Use the Projects Access database template
Use the Access Project management database to manage projects and their associated tasks and employees. You can also search and filter project details, enter common tasks, and send or receive data via e-mail messages.
Note: The Project management database template has been updated over the last few years. These instructions refer to the latest version of the template available for download. If the steps below don't match what you're seeing, you're probably using an older version of the template.
Using the database
In this article, we cover the basic steps of using the Projects desktop database template.
Prepare the database for use
To make sure all the database content is enabled, use the following procedure:
To make sure all the database content is enabled, in the Message Bar, click Enable this content .
For more information about enabling database content, see the article Decide whether to trust a database .
To begin using the Projects database template, the first step is to add employees, so that you have someone to assign projects and tasks to. Use this procedure to manually add employees, or see the next section to add employees from your Outlook contacts.
On the Project List form, click Employee List .
On the Employee List form, fill in the details of each employee.
To enter more detailed information about an employee, double-click the employee's name in the Employee List form, and enter the information in the Employee Details form.
Click Close to return to the Project List form.
Add contacts from Microsoft Outlook
If you use Microsoft Outlook, you can add employees from that program without having to re-type the information.
On the Employee List form, click Add From Outlook .
In the Select Names to Add dialog box, select the names that you want to add to the database.
Click Add , and then click OK .
Add a new project
On the Project List form, click New Project .
On the Project Details form, fill in the details of the project, and then click Close .
Edit an existing project
On the Project List form, double-click the project that you want to edit.
On the Project Details form, add or edit the details of the project.
On the Project Details form, click Add Task .
On the Task Details form, fill in the details of the task, and then click Close .
Access displays the new project in the Project Tasks list on the Project Details form.
Edit a task
On the Project Details form, click the Project Tasks tab.
Double-click the task that you want to edit.
On the Task Details form, edit the details of the task, and then click Close .
Add a common task
Common tasks are tasks that are frequently used in many different projects, such as budgeting or training. After you enter a common task, it can be added to any project in the Project database without having to re-enter the task details.
On the Project Details form, click Common Tasks .
Select the check box next to each common task that you want to add to the project. Add new common tasks to the end of the list.
Click Close to return to the Project Details form.
Filter the Project List
On the Project List form, you can filter the list of projects, and save your favorite filters for future use.
Apply filters by right-clicking the form and selecting the filters you want.
Click Save Filter .
On the Filter Details form, enter a filter name and description, and then click Close .
Use the Filter Favorites box to apply a saved filter, or click (Clear Filter) to remove the filter.
Display project or employee details
The Project Details form and the Employee Details forms let you view and enter more information about a project or employee. To display the Project Details form or the Employee Details form:
On the Project List form or the Employee List form, double-click the item that you want to see.
On the Project Details form, the Task Details form, and the Employee Details form, you can add pictures and other attachments.
On any Details form, double-click the Attachments field (on the Employee Details form, double-click the picture icon).
In the Attachments dialog box, click Add .
In the Choose File dialog box, browse to the folder that contains the file.
Select the file you want to add, and then click Open .
In the Attachments dialog box, click OK .
Note: You can attach multiple files for each item, including different file types such as documents or spreadsheets.
The Projects database includes several reports, including Open Projects , Task Details , Employee Address Book , and more. To display a report:
On the Project List form, select the report that you want to display from the Reports list.
To print a report:
Click File > Print .
You can create your own custom reports. For more information, see the article Create a simple report .
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How to use microsoft access for project management.
Microsoft Access is a powerful database management system that can help you manage projects more efficiently. In this tutorial, we will explore the various ways you can use Microsoft Access for project management and how it can help you to streamline your project management processes. Step-by-step tutorial :
- Create a database in Microsoft Access
- Design the database structure to suit the project
- Import data into the project database
- Create queries to extract relevant information
- Set up custom forms and reports to view the project data
- Run macros to automate common tasks
Can I Use MS Access For Project Management?
Microsoft Access is an entry-level database management system that can be used for project management. It is part of the Microsoft Office suite and can be used to store, sort, and query project data, as well as create reports and forms. Access also allows users to create relationships between different types of data and to perform calculations. It can be used to track tasks and resources, manage budgets and expenses, and create Gantt charts and project timelines. Access is a great tool for project management because it is user friendly and easy to learn. Its graphical user interface allows users to quickly create and edit relational databases and to run queries and reports. Access also integrates with other Office applications, such as Excel and Outlook, making it easy to share and analyze project data. Additionally, Access includes several built-in features for basic project management, such as task scheduling, resource tracking, and timeline management. Overall, Access is a powerful tool for project management that is easy to use and cost-effective. It is a great option for those who need an entry-level project management system that integrates with other Office applications.
How Do I Create A Project Database In Access?
Microsoft Access is a powerful database application that can be used to create a project database. To create a project database in Access, you need to first create a new database. To do this, you can either click the “File” tab and select “New” or click the “Access” button in the top left of the screen. You will then be prompted to select a template for your new database and enter a name for it.
Once you have created a new database, you need to create a table for your project. To do this, go to the “Create” tab and select “Table”. You can then add fields to your table, such as “Project Name”, “Start Date”, and “End Date”. You can also set the data type for each field and add any additional properties.
Finally, you need to create any necessary forms and reports to view and analyze your project data. To do this, go to the “Create” tab and select “Form” or “Report”. You can then customize the design of the form or report and add any necessary fields. Once you have created the form or report, you can then view and analyze your project data.
Is Microsoft Access Being Phased Out?
Microsoft Access is a database management system created by Microsoft over 25 years ago, and has been a popular choice for many businesses ever since. It has been a go-to database solution for many companies, especially those just starting out and who didn’t have the budget to invest in a more complex database solution. In recent years, however, the software has been criticized for its limited scalability and its inability to handle large amounts of data. As such, many companies have started phasing out Microsoft Access in favor of other solutions.
Microsoft Access is still a good solution for small businesses with limited data requirements, as it is a relatively easy to use and cost-effective solution. It is also great for quickly creating custom database applications, as the software comes with a graphical user interface that makes designing forms and creating queries easy.
However, for companies with larger data requirements, Microsoft Access may not be the best choice. Other database solutions, such as Oracle and Microsoft SQL Server, offer more scalability, more security, and more features. These solutions can handle larger amounts of data and more complex queries, and are better suited for large companies and organizations.
Overall, Microsoft Access is still a viable solution for small businesses and those just starting out. But for companies with larger data requirements, it is best to invest in a more robust solution such as Oracle or Microsoft SQL Server.
How Do You Run A Project In Access?
Microsoft Access is a powerful and versatile database management system. It can be used to quickly and easily store, organize and analyze large amounts of data. Running a project in Access can help streamline the project management process and help ensure that all data is being tracked and reported accurately.
To run a project in Access, you will need to first create a database. This can be done by launching Access and selecting the “Blank Database” option. Once the database has been created, you will need to design the tables and fields needed to store the data associated with the project. This can be done using the design view.
Once the tables and fields have been created, you will need to create queries to extract the data you need from the database. Queries can be used to search for specific records, filter records based on certain criteria and generate reports. You can also use forms to quickly enter data into the database. Finally, you can use Access macros to automate some of the tasks associated with the project.
By running a project in Access, you can ensure that all project data is stored, organized and tracked accurately. This can save time and help ensure that the project is completed on time and within budget.
Microsoft Access Project Examples
Microsoft Access is a powerful database program included in the Microsoft Office suite. It can be used to track, manage and store data for a variety of tasks and projects. Project management is one of the many ways to use Microsoft Access. With its easy-to-use interface, Access can help to create project plans, track task and resource assignments, and store project-related documents and files.
Using Microsoft Access for project management requires creating a database. A database is a collection of related information stored in tables. The tables are the basic elements of Access and are the foundation of any project. To create a table, you will need to choose a field type, identify fields, and enter data into the table. Once the tables are set up, you can create relationships between them and define the type of data that will be stored in each field. This will help to keep the project data organized and easier to manage.
In addition to creating tables, Access can be used to create reports, forms and queries. Reports are used to display project data in a specific format. Forms are used to enter and edit data in the database. Queries are used to search the database for specific information. All of these features can be used to help organize and manage a project.
Microsoft Access provides a powerful and versatile tool for project management. With its easy-to-use interface and features, Access can help to keep project data organized and make project management easier.
Project Management Access Database Template Free
Microsoft Access is a great tool for project management. It allows you to create a database of tasks and resources, manage schedules, track progress, and more. With its easy-to-use interface and powerful features, Access makes project management a breeze.
To get started, create a new Access database. Then, create a table to store all of your project data. This should include fields such as task name, assigned resources, due date, and progress. You can also add additional fields as needed. Once you have a table set up, you can begin adding tasks and assigning resources.
Next, create forms for entering and updating data. This will make it easier to enter and view data. Forms are especially useful when assigning resources. You can quickly view who is assigned to each task and make changes as needed.
Finally, you can use Access to build reports to track progress. For example, you can create a report to show how many tasks are completed, how many are overdue, and how many are still pending. This will give you a better idea of your project’s progress.
Access is a great tool for project management. It can help you keep track of tasks, resources, and progress. With a few simple steps, you can start managing your projects with Microsoft Access.
Project Management Access Database Template
Microsoft Access is a great tool for project management. It is an easy-to-use database program and provides an excellent platform for managing and tracking project data. With a few simple steps and a few clicks, you can create an Access database that can help you manage and track all of your project information.
Creating a project management database with Access is easy. Start by creating a new database and then create a table that contains all of the project information you want to track, such as project name, project number, and start and end dates. Next, create relationships between the tables and fields. This will help you to quickly and easily find and access the information you need.
Finally, you can create forms and reports to easily track and update project information. Forms allow you to quickly and easily enter and update project information, while reports give you the ability to generate detailed reports about project progress, costs, and other information. With Access, you can also set up security and user access settings to protect your project data from unauthorized access.
Using Microsoft Access for project management gives you the flexibility and reliability you need to effectively manage and track your project information. With a few clicks, you can create a project management database that is secure and easy to use.
Microsoft Access Project Management Template Tutorial
Microsoft Access is a powerful database application and can be used for project management. It allows users to store and track data related to their projects in a structured way. Microsoft Access can also be used to create forms and reports for project management. This tutorial will show you how to use Microsoft Access for project management.
First, you will need to create a database in Microsoft Access. This can be done by selecting “File” from the top menu, followed by “New” and then “Blank Database”. Name the database and click “Create”. Once the database is created, you can begin to add tables. To do this, select “Create” from the top menu and then “Table”. Enter the fields which are relevant to your project within the table and then save it.
Next, you will need to create a form in Microsoft Access. This can be done by selecting “Create” from the top menu, followed by “Form”. Select the table which you want to create the form from and then click “Ok”. The form will then be created. You can add various fields from the table to the form and customize the look and feel.
Finally, you will need to create reports in Microsoft Access. This can be done by selecting “Create” from the top menu, followed by “Report”. Select the table which you want to create the report from and then click “Ok”. The report will then be created. You can add various fields from the table to the report and customize the look and feel.
By following this tutorial, you will be able to use Microsoft Access for project management. It is a powerful database application which can help you store and track data related to your projects in a structured way. It also allows you to create forms and reports to help you manage your projects.
Ms Access Database Projects For Students
Microsoft Access is a powerful database management system that can be used for a variety of project management tasks. It has the ability to store and manipulate large amounts of data, as well as to create reports and forms. Microsoft Access is particularly useful for project management because it can store and track all of the information related to a project, such as project goals, tasks, deadlines, and resources.
Using Microsoft Access for project management requires a few steps. First, create a database that contains all of the information needed for the project. This should include any data related to the project, such as tasks, resources, and deadlines. Once the database is created, create a form to enter the data. This will make it easier to enter and update the data.
Next, create reports to analyze the data. These reports should be tailored to the individual needs of the project and should allow the project manager to view the progress of the project. Finally, use the data to create graphs and charts that can be used to provide an overview of the project. This can help project managers understand how the project is progressing and identify any issues that need to be addressed.
By using Microsoft Access for project management, project managers can easily store and track all of the data related to the project. This data can then be used to create reports and charts that provide an overview of the project’s progress. This allows project managers to easily identify any issues that need to be addressed and to ensure that the project is on track.
Project Management Database Template
Microsoft Access is a powerful and versatile database management system that can be used for project management. Access provides an easy-to-use interface, powerful data management tools, and a wide range of customization options, making it an ideal choice for project management. This article will provide an overview of how to use Microsoft Access for project management.
To begin, open Access and create a new project database. First, choose a template or create a blank database. Choose a template if you want to quickly set up a project management database with predefined tables and relationships. If you prefer to customize your project database, select the “Blank Database” option.
Next, create the tables for your project management database. Access has a variety of predefined tables for project management, such as tasks, resources, and project milestones. You can also create custom tables for any specific project requirements. After creating the tables, define the relationships between them. This will ensure that data is consistent and accurate across the project.
Finally, create forms and reports to view and analyze the project data. Access has a number of built-in forms and reports that can be used to manage and analyze project data. You can also create custom forms and reports to meet specific project needs.
Using Microsoft Access for project management provides an easy-to-use interface, powerful data management tools, and wide range of customization options. With Access, you can quickly set up a project management database and create forms and reports to view and analyze project data.
Ms Access Project Management Database Download
Microsoft Access is a powerful database management system that allows you to store and manipulate data. It can be used to manage almost any type of project, from small personal projects to large corporate projects. This tutorial will explain how to use Microsoft Access to manage your projects.
Before you can start using Access for project management, you will need to create a database. To do this, open Microsoft Access and select “New” from the File menu. In the “New Database” window, enter a name for the database and select a directory to save it in. Once the database is created, you can start adding tables and fields to your project database. You can add tables for tasks, resources, budget, and other project-related information.
When you have added all of the necessary tables and fields to your database, you can start entering data into the tables. This data can include project tasks, resources, budget informations, and other related information. You can also set up relationships between the tables, so that the data can be related and linked together.
Once all of the data has been entered into the database, you can start running queries and reports to analyze and manage the data. You can use these reports to track the progress of your project, as well as identify any potential problems. You can also use these reports to generate charts and graphs that can be used to present the data in an easy-to-understand format.
Microsoft Access is a powerful tool for managing projects. With its powerful data management, reporting, and analysis capabilities, you can use it to efficiently manage any type of project. With a few simple steps, you can get your project database up and running with Microsoft Access.
Ms Access Database Projects For Students Pdf
Microsoft Access is a great tool for project management, allowing users to store and manage data related to their projects. It is especially useful for tracking tasks, resources, and timeline, as well as for creating reports.
Using Microsoft Access for project management involves setting up a database. You will need to define the data fields and create the tables, forms, and queries that will make up the database. You should also create user accounts so that users can access the database. Once the database is set up, you can enter the data related to your project, such as tasks, resources, timelines, and milestones. Microsoft Access is also useful for creating reports that show the progress of a project and for tracking any changes that may have occurred.
In addition, Microsoft Access has a number of useful features that make it easier to use for project management. For example, it has a built-in calendar that can be used to track dates and deadlines, as well as a Gantt chart feature that can be used to visualize the timeline of a project. It also has a number of customization options that allow users to tailor the database to their specific needs. With these features, Microsoft Access can be a very powerful tool for project management.
Project Management in Microsoft Access
Microsoft Access is a powerful tool for project management that allows users to easily track tasks and resources, create reports and charts, and quickly organize data. It is an invaluable tool for project managers, as it provides an efficient way to manage projects, track progress, and collaborate with team members. By taking advantage of all the features that Microsoft Access has to offer, project managers can make their projects run smoother and more effectively. With its straightforward and user-friendly interface, Microsoft Access is the perfect tool for project management.
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Project Management Database Template
Project management software, project management template | project management software, project management database system.
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Project management database.
Employee Data Entry
Project Data Entry
Common Tasks Screen
The Microsoft Access Project Management Database is a full-featured Project Management system built all in Microsoft Access tables, forms, reports, and VBA (Visual Basic for Applications) code. The Microsoft Access Project Management Database offers Employee set-up, Project setup, canned reports, search, print and drop down maintenance.
Once you purchase the database template, you will receive the full version of the database in a standard Access Database file. The purchased database will have full access to the database window, all design objects, the visual basic project code, and you will be able to modify or add to the design in any way you wish (this does not apply to the run-time/compiled versions). If you lack the time to integrate this database into your system, please Contact Us and we will be glad to help with your integration process. If you like the basics of what you see in the database, but need enhancements to make the system functional for your business, please Contact Us and we will develop a quote for you to implement the additional features and enhancements that you require.
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"Thanks to all!! Nice job on the changes. They look good, thanks for your quick response !!" George Ells Tulip Systems, Inc. Pittsburgh, PA
"Thanks for all your help. Your service is great as I find you and your team easy to deal with and very responsive in terms of getting the changes done. Great work." Steve Da Silva Manager – Customer Support The Hospital for Sick Children Toronto Ontario Canada
On October 5 I was working on an Access database program, and needed assistance to get it in use quickly. I found Winning Solutions via google/chat now, they contacted me with their programmer Andres Dominicci the next day. With the expertise of Andres the database was put in the store for use just 4 days later. The efficiency of his programming and the added benefit of video to refer back to in case of small adjustments brought what seemed like a daunting task into reality very quickly. You can get quick, efficient, trustworthy help directly into your office regardless of your location. This is utterly amazing. I would not hesitate to recommend this company for specialized projects in your office. Much thanks to Winning Solutions… Andres you are a winner! Debbie Hunt Controller Glendon Bald Eagle Holdings Ltd. British Columbia, Canada
I have dealt with many IT services companies over the last 30 years and have had the opportunity to implement many platforms, middleware, and systems. Usually with multiple vendors and programs that do collaborate well together. Bottom Line: Winning Solutions is “hands down” the most polite, professional, committed, able, and proven company I have ever worked with. Their staff, top to bottom, are all Winners! I have had WSI team members assist me with integrations that other vendors could not accomplish. I do not look for or want a “cookie cutter” solution. This is where WSI shines, CUSTOM APPLICATIONS, just what you need, not a bunch of superfluous promises or features. Dave Yeadon Dakota Steel & Trim Canton, SD
Our Service Dept is enjoying the Calendar, we adapted the Enhanced Microsoft Access Calendar to meet our needs. I found your website after searching for a Template for a Calendar based off Access. That I could build off from. Prior to using the Enhanced Microsoft Access Calendar we booked our appointments on a huge paper calendar that daily had to be re-written daily to move the incomplete Services and Repairs. The Service Manager and Advisors enjoy the ease of booking work. There are Schedules available on the Market but the parameters were not what we were seeking. The Enhanced Microsoft Access Calendar was a bullseye. Richard “Dick” Milliken Whited Peterbilt Bangor, Maine
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Find out here how to set up your project management database
EPLAN has supplied you with a project management database and activated it by default. We recommend the following:
- Use the standard project management database "$(MD_PROJECTS)\Projects.mdb" as an internal training and test database.
- Create a new database for your productive projects
Create a new database
- On the ribbon, select the File tab > Backstage Settings > Settings Users > Management > Project management database.
- For "Access", select the + button (New). The "Create new Access database" dialog opens.
- Now create your new project management database, assign a meaningful file name starting with your company ID (XYZ) e.B. "[XYZ]_Projects.*" .
- Close the dialog with [Save].
- The newly created database is then entered as a project management database in the settings and is thus automatically selected.
- Finish your setting with [Apply] and [Ok].
If you want to use SQL database technology, you can find more information about it in the "Additional information" > "Create a SQL database for project management" section.
Further information can be found here: Create / select project management database (eplan.help)
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Project Management and Tracking
Project management and tracking using microsoft access databases.
Databases are excellent for keeping track of key dates, activities that are due to happen, who is due to do a particular task and who has actually done what.
Being MS Access and MS SQL experts which can design a system to track projects and processes specifically for your business.
Management and exception reports, along with emails and other forms of alert can be used to bring problems to your attention quickly.
Resources can be better managed by understanding where the capacity or lack of capacity actually is in your business any any point in time.
Managing the progress and success of projects can be difficult without using some form of software to keep track of the information. A database like Microsoft Access is a great way to save your progress, create tasks, and more in order to keep track of everything.
There are many benefits for using project management and tracking systems:
- Keep your projects organised so that you don’t forget about anything important
- Stay on top of deadlines at the same time.
- Collaborate with your team members
- Assign tasks and keeping everyone updated on what needs to be done next
And with a system based on Microsoft Access you can integrate your existing MS Office applications easily and with the needs and demands of your business.
Examples of recent project management and tracking systems
Project tracking for pharmaceutical company.
A large pharmaceutical company, required a simple to use project tracking system to enable them to monitor the progress of projects across a number of areas of the business.
The system was required to provide a high level overview of the status and progress of projects rather than being a detailed task management or project management system.
We were able to develop a simple, clear and easy to use dashboard based system which used colour coding and charts to provide a quick overview of the project portfolio.
In additional to tracking the status of projects the system was also able to track the people involved with the project and a list of outstanding actions.
The system was later expanded to track and manage project expenditure against budget.
For a free consultation about your needs for a project management and tracking system get in touch
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This functionality is only available for certain module packages. Info / Copyright
Creating / Selecting a Project Management Database
Always begin project management in connection with a project management database. All information displayed in the project management is contained in this database. Project management can be based on an Access database or an SQL server database. The name of this database can be freely selected. In previous EPLAN versions (version 2.3 or older), project management was based on an Access database with the unchangeable default name Projects.mdb .
Creating a Project Management Database
You have not yet created a project management database.
- Select the following menu items : Options > Settings > User > Management > Project Management Database
A message is displayed if you open the project management without a project management database having being created and selected. If you confirm this message, the dialog for creating / selecting a project management database is opened.
Select Access database
You have created an Access project management database or have access to an Access project management database.
- Select the following menu items: Options > Settings > User > Management > Project Management Database
- Click [...] next to the Filter field in the Settings: Project management database dialog.
- In the file selection dialog, navigate to the directory where your project management database is stored. Select the desired file.
Select SQL server database
You have created an SQL server database or have access to an SQL server database.
Loading Directories and Projects
Free Project Management Template For Access
Project managers get things done. Whether it is as simple as a speaking engagement or a worldwide campaign , every detail must be carefully planned to ensure that the project flows smoothly, on time and within budget .
The Free Project Management Template for Acces s above is a good example of a tool that can help make project management tasks much easier to handle. This project management template is a database that allows you to track even multiple, overlapping projects running at the same time.
Be on Top of Your Projects
This project management database is a comprehensive tool that allows you to manage project-related data, such as time-sensitive tasks and deliverables, owners, budgets and balance sheets. It contains many forms and reports that provide functionality and convenience for recording and displaying data.
The Project List form allows you to record Project Name, Owner, Category, Priority, Status, Start, End, Budget, Budget in Days. You can also attach any additional data or documents on each row to facilitate easier navigation and understanding of the information. You can log all the data for all your projects and afterwards filter information according to your needs or preferences. For example, you can easily choose to look for your most expensive projects, or to view your longest ones.
Keep an Eye on Costs and Create Reports
This Access template is also handy in letting you view more specific details for each project, such as budget information in terms of days and money. You can also view completed and deferred projects so you can easily track completed projects.
Related: Find some of the best simple project management software tools .
In terms of reports, this template automatically shows various reports on your project. This function is necessary in helping you easily generate reports for updating your team or your superiors about your project. These reports can be used for presentations . Reports such as Completed and Deferred Projects, Open Projects, Project Balance Sheet, and Project Tasks can be used from this template. Task-specific forms and reports can be used as well.
Go to Download Free Project Management Template for Access
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Microsoft ® Access Database Tables for Project Management
Data tables and their relationships for a Microsoft Access database for recording who does what and when — for projects, tasks, jobs and activities.
Last updated on 2021-10-23 by David Wallis.
My objective is to provide a general-purpose module to manage who-does-what-and-when that you can incorporate into a database. The module reflects this notion of a project :
The module treats an activity as something undertaken by a person, a group of people or an organisation in order to complete a task . I’ll be using the entity party as a coverall for people, groups and organisations. My Party data model web page introduces the concept of the entity party and how it can be incorporated into a database. Tables on that page dovetail with the tables introduced here.
If your business does not demand as much detail, you may consider my proposed structure is too top heavy and that this model would be best:
Alternatively, if your project is converting a dumb motorway into a smart one, you may need an extra layer of detail between task and activity. If you do, this model still works — all you need do is add an additional table into the schema:
You don’t have to use the same terms as I do. Make your naming convention your own, and title your tables accordingly. My experience is that names work well when they imitate their usage in the business for which the database is created.
Access Database Tables
Whichever of the above schemas you use for your database, this is representative of the corresponding Access tables and their relationships:
In the tables above, the party identity relates to the person, group of people or organisation assigned to perform the activity . In the following, the party is also assigned to the project to identify the party for who the project is being undertaken:
You’ll certainly want to identify the type of activity being performed. I use a look-up table to do this:
My reasons for using a look-up table, in preference to putting a free-form text or memo field include in tblActivity, are these:
- The database administrator has control over the choice and exact description of each activity. This would not be the case if you used a note or memo field for the users to make up their own type descriptions for activities
- The activities in the look-up are easily made available to the user through a combo box
- Sorting, filtering, analysing and reporting according to types of activity should be straight forward, consistent and accurate. You’d find this very difficult to achieve if your activities were recorded as free text.
In the table illustrated on this page there are date fields for both tblProject and tblActivity . These are some of the ways you could use these:
- tblProject.DateFrom The start date for the project.
- tblProject.DateTo The scheduled completed date for the project. Or you could leave this blank to indicate that the project as a whole is on-going or that the completion date has not been finalised.
- tblActivity.DateFrom The start date for the activity, either actual or scheduled.
- tblActivity.DateTo The date on which the activity is completed or is due to be completed.
Project is Running Late
A key piece of data that your database needs to provide is whether a project is on time or running late. In this section I give some guidance on working your dates to yield this information, considering that sometimes certain of Access's idiosyncrasies can lead to incorrect results if you’re not aware of them.
These factors determine the condition for a project to be late running:
- There is a date assigned to the tblProject.DateTo field
- The latest of the dates assigned to tblActivity.DateTo is later than that tblProject.DateTo .
We’ll use this query to compare dates:
Let’s imagine this query yields data about three projects that start in different years and one of which has no end date. Each project has three activities in all. Activities in all projects have a start date. At least one activity per project has no end date:
Here’s a second query in the design of which the Totals are shown. Group By is the default for Totals. In this query tblActivity.DateTo ’s Total is set to Max :
Run this query and Max latches onto the latest activity end date for each project:
Now to identify a late-running project we need the query to compare the two dates. To achieve this we tweak the design and add an column. The tweaks — necessary to make the new column work — make the output of the query easy to understand:
Query3’s datasheet summarises the information we require:
Only project Unus is picked out as running late. Duo is not because all three of its activities lack end dates. Tres is not because it does not possess an end date.
The expression IsLate: [ActivityEnd]>[ProjectEnd] is a condition test. A result of -1 is equivalent to TRUE or YES .
It’s remiss of me to not have included project quattuor for which all its Activities were completed within the scheduled project period. Had I done so, IsLate would be showing 0 , equivalent to FALSE or NO . Despite this ommission, the query does what we want — return a -1 to identify those projects running late.
Here’s the SQL for Query3, if you want to copy it into your query design:
SELECT tblProject.Project, tblProject.DateTo AS ProjectEnd, Max(tblActivity.DateTo) AS ActivityEnd, [ActivityEnd]>[ProjectEnd] AS IsLate FROM (tblProject INNER JOIN tblTask ON tblProject.ProjectID = tblTask.ProjectID) INNER JOIN tblActivity ON tblTask.TaskID = tblActivity.TaskID GROUP BY tblProject.Project, tblProject.DateTo;
If you need to track schedules against actuals for activities, a simple scheme is to have fields for both scheduled and actual dates: DateScheduledFrom , DateScheduledTo , DateActualFrom and DateActualTo , for example.
If it’s required that your database be equipped to track mulitple changes to actual and scheduled dates throughout a project’s history, I recommend you resist creating more date fields in the existing tables. Instead, introduce additional tables specifically for dates. Establish a one-to-many relationship between tblActivity and your additional tblActivityDates .
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