New Database

[Paul Ward]

I am wanting to build a database for my youth organisation and I am not sure
where to start, the kind of things I want to create are:

1. A table with child's name contact details, dob, etc .
2. Next of Kin details
3. Any medical problems
4. Weekend camps and course that they may attend
5. We also have number of subjects in the curriculum with so many lessons in
each subject, I would then like to put a date when each lesson is taught and
who taught it.
6. I would then like to have some kind of master record that brings all the
above together so that I can print individual reports off on each student.

Any help greatly appreciated.

 

[John W. Vinson]

I am wanting to build a database for my youth organisation and I am not sure
where to start, the kind of things I want to create are:

1. A table with child's name contact details, dob, etc .
2. Next of Kin details
3. Any medical problems
4. Weekend camps and course that they may attend
5. We also have number of subjects in the curriculum with so many lessons in
each subject, I would then like to put a date when each lesson is taught and
who taught it.
6. I would then like to have some kind of master record that brings all the
above together so that I can print individual reports off on each student.

Any help greatly appreciated.

I'd suggest the following tables:

Participants
ChildID <Autonumber Primary Key>
LastName
FirstName
DOB
<other biographical data>

Contacts
PersonID <Autonumber Primary Key>
LastName
FirstName
HomePhone
WorkPhone
Address
City
State
PostCode
<other contact details>

ParticipantContacts
ChildID <link to Participants>
PersonID <link to Contacts>
Relationship <e.g. Parent, Guardian, PTCICOE>

MedicalConditions
ConditionID
Description <e.g. Bee sting allergy>

ParticipantConditions
ChildID
ConditionID
Comments <e.g. severity, medications needed/available, ...>

and similar tables for Camps, Courses, Subjects... with additional tables to
relate each of these to the Participants table.

Reports would NOT require a "master record" but instead be based on a Query
joining the participants table to the other tables as needed. You might need a
Report with Subreports to independently display (say) ParticipantConditions
and course enrollments.


John W. Vinson [MVP]

 

[Paul Ward]

Thanks for the information, I have just started builing the tables.

How do I link the tables together like you say in the particpantcontacts
table ChildID link to Participants.

Thanks
Paul

 

[John W. Vinson]

How do I link the tables together like you say in the particpantcontacts
table ChildID link to Participants.

Open the Relationships window; add all the tables. Drag ChildID from
Participants to ParticipantContacts. Note that if ChildID is an autonumber in
Participants then it must be a Long Integer number field (*NOT* an
autonumber!!) in ParticipantContacts.

John W. Vinson [MVP]