" wrote:

> I am new to access and want to build what I think should be relatively
> simple. My customer wants a training database that contains Employee ID,
> Name, Position, Date Hired, and Courses taken. He wants to be able to do
> two things.
>
> 1. Enter new Employees into the database
> 2. Enter a course and a date and select all the employees that were in that
> course, and have all their records updated at the same time.
>
> So, the second portion, I envision a button that is Enter Course, and it
> brings up a form that has course name, date, and then a list of available
> employees with check box to select each employee that has taken that course.
>
> Is this terribly difficult?
>
> Thanks
> Tracy

I want a similar database, BUT I wamt to add variables. I want to track
'what training does the employee need to complete' based on the job title.
Would that be best accomplished with another table? Also, I'd like the form
to show only the courses required for each employee (based on their title).
Your assistance is appreciated.
--
Glenda


"John W. Vinson" wrote:

> On Thu, 22 May 2008 11:30:01 -0700, geekygirl
> <geekygirl RemoveThis @discussions.microsoft.com> wrote:
>
> >I am new to access and want to build what I think should be relatively
> >simple. My customer wants a training database that contains Employee ID,
> >Name, Position, Date Hired, and Courses taken. He wants to be able to do
> >two things.
> >
> >1. Enter new Employees into the database
> >2. Enter a course and a date and select all the employees that were in that
> >course, and have all their records updated at the same time.
> >
> >So, the second portion, I envision a button that is Enter Course, and it
> >brings up a form that has course name, date, and then a list of available
> >employees with check box to select each employee that has taken that course.
> >
> >Is this terribly difficult?
> >
> >Thanks
> >Tracy
>
> This is a perfectly classical beginning relational database exercise. You need
> three tables:
>
> Employees
> EmployeeID <primary key>
> LastName
> FirstName
> <other biographical data>
> NOTHING about Courses in this table!!!
>
> Courses
> CourseID <primary key>
> CourseName
> <other info about the course, e.g. InstructorID link to a table of
> instructors, date offered, etc. etc.>
> NOTHING about Employees in this table!!!
>
> Enrollment
> CourseID <what course is this person enrolled in>
> EmployeeID <who's enrolled in this course>
> <any other info about this person with regard to this course, e.g.
> satisfactory/unsatisfactory completion>
>
> You would use Forms, Subforms and Queries to do what you're describing...
> --
>
> John W. Vinson [MVP]
>

Glenda

Somewhere you need a list (read "table") of the
trainings-required-by-jobtitle.

One approach to doing what you've described would be to have a main form on
which you look up an employee (and thereby get his/her job title), then use
a listbox that shows all available (but not yet taken) training topics, and
a second listbox that shows all "already-taken" training topics. Take a
look at how MS Access handles the query wizard to get an idea how these
paired listboxes look and act.

Good luck!

Regards

Jeff Boyce
Microsoft Office/Access MVP

"Glenda" <Glenda.RemoveThis@discussions.microsoft.com> wrote in message
news:4E9F182F-D4C9-42B4-AD9E-2C6057077D44@microsoft.com...
>I want a similar database, BUT I wamt to add variables. I want to track
> 'what training does the employee need to complete' based on the job title.
> Would that be best accomplished with another table? Also, I'd like the
> form
> to show only the courses required for each employee (based on their
> title).
> Your assistance is appreciated.
> --
> Glenda
>
>
> "John W. Vinson" wrote:
>
>> On Thu, 22 May 2008 11:30:01 -0700, geekygirl
>> <geekygirl.RemoveThis@discussions.microsoft.com> wrote:
>>
>> >I am new to access and want to build what I think should be relatively
>> >simple. My customer wants a training database that contains Employee
>> >ID,
>> >Name, Position, Date Hired, and Courses taken. He wants to be able to
>> >do
>> >two things.
>> >
>> >1. Enter new Employees into the database
>> >2. Enter a course and a date and select all the employees that were in
>> >that
>> >course, and have all their records updated at the same time.
>> >
>> >So, the second portion, I envision a button that is Enter Course, and it
>> >brings up a form that has course name, date, and then a list of
>> >available
>> >employees with check box to select each employee that has taken that
>> >course.
>> >
>> >Is this terribly difficult?
>> >
>> >Thanks
>> >Tracy
>>
>> This is a perfectly classical beginning relational database exercise. You
>> need
>> three tables:
>>
>> Employees
>> EmployeeID <primary key>
>> LastName
>> FirstName
>> <other biographical data>
>> NOTHING about Courses in this table!!!
>>
>> Courses
>> CourseID <primary key>
>> CourseName
>> <other info about the course, e.g. InstructorID link to a table of
>> instructors, date offered, etc. etc.>
>> NOTHING about Employees in this table!!!
>>
>> Enrollment
>> CourseID <what course is this person enrolled in>
>> EmployeeID <who's enrolled in this course>
>> <any other info about this person with regard to this course, e.g.
>> satisfactory/unsatisfactory completion>
>>
>> You would use Forms, Subforms and Queries to do what you're describing...
>> --
>>
>> John W. Vinson [MVP]
>>

Glenda wrote:
>I want a similar database, BUT I wamt to add variables. I want to track
>'what training does the employee need to complete' based on the job title.
>Would that be best accomplished with another table? Also, I'd like the form
>to show only the courses required for each employee (based on their title).
>Your assistance is appreciated.
>> >I am new to access and want to build what I think should be relatively
>> >simple. My customer wants a training database that contains Employee ID,
>[quoted text clipped - 38 lines]
>>
>> You would use Forms, Subforms and Queries to do what you're describing...

Employee RequiresCourse Course
--------------- ------------------------ ----------
EmployeeID rJobTitleID CourseID
JobTitleID rCourseID

Then to determine which courses are missing, you subtract CompletedCourse
(EmployeeID, CourseID, <filtering fields>) from RequiresCourse. Just an
outer join./find unmatched query wizard.

--
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