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MS Access 2003 - Large DB - Multiple tables w/multiple queries from each table.

P: 5
Ok, so I apologize in advance for the wordiness of what follows... (I am not looking for someone to make this for me, but to point me in the right direction for the steps I need to take.)

I was nominated at work to design a "system" that would allow us to track the performance of our employees. So I thought Access. Should be simple enough because I have made simple DB's with it before. I was wrong. This has turned into a bigger deal than I thought it would.

So I need as much help as you can give me.

I work for a stage show with performers. There are about 30 total employees. Of the 30, 12 people perform in each show in different show tracks. There are three shows per day, 365 days per year. The same 12 do not do all three shows every day. And, the 30 people are cross trained to do different show tracks.

So, Person 1 could be in the first, and second show as The Hero, and then the third show as the bad guy. Or only the third show.

What I need...

I need to be able to track the performers performance in the role they play during a specific show. And, this goes for all 12 in the show. Specifically, they are supposed to hit certain marks and do certain manuevers during the show. We want to rate them on whether they do it right or not. There are multiple (5-15) marks per different show track to capture data on during each show.

I have never done a DB that uses multiple tables that are linked together. Likewise I don't know how to setup the queries to make the reports. Ideally, I would like to create a simple entry screen that would allow for us to create a report for a specific: 1) Actor by name 2) specific role 3) Show track performed.

I started with a form for each track, that had entry fields for the marks that correspond to that track.
For example:
Hero Form
Performer name - Show Date - Show Time
Mark 1 - Mark 2 - Mark 3 - Mark 4 - etc

Bad Guy 1
Performer name - Show Date - Show Time
Mark 1 - Mark 2 - Mark 3 - Mark 4 - etc

I had set it so that each form wrote to one central table, but I was told that was a bad design. Unfortunately, I don't know how to make multiple table with multiple queries, joins, etc work.

I think this makes sense. Thank you in advance for your time.
Dec 28 '06 #1
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8 Replies


MMcCarthy
Expert Mod 10K+
P: 14,534
OK

The first thing is you can't start with the forms you have to start with the tables and get the design right first. The following should get you started thinking in the right direction.

Mary

tblPreformers
PreformerID (Primary Key - Autonumber)
Name
Other personal information

tblRoles
RoleID (Primary Key - Autonumber)
RoleName
Show

tblTracks
TrackID (Primary Key - Autonumber)
TrackDescription

tblTrackPerRole
TrackID (Foreign Key to tblTracks)
RoleID (Foreign Key to tblRoles)
Both foreign keys go to make up a primary key

tblPreformersRoles
PrefRoleID (Primary Key - Autonumber)
PreformerID (Foreign Key to tblPreformers)
RoleID (Foreign Key to tblRoles)

A query based on the previous two tables will show the tracks the preformer should have completed for the role.

tblTracksCompleted

TracksCompletedID (Primary Key - Autonumber)
PreformerID (Foreign Key to tblPreformers)
RoleID (Foreign Key to tblRoles)
TrackID (Primary Key - Autonumber)
Rating
Jan 1 '07 #2

P: 5
I had never seen (FK) before. I looked it up, and unless I am mistaken it is only used within an ADP, and therefore also requires connection to an SQL server. For a number of reasons with this project, this option is not available.

So, I guess I am only creating a MDB. How does this change the structure? Does this cause a problem for what I want to accomplish?
Jan 2 '07 #3

MMcCarthy
Expert Mod 10K+
P: 14,534
I had never seen (FK) before. I looked it up, and unless I am mistaken it is only used within an ADP, and therefore also requires connection to an SQL server. For a number of reasons with this project, this option is not available.

So, I guess I am only creating a MDB. How does this change the structure? Does this cause a problem for what I want to accomplish?
Foreign keys are used in all databases. Check out the following site regarding how they are used in Access.

About relationships in an Access database (MDB)

Mary
Jan 2 '07 #4

P: 5
Thank you for your help, Mary.

Ok so I kinda get the (FK) thing.

But looking at your example:

If the Role is the peformers character in the show. And Track is the spot they are supposed to hit.
Then how would I structure it if each Role had say 15 Tracks per show.

Filling in the information:
RoleID1 = Hero
RoleID2 = Bad Guy 1
RoleID3 = Bad Guy 2
... to RoleID15 = Bad Guy 16

So for RoleID1 there are 15 Tracks per show, etc.

Would I have to make a Track table for each of the different RoleIDs?
Jan 3 '07 #5

MMcCarthy
Expert Mod 10K+
P: 14,534
Thank you for your help, Mary.

Ok so I kinda get the (FK) thing.

But looking at your example:

If the Role is the peformers character in the show. And Track is the spot they are supposed to hit.
Then how would I structure it if each Role had say 15 Tracks per show.

Filling in the information:
RoleID1 = Hero
RoleID2 = Bad Guy 1
RoleID3 = Bad Guy 2
... to RoleID15 = Bad Guy 16

So for RoleID1 there are 15 Tracks per show, etc.

Would I have to make a Track table for each of the different RoleIDs?
No you can see that the Track table has a field called RoleID. In the Track table you would have a record for each tract for each role. They can all be put in the same table. The other option is to have a join table between Track table with just list of all tracks and Role table with list of all roles. This would have two field TrackID and RoleID but in your case I don't think this is necessary.

Mary
Jan 3 '07 #6

P: 5
I taught myself web dev., visual basic, and a ton of other apps, but this just isn't clicking in my head. I think for now, I may have bit off more than I chew. I think I am going to have to put this one aside until I can spend the time to really learn the ins and outs.

Thank you for all of your help.
Jan 9 '07 #7

MMcCarthy
Expert Mod 10K+
P: 14,534
I taught myself web dev., visual basic, and a ton of other apps, but this just isn't clicking in my head. I think for now, I may have bit off more than I chew. I think I am going to have to put this one aside until I can spend the time to really learn the ins and outs.

Thank you for all of your help.
We've started up a new tutorial thread on the forum here. Check out the first item on the list about Table Structures.

Mary
Jan 11 '07 #8

P: 5
Cool thank you.
Jan 11 '07 #9

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