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Using MS Access/Creating a facility inspection log

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QUESTION: Greetings,

I am currently running Windows 7 with Microsoft 2007.

I have been wanting to create a database that allows me to keep track of the facility inspections that i conduct on a monthly, quarterly, bi-annually, annually and seasonal basis.

Here is the thing, I am a Health Inspector in the military and have well over 60 Facilities that i need to inspect per month, my problem is that excel can only get me so far once i have to create a report i have no other way but to go in an count the data manually to create my report.

Lets get to what im trying to do. As a facility inspector that supervises 3 more inspectors i want to be able to have an Access database where we can all update our information daily and be able to pull a report at any time.

For example, i go out to lets say, McDonalds this facility is inspected monthly, the raiting they can receive is between Excellent, Satisfactory, Marginal and Unsat. If a facility rates Marginal we would have to reinspect them within 5 days from the day they received a marginal, if a facility rated Unsatisfactory we will reinspect them within 24hrs, for satisfactory and excellent we will reinspect the following month. Is there a way to create such database? also, if they receive a discrepancy i would like to be able to write the discrepancy or discrepancies that they received that month, all i need for this is for us to be able to put in the discrepancy number and be able to pull it out on a report at the end of them month.

Currently, on our excel sheet we have the day inspected, the time and we colorcode what they facility earned (blue-excellent, green-satisfactory, yellow-marginal, red-unsatisfactroy)

Also, to be able to assing the frequency for the inspection, whether its Monthly, quarterly, bi-annually, annually or seasonal. so when we input the day the facility was inspected it will tell us that it needs to be inspected in xx amount of days (or to be green, yellow or red)

I would like to be able to add new facilities, remove facilities we no longer inspect or set them for seasonal inspections.

The fieds to include for each facility as the followig: Type(food or Public) Frequency (monthly, quarterly..etc), Location (A or B), Address, Date Inspected, Rating (Excellent, Sat, Marginal, Unsat),  FHT Cert (date of certificate, due every 1 year), Inspector/s (name from a drop box and select multiple if applies) And note section.

This is a lot of information and im not sure if this is clear enough so please let me know if you have any questions. I am really trying ot save time and use a systemt that works better by tracking our work without mistake. Thank you for all of your help.

ANSWER: Yes, it does sound like you have outgrown Excel and Access is a much better tool for this.

What I'm not clear on is what help you want from me. Do you need help in designing the tables, the forms, the reports or what?

None of the functionality you describe is beyond Access' capabilites, in fact most can be done with minimal effort.

So let me know how I can help.

Hope this helps,
Scott<>
Blog: http://scottgem.wordpress.com
Website: http://www.diamondassoc.com
Microsoft Access MVP 2007
Author: Microsoft Office Access 2007 VBA

---------- FOLLOW-UP ----------

QUESTION: I am starting this project but don't know how to create this in Access. I would need help with design, forms and reports.

ANSWER: The way this forum works is you ask specific questions and we can answer them. I would be happy to help with any questions you have. But I can't start helping without specifics. On the other hand if you are looking to contract for my services in building this database, I would be happy to submit a bid. If that's what you want, you can submit a requirements list to me through my website and I'd be happy to submit a quote.

Hope this helps,
Scott<>
Blog: http://scottgem.wordpress.com
Website: http://www.diamondassoc.com
Microsoft Access MVP 2007
Author: Microsoft Office Access 2007 VBA


---------- FOLLOW-UP ----------

QUESTION: I would like to request a quote, are you able to provide me with one? Thank you!

Answer
Please send me an e-mail address (mark the request as private) or send a request through my website and I'll prepare one.

Hope this helps,
Scott<>
Blog: http://scottgem.wordpress.com
Website: http://www.diamondassoc.com
Microsoft Access MVP 2007
Author: Microsoft Office Access 2007 VBA

Using MS Access

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Scottgem

Expertise

I can answer almost all types of questions relating to Microsoft Access usage and application design. My strengths are database and interface design.

Experience

I've been designing databases for over 25 years working with dBase, FoxPro, Approach and Access.

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Author of Microsoft Office Access 2007 VBA
Techncial Editor for Special Edition Using Microsoft Access 2007 and Access 2007 Forms, Reports & Queries From Que Publishing

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Brooklyn College BA

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