Relational Data – An introduction for People Practitioners [Free Template]


What exactly is “Relation Data”?

The easiest way to understand relational data is to refer to your very own South African ID number.

Your ID number plays a central role in your everyday life. Your name, surname, race, gender, bank accounts, home address, clothing accounts and many other aspects of your life, somehow “relate” to your ID number.

If you phone your Bank and provide them with your ID number, they will be able to in-turn provide you with some information “related” to your ID number.

In other words, data from various sources all “relate” to your ID.

If your ID number was to be added to a relational database, then your ID number would be known as the “Primary Key”

In the Free Excel Template (provided here) you can practice your skills in relation to relational data (that’s a lot of relations…)

(In a later tutorial, we’ll have a look at how to achieve the same results by using an actual Microsoft Access Relational Database and expanding a bit more on relational data)

This template aids in the management of Disciplinary related data through Data Storage and the creation of Disciplinary Notices in the same template, at pretty much the same time. The relational nature of our data helps to shorten our time spent on manual data processing.

Central to the templates functioning is the use of =vlookup formulas, based on the “Primary Keys” used in the various sheets.

The Template

The template consists of 6 (six) sheets (we only partially complete 3 at most):

  1. Investigation Checklist – You would complete this sheet during the investigations phase, before deciding on whether to conduct a disciplinary hearing.
  2. Input Data – This sheet is crucial to the functioning to the workbook. It contains the primary key utilized in completing the next sheet.
  3. Auto Notice Sheet – The auto notice sheet has only two fields that you need to complete, for the sheet to “autocomplete”. These fields have been indicated on the sheet for your convenience.
  4. Employee Data – This sheet contains the details of fictional employees. You can replace the details in this sheet as long as you maintain the same formatting.
  5. Offences – Similar to the sheet above, this sheet contains generic offence codes used throughout the workbook. You are welcome to replace them with your own as long as you maintain the same formatting.
  6. Sanctions – Another sheet containing generic data that you can change.

Key Aspects

There are only a few key aspects that you need to take into consideration:

  • This template is intended as an introduction to relational data (in specific, data related to disciplinary matters).
  • The template is free to use for practice purposes only and hopeful a fun way to learn about relational data.
  • The “employees” in this workbook are purely fictional and resemblance to anyone you may or may not know, is purely coincidental.
  • The sheets in this workbook relate to each other on certain levels. Links to the various sheets have been established by utilizing =vlookups and other types of formulas (scratch around in the formula’s and try to change a few things around.)

Input Data Sheet

On the input data sheet, only complete the “white-space” areas. The grayed-out areas will autocomplete based on your inputs.

Auto Notice Sheet

As mentioned earlier, the Auto Notice Sheet only requires two inputs (indicated in the spreadsheet). The rest of the sheet will autocomplete. This significantly reduces the time spent on capturing data for reporting purposes and generating notice sheets.

And that is pretty much it.

If you missed the link earlier, you can download the free template here: Template


If you need some assistance with this template, feel free to contact me.

Until next time…

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