Trackinng Volunteer Hours

[BamaGrad2000]

I am the Treasurer for a Habitat for Humanity affiliate. I am trying to
create a database to track the hours worked by our volunteers. I have
already creaed the Volunteers table, but am unsure of next step. Can anyone
help?

 

[Steve]

See if this works for you .........

TblVolunteer
VolunteerID
<Volunteer name and contact fields>

TblProject
ProjectID
ProjectDesc

TblProjectWorkDate
ProjectWorkDateID
ProjectID
ProjectWorkDate

TblProjectWorkDateVolunteerHour
ProjectWorkDateVolunteerHourID
ProjectWorkDateID
VolunteerID
WorkDateStartTime
WorkDateEndTime

1. Use a form/subform to record the dates any volunteer worked on a
project. Base the main form on TblProject and base the subform on
TblProjectWorkDate.
2. Use a form/subform to record the hours any volunteer worked on any
project. Base the main form on
TblProjectWorkDate and base the subform on TblProjectWorkDateVolunteerHour.
Make the subform continuous.

Steve

 

[BamaGrad2000]

Thank you Steve. At the risk of sounding like a total dufus..... Is using
the forms and subforms fairly self explanatory? I used to a lot of work in
Acess, but it has been a while and I fear that I have gotten quite rusty.

 

[Steve]

1. Use a form/subform to record the dates any volunteer worked on a
project. Base the main form on TblProject and base the subform on
TblProjectWorkDate.

Create the main form based on TblProject. Create another separate form based
on TblProjectWorkDate. Click on Windows - Tile Vertically so you see the
main form in the left pane and the other form in the right pane. Click on
the form in the right pane and drag and drop it on the form in the left
pane. Close the right pane. Open the form/subform in design view, select the
subform control in the main form, open properties to the Data tab and make
sure the LinkMaster and LinkChild properties are set to ProjectID.

Use same routine for other form/subform.

Steve

 

[BamaGrad2000]

Thank you Steve. At the risk of sounding like a dufus again.... I am
assuming I need to create the relationships betwen the tables first. Any
advice? I'm going to owe you!!!!

 

[Steve]

Yes, you need to create the relationships first ..........

1. ProjectID in TblProject ====> ProjectID in TblProjectWorkDate
2. ProjectWorkDateID in TblProjectWorkDate ====> ProjectWorkDateID in
TblProjectWorkDateVolunteerHour
3. VolunteerID in TblVolunteer ====> VolunteerID in
TblProjectWorkDateVolunteerHour

With the relationships created, the LinkMaster and LinkChild properties of
the subform controls should get filled in automatically. Double check
though!!!

Steve

 

[BamaGrad2000]

Steve - I am trying to create the relationships as you suggested, but I keep
getting the following error: "Relationships must be on the same number of
fields with the same data types" Do you have any suggestions?

 

[tina]

suggest you start out by learning, or learning more, about relational design
principles. Access is designed to work best with structures that follow
these principles, so it's well worth the investment of time to get a firm
grasp of them before proceeding. after that, you need to learn, or brush up
on, the basics of the Access software, so you can begin building your
relational design, and be able to communicate clearly when asking questions,
and better understand the answers. for more information on these crucial
first two steps, see http://home.att.net/~california.db/tips.html, Tips 1
and 2.

hth

 

[BamaGrad2000]

Thank you Tina. I fear that perhaps I may have begun asking questions before
being able to fully understand the answsers. I appreciate your help.

 

[tina]

you're very welcome. Access has a steep learning curve when you're just
getting started, Bama, but we all started the same way - so just hang in
there; once you learn enough to really get going, you'll be amazed at what
you can do!