Question

I have an advanced query/report that I need help creating in Access 2007.
The query I need generated is:

Employee Last, Employee First, Employee Role, Course Name, StartDate, EndDate, Attended

The Logic that I need to handle this is:

1. IF user has attended a course with employeerole = courserole,
   Attended = Yes
2. If user hasn’t attended a course with Employeerole = courserole,
   Attended = No
3. If user hasn’t attended and there is not a Course with a Matching
   CourseRole, Attended = No Course with that Role

Some additional logic that would be nice would be to add: Trainer Last to the Select
Logic: if Data isNull, Trainer Last = No Trainer Assigned

It wont let me post a picture of the database. So here is the Tables with Referential Entegrity:

Tables:  Fields
Employee: Employee_PK, Employee_Last, Employee_first, Employee_userid   
Role: Role_PK, RoleNAme  
EmployeeRole: EmployeeRole_PK, Employee_ID, Role_ID  
Location: Location_PK, Location  
Course: Course_PK, StartDate, EndDate, CourseName, CourseNotes, Location_ID  
CourseAttendance: CourseAttendance_PK, Course_ID, Employee_ID  
CourseRole: CourseRole_PK, Course_ID, Role_ID  
Trainer: Trainer_PK, TrainerLast, TrainerFirst  
TrainerCourse:Trainer_PK, Trainer_ID, Course_ID  

So you can see it’s normalized and there are multiple Many to Many Tables which are required
PK is for Primary Key, ID is used as Foreign Key. So yes these are ok.

EDIT:
This query was posted in the comments:
I’ve tried a number of queries.

SELECT qryEmployeeCoursesForRole.*, IIf(IsNull([courseattendance_PK]),"No","Yes") AS Attended 
FROM qryEmployeeCoursesForRole 
LEFT JOIN CourseAttendance 
    ON (qryEmployeeCoursesForRole.COURSE_ID = CourseAttendance.COURSE_ID) 
    AND (qryEmployeeCoursesForRole.EMPLOYEE_ID = CourseAttendance.EMPLOYEE_ID);  

This one doesnt handle the exception of No course defined –

Course Table:
COURSE_PK   START DATE  END DATE    COURSENAME    NOTES         LOCATION_ID  
1           12/2/2012   12/2/2012   OTC           No Notes            3  
2           12/1/2012   12/1/2012   OTC           No Note             2   
3           1/5/2012    1/5/2012    Requistions  Text Text Text       1 
                                      and P-Cards

CourseAttendance Table:
COURSEATTENDANCE_PK COURSE_ID   EMPLOYEE_ID  
1                   1               1  
2                   2               2  

CourseRole Table:
COURSEROLE_PK   COURSE_ID   ROLE_ID  
1                   1         1  
2                   1         2  
3                   1         3  
4                   2         1  
5                   2         2  

Employee Table:
EMPLOYEE_PK EMPLOYEE_LAST   EMPLOYEE_FIRST  EMPLOYEE_USERID  
1              Ables        Christopher        LG854  
2              Ables        Gary               LC876  
3              Ables        Steven             LQ875  

EmployeeRole Table:
EMPLOYEEROLE_PK EMPLOYEE_ID ROLE_ID  
1                     1         1  
2                     1         2  
3                     1         3  
4                     2         1  
5                     2         2  
6                     3         4  

Location Table:
LOCATION_PK LOCATION  
1             New York  
2             New Brunfels  
3             Ontario  
4             China  

Role Table:
ROLE_PK ROLENAME  
1             Service Coordinator    
2             Service Planner  
3             Service Entry  
4             AP Invoice  

Trainer Table:
TRAINER_PK  TRAINER_LAST    TRAINER_FIRST   TRAINER_USERID  
1              Brunet              Janell     
2              Gibson              Jim             hb476  
3              Taylor              Diana           hblo7hg  

TrainerCourse Table:
TRAINERCOURSE_PK    TRAINER_ID  COURSE_ID  
1                     1         1  
2                     1         2  
3                     2         2  

Now that i’ve walked through the logic in this much detail it appears this will require more than just a fancy query. If you need me to be more specific I can be but it’s going to require me to upload a document or something.

All Queries I’ve created and Reason for Query:

 EmployeeCourseOutsideofRole
 SELECT CourseAttendance.EMPLOYEE_ID, CourseAttendance.COURSE_ID, Course.COURSE_NAME  
 FROM Course INNER JOIN (CourseAttendance LEFT JOIN qryEmployeeCoursesForRole ON  
 (CourseAttendance.COURSE_ID = qryEmployeeCoursesForRole.COURSE_ID) AND  
 (CourseAttendance.EMPLOYEE_ID = qryEmployeeCoursesForRole.EMPLOYEE_ID)) ON Course.COURSE_PK =  
 CourseAttendance.COURSE_ID
 WHERE (((qryEmployeeCoursesForRole.EMPLOYEE_ID) Is Null) AND     
 ((qryEmployeeCoursesForRole.COURSE_ID)  
 Is Null)); 
 If Employee took a Course and the CourseRole not equal to EmployeeRole  

---

 EmployeeCoursesForRoleSub:
 SELECT [Employee_last] & " " & [employee_first] AS FullName, Role.ROLENAME,  
 EmployeeRole.EMPLOYEE_ID, EmployeeRole.ROLE_ID  
 FROM Role INNER JOIN (Employee INNER JOIN EmployeeRole ON Employee.EMPLOYEE_PK =  
 EmployeeRole.EMPLOYEE_ID) ON Role.ROLE_PK = EmployeeRole.ROLE_ID;
 This is a SubQuery only--for next  

---

 qryEmployeeCourseForRole:
 SELECT qryEmployeeCoursesForRoleSub.*, CourseRole.COURSE_ID  
 FROM qryEmployeeCoursesForRoleSub LEFT JOIN CourseRole ON qryEmployeeCoursesForRoleSub.ROLE_ID =  
 CourseRole.ROLE_ID;
 This shows courserole with matching employeerole--a subquery for next  

---

 EmployeeCourseForRoleWAttended:  
 SELECT qryEmployeeCoursesForRole.*, IIf(IsNull([courseattendance_PK]),"No","Yes") AS Attended  
 FROM qryEmployeeCoursesForRole LEFT JOIN CourseAttendance ON (qryEmployeeCoursesForRole.COURSE_ID =  
 CourseAttendance.COURSE_ID) AND (qryEmployeeCoursesForRole.EMPLOYEE_ID =  
 CourseAttendance.EMPLOYEE_ID);  

---

Additional Sample data for debugging

 Employee Table: 
 Employee_PK     Employee_Last     Employee_First  
 Autonumber       Daigle             Jake
 Autonumber       Ryder              Canen  

 Role Table:
 Role_PK    RoleName  
  5            Asset Shipper
  6            Material Controller  
  7            Material MAnager  

 EmployeeRole Table:  
 EmployeeRole_PK     Employee_ID         Role_ID  
 Autonum              Whatever Daigle is       5  
 Autonum              Whatever Daigle is       1  
 Autonum              Whatever Ryder is        5
 Autonum              Whatever Ryder is        6    

 Course Table:             
 Course_PK    Course_Name  Course_StartDate  Course_EndDate  
   4           OTC           12/8/2011        12/9/2011  

 CourseRole Table:  
 CourseRole_PK   Course_ID      Role _ID   
   6               4              1 
   7               4              7  

 CourseAttendance:
 CourseAttendance_PK      Course_ID      Employee_ID
  Autonum                  4              Whatever Daigle is
  Autonum                  4              Whatever Ryder is

---

Ok I posted the sample data. The problem occurs if a user has attended a course that fulfills one of their roles and the courserole = employeerole then the query is reporting that they have fulfilled ALL of their roles.

What I need in a single report:

Employee Last Name, Employee First Name, Role 1, CoureName, Start Date, End Date, Attended
But the logic will need to be there as I have it listed above at the beginning of the post.

Answer 1

Its kind of messy but this should get you started. Based on the table structures you have above, your design is a bit off. You have tables with unnecessary columns but that wasn’t your question.

This can be split into 3 different queries or just use a UNION as I did below:

'this first query gets you the employees who have attended
SELECT E.EmployeeLast, E.EmployeeFirst, R.RoleName AS EmployeeRole
    , C.CourseName, C.StartDate, C.EndDate, "Yes" AS Attended
FROM (((Employee AS E 
INNER JOIN EmployeeRole AS ER 
    ON E.EmployeePK=ER.EmployeeId) 
INNER JOIN Role AS R 
    ON ER.RoleID=R.RolePK) 
LEFT JOIN CourseAttendance AS CA 
    ON E.EmployeePK=CA.EmployeeID) 
LEFT JOIN Course AS C 
    ON CA.CourseID=C.CoursePK
WHERE E.EmployeePK IN (SELECT CA.EmployeeID 
                        FROM ((CourseAttendance CA 
                        INNER JOIN EmployeeRole ER 
                            ON CA.EmployeeId = ER.EmployeeId) 
                        INNER JOIN CourseRole CR 
                            ON ER.RoleId = CR.RoleId 
                            AND CA.CourseID = CR.CourseID));

UNION

'this second query gets you the employees who have not attended
SELECT E.EmployeeLast, E.EmployeeFirst, R.RoleName AS EmployeeRole
    , C.CourseName, C.StartDate, C.EndDate, "No" AS Attended
FROM (((Employee AS E 
INNER JOIN EmployeeRole AS ER 
    ON E.EmployeePK=ER.EmployeeId) 
INNER JOIN Role AS R 
    ON ER.RoleID=R.RolePK) 
LEFT JOIN CourseAttendance AS CA 
    ON E.EmployeePK=CA.EmployeeID) 
LEFT JOIN Course AS C 
    ON CA.CourseID=C.CoursePK
WHERE E.EmployeePK NOT IN (SELECT CA.EmployeeID 
                        FROM ((CourseAttendance CA 
                        INNER JOIN EmployeeRole ER 
                            ON CA.EmployeeId = ER.EmployeeId) 
                        INNER JOIN CourseRole CR 
                            ON ER.RoleId = CR.RoleId 
                            AND CA.CourseID = CR.CourseID));

UNION

'this final query gets you the employees who have not attended and there is no course with their role
SELECT E.EmployeeLast, E.EmployeeFirst, R.RoleName AS EmployeeRole
    , C.CourseName, C.StartDate, C.EndDate, "No Course With Role" AS Attended
FROM (((Employee AS E 
INNER JOIN EmployeeRole AS ER 
    ON E.EmployeePK=ER.EmployeeId) 
INNER JOIN Role AS R 
    ON ER.RoleID=R.RolePK) 
LEFT JOIN CourseAttendance AS CA 
    ON E.EmployeePK=CA.EmployeeID) 
LEFT JOIN Course AS C 
    ON CA.CourseID=C.CoursePK
WHERE ER.RoleID NOT IN (SELECT RoleID 
                        FROM CourseRole)
    AND E.EmployeePK NOT IN  (SELECT CA.EmployeeID 
                                FROM ((CourseAttendance CA 
                                INNER JOIN EmployeeRole ER 
                                    ON CA.EmployeeId = ER.EmployeeId) 
                                INNER JOIN CourseRole CR 
                                    ON ER.RoleId = CR.RoleId 
                                    AND CA.CourseID = CR.CourseID));