I am trying to create an employee org hierarchy using Access 2010. My basic table contains information about the employee, including their direct manager. Ideally, I'd like to create a single table that contains every level of reporting. The net output of this query would be a table that contains the owner, the owned, and the depth of the relationship between the owner and the owned.
My data table can be summarized down to:
Owned EE ID
Direct Owner ID
The net output I'd like to create is a table like this:
Owner | Owned | Levels between Owner and Owned
As an example, suppose John reports into Joe who reports into Jane. My structure would then be:
Joe | John | 1
Jane | Joe | 1
Jane | John | 2
I know that I will not go more than 11 levels deep between the top of my tree (the CEO) and the bottom of my tree (hourly worker peon).
Is such a thing possible to do in Access SQL? Ideally I'd prefer not to write a macro but I will if I have to. I can build from the bottom up or the top down, I really don't care, but I built my test file in Excel from the top down, and it's easier to start top down, since I'd start with the EE who does not have a direct manager (the CEO).
I am a relative n00b to Access, if that matters. Thank you.
Access SQL does not support recursion (like recursive CTEs in SQL Server), but the following VBA code will take an input table named [Employees]...
ID EmployeeName ReportsTo
-- ------------ ---------
1 Jane
2 Joe 1
3 John 2
4 Julia 2
5 Jack 4
6 Jimbo 2
7 Jill 5
...and populate a table named [EmployeeHierarchy]...
Superior Subordinate LevelDifference
-------- ----------- ---------------
Jane Joe 1
Joe John 1
Jane John 2
Joe Julia 1
Jane Julia 2
Julia Jack 1
Joe Jack 2
Jane Jack 3
Jack Jill 1
Julia Jill 2
Joe Jill 3
Jane Jill 4
Joe Jimbo 1
Jane Jimbo 2
...like so:
Option Compare Database
Option Explicit
Sub OrgTree()
Dim cdb As DAO.Database, rstTop As DAO.Recordset
Set cdb = CurrentDb
cdb.Execute "DELETE FROM EmployeeHierarchy", dbFailOnError
Set rstTop = cdb.OpenRecordset( _
"SELECT ID, EmployeeName " & _
"FROM Employees " & _
"WHERE ReportsTo IS NULL", _
dbOpenSnapshot)
' process each top-level entity
Do While Not rstTop.EOF
ProcessSubordinates rstTop!ID, rstTop!EmployeeName, 0
rstTop.MoveNext
Loop
rstTop.Close
Set rstTop = Nothing
Set cdb = Nothing
End Sub
Sub ProcessSubordinates(BaseID As Long, BaseName As String, RecursionLevel As Long)
Dim rstSubs As DAO.Recordset
Dim i As Long, CurrentID As Long, SuperiorID As Long, SuperiorName As String
Set rstSubs = CurrentDb.OpenRecordset( _
"SELECT ID, EmployeeName " & _
"FROM Employees " & _
"WHERE ReportsTo = " & BaseID, _
dbOpenSnapshot)
' loop through immediate subordinates for the "base" employee
Do While Not rstSubs.EOF
AddToEmployeeHierarchy BaseName, rstSubs!EmployeeName, 1
' traverse back up the tree to list all other superiors
CurrentID = BaseID
For i = 1 To RecursionLevel
SuperiorID = DLookup("ReportsTo", "Employees", "ID = " & CurrentID)
SuperiorName = DLookup("EmployeeName", "Employees", "ID = " & SuperiorID)
AddToEmployeeHierarchy SuperiorName, rstSubs!EmployeeName, i + 1
CurrentID = SuperiorID
Next
' and recurse to process down the tree for the current subordinate
ProcessSubordinates rstSubs!ID, rstSubs!EmployeeName, RecursionLevel + 1
rstSubs.MoveNext
Loop
rstSubs.Close
Set rstSubs = Nothing
End Sub
Sub AddToEmployeeHierarchy(SuperiorName As String, SubordinateName As String, LevelDifference As Long)
Dim rst As DAO.Recordset
Set rst = CurrentDb.OpenRecordset("EmployeeHierarchy", dbOpenTable)
rst.AddNew
rst!Superior = SuperiorName
rst!Subordinate = SubordinateName
rst!LevelDifference = LevelDifference
rst.Update
rst.Close
Set rst = Nothing
End Sub
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