Database Purpose

Functions to be performed - each function should be identified separately in as specific terms as possible. Some functions for a customer database might be as follows:

Keep Track Of Stuff

1. Keep company, address, phone, fax information on prospect and customer companies. TblCompanies
2. Keep contact name, title, product interest, phone numbers on personnel located at companies.  TblContacts
3. Maintain descending date order list of planned and completed actions at company.  TblActions
4. Maintain lengthy notes associated with companies. TblNotes
5. Maintain call reports associated with companies.  TblCallReports
6. Track quotes to companies. TblQuotes and TblQuoteItems
7. Track sales to companies.  TblSales
8. Track orders and order items and note reasons for lost orders. TblOrders and TblOrderItems
9. Track lost orders. TblLostOrders
10. Store complaint information. TblComplaints
11. Manage leads and lead fulfillment. TblLeads and TblLeadItems
12. Store list of competitors with their share and products sold to accounts.  TblCompetitors
13. Keep info on warranty work and equipment sold to accounts. TblEquipSold
14. Track applications of your products by customer. TblApplications
15. Maintain credit info on accounts. TblCreditInfo
16. Keep pricing and discount info. TblPricing
17. Maintain list of ship-to locations.  TblShipTos
18. Identify your employees associated with each account. TblEmployees
19. Maintain list of authorized territories for your distributors. TblCounties
20. Track distributors that the company buys from.  TblDistributors
21. Identify SIC codes for the prospect. TblSic

Tables

A separate table is necessary for each block of information. We need to know the purpose of each table. Each table will have fields which are like column headings. We need to know the field type (alpha, numeric, date), the field size or length and description of each field in each table. Some fields for a company table might be as follows:

  Field name         Type         Size       
1 Company        Alpha        30
    Name of company at this location
2 Address1        Alpha        30    
   Street address of company at this location
3 Address2        Alpha        30
    PO Box of company at this location
4 City                 Alpha       20
    City of company at this location

Note1: Field size or length should be as short as possible to allow efficient database operation and proper-looking mail labels and reports.

Note2: We have a lot of experience on table design and can recommend almost all the tables and fields for you. If we overlook something specific to your business it can be added later but it is always better to get it right the first time. The beauty of Access is that changes can be made at any time. Most changes can be made by you very easily.

Queries

These bring up "dynasets" of data and can be used to view or change limited blocks of information. A query example might be to "bring up all accounts in Michigan".

Forms

These are the screens the users will see. They can also be used to print out specific information on one account. They are normally used for entering or viewing data. You need to consider who is going to be entering or viewing information and how much should be on their screen or sheet.

Reports

Reports are print-outs of the entered data. They are usually summary or grouped information. What data you want reported regularly and how will it be grouped must be considered. Merge letters are an example of a report. Another report might show all "high interest" accounts broken down by salesperson with uncompleted actions. Not every database needs reports, and reports can be added later.

Macros

Usually support the forms and reports

Code

Usually supports the forms and reports.

Record Standardization

We start with your records and we normally purchase additional records and merge/purge and standardize the records so that the case is the same and phone numbers are all xxx-xxx-xxxx

Depends on the condition of existing and new records

New Record Integration

Depends on the number of new records and condition and source of new records

Passwords & Permissions

Depends on the number of users and degree of sophistication. A database may not need this or it may be handled by the network security.

Replication & Synchronization

Depends on  whether partial replicas or full replicas are necessary. Partial replicas, which are easily done in Access, are used to provide an individual sales person with his records … only…. and allows changes to be made both at headquarters and in the field with changes being sorted by Access.

Network Considerations

Type of server
Location of server
Effort required to integrate into operation
Do we want to link to tables in your enterprise software

Installation

Work Station - operating system, condition
Number of stations
Documentation requested

Training

Employees - level of knowledge
Degree of training
Manuals

Support

Hours available
Capability of support personnel
Cost of an hour of support

References

Contact references