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Old 08-21-2019, 04:56 PM   #1
AGNewton5
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Access Training Database

Hi,

I am attempting to build a database that will track training of employees in my department. I am struggling with some things in the creation part of it. My struggle is that I am needing to have about 70 different training courses (each course would have a Revision date and revision #) that will need to be accessible from 8 different Job Positions. I would also need to have the training completion date be impacted by revisions. A lot of the jobs have similar training, but the more complex jobs require some additional training as well. I would like to have forms that would be specific to the job position, and would want to store a scanned version of the training in PDF form with each record. I know this is a lot and I am very new to Access, but any help in getting started would be greatly appreciated.

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Old 08-21-2019, 06:08 PM   #2
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Re: Access Training Database

Hi. You need to start designing your table structure. Once you have something started, you can post it here for a quick review.
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Old 08-21-2019, 06:46 PM   #3
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Re: Access Training Database

Hmm, this should get you started...
https://www.access-diva.com/dm7.html

There are also come links on the right you might want to browse thru.

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Old 08-21-2019, 08:05 PM   #4
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Re: Access Training Database

Basically I will have the following major categories:

EmployeeTable
EmployeeID
FirstName
LastName
Position
Shift
Active

TrainingTable
TrainingID
TrainingDetails
TrainingRevisionDate
TrainingRevision#

My confusion at this point would be linking this data so that each position automatically populates the correct training path to be qualified. I have over 100 different training courses and each course could be needed for several positions. These courses also have to have completion dates (for when the employee completes the training- this would need to have some sort of trigger to flag employees that have completion dates prior to the revision) that link to the employee. I really would like to learn more about databases and how to make these function. Any help would be greatly appreciated.
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Old 08-21-2019, 08:22 PM   #5
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Re: Access Training Database

Well, I posted a link, did you see that? Based on what you posted seems like it might help.
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Old 08-22-2019, 08:28 AM   #6
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Re: Access Training Database

Quote:
Originally Posted by AGNewton5 View Post
Basically I will have the following major categories:
Hi. You're going to need more tables than that. Please take a look at the link Gina provided and post any questions you have.
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Old 08-22-2019, 08:37 AM   #7
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Re: Access Training Database

Gina has offered a more complete model, but I'm attaching one that may help put a few things into context.

Build a model, some test scenarios and data and vet your model before getting too deeply into physical MS Access.

Good luck.
Attached Images
File Type: jpg EmployeePositionTraining.jpg (40.9 KB, 27 views)

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Old 08-22-2019, 09:41 AM   #8
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Re: Access Training Database

jdraw,

I feel that your description is nearly exactly what I am trying to do. I guess I am still trying to get the basics down for how to structure everything and then link the needed parts together. On your model, would it be possible to have a revision of training that would use the revision date and revision # that could help me track when an employee is needing an update training? I know it is just a sketch, but I am trying to figure out where I would structure that in order to achieve what I am looking to do.

Thank you in advance.
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Old 08-22-2019, 09:53 AM   #9
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Re: Access Training Database

I suppose anything is possible. I don't understand the requirement in any detail.
It seems you are possibly dealing with Training Course syllabus or some detail for revisions to Courses.
Another aspect of what you may be facing is changes/revisions to Course Session Dates. That is, Courses are the Subject matter, they are presented in different Sessions/Rooms/Times/Dates/Teacher depending on how involved you may be.

I presented an overview model to show Training Required by Position or Taken / Scheduled by Employee who may Occupy a Position.

If you write a detailed description of what you are trying to support with a database, then I'm sure you'll get lots of focused responses.

You may find models at Barry Williams' site that suit your needs (at least in part).

Gina has provided a detailed model that should give you some insight.

Good luck.

http://www.databaseanswers.org/data_...ters/index.htm
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Old 08-22-2019, 10:54 AM   #10
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Re: Access Training Database

Quote:
Originally Posted by AGNewton5 View Post
jdraw,

I feel that your description is nearly exactly what I am trying to do. I guess I am still trying to get the basics down for how to structure everything and then link the needed parts together. On your model, would it be possible to have a revision of training that would use the revision date and revision # that could help me track when an employee is needing an update training? I know it is just a sketch, but I am trying to figure out where I would structure that in order to achieve what I am looking to do.

Thank you in advance.
To help clarify, Does the training fall into one of the following?

1) A given course is only good for a set duration (normally 1 year or 2 years) and needs to be redone afterward?
2) A given course is good until a new "revision" comes out, then EVERYONE needs to take the new "revision"?
3) Both 1 and 2 above?
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Old 08-22-2019, 11:29 AM   #11
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Re: Access Training Database

I hope this works, hopefully I have attached an idea of the design using your structure.


design.JPG
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Old 08-22-2019, 11:42 AM   #12
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Re: Access Training Database

Please tell us more about RevisionDate and Revision number. Are you suggesting that for some courses the content is so significantly revised that an Employee must take the revised course id addition to a similarly titled course that he/she may have alreay aken successfully???
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Old 08-22-2019, 12:08 PM   #13
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Re: Access Training Database

The Revision Date and Revision # are done when work processes change to ensure that the employee understands the slightly modified tasks that they need to complete. The overall TrainingID will stay the same, but all employees that have taken the course previously will need to retake it to be compliant. Basically the date completed would be the most important part of this. Once the course would be modified, the date of modification would need to trigger all employees that need retraining. I hope I didn't over complicate this.

thank you in advance!

Last edited by AGNewton5; 08-22-2019 at 12:12 PM. Reason: missing something
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Old 08-22-2019, 12:50 PM   #14
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Re: Access Training Database

Quote:
Originally Posted by Mark_ View Post
To help clarify, Does the training fall into one of the following?

1) A given course is only good for a set duration (normally 1 year or 2 years) and needs to be redone afterward?
2) A given course is good until a new "revision" comes out, then EVERYONE needs to take the new "revision"?
3) Both 1 and 2 above?
Mark, #3 is correct. Training is normally good for 5 years. Revisions would make that timeline shorter. I supervise a Manufacturing plant and want a better system to help keep control of my employees training.

Thank you in advance!
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Old 08-22-2019, 01:04 PM   #15
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Re: Access Training Database

Quote:
Originally Posted by AGNewton5 View Post
The Revision Date and Revision # are done when work processes change to ensure that the employee understands the slightly modified tasks that they need to complete. The overall TrainingID will stay the same, but all employees that have taken the course previously will need to retake it to be compliant. Basically the date completed would be the most important part of this. Once the course would be modified, the date of modification would need to trigger all employees that need retraining. I hope I didn't over complicate this.

thank you in advance!
I put that in as bold and red to make sure were very clear;

Employee takes "Widget Waxing" V1.
When "Widget Waxing" V2 comes out, they need to take the course all over again.

This means that you have a "Training Category" of "Widget Waxing" and a "Training Course" of "Widget Waxing V1" or "Widget Waxing V2". Each would get its own ID and you'd look for that.

When you try to match up what is needed for a given position, you look to the category, but when you look for "What is required on date" you look at the course and its start date.

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