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MS Access Forum / New Users / February 2006student database
Hi, I am new to databases. I have been trying to teach myself enough so that I can develop a db to track student volunteer hours. Each grade level has a different service hour requirement ( ie 9th grade requires 10 hours, 10th grade = 20 hours, 11th grade = 30 hours, 12th grade = 40 hours). I have started a Student Service Card with a Service Hour Detail subform. I was thinking that tabbed subforms titled with the applicable school years (since a freshman would have different school year to track than a sophomore). What is the easiest way at the beginning of the school year to add the freshman as a group with the appropriate school years on the tabs. Also, can I somehow have an automatic checkbox when the requirement has been met for each school year. Jeez when I started this and boasted to my coworkers that I was going to do this, I thought it would be easy!! They keep asking where it is, and how embarassed am I?? Thanks for any info you can give me. I just can't take another year of spreadsheet hell and tracking 1200 students. HELP! >Hi, I am new to databases. I have been trying to teach myself enough so that >I can develop a db to track student volunteer hours. Each grade level has a [quoted text clipped - 14 lines] >Thanks for any info you can give me. I just can't take another year of >spreadsheet hell and tracking 1200 students. HELP! Stop, and step back a bit. Forms are JUST TOOLS. You should start your design, not with the Forms, but with a logical, normalized set of Tables; then design the forms to fit the tables, not vice versa! I know it's very tempting to plunge right into form design but it's pretty much guaranteed to give you a flawed and difficult design. Check out some of the links at http://home.bendbroadband.com/conradsystems/accessjunkie/resources.html particularly the Database Design 101 links. At a glance, you will need a table for Grades (with only four records), a table for Students, and a table for Service; you would emphatically NOT add a new record when a student graduates from being a freshman to being a sophomore (instead just change that student's Grade field), nor would you store in any table that the requirement has been met (as this can easily be calculated on the fly from the hours-required vs. the hours-worked). John W. Vinson[MVP] I'm sorry I did not give you enough details. I did develop tables and they are: Students, StudentService, Grades, Organizations, SchoolYear, ServiceCategory, Student Status The Grade table was developed as you said with the 4 grades and a second field for service hours requirement per grade. The SchoolYear table has the primary key of: 0506 for the 2005/06 school year, etc. That would designate which school year to attribute the hours to as the data is entered. I added an Organization table and Service Category table because I am asked to report who we are serving. So I am now faced with developing the forms and the clearest way to input and present the data. Also, I have been on every Access info page on the web. It has helped immensely to get me this far but I am in the middle of knowing the very basics and staring blankly at the event procedures, macros, etc. I can't find much info move to the next step. Have I made it any clearer? or have I confused you? Thanks for your response. > >Hi, I am new to databases. I have been trying to teach myself enough so that > >I can develop a db to track student volunteer hours. Each grade level has a [quoted text clipped - 36 lines] > > John W. Vinson[MVP] >I'm sorry I did not give you enough details. I did develop tables and they >are: Students, StudentService, Grades, Organizations, [quoted text clipped - 17 lines] > >Have I made it any clearer? or have I confused you? Thanks for your response. Sorry I've been so long getting back to you... and then only to tell you "sorry, I'm going out of town for a week and won't be able to reply". I'd suggest you post a new thread, listing your Tables, their relationships, and their Primary Keys; and - reasonably clearly - what it is that you want to accomplish, and what you've already done to accomplish it. One of the other volunteers should jump in to help. Again... my apologies, this just got to be "sixth on the list of five"! John W. Vinson[MVP] |
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