Microsoft Access Solution for Proposal & Project Tracking
How Excel Access Expert Helped an EPCM Firm Streamline Workflows with Custom Automation
At $50 Per Hour
Excel Access Expert recently partnered with a Texas-based EPCM firm—Alliance Engineers & Project Consultants, LLC—to develop a fully tailored project and proposal tracking system. Built in Microsoft Access, this solution automated multiple layers of reporting, communication, and internal tracking, all while keeping the interface simple and user-friendly.
Client Requirements & Scope
The client needed a flexible, secure, and scalable Access-based system to handle complex proposal workflows, interdepartmental approvals, and real-time project visibility.
- Outlook-triggered proposal requests and approvals
- Automated status updates and team notifications
- Excel exports for sales and manpower forecasting
- Percent-completion tracking for all projects
- KPI dashboards and weekly project status updates
- Purchase order and proposal form tracking
- Dashboard for proposal metrics: submitted, lost, kicked off, etc.
- Button-click links to open external forms or directories
- User login with audit logs and secure access control
- Comprehensive reports: proposal pipeline, meetings, and task statuses
Main Forms
Microsoft Forms
Notification Forms
Key Challenges & Our Solutions
1. File Storage Limitations
Storing attachments inside the database pushed the system close to Access’s 2GB file limit. We solved this by storing documents in shared folders and referencing file paths in the database. Users could open any attachment with a click—saving space and improving performance.
2. Manual Frontend Distribution
As more users came on board, it became impractical to manually distribute updated frontends. We implemented an auto-update checker that notified users of newer versions and downloaded the latest frontend automatically—similar to mobile app updates.
3. Multi-User Security & Logging
To ensure traceability and prevent unauthorized access, we deployed a secure login system with per-user permissions and detailed audit trails to monitor user activity.
4. High Reporting & Automation Demands
The client needed detailed, on-demand reports and dashboards. We developed dynamic forms and automated Excel and KPI exports, reducing manual work and increasing reporting speed.
Technologies Used
- Microsoft Access – main development environment
- VBA – for advanced logic, automation, and UI control
- SQL & Recordsets – for robust backend interaction
- Outlook & Excel Automation – for notifications and report generation
- Optional Upgrades – scalable to React, Python, .NET, and AI-enabled systems
Business Outcomes
- Automated workflows saved dozens of manual hours weekly
- External file referencing solved storage bottlenecks
- Built-in update alerts ended version confusion
- Dynamic reports enhanced project visibility
- Improved team coordination with real-time tracking
Why Choose Excel Access Expert?
- Custom-built MS Access solutions tailored to business needs
- Automation experts across VBA, SQL, and modern tech stacks
- Competitive pricing with fast delivery timelines
- Bug-free assurance with ongoing support
- Flexible transition to web, desktop, or AI-powered platforms
Ready to streamline your project workflows with a custom MS Access solution? Contact Excel Access Expert today—we’ll help you digitize, automate, and scale your operations for long-term efficiency.
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