need some help

[bam12]

I am new with access and need to create a database

create and print reports weekly, monthly, yearly and given timeframe, by
employee, by task,etc

there are about 25 employees and about 30 tasks

need to track each employee's tasks for the day and amount of time and
production volume
There will be some calculations also

I figure need the following 1. table of employee info 2. table of tasks

Any help would be greatly appreciated and thanks in advance for any help

If any more info is needed let me know

 

[Steve]

I can create the database for you for a modest fee. I provide help with
Access, Excel and Word applications for a reasonable fee. If you would like
my help, contact me.

Steve
(e-mail address removed)

 

[karl dewey]

I hear tell that Steve is forever soliciting in this forum that provide free
information by volunteers.

 

[K. Ramakers]

Hallo,
Ik wil graag alles delete want ik heb er 300 erinstaan.
Kan jij mij daar mee helpen?
Ik ben er nog niet in.
B.v.d.
Ik heet Karin Ramaker-Keller
Hollandsche Tuyn 16
2645HJ Delfgauw
Mijn e-mail adres is (e-mail address removed)


Op 02-03-09 20:34, in artikel
(e-mail address removed), karl dewey

 

[Fred]

I know that this is not what you thought the answer would look like but:

Your first step is to develop a clear, organized, rigorous understanding of
the nature, entities and structure of the data that you want to database.
Deciding to have lists of employees and tasks is a start. Your statement
"tasks for the day and amount of time and production volume" gives hints at
the other questions but doesn't answer them. Things like:

- Are there genera assignments of tasks to employees, or are there
day-specific assignments. "assignment" is a relationship = entity, and I
have just described two possible entities that you need to decide wheter or
not you want to track.

- Can one assignment be assigned to more than one employee?
- Does your working definition of the word "assignment" refer to a general
task (e.g. sweeping the floor) or to a particular instance of it (the August
24th sweeping of the Room 101 floor)

- By recording "amount of time" do you need to record the actual start and
stop times and the calcualte the hours, or are you just going to record
quantity of hours.

Once you have done this, then design your tables. You will have developed
the specifics to do the table design or to get help from this forum which
should be FREE. These forums maintain their value due to the "fresh air" of
everyone providing the help for free, but as you have seen there's always 1
or 2 people who will fart in the elevator.

 

[bam12 via AccessMonster.com]

1. each peron is assign a task for the day, when done they go one to another
task, this task can be anything
2.yes more than 1 person can be assigned the same task and task are general
(open.sort tray mail)
as tonight I did 4 different task
3, they record time in hours and minutes but time is in decimal form

Thanks for the help Fred

 

[Fred]

There are more questions, but to keep this rollong I write them plus some
presumed answers:

In addition to tracking time spent on a task, doe you want to track the mere
assignment of a task? NO

I assume that when you say "production volume" you mean time spend on tasks?
Yes

Is there anything else that you want to track that you haven't explicitly
told about? NO

By "record in hours and minutes but time is in decimal form" do you mean
that the worked time is recorded in hours and minutes but the reports are in
decimal hours. (e.g. if worked 2 hours 15 minutes and then 1 hour fifteen
minutes, the total time would be reported as 3.5 hours)

If theses guesses were right, there here would be a table structure:

Table of Employees, with employee info plus autonumber PK (primary key)
field EmployeeID


Table of tasks with task info plus autonumber PK field TaskID

Table of instances of an employee working on a task, having these fields:

Employee ID (FK, foreign key)
TaskID
HoursWorked
MinutesWorked
NotesOnThisINstanceOfWork (optional)
WorkInstanceID PK autonumber (optional, not used at this time)


Link the PK and FK fields to their namesakes

That would give you a good foundation, again, if my guesses at answers to my
questions are right.

 

[Fred]

Correction. That last table is instances of an employee working on a task
DURING A PARTICULAR DAY And include a date/time field in that table.
Possibly with a default value of =date()

 

[bam12 via AccessMonster.com]

In addition to tracking time spent on a task, doe you want to track the mere

assignment of a task? NO

Not sure on how to answer this one but I beleive you are right on this one we
dont need to track the assignment of the task

I assume that when you say "production volume" you mean time spend on tasks?

Yes

No production volume could be pieces, inch count, records. etc
example i open 23 inches of mail

By "record in hours and minutes but time is in decimal form" do you mean

that the worked time is recorded in hours and minutes but the reports are in
decimal hours. (e.g. if worked 2 hours 15 minutes and then 1 hour fifteen
minutes, the total time would be reported as 3.5 hours) yes below is an example

example worked on task 748 for 1 hour 20 minutes and 23 inches
this would be be shown on sheet as 748 1.33 time spent on job and 23
inches (minutes are divided by 60 for decimal)

I think I need a date field because have to log task that I did daily

 

[bam12 via AccessMonster.com]

By the way, if I forgot, thanks for the help Fred

In addition to tracking time spent on a task, doe you want to track the mere

assignment of a task? NO

Not sure on how to answer this one but I beleive you are right on this one we
dont need to track the assignment of the task

I assume that when you say "production volume" you mean time spend on tasks?

Yes

No production volume could be pieces, inch count, records. etc
example i open 23 inches of mail

By "record in hours and minutes but time is in decimal form" do you mean

that the worked time is recorded in hours and minutes but the reports are in
decimal hours. (e.g. if worked 2 hours 15 minutes and then 1 hour fifteen
minutes, the total time would be reported as 3.5 hours) yes below is an example

example worked on task 748 for 1 hour 20 minutes and 23 inches
this would be be shown on sheet as 748 1.33 time spent on job and 23
inches (minutes are divided by 60 for decimal)

I think I need a date field because have to log task that I did daily

There are more questions, but to keep this rollong I write them plus some
presumed answers:

[quoted text clipped - 33 lines]

That would give you a good foundation, again, if my guesses at answers to my
questions are right.

 

[Fred]

You DO need the date field....I made a mistake on my first post and lefte it
out, then corrected myself on the second posts.


Based on your new comments on production, if you can live with just a free
form written record, you can just add ProductionNotes text field to your
"InstancesOfWOrking......" table.

If you have to summarize production or otherwise deal with it
mathematically, then you have at least one more question to answer for
yourself. Here it is with a presumed answer:

Is there just one type/unit of production for each task? Yes

The define the type of production and units/measurement of that production.
IMPORTANT from then on, everything has to abide by those definitions. Put
those into two new text fields in your tasks table.


Then add a numerical QuantityOfProduction field (pick a type that can
accept decimals) to your InstancesofWork table.

That should provide a good foundation.

 

[bam12 via AccessMonster.com]

on my task table i was thinking of this as the fields
1 task number
2 task description
3 standard or production volume for that task
example 748 open tray mail 15

 

[Fred]

Your new post implies that my guess (one one type of production for each
task) is correct was correct.

Beyond that, your big fork in the road is deciding on the other question
whihc was:

- can live with just a free form written record

vs.

- have to summarize production or otherwise deal with it
mathematically

If it's the latter, then your task table will need to define units of
measure (e.g. inches, dozens etc.) for the production of that task. Not
sure what yo mean by "standard" but that sound like a whole new different
type of data.

 

[John Marshall, MVP]

I can create the database for you for a modest fee. I provide help with
Access, Excel and Word applications for a reasonable fee. If you would like
my help, contact me.

Steve

These newsgroups are provided by Microsoft for FREE peer to peer support.
Stevie has proven on many occassions that he does not understand this
concept and offers questionable services at questionable prices. There are
many experts who gladly help for FREE. Stevie is not one of them.

John... Visio MVP

 

[bam12 via AccessMonster.com]

sorry for the confusion each job has a standard that employee must meet per
hour.
just like the example i showed 15 is the standard for job 748. the reason I
need the standard is to see if meeting the required amount of job or above .
this is a calculation part.
I am not quite worried about this part right now, want to get the database
set up first, looking down road , and figured set up this table while doing
the rest of tables

I will try to be more specific in my explanations, will get you more info if
you need it on above mentioned part have to check out formula for it