HELP on (i hope) a simple ACCESS report

  • Thread starter Thread starter Joseph
  • Start date Start date
J

Joseph

I have an ACCESS data base which records the software
engineering classes taught by our software engineers -
recording the number of hours in each type of class
taught. I add engineers as they are hired (vertical
column) and classes as they are added and taught
(horizontal row)

My ACCESS data base looks as follows


Name Hazards Development Validation
(# hrs) (# hrs) (# hrs)


Joe 3 0 1
John 2 3 0
Jim 2 2 2
*
*
*
*

I would like to generate a report for an end of year
summary that lists each engineer and the number of hours
of each type of class taught.

I also cannot figure out how to generate a report that
looks like the following:


Joe

Hazards 3

Validation 1



(NEXT PAGE)

John

Hazards 2

Software Developmnet 3


(NEXT PAGE)


Jim

Hazards 2

Software Development 2

Validation 2



Thanks for any help you can provide,
 
I have an ACCESS data base which records the software
engineering classes taught by our software engineers -
recording the number of hours in each type of class
taught. I add engineers as they are hired (vertical
column) and classes as they are added and taught
(horizontal row)

My ACCESS data base looks as follows


Name Hazards Development Validation
(# hrs) (# hrs) (# hrs)


Joe 3 0 1
John 2 3 0
Jim 2 2 2
Click to expand...


This is an incorrectly structured table. You're storing data *in
fieldnames*. If you added five classes, you'ld need to add five fields
to your table, alter all your queries and forms and reports... a real
nightmare.

You have a many to many relationship between engineers and classes.
The proper table structure for this involves THREE tables:

People
PersonID
LastName
FirstName
<etc>

Classes
ClassID
ClassName (e.g. "Hazards", "Development", "Validation", ...)

ClassesTaken
PersonID < link to People
ClassID <link to Classes
HoursTaken
I would like to generate a report for an end of year
summary that lists each engineer and the number of hours
of each type of class taught.
Click to expand...

Trivial with the properly normalized structure - just a Totals query
grouping by person and class.

To get your data out of the current "spreadsheet" into a normalized
table as suggested, you'll need a "Normalizing Union Query". You
should already have a People table of some sort (if not, just use a
MakeTable query selecting each person's bio information). Manually
create your classes table (three rows I'd guess). Then create a Query

SELECT People.PersonID, (1) AS ClassID, [Hazards] AS [HoursTaken]
FROM yourtable INNER JOIN People ON yourtable.[Name] =
People.[Firstname]
UNION ALL
SELECT People.PersonID, (2) AS ClassID, [Development] AS [HoursTaken]
FROM yourtable INNER JOIN People ON yourtable.[Name] =
People.[Firstname]
UNION ALL
SELECT People.PersonID, (3) AS ClassID, [Validation] AS [HoursTaken]
FROM yourtable INNER JOIN People ON yourtable.[Name] =
People.[Firstname]

(using the ID's you put into the Classes table in place of 1, 2, 3).

Base an Append query on this Union query and you'll find that your
table structure will be much more adaptable and flexible!
 
Back
Top