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Evaluation Form 1

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ba4crm

ba4crm

Technical User
Dec 19, 2003
92
US
Hi,
Can anyone provide some direction on how to create an evaluation form in Access? The form has 4 sections, with between 4 - 8 questions in each section. The questions carry between 3 - 15 points at random. Each employee gets evaluated 10 times per month. I would like to display the employee name, date of eval, the question #, description, max points, score and comments (for each question) and then have totals/% by section and then total/% for entire eval. I created a table with Employee Name, date, question#, description, max points, score, comments - it does not seem to be very efficient, since it repeats the same data and the only thing that changes is the score... Can you help?

Thanks - RDean
 
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Try reading up on Normalization and Relational Database design. Also check out the Northwind.mdb sample database for ideas on how to normalize your db. Try not to think so much about your "form" yet; concentrate on getting your tables set up correctly first.

Want to get great answers to your Tek-Tips questions? Have a look at FAQ219-2884 or FAQ222-2244. Basics at
 
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GingerR - thank you for the reading materials. Very informative.
Dhookom - thank you for the sample solution. One question though - I have 20 evaluation questions that will always have to be answered in the eval. So instead of the evaluator having to pick the next question, is there a way to have all the questions pre-populate in the form and the evaluator can simply enter the scores and comments?

Thank you again for your guidance/help.
 
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Did you try click the "Append Factors" button?

Duane MS Access MVP
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Yes I did. What I was hoping to achieve was to have all the factors pre-listed, instead of choosing each one from the drop down list.
 
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I just tested this by going to a new, blank record on the main form, selecting a person to evaluate, and then clicking Append Factors. All seven active factors were automatically appended and displayed in the subform. Selecting a factor from the drop down list was not necessary.

Duane MS Access MVP
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It worked - it is an amazing file. Thank you.
I am in the process of making some modifications to meet my business need, and would like some help. My eval factors have different maximum points allowed per factor and I would like it displayed on the sfrm. My sfrm EvalDetails has the EvalId, EvalFactorId (displaying the EvalFactor), Comments and a text box where the evaluator can enter the score. The MaxPts is in the same table as the EvalFactor. How can I display it in the sfrm. I tried using the combo box, but when the form displayed, I had to choose the max pts from the list instead of it displaying on its own. Can you help?
Thank you
 
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I don't recall the structure of the factor table. I expect this is the table you would add a field for max points. You could include this table to the subform's record source which would allow you to display the max points.

Duane MS Access MVP
[green]Ask a great question, get a great answer.[/green] [red]Ask a vague question, get a vague answer.[/red]
[green]Find out how to get great answers faq219-2884.[/green]
 
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Holy catfish batman - that worked! A star is on it's way!
Now here is a really duh!! question - I can use the "Record Source" property of a form to display the fields based on a query that I create right?
 
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Yup. You need to make sure you join tables based on primary and foreign key fields so the records remain editable.

Duane MS Access MVP
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[green]Find out how to get great answers faq219-2884.[/green]
 
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Hi,
Once I click the "Append Factors" Command Button, is there a way to hide that button? I want the user to only be able to click that Command Button one time in that form. Is there an after_update property I could use?

Also - I created a report called "Completed Evaluation" that can be launched from the sfrmEvalDetails, which is part of frmEval. However, when I launch the rpt from the form, it displays all the evaluations. I updated the code like:
DoCmd.OpenReport "rptCompEvals", acViewPreview, , "[EvalId] = '"& Forms!frmEvals!evEvalId & "'".
When I click the cmd to run the rpt, Access asks me for the EvalId as a parameter and if I enter the first EvalId that is in the table, it prints all the ids again. If I enter anything else, the rpt does not provide any data. What am I missing?

Thank you in advance
 
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It is a SELECT statement that pulls data from multiple tables. (tblEval, tblEvalDetails). tblEval is used to create the main form while tblEvalDetails is used to create the sfrm. Both tables are linked via EvalId, evalid is the PK in tblEval, with a data type of AutoNumber.
 
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The EvalID in my sample is numeric so the following might work:
Code: 
DoCmd.OpenReport "rptCompEvals", acViewPreview, , "[EvalId] = "& Forms!frmEvals!evEvalId
I also don't know the exact names of your fields since they aren't the same as mine.

Clicking the button extra times shouldn't cause an issue since there is a unique index on the evdEvalID and evdFactorID fields. You could place a count on the main form that displays the number of records in the subform. Code in the On Current event of the main form could hide the command button if the count of records on the subform is greater than 0.



Duane MS Access MVP
[green]Ask a great question, get a great answer.[/green] [red]Ask a vague question, get a vague answer.[/red]
[green]Find out how to get great answers faq219-2884.[/green]
 
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Thank you (again!) dhookom. The report code did the trick - will give the command button a shot.
Have a wonderful New Year.
 
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