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design this!

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    #1

    design this!

    Hi,

    I am going to sing the song of so many before me: "HELP, I desparately need your expertise!" I am sooo new at this and I have not progressed very far despite my efforts. I have , on and off FOR A COUPLE OF YEARS, been trying to design a database to record Community Service Hours for a private school I work for. They have no money to invest in this endeavor so I have it taken on by myself and spent a LOT of my own money. Up until now, I have been using a spreadsheet. :o It is not going well. I have researched ad nauseum and for the first year I was attempting to design it in Access. yuck! I have really tried but one of the things that keeps stumping me is how to design it to break down on the service form by the students year in school (i.e. freshman, sophomore, etc.). Our service program is different than most. We require that each year a certain amount of hours are completed. (i.e. freshman = 10 hours, sophomore = 20 hours, juniors = 30 hours, seniors = 40 hours). If a student does not complete their hours, then they receive an F for the Comm. Svc grade for that year. So I must be able to see each year broken out. When entering the service hours each time, which might be 1 form for the year or 30 forms for the year per student, I do not always have their current grade. So I want to have a Service Hour input form that doesn't require I put in their current grade. I will each August update the student table with the student's information (i.e. current grade) so their record will reflect their current grade. I can obtain this information from the school database and save it to a spreadsheet and then save it to the Alpha database.

    The tables that I have right now are: Students, Organizations, School year (I will input the year that the service should be credited to, 07-08),[B]Grade requirements [B](9th = 10 hours, 10th = 20 hours),Service Category(disadvantaged, disabled, elderly, environment).

    I wanted to have an input form for each service verification and then have a student service record form so that I can review each student's service history broken down by year in school (9th 10th, etc.).

    I have held off as long as I could before posting this message but I am starting to feel defeated. No one believes that this database will come to be. I know for you this is elementary but I am having a definite mind block that I can't seem to get over. PLEASE HELP!
    Tags: None
    #2
    Re: design this!

    What you want is not difficult but without seeing your database, it "is" difficult to get further than a vague suggestion. Can you attach a zip file of the database?

    kenn
    TYVM :) kenn

    Knowing what you can achieve will not become reality until you imagine and explore.

    Comment

      #3
      Re: design this!

      Having some knowledge of a school system(married to a teacher 25 years and dating a different one now) and having written several databases for the schools, may help.

      Like ken said, a posted copy of the db's you have now could really help.

      It sounds like you have a pretty good start by having the student info in a table.

      I think you will need the following(before seeing your table structure).

      Studentinfo(table)
      id charater 8
      fistname c 15
      lastname c 15
      curgrade c 2
      any other fields you need for the reoports(forms)

      sHours(table)
      id c 8
      dhours n 2
      dminutes n 2
      ddate d 8
      org c 40
      Desc c 200

      Organization(table) 'for lookup
      name c 40
      any other fields needed for report purposes

      set base on students with hours as a child connected by ID and Organization as a lookup table. This will work for data entry and most reports(printed forms).

      The hardest part will be the dates for the year which must start in August(for instance) and end in June? These will have to be figured in the forms and reports most likely. But basically you will filter using between()

      Another hurdle is adding the minutes into hours, but that is simple enough math. add all the minutes in the allotted school year and divide by 60, then pick up the difference in minutes or percent of hour.

      Done right will give the ability to run a quick report on all or one student to see how they are doing in their quest for hours, see how many hours for each or all organizations, see where each or all students are getting the hours. This can also be done on a weekly, daily, monthly, or any other desinated period of time.

      Is this making sense?

      Dave
      Dave Mason
      [email protected]
      Skype is dave.mason46

      Comment

        #4
        Re: design this!

        Okay I think (?) I attached a zip file of my preliminary database. As you can see I haven't gotten too far because I get stumped and then give up for a while. Please any and all suggestions, no matter how brutal, are welcomed.

        Comment

          #5
          Re: design this!

          Before I really dig in, i noticed you have no sets designed. you had an import table in an underlying folder. Naming conventions would be desirable as: no spaces in anything, shorter table names, shorter adb names, etc. When you get the zip back, please make it easier on yourself by using proper naming conventions.

          I will look at your table sometime today, and will make some changes. Others may chip in.

          Dave
          Dave Mason
          [email protected]
          Skype is dave.mason46

          Comment

            #6
            Re: design this!

            Take a look at this zip, put it in a seperate folder from you original, It has some odf the basic you asked for.

            I won't write your app for you, but will try to help you along the way to get started as most in this forum will.

            Go to the help files and try to read up on sets and the forms/reports based on them.

            You will have many more questions and I suggest you post them in the forum associated with your version of Alpha5.

            daveM
            Dave Mason
            [email protected]
            Skype is dave.mason46

            Comment

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