Index system for Policies and Procedure Document

[Tick Tock Childcare]

Hi All

Im not an access programmer but ive no stranger to Access.

Im using 2007 to create a database of my companies Policies and Procedures Document. Rather than use Word Ive decided to use records for each policy and then run the report to print the whole document. In short it helps me manage the document and the ability to integrate it into the new website via sql.

I have a table with the following:

• Primary Key
• Revision Date
• Policy Title
• Policy Desc
• Policy Content

However, im using access standard primary key function in the table to identify each Policy, but, Im coming stuck when I get to a sub item within the policy. Such as:

1. Staff
1.2 Staff Breaks
1.3 Staff Wages

How do i do this? I also want to use a switch board to add records using the form i have created, print policies, search and edit policies etc. I also think ill come stuck when i try to add a "sub policy" using that switchboard.

Your help would be appreciated.

Regards

Alex Knopp
Operations Director

 

[plog]

im using access standard primary key function

Your killing me with database jargon. Let's talk about this in English (which still needs some clarification).

You typed 'companies' did you mean the singular possesive or the plural possessive, i.e. is there more than one company? Also, you mentioned 'policies and procedures', then you listed policy data, but no procedure data. Is 'policies and procedures' refering to one entity or two, are policies distinct from procedures?

Weeding out all the database terms I inferred this: You need a database system to keep track of policies that can have sub-policies with the ultimate goal of being able to produce a policy manual. Correct?

 

[jdraw]

I agree with plog - plain English until we're all talking about the same thing.
There is a sample data model that may help with some aspects of the issue at
http://www.databaseanswers.org/data_models/document_management/index.htm

Good luck.

 

[Tick Tock Childcare]

Apologies for the confusion folks.

One Company, Tick Tock Childcare.

Current word document name - Tick Tock Policies and Procedures.

The document is made up of company policies and company procedures all numbered. Each policy / procedure has various sub sections within.

1. Staff Management
1.2 Staff Breaks (operational procedure)
1.3 Staff Wages (Policy)

2. Billing
2.1 Day Care Billing
2.2 Nanny Billing
2.3 Terms and Conditions

 

[Tick Tock Childcare]

Your killing me with database jargon. Let's talk about this in English (which still needs some clarification).

You typed 'companies' did you mean the singular possesive or the plural possessive, i.e. is there more than one company? Also, you mentioned 'policies and procedures', then you listed policy data, but no procedure data. Is 'policies and procedures' refering to one entity or two, are policies distinct from procedures?

Weeding out all the database terms I inferred this: You need a database system to keep track of policies that can have sub-policies with the ultimate goal of being able to produce a policy manual. Correct?

Correct!!!

 

[plog]

Proper normalization would say you have 2 tables: PolicyAreas (i.e. Staff Management, Billing, etc) and Policies (Staff Breaks, Nanny Billing). Based on data provided thus far, this would be the layout of those tables:

PolicyAreas
AreaID (autonumber), AreaNumber, AreaName (text)
1, 3, "Customer Service"
2, 2, "Billing"
3, 1, "Staff Management"

Policies
PolicyID (autonumber), PolicyNumber, AreaID (number), PolicyTitle (text), Policy (text/memo)
1, 1, 2, "Day Care Billing", "Day care will be provided..."
2, 2, 2, "Nanny Billing", "Nanny services will be..."
3, 3, 2, "Terms and Conditions", "The terms and conditions of..."
4, 2, 3, "Staff Breaks (operational procedure)", "All staff will be allowed..."
5, 3, 3, "Staff Wages (Policy)", "All compensation will be determined..."