How to Create an HR Database Using Microsoft Access
Microsoft Access is database software that individuals and companies use to store information ranging from household assets to human resources (HR) data. Access is composed of tables, queries, forms, reports and macros. Tables store raw data, queries are used to manipulate data, forms are used to enter data into the tables, reports make the data printable and presentable and macros automate the database tasks.
Things You'll Need
- Microsoft Access 2007
Open Microsoft Access 2007 and create a new database entitled "HR Database."
Go to the "Design" view of the table in the database. In the interim, Access will save the table. Save the table as "Employee Data."
Enter fields such as FName (first name), LName (last name) and Address in the Employee Data table fields. For each field, specify the type of data (Data Type) that will be in that field. For example, the FName and LName fields will be "text" while the Zip Code field will be "number." Use the drop-down box to select the field type.
Click on the "x" in the far right corner of the table to close the "Employee Data" table.
Create a table entitled "Job Responsibilities" in the same manner as the "Employee Data" table. Label the fields "JobTitle," "Department" and "JobResponsibilities." For the "JobResponsibilities" field, label the "Data Type" as "Memo"; this allows the field to contain more data.
Go to "Create," "More Forms," "Form Wizard." Walk through the steps of the wizard to create a form based upon the "Employee Data" table. Select "Columnar" for the layout of the form. Continue to click "Next" until the end of the wizard, then click "Finish." At the completion of the wizard, the form will open.
Create a form based on the "Job Descriptions" table in the same manner used to create the "Employee Data" form.
Go to "Create," "Query Wizard," "Simple Query Wizard." Select "Detail" query. Continue through the wizard.
Add the "Job Descriptions" table to the query. Click on "Show Table" then double-click "Job Descriptions." Click "Close."
Drag the "ID" field from the "Employee Data" table to the "Job Descriptions" table. A line will appear between the two tables.
Hold down the CTRL key and select the "JobTitle", "Department" and "JobResponsibilities" fields. Drag them to the query grid. Save the query as "Employee Data Query."
Go to "Create", "Report Wizard" and walk through the wizard. Change the "layout" of the report to "Justified," which ensures all of the fields fit on one page.
Click on "Finish" to view the report.
Tips & Warnings
- Map the layout of the database before it is built; determine the information that will be in the database. Proper database planning saves time through the build process and when it is implemented.
- Sensitive information such as Social Security numbers must be secured.