training database - required training per employee

[Jori via AccessMonster.com]

I am a novice Access user. I would like to set up my current training
database in the most efficient way to run reports showing which employee
needs what training classes and by what date. I'm basically having a hard
time deciding when I should have data in a separate table or generate it from
a query. I'm afraid I'm duplicating information where it shouldn't be.

My goal is to run reports stating Employee A needs classes 1, 2, 3, 6, 9.
Class 1 is due by 12/31/09. The problem is I have employees characterized by
job title (e.g., Engineer) who need class 1 & 2 but not the rest and so on.
I'd prefer to make the training classes tied to the individual, not the job
description. Otherwise I have to create numerous job descriptions (Eng. A,
Eng. B, etc.). As I add new classes the original "training requirements for
Eng. A) is now not applicable to that entire group of folks so then I have to
re-do that group (example: the person may now need effective communications
training but the rest of the folks in Eng. A group do not).

I have the following separate tables so far:

Table 1 (Employee table): EE ID#, First, Last Name, Active (yes/no box),
training category
Table 2 (Department numbers): Autonumber, Dept #
Table 3 (Classes): Class Number, Class Name, Req. Frequency,
Table 4 (Class Attendance): EE ID#, Class Number, Date Attended, Date Expired

Initially, I added "training categories" to the employee table and then made
a separate table as follows:

Table 5 (Training Category Directory): TrainingCategory#, Training category
(from Table 1), and then I have a bunch of yes/no columns defining each
training category (maintenance would have Electrical, Compressed Gas, etc.).
This was so I could remember how to define the training categories.

Bottom line, I want to know the correct way to create a training needs
assessment by individual in Access.

 

[Fred]

Hi Jori,

First you'll have to clarify a few things to yourself and us.

You indicated that you want to record individual requirements for training.
But yet you have a fair amount of discussion (and some structure) where
training requirements relate to titles and classes. As a subtler example,
your inclusion of a "frequency" field in your class table indicates that such
is an attribute of the class.

As a mental starting point for analysis, if your sole need is to record
requirements for training, in your mind (or on a copy) start by removing the
frequency field from classes, plus anything else that implies otherwise, and
make a new table (shorten my long name)
InstanceOfAClassAttendenceRequirementForAPerson. Two of the fields in it
will be the ID number of the person and the ID number of the class.

- - -

Now/or think about those other things that might reflect on those
requirements. For exam[ple, frequency of a class, information about Job
titles and title-dependent class requirements. What you wnat to do with
such information / considerations:

1. Leave it out of the database? In that case the "how to" is simple

2. Record it in the database, but just as general information that will
not trigger anything, it will just be "looked at" by people who will then
create training instance requirements in that new table. If so, just add
those fields

3. Have those considerations somehow automatically generate instances of
training requirements. If so, I would clarify excatly what those "rules"
are, and re-post in this group.

Hope that helps

Fred

 

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