1,250+ Hours Saved With Access Database Upgrades

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Case Study Summary

PROBLEM

Our client was using an older database (Access 2003) to estimate, schedule, and invoice their customer's projects.

The database had several bugs and problems, causing major inefficiencies and frustrations. In addition, the front end (Access 2003) was being used by a large team running Access 2013 and 2016.

SOLUTION

Overall, we upgraded the Access database from 2003 to 2016. We also fixed all of the bugs and problems. In addition, we created a custom Ribbon system to streamline navigation.

We also optimized all forms, reports, queries, and macros. We even created new customized forms, reports, and VBA automation to add new capabilities.

OUTCOME

Upgraded an older, existing database from Access 2003 to 2016
Created new customized forms, reports, queries, and capabilities
Significantly improved productivity by eliminating 100+ clicks per day
Saved over 1,250 hours of manual effort with automated VBA scripts
Additionally, this project saves 20+ hours per week (1,000 hours annually)

COMPANY

INDUSTRY

Fuel Canopies & Steel Structure Construction

LEAD DEVELOPER

Pete Thompson

AUTOMATIONAL

Results

1,250+

Hours Saved Through Automation

20+

Additional Hours Saved Per Week

100+

Clicks Eliminated Per Day

Client's Perspective

Curtis Bates

General Manager

"I had an older, existing Access 2003 database that I needed to update and improve.

Before Automational, I had a lot of trouble locating someone who listened to what I wanted and who was also qualified to do what I needed. Since we are a custom type business, I thought it would be hard for someone not experienced in my industry to even understand what I needed done.

I had tried another service that implied they could do the job but I was having to help them more than they were helping me.

Then I found Automational. Pete and his team did everything I wanted, and they improved our database beyond what we ever thought was possible. They have extensive knowledge of Access, and they continue to deliver a quick turnaround on any issues that have come up. They have made lots of improvements that are applicable to several people on our team.

Overall, Automational is really good at listening to what the issues are, and they really know their stuff. The service is awesome and the cost is very fair!"

The Journey

CLIENT

Curtis Bates (General Manager)

PROBLEM

Our client makes commercial steel structures and fuel canopies for gas stations.

Their team was using an older Access 2003 database to estimate, schedule, and invoice jobs.

The older database had lots of bugs and problems. Consequently, this was causing a significant amount of database crashes, inefficiencies, and frustrations for the team.

In essence, our client needed a major overhaul of the database to fix these issues.

The overhaul included upgrading the database from Access 2003 to 2016 and fixing all existing problems.

It also included debugging VBA code that was written over a decade ago, creating a better navigation system, and optimizing all forms, reports, and queries.

An additional need was for someone to travel on-site to collaborate on the project. Curtis also needed someone to create several new customized forms, reports, and other features to integrate additional workflow processes into the database.

SOLUTION

Curtis reached out to us, and we discussed his needs and vision.

Everyone was excited to get started, so we kicked-off the project with an on-site visit.

Initially, we focused on upgrading the database from Access 2003 to 2016 and fixing the existing problems. We also focused on debugging the older VBA.

Consequently, we were able to leverage a lot of the existing code and functionality, which saved a lot of time and money on the project.

Next, we created customized Ribbons for each form to streamline navigation. This was one of the top frustrations for the team.

By doing so, we eliminated a significant amount of unnecessary clicks: 100's to possibly 1,000's of clicks per day.

We also upgraded all forms and reports. This effort included streamlining each process and optimizing it to reduce the level of effort to complete each step. In addition, we were able to make changes to prevent common human errors.

Finally, we also created new VBA scripts that fully automated certain data processes. These included creating an archive system to keep the backend database tables lean and lightweight. The VBA automation saved over 1,250 hours versus if the data had been processed manually.

Curtis and his team now have a modern, reliable, and highly productive Access database. This has allowed them to be far more efficient with their time, without the headaches. On-going time savings is estimated to be over 20+ hours per week (1,000+ hours per year).

Could a new Access database or upgrading your existing one help your business? If so, reach out to us today.