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#1
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Family Oriented Database
I am currently working on a database for an organisation that deals both with
individuals and families. I am particularly struggling with how to organise the relationships between tables when it comes to coordinating information about families. I am assuming that each individual on the database has their own record irrespective of whether they are married or single, and adult or a child. I am planning to split the information up into a number of small tables. To enter and display data I am planning to have one main form with multiple pages – each page loosely associated with each table. Provisional Tables and Fields: Personal Details -Personal ID (Pri Key) -Title -First Name -Surname -Birth Date -Gender -Notes -Name for Letter Address (e.g. Mr J. Doe) -Salutation for Letter (e.g. Dear John / Dear Mr Doe) -Mobile Phone (it seems to me that this relates to the individual not the family) -Work Phone (it seems to me that this relates to the individual not the family) -Email (it seems to me that this relates to the individual not the family) -Email 2 (it seems to me that this relates to the individual not the family) Contact Details -Contact ID (Pri Key) -Address 1 -Address 2 -Area -City -Postcode -Country -Home Phone (it seems to me that this relates to the family not the individual) -etc Organisation Involvement -Organisation ID (Pri Key) -Activity x -Activity y -Activity z -etc Family Details -Family ID (PriKey) - Spouse -Child 1 -Child 2 -Child 3 -Child 4 -etc I guess there will need to be another table to facilitate the many to many relationships? Relationships The relationships are quite complicated. If the basic building block is a family - parents (2 parents) and children (possibly many children?) have a many to many relationship. A family has one main contact address but many members. Each family member has separate involvement in activities 1 individal may be involved in many activities and so on. The complicating factors are that: • Families of people do not have part numbers so the ID / primary key to the different tables must, if possible, be hidden. • Some families will only have one parent associated – usually the mother but sometimes the father • The last names (surnames / family names) of the family may differ: parent - parent, parent/s - child and child/ren - child/ren • There may be unrelated people who have the same surname • Single people may have no other family (it is important that the db does not make a person with a family appear more important) • A cell phone / email address may be shared by a husband and wife or it may reach only one of them It is necessary in a search to be able: • When finding a parent of either gender to be able to identity the children and find their ages • When searching for a child to be able to find the parent and the parent’s contact details • To be able to: write to / phone / email everyone who: o Has a certain surname o Is Female / male o Is involved in activity x or activity y / activity x and activity y o Has children / no children o Is married / not married o Is under 18 / over 18 Does anyone have any better ideas of how to organise the data Does anyone have any tips on how to make the tables relate? Thnaks for your help |
#2
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Family Oriented Database
I am currently working on a database for an organisation that deals both
with individuals and families. I am particularly struggling with how to organise the relationships between tables when it comes to coordinating information about families. I am assuming that each individual on the database has their own record irrespective of whether they are married or single, and adult or a child. That would be correct. You should have a table that lists all individuals, with whatever information would be specific to that individual. I am planning to split the information up into a number of small tables. The number of tables should be dictated by a natural grouping of data/information, not just for the sake of splitting the information. To enter and display data I am planning to have one main form with multiple pages – each page loosely associated with each table. Not a bad idea, though there may be multiple ways that you want to view your information. You may wish to view by family or by individual. Provisional Tables and Fields: Personal Details -Personal ID (Pri Key) -Title -First Name -Surname -Birth Date -Gender -Notes -Name for Letter Address (e.g. Mr J. Doe) -Salutation for Letter (e.g. Dear John / Dear Mr Doe) -Mobile Phone (it seems to me that this relates to the individual not the family) -Work Phone (it seems to me that this relates to the individual not the family) -Email (it seems to me that this relates to the individual not the family) -Email 2 (it seems to me that this relates to the individual not the family) This seems to be fine, each individual has their own personal ID. Contact Details -Contact ID (Pri Key) -Address 1 -Address 2 -Area -City -Postcode -Country -Home Phone (it seems to me that this relates to the family not the individual) -etc It seems like this table should be the primary table for designating a family. If so, then this should be Family Details, with Family ID as the primary key. I would modify it like this: Family Details FamilyID (PK) Address 1 Address 2 Area City Postcode Country Home Phone Organisation Involvement -Organisation ID (Pri Key) -Activity x -Activity y -Activity z -etc A good thought, but whenever you start listing Activity x, Activity y, Activity z, you are making a spreadsheet instead of a database. You might do better if you create a table just for listing activities, and then use another table to tie in to the individuals. tbl_Activities ActivityID (PK) ActivityText tbl_PersonalActivities PersonalActivitiesID (PK) Personal ID ActivityID Family Details -Family ID (PriKey) - Spouse -Child 1 -Child 2 -Child 3 -Child 4 -etc Again, this is a spreadsheet. In order to tie together individuals to a family, you will probably want a family table (like the one I suggested above) to list the families, and then use a table to tie individuals to those families. tbl_FamilyMembers FamilyMembersID (PK) Personal ID FamilyID Look at this, and see if it makes sense. |
#3
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Family Oriented Database
On Mon, 13 Mar 2006 14:18:27 -0800, Xanda
wrote: I am currently working on a database for an organisation that deals both with individuals and families. I am particularly struggling with how to organise the relationships between tables when it comes to coordinating information about families. I have a similar database (used for church membership), with tables for Families, People (related one to many), and what you call activities (I call them mailing lists since that's how the church secretary uses them). It will support pretty much everything you describe. I'd be happy to send you a working sample free of charge, if you wish to send me your email address offline (send it to jvinson at wysard of info dot com, after omitting the blanks and editing the punctuation). John W. Vinson[MVP] |
#4
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Family Oriented Database
Thank you so much for your reply. It seems to me that you understand what I
want to do. I have set up the tables with their relationships as you suggest. When it comes to entering data I would like, for ease of use, to have one central form with different pages. I would like the first page to display the primary contacts (either a single person or a couple in the case of family) along with their main email / phone contact details. The next page of the form I would like to display postal address details as well as letter salutaion and to whom the letter should be addressed (either Mr John Doe or Mrs John Doe or Mr and Mrs John Doe) The next page I would like to display a list of children (if they have them) and the children's ages The next page I would like to have a list of all activites in which they are involved. Is this possible? Would the sections need to be subforms? How would I go about setting it up? I realise that these are big questions and time consuming to answer. I would really appreciate any help that you can give. Thanks. "mnature" wrote: I am currently working on a database for an organisation that deals both with individuals and families. I am particularly struggling with how to organise the relationships between tables when it comes to coordinating information about families. I am assuming that each individual on the database has their own record irrespective of whether they are married or single, and adult or a child. That would be correct. You should have a table that lists all individuals, with whatever information would be specific to that individual. I am planning to split the information up into a number of small tables. The number of tables should be dictated by a natural grouping of data/information, not just for the sake of splitting the information. To enter and display data I am planning to have one main form with multiple pages – each page loosely associated with each table. Not a bad idea, though there may be multiple ways that you want to view your information. You may wish to view by family or by individual. Provisional Tables and Fields: Personal Details -Personal ID (Pri Key) -Title -First Name -Surname -Birth Date -Gender -Notes -Name for Letter Address (e.g. Mr J. Doe) -Salutation for Letter (e.g. Dear John / Dear Mr Doe) -Mobile Phone (it seems to me that this relates to the individual not the family) -Work Phone (it seems to me that this relates to the individual not the family) -Email (it seems to me that this relates to the individual not the family) -Email 2 (it seems to me that this relates to the individual not the family) This seems to be fine, each individual has their own personal ID. Contact Details -Contact ID (Pri Key) -Address 1 -Address 2 -Area -City -Postcode -Country -Home Phone (it seems to me that this relates to the family not the individual) -etc It seems like this table should be the primary table for designating a family. If so, then this should be Family Details, with Family ID as the primary key. I would modify it like this: Family Details FamilyID (PK) Address 1 Address 2 Area City Postcode Country Home Phone Organisation Involvement -Organisation ID (Pri Key) -Activity x -Activity y -Activity z -etc A good thought, but whenever you start listing Activity x, Activity y, Activity z, you are making a spreadsheet instead of a database. You might do better if you create a table just for listing activities, and then use another table to tie in to the individuals. tbl_Activities ActivityID (PK) ActivityText tbl_PersonalActivities PersonalActivitiesID (PK) Personal ID ActivityID Family Details -Family ID (PriKey) - Spouse -Child 1 -Child 2 -Child 3 -Child 4 -etc Again, this is a spreadsheet. In order to tie together individuals to a family, you will probably want a family table (like the one I suggested above) to list the families, and then use a table to tie individuals to those families. tbl_FamilyMembers FamilyMembersID (PK) Personal ID FamilyID Look at this, and see if it makes sense. |
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