AboutScottGem Expertise I have been an IT professional for over 16 years. During that time I have accumulated a large store of knowledge and experience. This allows me to assist with a large variety of technology issues. My specialty is Database design primarily with MS Access. However, I can answer questions on many different IT related topics.
Experience I have worked in IT support for over 16 years. I have also helped people in cyberspace for a good portion of that time. I have been a volunteer staffer on Prodigy and AOL. I was the #2 ranked expert at AskMe.com (#1 in Technology) and am currently ranked at or near the top at Answerway.com and PointAsk.com.
Expert: ScottGem Date: 11/13/2007 Subject: DB Standards
Question QUESTION: Hi Scott,
I recently began overseeing a MS Access database of HVAC repair parts and repairs. I'm looking for some sort of standard that we can use to insure that everyone entering data enters it the same way, using the same abbreviations,format, etc. Is there an ISO or something out there that I could use as a rule for everyone?
Thank you,
john Kelly
ANSWER: I'm not clear what you are asking here. To ensure standardization of data entry, you should make copious use of lookup tables. For example:
Then, wherever you need to indicate the part you would use a Long Integer field as your foreign key and select the part from a combobox. By making sure the combo is set to LimittoList, you force the users to select from a list rahter than typing in their own part names.
Hope this helps,
Scott<>
Microsoft Access MVP 2007
---------- FOLLOW-UP ----------
QUESTION: Hi Scott,
Well....let me try to simplify it. I have three people that input part information. If I were to give the same part to all three ot input it all three may input it different. There is a restriction of 45 characters.
Example:
Part needed to be entered: Condenser motor, 1/2 horsepower, 115 volts, clockwise, 2 speed.
Person #1 might enter it as: Cond motor 1/2hp 115volts cw 2speed
Person #2 might enter it as: condenser mtr .5 hp/115v clockwise, 2 spd
Person #3 might enter it as: Mtr Cond 1/2 hp 115v cw 2 speed
I could just make a local policy dictating how I want it done, but I am looking for a recognized, established industry standard, if there is one out there.
thanks again,
John
Answer I'm still not clear what you are asking. Are you asking whether
Cond motor 1/2hp 115volts cw 2speed
or
Mtr Cond 1/2 hp 115v cw 2 speed
confirms to some industry standard for referring to Condenser motors? Or are you asking what the database design best practices is for dealing with entering such data? If its the former, then you would have to ask someone in the HVAC industry, not me. If its the latter then I gave you the answer (lookup tables).
You might have a separate table for condenser motors that looks like this:
tluCondensers
CondenserID (PK autonumber)
Horsepower
Voltage
Rotation
Speeds
Except for Rotation, they would be number fields so the use would just enter .5, 115 and 2. For Rotation you would use a Combo where the choices were CW or CCW.
Hope this helps,
Scott<>
Microsoft Access MVP 2007
