db design

[OCM]

Greetings,
I just started a new position and assigned a new project to design a database using Access XP for a non profit organization.
They have four departments each with 5 to 10 employees. Some of them have to go out to a site and collect data and others collect data over the phone and manually enter them and give the report to their director every month (hand written report).
The directors then combine these report and fax them to the state every month.
Now my new job will be to design a database where by I'll run a report for each department(eg. Department #1 has a total of 25 records and entered by 'name of user' etc.) and another report (total report) for the stat (combining all four reports).
I kind of have an idea what I need but not sure how to go about creating them.
Please help!

Thanks in advance,

DD

 

[AccessDevJunior]

Create a table with all the fields you require to show on your report including a field called 'department'.
Then create 2 select queries, each query containing all the fields from the table.
In one of the queries in the department field enter [Enter Department] and in the date field [Enter Date] and save the query 'by department'.
You can the create 2 tabular reports based on each of the querys, one called 'show all'and one call 'by department'.

When you open the 'show all' report it will ask you for the date, input the date and the report will bring up all records inputted for that date in a list.
When you open the 'by department' report it will ask you for the date and the department, this report will then show all records on that date and for the department you inputted.

it would be best to input the data froma form and crate a combo box for the department names so that users do not miss spell their department name.

i hope this will help you.

 

[willir]

You know, perhaps before trying to design the database, it might be an idea to see what type information needs to be captured, and then see if the design needs to be "normalized"....

Either one of these links give you back ground material

http://r937.com/relational.html

http://www.abcdataworks.com/fundamentals.htm

Otherwise, you may end up an awkward setup.

Just a thought.
Richard

 

[OCM]

Thanks for the reply and the link!
OCM