Access ID

[shirl]

Hi

I have a database that was set up very quickly a few years ago, it is
for recording the booking out of equipment to staff at a college.

The database now has over 1500 records and I would like to change how it
works as there is lots of duplicate data and I want to make data entry
easier for the person who has to enter the data.

It consist of one table [Equipment] which has a autonumber primary key
ID containing a list of equipment. Another table [Dept] with an
autonumber primary key containing departments. A third table [Bookings]
with an autonumber primary key ID this contains the staff names, dates
of equipment booked out a field called resource which looks at the
equipment table, area which looks at the department table.

My problem is that as the staff and details of resources booked out are
all in one table, this data is duplicated as each time something is
booked out we have to enter the staff details again.

What I would like is a form which contained the staff details and a
subform which showed the equipment being booked out. I have tried to
make two new tables using a make table query from the [Bookings] table,
but my problem is that when I do that both new tables for the staff and
the bookings both have the same ID as they came from the same table.

How can I separate the staff and bookings yet still keep them linked so
that I can have a form something like the Northwind database, where you
see a record for a person and all of their bookings?

I hope this makes sense, as you can guess I am not an Access expert and
only use it occasionally.

Thanks
Shirl

 

[Steve]

Hi Shirl,

You need the followin tables:

TblDepartment
DepartmentID
Department

TblStaff
StaffID
FirstName
LastName
InActive (Yes/No)

TblDepartmentStaff
DepartmentStaffID
DepartmentID
StaffID

TblEquipment
EquipmentID
EquipmentName

TblEquipmentBooking
EquipmentBookingID
EquipmentID
StaffID
DateOut
DateReturned

You can use a form/subform to enter departments and staff in the department.
Base the main form on TblDepartment and base the subform on
TblDepartmentStaff. Set the Linkmaster and LinkChild properties to
DepartmentID. In the subform, use a combobox to enter StaffID. Set the row
source of the combobox to TblStaff.

You can use a form/subform to enter equipment and equipment bookings. Base
the main form on TblEquipment and base the subform on TblEquipmentBooking.
Set the Linkmaster and LinkChild properties to EquipmentID. In the subform,
use a combobox to enter StaffID. Set the row source of the combobox to
TblStaff.

Steve
(e-mail address removed)

 

[Tom van Stiphout]

On Fri, 30 Apr 2010 17:25:17 -0400, shirl

You have the right instincts. Indeed the previous developer did nobody
any favors with this very bad design.
MakeTable queries may work, but I would rather first create the new
tables manually, with their correct fields, primary keys, and
relationships. This is the part that is most difficult for beginners,
but there is a lot of help out there if you want to learn. For example
here:
http://www.youtube.com/results?search_query=learn+access+by+crystal&aq=0
is a series of videos by a fellow MVP.

Once the database design is in place, create some Append and perhaps
Update queries to copy the data from the old design to the new.

-Tom.
Microsoft Access MVP

 

[shirl]

Thanks for you help, have finally got it sorted.
Shirl

;3718254']Hi Shirl,

You need the followin tables:

TblDepartment
DepartmentID
Department

TblStaff
StaffID
FirstName
LastName
InActive (Yes/No)

TblDepartmentStaff
DepartmentStaffID
DepartmentID
StaffID

TblEquipment
EquipmentID
EquipmentName

TblEquipmentBooking
EquipmentBookingID
EquipmentID
StaffID
DateOut
DateReturned

You can use a form/subform to enter departments and staff in th
department.
Base the main form on TblDepartment and base the subform on
TblDepartmentStaff. Set the Linkmaster and LinkChild properties to
DepartmentID. In the subform, use a combobox to enter StaffID. Set th
row
source of the combobox to TblStaff.

You can use a form/subform to enter equipment and equipment bookings
Base
the main form on TblEquipment and base the subform o
TblEquipmentBooking.
Set the Linkmaster and LinkChild properties to EquipmentID. In th
subform,
use a combobox to enter StaffID. Set the row source of the combobox to
TblStaff.

Steve
(e-mail address removed)


"shirl" (e-mail address removed) wrote in message

Hi

I have a database that was set up very quickly a few years ago, it is
for recording the booking out of equipment to staff at a college.

The database now has over 1500 records and I would like to change ho
it
works as there is lots of duplicate data and I want to make data entry
easier for the person who has to enter the data.

It consist of one table [Equipment] which has a autonumber primary key
ID containing a list of equipment. Another table [Dept] with an
autonumber primary key containing departments. A third tabl
[Bookings]
with an autonumber primary key ID this contains the staff names, dates
of equipment booked out a field called resource which looks at the
equipment table, area which looks at the department table.

My problem is that as the staff and details of resources booked ou
are
all in one table, this data is duplicated as each time something is
booked out we have to enter the staff details again.

What I would like is a form which contained the staff details and a
subform which showed the equipment being booked out. I have tried to
make two new tables using a make table query from the [Bookings
table,
but my problem is that when I do that both new tables for the staf
and
the bookings both have the same ID as they came from the same table.

How can I separate the staff and bookings yet still keep them linke
so
that I can have a form something like the Northwind database, wher
you
see a record for a person and all of their bookings?

I hope this makes sense, as you can guess I am not an Access exper
and
only use it occasionally.

Thanks
Shirl