MS Access Data Structure for Project Planning (Architectural Office)

[DAVIDRAS]

I'm trying to plan my first database for my business and the capabilities of Access amazed me as soon as I went through the tutorial courses. However, I'm still not sure if this is the best solution. Currently, I'm using multiple excel sheets with specialized conditional formatting to keep us in touch with the progress of the projects. However, this is becoming obsolete as the size of my workbooks are growing fast. Additionally I'm unable to record more than 1 task per project since each projects only occupies 1 row in my database.



With Access, I'll be having a variety of tasks that each will have their own table. I also have some tasks that must be able to act as sub-tasks to a variety of other tasks. For example, "Fee Payment" task is something that can apply to "Filing Task", "Amendment Task", and a whole range of tasks that need fee payment.

In addition, I have consecutive tasks that must follow a chronological order and I must be able to track the progress of these tasks in a meaningful manner. However, the task type or even the order of the tasks for each project could be completely different than another one.

So far, in it's most basic form, my database will have a main menu that allows the users to Add Clients, Add Projects, and follow through with the Open Tasks. Under the Open Tasks there will be a form on top for data entry and a query at the bottom to view the tasks. However, I'm asking your help for the 2 issues mentioned above; 1) Sub-tasks to apply to multiple tasks 2) Chronological order of the tasks.

[orange]

....first database for my business...

With Access, I'll be having a variety of tasks that each will have their own table.

This is not likely in a well designed database.

I would think you would have you hands (and all available time) full of your new business--Do you really have time to learn,develop, test, revise, manage and maintain a database which may be VITAL to the success of your business?

Have you considered a commercial package?

You might try watching some free video tutorials by Dr.Daniel Soper that will help you with the concepts.

Intro to Database
The Relational Model
Data Modelling and the ER Model

Research Normalization

Before making a decision to build or buy, work through a couple of these tutorials. You will learn the importance of a good description of your business, and a process to design a database to meet your requirements.

http://www.rogersaccesslibrary.com/T...nformation.zip
http://www.rogersaccesslibrary.com/T...getsDesign.zip
http://www.rogersaccesslibrary.com/T...cripDesign.zip
http://www.rogersaccesslibrary.com/T...lationship.zip

Access (database) is a different animal than Excel(spreadsheet) --regardless of the marketing literature. Many Excel people have to unlearn spreadsheet to become familiar with database.

Good luck.

[DAVIDRAS]

The way I see it, investing some time into creating a tailored database that suits my needs will save me a lot of time down the road. However, I'm completely open to suggestions if you have specific commercial software in mind.
I know Microsoft Project can help with the task order portion of my problem, but I need a database that keeps and organizes records as well as keep up with my tasks.

[orange]

No I don't have any commercial software suggestions. I just want to give you some appreciation of possible options to building your own from scratch. Getting detailed specifications organized is critical whether you build, you buy or you hire someone to help design/develop/test/document/maintain..
Do not underestimate the learning effort involved.

Look at the videos and work through a tutorial-- make a decision from a point of knowledge.

Good luck.

[ssanfu]

In addition to orange's suggestion, here is more links to help learn basic database design

(this is a text file to make it easier to download - enjoy reading)