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MS Access Database CRM/ Appointment Scheduler Build

  • Posted:
  • Proposals: 29
  • Remote
  • #4258719
  • Awarded
Sian R.Muhammad RehmanShrey T.Jacob T.Oleksandr S. + 24 others have already sent a proposal.
  • 3

Description

Experience Level: Intermediate
Project Overview:

I am seeking proposals from experienced database developers to design and build a Microsoft Access-based Customer Relationship Management (CRM) system. This CRM will be used by myself to manage resident details, track property maintenance work, and monitor communication history with residents. The system is intended to replace mycurrent Excel-based process and provide a more robust and integrated solution.

Scope of Work:

The CRM should include, but is not limited to, the following functionalities:

Resident and Address Management:

Maintain detailed records of residents, including contact information, communication history, and notes.
Track addresses and associated properties, including property type and status.
Work Package Tracking:

Manage work packages for different types of property maintenance works, including but not limited to:
Damp and Mould Works
Window and Door Replacement Works
Track related tasks such as asbestos surveying and removal.
Assign multiple contractors to specific jobs as needed.
Job and Contractor Management:

Track the status of jobs from initiation to completion.
Manage contractor details, assignments, and communication.
Resident Communication History:

Record communication history with residents, including dates, details of communications, and follow-up actions.
Manage staff assignments to specific communications.
Reporting and Analysis:

Generate reports in Excel format to facilitate data analysis and decision-making.
Provide customized reporting options based on various criteria (e.g., job status, contractor performance, resident interactions).
Key Requirements:

The database must be easily navigable; the primary user interface will be stored locally, with possible assignments to external users for data inputting.
The system should have robust data validation and error-checking mechanisms to ensure data integrity.
Integration with Excel is required for both importing and exporting reports and data.
The system must be designed to allow for future enhancements and scalability, particularly for adding additional work packages.
Main Menu Design:
A user-friendly main menu that allows users to:
Add and edit resident information.
Enter and update job details.
Schedule and manage appointments linked to each property.
View and manage contracts linked to specific properties.

Ideally I would like to have a Teams/ Zoom call to run through my current process, which will clearly demonstrate the current workflow. Open to quotes and suggestions on further enhancements and features.
Please provide an example or demonstration of previous relevant work to showcase expertise and design capabilities.
The project deadline is deliverable by the end of September or earlier if possible.

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Clarification Board Ask a Question

  • Muhammad I.

    Why you chose MS access database?

  • Rukhsana I.

    Do you need user management with different access to various forms/reports based on user domain (user,Admin, superuser etc)? Do you need an audit trail so you know what user updated/edited/deleted what values in what table/form? When you say "external users for data inputting" what do you mean by "external"? People not at the office? BTW, do you have a server to run the back end off of (and have the front end forms/reports on every pc that needs to access the database)?

  • Oleksandr S.

    Hello, can you share me reference website?

    Eleanor M.28 Aug 2024

    Sorry I don't understand your question.

    Oleksandr S.28 Aug 2024

    Sorry, it was not correct question
    I knew your CRM is not website, it is just for using ur own business
    1. Do you wanna export reports as excel file?
    2. Do you need UI for managing or track addressesl?
    3. All database should saved in MS Access Database?

  • Simranjit K.

    Hi Eleanor,

    - Can you provide a brief overview of your current Excel-based process and the specific challenges you're facing?

    - Approximately how many resident records and work packages will the CRM need to handle initially?

    Eleanor M.28 Aug 2024

    Overview of Current Excel-Based Process:
    Our current workflow involves several steps, all of which are managed manually in Excel spreadsheets. Here's a brief overview of the process:

    Input Resident Information:

    We manually input resident details, including name, address, and contact numbers.
    Input PO/Work Order Information:

    We log contract details, purchase order (PO) numbers, and information about who issued the work instructions.
    Add to Work Package Tracker:

    We track work packages, such as Damp and Mould Works or Window and Door Works. Each entry includes the address, work instructions, assignment of a site manager, and assignment of subcontractors. These records form the basis for reports sent to clients.
    Add to Asbestos Survey Tracker:

    For properties requiring asbestos surveys, we input the address and assign a subcontractor to the survey task.
    Schedule Asbestos Survey Appointments:

    We contact residents to book asbestos survey appointments and update the Asbestos Survey Tracker with this information. After receiving the asbestos report, we update the tracker accordingly. This tracker is also used to generate reports for the asbestos survey company.
    Record Communication History:

    All communication with residents, including notes and call details, is recorded in a separate communication history log.
    Specific Challenges:
    Data Duplication and Inconsistency: Managing multiple spreadsheets often leads to data duplication and inconsistencies, which impacts data integrity.
    Manual Updates: The current system relies heavily on manual input and updates, making it time-consuming and prone to human error.
    Limited Scalability: As the number of resident records and work packages grows, the Excel-based system becomes increasingly cumbersome and less efficient.
    Reporting Limitations: Generating reports from Excel requires significant manual effort to compile and format data from multiple sheets.
    Initial CRM Data Requirements:
    Resident Records: The CRM will need to handle approximately 150 resident records initially, with potential growth to 1,000 records in the near future.
    Work Packages: The system should be able to manage a similar volume of work packages, aligning with the number of resident records and properties.
    Data Import: There is a backlog of around 1,000 records that we may want to import into the new system, although this is not essential.
    Future Work Packages:
    While not essential at this stage, the CRM should be designed with future scalability in mind to accommodate additional work packages. These may include:

    Kitchen and Bathroom Installation
    Rewire Works
    Aids and Adaptation
    The CRM should allow for easy integration of these additional work packages when required.

    User Access Requirements:
    Primary User: The database will primarily be accessed by me locally.
    External User: There may be a need for one external user to remotely access the system and conduct data entry. The system should be able to support remote access securely.
    I hope this provides the clarity needed. Please let me know if you have any further questions or need additional details.

    At this stage I need to start a CRM to cover the basis for Damp and Mould Works and Windows and Doors.