[AccessD] Question of Approach

Off the cuff response:
Middle initials - plural allowed
And - what if there are 2 clients on the same day with the same name and initial
Include a sequentially system generated number as primary key for the person -
allows the generated text id to be changed if needed.
When coding I prefer to keep the system structure separate from the data the
user manages and manipulates -  allows for safer maintenance work.
But do keep the txt id in the subordinate entries too.

Yes current date less DOB should give the age, and thus indicate the form to be
presented for completion.
- Yes the system was not accessible for a week during the last month, so I am
now entering the details I wrote down  when interviewing the clients.
Better to have an option for the age to be entered - especially as some people
may not know the DOB.
You have a DOB and an Age then check they match and if not , then allow the
entered age to be used. Store that as an optional entry on the answers table if
it does not match the DOB on the ID table. 

And - perhaps a major consideration, is data volume a real concern for searching
and backup - would it not be simpler to have a single table for the answers to
the questions and present the appropriate form for entry - with a
'maintenance/searching' form allowing all fields to be viewed/entered/changed.  

In design always allow for the user to not have the needed data, intelligence,
aptitude, concern, or sobriety appropriate to the use of the system.

Remember a major problem with the government CSA database is that it required
data to be entered that the data entry clerk did not always have, so they just
made it up to get to the point where they could type in what they wanted to
enter as meeting/documentation records.

Sort of like asking BT to install a phone for a new company -
They want the requester to supply a phone number to be put into the records as
the contact number
They also want the company to submit several years company accounts to show that
the company is creditworthy!

JimB 


-----Original Message-----
From: accessd-bounces at databaseadvisors.com
[mailto:accessd-bounces at databaseadvisors.com] On Behalf Of John Clark
Sent: Wednesday, January 29, 2014 7:05 PM
To: 'Access Developers discussion and problem solving'
Subject: Re: [AccessD] Question of Approach

Alright...I don't know why I'm having such an issue w/this, but my brain is
fried and I'm 2nd guessing everything now...
 
I'm going to try to simplify and illustrate this issue, and then see how y'all
might do it...
 
Let's say I have 4 tables...there will be "support" tables as well, but I think
we can forget about these for now. Here are the 4 tables, their fields, and a
brief explanation, if needed (some are obvious), for them...
 
Table 1 = tblClient ... a list of ALL clients that come into the clinic
 
txtLName 
txtFName
txtMI
txtDoB
txtIdentifier ...a "client ID" derived from name and DoB...mine is
"CLAJOW19660903"
 
Table 2 = tblSurvey1 
 
ID ... an autonumber ID to give each survey an ID
lnkClient ...a link to the client...probably using txtIdentifier
datDoS ...Date of the survey
txtSurv1A
logSurv1B
numSurv1C
 
Table 3 = tblSurvey2
 
ID ... an autonumber ID to give each survey an ID
lnkClient ...a link to the client...probably using txtIdentifier
datDoS ...Date of the survey
txtSurv2A
logSurv2B
numSurv2C
 
Table 4 = tblSurvey3
 
ID ... an autonumber ID to give each survey an ID
lnkClient ...a link to the client...probably using txtIdentifier
datDoS ...Date of the survey
txtSurv3A
logSurv3B
numSurv3C
 
*** the 3 similar fields are just simplified place holders, representing these
surveys ***
 
Now, let's assume...because it IS the case...that each survey is based on a
clients age. And, that they can have multiples of each survey. To give a
scenario...and again, simplify things...let's say that the surveys cover yrs
1-5, 6-10, and 11-15, in that order (Surveys 1-3). We'll assume they do a survey
every year, so there will be multiples of each...a single client should have 15
surveys, of 3 types, over 15 years. 
 
Now WHY can I not get this?! 
 
I would love to simplify the entry process, by only presenting them with the
proper survey. So, I'm thinking...and this is why I do now...that we need to
first put in client info (i.e. name and DoB), and this, along w/the date of the
survey, will give you their age, and thus the proper survey...???
 
What is it that is giving me this mental block? Am I being dense, or is there
really something tricky going on here?

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