Creating a job duties matrix

[Claire H.]

I need to create a matrix and I'm not sure where to begin. I would like to
have the job duties listed with check boxes under each employees names; they
would be checked if the employee has that job duty.

Example:

Job duty Bob Sue Ken
Entry x x
Access x x x
Approval x
Override x

Can this be done in Access? If so, how?

Thanks.

 

[Golfinray]

You would need to create a table with the employees and duties and yes/no
columns for the jobs. You could then query what employees you want. I would
bet if you poke around on google, you could probably find an example.

 

[John Vinson]

I need to create a matrix and I'm not sure where to begin. I would like to
have the job duties listed with check boxes under each employees names; they
would be checked if the employee has that job duty.

Example:

Job duty Bob Sue Ken
Entry x x
Access x x x
Approval x
Override x

Can this be done in Access? If so, how?

I'm afraid I'll have to disagree with Golfinray here. The situation you
describe is a "Many to Many" relationship; each person has multiple duties,
and each duty can be performed by multiple people. The proper structure is
NOT a "spreadsheet" with checkboxes; instead it would have THREE tables:

Employees
EmployeeID <primary key, a unique identifier for the person>
LastName
FirstName
<other biographical data as needed>

Tasks
TaskID <primary key, maybe an autonumber>
Task <text, name of the task>
<other fields describing the task if needed>

Assignments
EmployeeID <link to Employees>
TaskID <Long Integer, link to Tasks>
AssignmentDate <when is THIS employee assigned to THIS task>
<other fields as needed, e.g. satisfactory completion or otherwise>

You would want to use a Form based on either the employee table or the task
table, with a subform based on Assignments; you may actually want *both*
forms. This will let you assign multiple employees to a task, or multiple
tasks to an employee, depending on which form you use.