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Need help creating a MS access Employee Equipment Tracking

Posted on 2010-08-16
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Last Modified: 2013-12-20
I am starting to build an Access database that help me to keep track of Employees' equipment such as PC, Monitors, Printers,Blackberries, and software (Visio,Adobe;etc) and also I would like to keep track the date that each equipment has been installed. My idea is to have a table for each equipement and then the primary key of the employee table will be in each of the equipment tables. That way i create a one to many relatioship between employee and Pc and so on. The problem is that not every employee has a blackberry or a loptop, and most of employees have two monitors , so i am not sure if my idea will work well enough. Please can you assist me with this.
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Question by:mitema2010
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by:AccessYourBiz_Com
ID: 33448596
I suggest using three tables: Employee, Equipment, and EmployeeEquipment
Anytime Equipment is given to an employee add a return in the EmployeeEquipment table. When it is returned you can delete the record.
If you want to keep history then you can include a "Status" field in the EmployeeEquipment table and instead of deleting the return in the EmpoyeeEquipment table, change the status to "Returned" and when you add a record to same, set the value of "Status" to be "Out" or something like that.
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by:AccessYourBiz_Com
ID: 33448624
oops, I made a typo, see word in CAPS for correction.
"Anytime Equipment is given to an employee add a RECORD in the EmployeeEquipment table. When it is returned you can delete the record.
If you want to keep history then you can include a "Status" field in the EmployeeEquipment table and instead of deleting the RECORD in the EmpoyeeEquipment table, change the status to "Returned" and when you add a record to same, set the value of "Status" to be "Out" or something like that...
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Author Comment

by:mitema2010
ID: 33448740
Thank you AccessYourBiz ,
I want to keep track of the barcode , serial number ,model and date of installation of each equipment that the employees have , so whic table should held all the data mention above?
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Expert Comment

by:AccessYourBiz_Com
ID: 33448827
Keep them in the Equipment table. If you do want to keep history then you should keep the Date Of Installation in the EmployeeEquipment table. If you find this confusing then just keep it simple and put everything in the Equipment table.
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Author Comment

by:mitema2010
ID: 33449428
Thank you again. I like the idea of 3 tables. So the EmployeeEquipment table have to have the primary key of the other two tables , right?
I am realizing that  I have to enter a record for each equipment that employees have ,but that  will create like 5 or more records per employee . Is it ok ?
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AccessYourBiz_Com earned 500 total points
ID: 33449581
"Thank you again. I like the idea of 3 tables. So the EmployeeEquipment table have to have the primary key of the other two tables , right?"

Yes, that is right.

"I am realizing that  I have to enter a record for each equipment that employees have ,but that  will create like 5 or more records per employee . Is it ok ? "

Yes that is ok. For each peice of equipment an employee has there will be a corresponding record in the EmployeeEquipment table.
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by:AccessYourBiz_Com
ID: 33449595
I got so caught up in answering your question I forgot to say You are Welcome!! ;-)
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