Description

Optima

Problem

An Access Database was being used for job entry and time management. It had been created by a team member as a hobby but had grown and was now very important to the running of the business. Professional support was needed to reduce the risk to the business

Previous situation

Access databases have 2 elements; screens for input and reporting, and the actual data storage element (these 2 elements are generally referred to as the front end and back end). Where multiple users are involved and changes need to be implemented easily it is accepted that the front end and back end should be independent one from the other. This was not the case here which made evolution of the application difficult.

Solution

The agreed solution was to move the data storage over to Microsoft SQL Server (a cloud enabled data store). Later the data input area ‘Front End’ would move from an Access Database to a purpose built Windows based application. Moving away from an Access front end would allow better integration with Sage Line 50 and facilitate more sophisticated document production (supporting different printers, changing templates more easily etc.).

Step 1

Split the Access Database between front end and back end. Move the back end to Microsoft SQL Server. This had the benefit of speeding up data access times.

Step 2

Create the new Front End. We were able to use our experience of producing similar applications to make improvements to the overall process flow.

Step

Expand the application to Integrate with Sage Line 50. Create new records for customers on both the database and in Sage and create invoices based on the information held. Added functionality to edit their reports in Word, create PDF’s from these templates and email these documents direct to customers.

Step 4

The Company had two offices. With different permission levels allocated, based on staff roles and department, the application became ‘multi-office’ streamlining processes organisation wide.