How to report MS Access data, calculated columns with group by - sql

Question

I have an Access 2003 database which records fault call help requests in a medium size organisation of around 200 users. Calls are logged (and appended into the database) via a Classic ASP page, and a team of systems administrators use a seperate classic ASP web page to view calls, provide a response, etc.
All calls are recorded in one table called tblFaultCall, it's structure is below
tblFault call
ID : Autonumber
strName
strPhone
dtmDateOpen : Date/Time (date call logged)
dtmDateClosed : Date/Time (date call closed)
dtmTime : Date/Time (time call logged)
strStatus (always 'Open', 'Pending' or 'Closed')
strCategory (always one of 10 categories, held as as list in tblCatgory, and used in lookup lists in the ASP web page)
strFaultDesc
strResolution
strCallOwner
dtmDatePending : Date/Time (date call set to pending, if it ever was)
For management, I need a way of easily creating a quarterly report which shows as below
Call recieved between dd/mm/yyyy and dd/mm/yyyy
----
Category Calls recieved Of which 'Closed' closed within 5 days Closed within 14 days Open Pending
Cateogry x 1052 950 700 200 50 50
Cateogry Y 65 60 50 5 0 5
I need an easy way to do this. I need the manager to be able to insert the dates he wants, and then click a button and it all comes up. I cannot work out how to create one query which gives all of this. It's easy to give just the categories and number of Open calls, but then can't work out how to add a further column to show number of Closed calls, or the number closed within x days, etc. I can create individual queries for the harder columns, but not get it all together.
So, options are
Classic ASP - I think would involve a lot of individual SQLs for the calculated fields
Access Report ?
Some kind of export to Excel?
VBA in Excel to link back to prepared queries in Access?
Any advise would be appreciated.

Answer 1

You should be able to get that data in one query. Try this one:
SELECT AllCalls.strCategory, CallsReceived, CallsClosed, ClosedWithin5Days, ClosedWithin14days, CallsOpen, CallsPending
FROM
((
SELECT strCategory,
Count(ID) AS CallsReceived,
Sum(IIF(strStatus='Closed',1,0)) AS CallsClosed,
Sum(IIF(strStatus='Open',1,0)) AS CallsOpen,
Sum(IIF(strStatus='Pending',1,0)) AS CallsPending
FROM tblFaultCall
WHERE dtmDateOpen BETWEEN #6/1/2014# and #6/30/2014#
GROUP BY strCategory
) AS AllCalls
LEFT JOIN
(
SELECT strCategory,
Count(ID) AS ClosedWithin5Days
FROM tblFaultCall
WHERE DateDiff("d", dtmDateOpen, dtmDateClosed) <=5
AND dtmDateOpen BETWEEN #6/1/2014# and #6/30/2014#
GROUP BY strCategory
) AS FiveDay ON AllCalls.strCategory=FiveDay.strCategory)
LEFT JOIN
(
SELECT strCategory,
Count(ID) AS ClosedWithin14Days
FROM tblFaultCall
WHERE DateDiff("d", dtmDateOpen, dtmDateClosed) between 5 and 14
AND dtmDateOpen BETWEEN #6/1/2014# and #6/30/2014#
GROUP BY strCategory
) AS FourteenDay ON AllCalls.strCategory=FourteenDay.strCategory
The classic ASP part should be very similar to your other pages: query the database, loop through the resulting data, output it to the screen. You would use the same approach if you were generating a spreadsheet too.

Answer 2

Each column can be calculated, mostly with iif statements:
Total calls = count(calls)
Closed calls = sum(iif(<call is closed>,1,0) (however you define <call is closed>)
Closed in 5 days = sum(iif(<call is closed in 5 days>,1,0))
and so on