Employee Training 3
By Richard Rost
13 months ago
Employee Training Tracking in Microsoft Access Part 3 In this Microsoft Access tutorial, we will learn how to manage role requirements for tracking employee certifications and training. You'll discover how to create a role requirement table, design forms for roles and corresponding courses, and integrate role and course data using continuous forms and subforms. This is part 3. MembersThere is no extended cut, but here is the database download: Silver Members and up get access to view Extended Cut videos, when available. Gold Members can download the files from class plus get access to the Code Vault. If you're not a member, Join Today!
PrerequisitesLinksRecommended CoursesUp Next
Keywords TechHelp Access, employee training in Access, tracking certifications Access, creating role requirement table Access, Access subform tutorial, continuous forms in Access, role and course relationship Access, Access forms for tracking training, using combo box in Access, form design Access training
Transcript
Welcome to another TechHelp video brought to you by Access Learning Zone.com. I'm your instructor Richard Rost. Today's part three of my employee training video series where we're tracking employee training. I'm not training your employees. I am training you, and your employees are watching this video. But we are tracking their training. If you haven't watched parts one and two yet, go watch those, then come on back.
All right, so we've got our departments, our roles, our courses, and our employees in the system. Let's work on the role requirements next. Now a lot of this stuff is much easier to do and understand when you have the forms built, right? Forms are better for data entry, but I like to put a few sample records in the tables by themselves, just so we can kind of see what it looks like while we're building the forms.
All right, so the role requirement is a mix of roles. We need to see the role table. Roll tide, no. And we need to see the courses. Okay, so now we've got to figure out which courses are required to have each role. That way we can say, okay, you know, Joe is assigned. He's HR level one. You know, he has to have these classes, and so we'll be able to generate a query and say, all right, which classes does he not have, has he not completed yet, that kind of stuff.
So let's create our role requirement table. So role requirement ID and then our role ID and our course ID, and a sort order. I like to put a sort order in here just simply so that, you know, these are the classes you have to take and this is the recommended order you should take them in, right? And of course, notes. I throw notes on almost every table, all right? Role requirement T.
And this is one of those things where a lot of times when you're programming, you're working, sometimes I like to make it just that role wreck T because I know what requirement is and it's just one more thing to spell on type wrong, right? So I'm going to make this just role requirement as that. Role requirement, all right. Sometimes having really long names like that is good for readability, but when you're typing, most of the time, people get a parameter value and they're like, what's not expecting a parameter? That's because you spelled something wrong.
All right, so in our role requirement table, let's say, all right, the role ID is going to be two. Looks like I put a record in here and didn't get a one. I must have put a sample record in. What do you got to have to be HR level one? Well, let's say you got to have HR 101, HR 102, okay, HR 103. And you don't need the 200 level classes for HR. What else might you need here? You need the IT stuff, right? So where's the IT thing? Right over here, you got to have. So role two still, right? You got to have 31 is IT 101, right? 32 is IT 102. And IT 103. Got to know those three things, let's say everybody does, right? How to log into your computer, password management, that kind of stuff. And if you want to put a sort order in, one, two, three, four, five, six, and that's how it'll show up on the form.
Okay, so that's the role requirement form or table. Now we need a nice, easy form for showing each role. Maybe we'll do a continuous form and then a subform on that with the role requirements. And some of you are saying, well, you can't do a subform in a continuous one. Yeah, you can. I got a whole separate video on it. There it is, an oldie but a goodie. Four years old already. I'll put a link to it down below.
So let's close this, this, and this. Now I already have a nice continuous form right there. That's my template, so we're going to copy and paste. We're going to make the role. Yeah, we're not going to have a role separate list and a single form. It's not that much information in it. So a role F. Okay. Design view. And let's find this guy. To the role T. Let's bring in the fields. Add existing fields. Here they are.
I drop them here in the detail section. I'm going to get rid of the, I'll get rid of you too. I get rid of these labels. Now do we need the role ID on here? Probably not. So I don't usually put the ID on the fields unless we really need them. Now department ID, I'm going to replace this with the combo box that lists the department. So let's delete that. Let's grab a combo box. I look up the values in a table of query, my department table. I need that. Let's do the code and the name. And we'll sort it by code and then by name. Join me one code though. Yeah, there you go. We'll have it look like this. So the box will look like when it's dropped down, key column is hidden, of course. Next, we're going to store that value in the department ID. Next. What label would you like? Doesn't matter. We're going to delete it anyway. All right, let's call this guy the department combo. All right, slide you over here. This can be department. Then we got the role, which is our description. And the notes, we can put the notes in the footer. In fact, I've already got a nice, formatted notes box, which is this guy over here. I'm going to copy that and paste it down here. If it's the same field, you can reuse it, same field name, all that stuff. Okay.
Let's see what we got. Close it, close it, close it, open it up, and there we go. Okay, probably make that department a little smaller, but do we like seeing the label here instead of the full word? I think so. I don't know, that's up to you. Change it if you want to. I mean, the role basically tells you what the department is, right? ACS accounting, AS sales, TSS tech support. Okay, now what we need is we need a subform down here that will show the role or the courses that are required for that role. So we're going to make another continuous form. Copy, paste. This is going to be the role requirement F. All right, design view. Find this guy to the role requirement table.
And let's see what fields we got here. All right, we don't need the ID. We don't need the role ID because this is going to be on the role form, right, as a subform. So that relationship will be set automatically. We are going to need the course ID, the sort order, and the notes. All right, so bring those over here. Come here. There you go. Let's get rid of this stuff. Course ID is going to be replaced with a combo box. So combo box, drop it there. Get the values from the course table. What do I want in here? Do the course code and actually, we need the ID, don't we? We need the ID, the course code, and the course name. Next, let's sort it by course code and the name again. You shouldn't need to do a double sort. All right, that's what it's going to look like when the box is open. Next, we're going to store that value in the course ID next. And finish. Get rid of that label. This will be the course. Put the sort order here next to it. And again, we can stick the notes in the footer. We'll grab that customer notes. Whoops, yeah, fix that for me too. Design view. Copy. Paste. There we go. And you can make this guy nice sort. That's make... Yeah. Okay, good enough. Save it. Close it. Now we're ready to put the role requirement form inside the role. So here's what we're going to do. We're going to grab it. Click, drag, drop right there. It's going to say a form of the subform can't have its default view property set to continuous forms. That's a lie. We are going to now go back up here to this form's properties and set it from single to continuous forms, and it will allow it. Save it. Close it. Close it. And open it up. And there we go. Now we got to make this a little bit bigger so we can actually see stuff in here. But it should be working, yep. Okay, let's do this. Now this can be all in, or I don't think we need this big of a notes field in here. Yeah, and then we're probably going to have some buttons and stuff down here. So I'll leave some space. Save it. Close it. Open it. And there we go. HR level one needs these courses. HR level two. Now if you want to say that HR level two has to obviously have all the requirements of HR level one, that's up to you. Then you can just come in here and put in the stuff for, you know, HR 201, all right? HR 201. And you can just type them in too. HR 202. What else we got? Okay, and then, yeah, or if you want to have all of these in here as well, that's up to you. Maybe you could say something that, you know, you can't get to HR level two directly, without passing through level one again. That's a usability question, and that's for you and your users to decide. I'm just showing you how to put the pieces together, right? HR level three obviously would be HR 301. Okay. All right, let's put a button for this on our main menu. Design view. I'm going to get rid of customer with contacts. And of course, this is now employee list, employee form. And let's see, right click, build event. Read this up here. Where are you? Yeah, customer list f. This is now going to be employee list f. Which means we got to rename it here. Which means that there's stuff in here, we got to, let's just get rid of this stuff. Yeah, we don't, for this database, we don't need it. You, open, right. And the title, it's just called this employee list. All right, copy, paste. We're going to put in here rolls. Right click, build event. Do command, open form, roll f. There we go, there's your rolls. Now you got to fill all the data in. I'm not going to. We're just going to work with a couple. I'm just using HR as an example. Okay, all right, so that's that one. That's roll requirement. Let's see what else we got to do here. All right, so we covered this guy. I can now change the color to that. There we go. It means it's done. In my spreadsheet, I gray it out. So I keep track of where we're at. All right, course prerequisite, we'll do that later. We don't need that one right now. Next, we're going to do employee x roll. In other words, which roll or rolls does an employee have? Because you could be, like I said before, HR 101 and also, you know, customer service, whatever. And we'll do that in tomorrow's class, so tune in tomorrow, same bat time, same bat channel.
That's going to do it though, folks. That's your TechHelp video for today. Hope you learned something. Live long and prosper, my friends.
I'll see you tomorrow in part four.
TOPICS:
- Role requirements for employee training
- Creating a role requirement table
- Assigning courses to roles
- Assigning a sort order for courses
- Using notes in role requirement table
- Continuous forms with a subform
- Designing a role requirement form
- Using combo boxes for department and course selection
- Designing a subform for role requirements
- Linking subforms to main forms
- Setting form properties for continuous forms
- Usability considerations for role levels
- Integrating role form into main menu
COMMERCIAL:
In today's video, we're continuing with part three of our employee training series, focusing on tracking employee training. Today, you'll learn how to set up role requirements in your database. We'll start by creating a role requirement table and exploring how courses are assigned to different roles. We'll then design a continuous form with a subform to display and manage these requirements for each role. You'll also see how to implement a combo box for departments and courses, ensuring dynamic data entry. Finally, we'll link forms to provide an overview of roles and their required courses, setting the stage for further advancements in our training tracking system. You'll find the complete video on my YouTube channel and on my website at the link shown. Live long and prosper my friends.
Quiz
Q1. What is the primary goal of this employee training video series?
A. To train employees directly
B. To track employee training
C. To create a new employee database
D. To conduct a live webinar
Q2. Why is it beneficial to have sample records in tables during form construction?
A. To ensure data integrity
B. To test data export functions
C. To visualize data while building forms
D. To increase database efficiency
Q3. What is the purpose of the role requirement table in the context of the video?
A. To list all employees in a department
B. To track employee time-off requests
C. To identify which courses are required for each role
D. To schedule employee shifts
Q4. Why does the role requirement table include a sort order field?
A. To display courses alphabetically
B. To recommend the order in which courses should be taken
C. To organize courses by duration
D. To separate courses by difficulty level
Q5. What is the recommended form design for displaying role requirements according to the video?
A. Tabbed form with no subform
B. Split form with a summary
C. Continuous form with a subform
D. Pivot table form
Q6. Why might there be confusion when programming with long field names?
A. They take up too much screen space
B. They are good for readability but increase the potential for typos
C. They cause slower query performance
D. They make it difficult to export data
Q7. What is suggested when determining if HR level two should include level one requirements?
A. To combine all roles into a single requirement
B. To make it optional based on employee choice
C. To decide based on usability and user preference
D. To only include unique courses
Q8. What does the tutorial suggest regarding an employee's ability to hold multiple roles?
A. An employee can only have one role at a time
B. Employees must choose between two roles
C. An employee can have multiple roles simultaneously
D. Two roles automatically combine all requirements
Answers: 1-B; 2-C; 3-C; 4-B; 5-C; 6-B; 7-C; 8-C
DISCLAIMER: Quiz questions are AI generated. If you find any that are wrong, don't make sense, or aren't related to the video topic at hand, then please post a comment and let me know. Thanks.
Summary
Today's TechHelp tutorial from Access Learning Zone focuses on the third part of our employee training series. I'm Richard Rost, your instructor. In this session, we continue to track employee training, building on the systems for departments, roles, courses, and employees that we've already established. If you missed parts one and two, I recommend watching them first to catch up.
We'll focus on setting up role requirements. While forms make data entry simpler, I like to first add sample records to the tables to visualize the forms we're developing. Role requirements involve a combination of roles and courses. We'll identify mandatory courses for each role so you can generate queries to determine which courses an employee, like Joe from HR Level 1, still needs to complete.
To manage role requirements, we'll create a table with fields for role requirement ID, role ID, course ID, sort order, and notes. Incorporating a sort order helps specify the recommended sequence for taking the courses. For programming convenience, I might use abbreviations such as 'role wreck T' instead of typing 'role requirement table' fully, though it's important to watch for errors in naming that might cause parameter issues.
Let's consider an example: for HR Level 1, employees might need to complete courses HR 101, HR 102, and HR 103. They would not be required to take 200-level courses. Additionally, they need IT-basics like IT 101 to IT 103. Assigning sort order numbers ensures these courses appear in the correct sequence.
To display role requirements properly, we'll create a continuous form with a subform for role requirements. Although some believe a subform can't be used in a continuous form, it is certainly possible. For those interested, I have an older video explaining this setup in detail.
Now we need to connect this to our main form. We'll design a primary continuous form for role listings and use combo boxes for easy department selection. After setting up this, we'll move to the subform for course requirements. Replacing course IDs with a combo box linked to course tables allows for easier data entry.
Once these pieces are set up, the subform can be inserted into the role form, enabling us to view which courses are necessary for each role. This setup also opens possibilities for additional usability features like linking HR levels such as HR Level 2 to all the requirements of Level 1.
Finally, we update our main menu form to include new buttons directing users to roles and other lists. We'll ensure all data flows correctly, and the interface is user-friendly. Although I'm only entering sample data for HR roles in the demonstration, the system is flexible for various role setups.
That's the main content for today's TechHelp tutorial. You can find a complete video tutorial with step-by-step instructions on everything discussed here on my website at the link below. Live long and prosper, my friends.
Topic List
- Role requirements for employee training
- Creating a role requirement table
- Assigning courses to roles
- Assigning a sort order for courses
- Using notes in role requirement table
- Continuous forms with a subform
- Designing a role requirement form
- Using combo boxes for department and course selection
- Designing a subform for role requirements
- Linking subforms to main forms
- Setting form properties for continuous forms
- Usability considerations for role levels
- Integrating role form into main menu
|
