Recording the frequency of Yes/No Fields

  • Thread starter Thread starter omoluabi
  • Start date Start date
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omoluabi

Hi all,
I'm designing a database that requires users to specify the number of times
a Yes/No field occurs. This number is not required if the choice is No but if
Yes, I plan to create a drop down menu for the user to specify the number of
times the choice occured.
My first thought is to create a Frequency field for each choice but then I
thought there must be a better way to do it. I came up with an idea to create
a Frequency table (tblFrequency) described below:

tblFrequency:
Field: FreqID
Field: Freq

I'm planning to make FreqID a foreign key on my Incidents table which
contains the choices (Yes/No) fields.

The problem is that I'm somewhat short of ideas on how to make this work.
Thanks for your patience.
 
Instead of a Yes/No field and then a Number field to record how many, could
you get away with just the Number field?

If the answer was No, presumably the Number is zero. It seems to me that
this would be a better (more reliable) design, as it would prevent the
existence of bad data (e.g. where the Yes/No field contains No, but the
Number field contains 8.) Having just the Number field avoids that kind of
inaccuracy.
 
The problem is that I'm somewhat short of ideas on how to make this work.
What kind of data are you collecting and how do you plan to use it?
You do not need a frequency field (Nor for that matter a tblFrequency) as
your queries can count for you when you need that information.
 
I'm building a monthly review database for a healthcare company to store
monthly health reports on their patients. I have 6 tables that houses
different classes of data.
namely
tblClient,tblReviewer,tblClientReviewer,tblIncidents,tblMedicalUpdates and
tblMedicationErrors.

There is a one to many relationship between tblClientReviewer and
tblIncidents,tblMedicalUpdates and tblMedicationErrors.

The Yes/No field of interest originated from tblIncidents. Below is a stub
that generated the table:

INCIDENTS: Any incidents to report this month Yes/No:
If yes indicate the type of incident

Reportable Behavioral/Psychiatric Frequency
{1,2,3,4,5,6,7,8,9,10 or more}
Property destruction Frequency {1,2,3,4,5,6,7,8,9,10 or more}
Reportable Medical Incident Frequency {1,2,3,4,5,6,7,8,9,10 or
more}
Elopement Frequency {1,2,3,4,5,6,7,8,9,10 or more}
Sexual Aggression Frequency {1,2,3,4,5,6,7,8,9,10 or more}
Other Type of Incident- specify Frequency
{1,2,3,4,5,6,7,8,9,10 or more}
Alleged Abuse Frequency {1,2,3,4,5,6,7,8,9,10 or more}
Alleged Neglect Frequency {1,2,3,4,5,6,7,8,9,10 or more}
Alleged Exploitation Serious Injury Frequency
{1,2,3,4,5,6,7,8,9,10 or more}

All the incidents above are fields in my tblIncidents. Now the big question
is how to go about representing the frequency of each in the table. Remember
we don't need to record the frequency if the incident never took place.
 
Thanks Allen, your suggestion makes perfect sense but I forsee that being a
problem when I'm creating the reports. How do I indicate that the incident
occured in the report? I'm certain the report query will bring up the
corresponding frequency provided the incident occured, however I would like
to display a checked checkbox alongside the frequency. How can this be done?
Sorry if my questions are too basic, I'm a newbie in this field.
 
Create a query. In the Criteria row under the number field:
0
Click to expand...

That will eliminate all the records where the number as zero.
(Presumably you don't have negatives.)

Or you can put a text box on the report if you wish.
Set its Control Source to:
=([YourNumberFieldNameHere] > 0)
 
Thanks Allen. I will run with that and let you know how it goes.

Thanks for your patience.

Allen Browne said:
Create a query. In the Criteria row under the number field:
0
Click to expand...

That will eliminate all the records where the number as zero.
(Presumably you don't have negatives.)

Or you can put a text box on the report if you wish.
Set its Control Source to:
=([YourNumberFieldNameHere] > 0)

--
Allen Browne - Microsoft MVP. Perth, Western Australia

Reply to group, rather than allenbrowne at mvps dot org.


omoluabi said:
Thanks Allen, your suggestion makes perfect sense but I forsee that being
a
problem when I'm creating the reports. How do I indicate that the incident
occured in the report? I'm certain the report query will bring up the
corresponding frequency provided the incident occured, however I would
like
to display a checked checkbox alongside the frequency. How can this be
done?
Sorry if my questions are too basic, I'm a newbie in this field.
Click to expand...
.
Click to expand...
 
Thanks Allen, I will run with this and let you know how thing go.

Thnks for your patience.

Allen Browne said:
Create a query. In the Criteria row under the number field:
0
Click to expand...

That will eliminate all the records where the number as zero.
(Presumably you don't have negatives.)

Or you can put a text box on the report if you wish.
Set its Control Source to:
=([YourNumberFieldNameHere] > 0)

--
Allen Browne - Microsoft MVP. Perth, Western Australia

Reply to group, rather than allenbrowne at mvps dot org.


omoluabi said:
Thanks Allen, your suggestion makes perfect sense but I forsee that being
a
problem when I'm creating the reports. How do I indicate that the incident
occured in the report? I'm certain the report query will bring up the
corresponding frequency provided the incident occured, however I would
like
to display a checked checkbox alongside the frequency. How can this be
done?
Sorry if my questions are too basic, I'm a newbie in this field.
Click to expand...
.
Click to expand...
 
All the incidents above are fields in my tblIncidents.
I would suggest a different structure.
Have a table for incident type like this --
IncidentType --
TypeID - Autonumber - primary key
Incident - text

tblIncidents --
IncidentID - Autonumber - primary key
Type - number long integer - foreign key related to [IncidentType].[TypeID]
IncidentDate - DateTime
ClientID - number long integer - foreign key related to [Client].[ClientID]
Remarks - memo - to record 'Other Type of Incident- specify'
 
Thank heavens for people like you, I never thought i could do it that way. It
poses another question though. How can I get the frequency of each Incident
type for a patient?
Is it possible to combine your approach with Allen Browne's solution?

KARL DEWEY said:
I would suggest a different structure.
Have a table for incident type like this --
IncidentType --
TypeID - Autonumber - primary key
Incident - text

tblIncidents --
IncidentID - Autonumber - primary key
Type - number long integer - foreign key related to [IncidentType].[TypeID]
IncidentDate - DateTime
ClientID - number long integer - foreign key related to [Client].[ClientID]
Remarks - memo - to record 'Other Type of Incident- specify'

--
Build a little, test a little.


omoluabi said:
I'm building a monthly review database for a healthcare company to store
monthly health reports on their patients. I have 6 tables that houses
different classes of data.
namely
tblClient,tblReviewer,tblClientReviewer,tblIncidents,tblMedicalUpdates and
tblMedicationErrors.

There is a one to many relationship between tblClientReviewer and
tblIncidents,tblMedicalUpdates and tblMedicationErrors.

The Yes/No field of interest originated from tblIncidents. Below is a stub
that generated the table:

INCIDENTS: Any incidents to report this month Yes/No:
If yes indicate the type of incident

Reportable Behavioral/Psychiatric Frequency
{1,2,3,4,5,6,7,8,9,10 or more}
Property destruction Frequency {1,2,3,4,5,6,7,8,9,10 or more}
Reportable Medical Incident Frequency {1,2,3,4,5,6,7,8,9,10 or
more}
Elopement Frequency {1,2,3,4,5,6,7,8,9,10 or more}
Sexual Aggression Frequency {1,2,3,4,5,6,7,8,9,10 or more}
Other Type of Incident- specify Frequency
{1,2,3,4,5,6,7,8,9,10 or more}
Alleged Abuse Frequency {1,2,3,4,5,6,7,8,9,10 or more}
Alleged Neglect Frequency {1,2,3,4,5,6,7,8,9,10 or more}
Alleged Exploitation Serious Injury Frequency
{1,2,3,4,5,6,7,8,9,10 or more}

All the incidents above are fields in my tblIncidents. Now the big question
is how to go about representing the frequency of each in the table. Remember
we don't need to record the frequency if the incident never took place.
Click to expand...
Click to expand...
 
If the answer was No, presumably the Number is zero. It seems to
me that this would be a better (more reliable) design, as it would
prevent the existence of bad data (e.g. where the Yes/No field
contains No, but the Number field contains 8.) Having just the
Number field avoids that kind of inaccuracy.
Click to expand...

The other nice thing about that is you don't lose the Boolean test.
Instead of testing Yes/No field = True, you'd test Count <> 0, or,
for that matter, Count Not False. Of course you'd want to have the
default value of the Count field by 0, but if you needed to know it
hadn't been filled out (such that you didn't want the default value
to be 0), you could test ((Not IsNull(Count)) AND (Count <> False)).
This will work because (False And Null) returns False, so if you
want Null or 0 to return False it would work.

(Not IsNull(Null)) AND (Null <> False) => False (False And Null)

(Not IsNull(0)) AND (0 <> False) => False (False And False)

(Not IsNull(1)) AND (1 <> False) => True (True And True)

All other numbers behave the same as 1, of course.
 
Access can count for you. You can use a 'Totals' query or a 'Crosstab'
query. Search Help on those.

I am not familar with Allen Browne's solution.

--
Build a little, test a little.


omoluabi said:
Thank heavens for people like you, I never thought i could do it that way. It
poses another question though. How can I get the frequency of each Incident
type for a patient?
Is it possible to combine your approach with Allen Browne's solution?

KARL DEWEY said:
All the incidents above are fields in my tblIncidents.
Click to expand...
I would suggest a different structure.
Have a table for incident type like this --
IncidentType --
TypeID - Autonumber - primary key
Incident - text

tblIncidents --
IncidentID - Autonumber - primary key
Type - number long integer - foreign key related to [IncidentType].[TypeID]
IncidentDate - DateTime
ClientID - number long integer - foreign key related to [Client].[ClientID]
Remarks - memo - to record 'Other Type of Incident- specify'

--
Build a little, test a little.


omoluabi said:
I'm building a monthly review database for a healthcare company to store
monthly health reports on their patients. I have 6 tables that houses
different classes of data.
namely
tblClient,tblReviewer,tblClientReviewer,tblIncidents,tblMedicalUpdates and
tblMedicationErrors.

There is a one to many relationship between tblClientReviewer and
tblIncidents,tblMedicalUpdates and tblMedicationErrors.

The Yes/No field of interest originated from tblIncidents. Below is a stub
that generated the table:

INCIDENTS: Any incidents to report this month Yes/No:
If yes indicate the type of incident

Reportable Behavioral/Psychiatric Frequency
{1,2,3,4,5,6,7,8,9,10 or more}
Property destruction Frequency {1,2,3,4,5,6,7,8,9,10 or more}
Reportable Medical Incident Frequency {1,2,3,4,5,6,7,8,9,10 or
more}
Elopement Frequency {1,2,3,4,5,6,7,8,9,10 or more}
Sexual Aggression Frequency {1,2,3,4,5,6,7,8,9,10 or more}
Other Type of Incident- specify Frequency
{1,2,3,4,5,6,7,8,9,10 or more}
Alleged Abuse Frequency {1,2,3,4,5,6,7,8,9,10 or more}
Alleged Neglect Frequency {1,2,3,4,5,6,7,8,9,10 or more}
Alleged Exploitation Serious Injury Frequency
{1,2,3,4,5,6,7,8,9,10 or more}

All the incidents above are fields in my tblIncidents. Now the big question
is how to go about representing the frequency of each in the table. Remember
we don't need to record the frequency if the incident never took place.

:

The problem is that I'm somewhat short of ideas on how to make this work.
What kind of data are you collecting and how do you plan to use it?

I'm planning to make FreqID a foreign key on my Incidents table which contains the choices (Yes/No) fields.
You do not need a frequency field (Nor for that matter a tblFrequency) as
your queries can count for you when you need that information.


--
Build a little, test a little.


:

Hi all,
I'm designing a database that requires users to specify the number of times
a Yes/No field occurs. This number is not required if the choice is No but if
Yes, I plan to create a drop down menu for the user to specify the number of
times the choice occured.
My first thought is to create a Frequency field for each choice but then I
thought there must be a better way to do it. I came up with an idea to create
a Frequency table (tblFrequency) described below:

tblFrequency:
Field: FreqID
Field: Freq

I'm planning to make FreqID a foreign key on my Incidents table which
contains the choices (Yes/No) fields.

The problem is that I'm somewhat short of ideas on how to make this work.
Thanks for your patience.
Click to expand...
Click to expand...
Click to expand...
 
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