Creating a checkoff sheet (Version 97)

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I work in an computer operations department of a large organization. We do a lot of manual checks to make sure the computer and programs are working correctly. We currently have a check off sheet that I created in word and we print it daily and check off that we performed the processes. Is there a way to do this in Access? There is a schedule for every day of the week (M-Sun) from 7:00am – 7:00pm. I need a field to add additional information. I would also like for it to flag certain dates – such as the 6th of the month.

Can someone give me some direction on how to do this?

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Would you like to generate the paper checkoff sheets in Access, or would you like to use Access to enter the data on-screen?

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Actually, Both.

I would like to enter it in access and print the check-off sheet. The problem we have right is that we have a tendency to skip some items because they are on the sheet everyday. Such as the 6th of the month. I think we get into a routine and forget to check dates. I would like for the program to look at the date and then extract the fields that are related for that date or day.

Thanks for your help.

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It would be possible, but it would be an enormous amount of work – I hate to think of what would be needed to reproduce that paper form in Access.

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If you’d still like to pursue this, take a look at the attached database (in Access 97 format, zipped). The report as is always shows the sheet for the current date, but that can easily be modified by editing the queries. The report lacks bells and whistles, for example it doesn’t support formatting individual words within the text as bold or italic etc.

I have deliberately used only one table, violating relational design, to make data entry easier.

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I appreciate all your hard work. I spent several hours last night creating something similar but now I have more of a path to follow.

Thanks again for your help. I may be contacting you later for some additional direction.

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Hans,
Can you explain to me what the sequence number is for?

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It specifies the order in which the items are displayed on the report. I didn’t want to use the AutoNumber field for that, since you may want to add new items later on. And you can’t use the time field, since there are multiple items with the same time. So if you want to reorganize the check sheet, you can change the sequence numbers.

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Thanks, the light came on about an hour ago. I had named it processorder in the sample I was working on.

With your help, I think I may have something here!

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Can you explain to me the process it would take to have a line item to print of the 4th Saturday of the month? We ahve several backup procedures that are activated on the 4th Saturday and the date varies.

Thanks,

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In the attached modified version of the sample database, I have added two numeric fields to the table: SpecialDay and SpecialWeek. SpecialDay is 1 for Sunday, 2 for Tuesday etc., and SpecialWeek is 1 for the first week, 2 for the second week, etc., and 9 for the last week in the month. For example, for the 4th Saturday in the month, you’d use SpecialDay = 7 and SpecialWeek = 4, and for the last Monday in the month, you’d use SpecialDay = 2 and SpecialWeek = 9.
I added a VBA module with a custom function DayInMonth. This is used in the query qrScheduleS to select only record for which the “special day of the month” is today, and the union query qrySchedule now includes qryScheduleS.

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Can you explain to me why the specialweek goes up to 9? I have a process that runs on the 4th Friday of the month. I also have one that runs on the 1st Saturday after the first full week on the month.

I really appreciate your help.

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9 indicates the last …day of the month – this could be the 4th or 5th occurrence, depending on the day and the length of the month.
For the 4th Friday of the month, you’d use SpecialDay = 6 and SpecialWeek = 4.
For the last Friday of the month, whether it is the 4th or 5th Friday, you’d use SpecialDay = 6 and SpecialWeek = 9.
SpecialWeek = 6 and SpecialWeek = 7 aren’t used.

As the conditions become more esoteric, it’s probably easier to enter the dates for those manually. It’s too difficult to calculate the third Saturday after the first full moon in the sign of Aquarius, but only if the wind is from the East.

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Thanks for all your help! My mom always told me to ask…you never know what you might get. I do appreciate your help and your humor!!!!! If I stood on one -leg and blink fast 3 times, do you think it would help??

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Can I insert an unbound control in the middle of a text field? Example: On my schedule, the operators have to load various tapes and when I created it in Word, I would just type in on Friday’s schedule to load “Saturday’s Tape” or to load the weekly tape or if it was the end of the month, load the EOM tape. I have created an unbound control based off of the weekday field to add 1 or 2 days to populate the next tape name. This unbound prints at the end of the text field. SO the message may say, Load Daily MISYS Tape Saturday (there may be extra spaces because of the text box being larger so it does butt right next to the words). I would rather it read: Load Daily MISYS Saturday Tape. We run this backup nightly so I would like for each day to have the correct tape loaded.

Thanks!

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You could set the Control Source of the text box to

="Load Daily MISYS " & Weekday(...) & " tape"

where … is the expression you use to add one or two days to a date.

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