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I would like a basic database built with Microsoft access, so just about anyone can use it and it will be cheaper (if I am wrong about this please correct me)
Overview of what we do manually at the moment which is looking to be automated using database and a website with an interface to database. (To better understand out database needs)
We are a small company in Africa that deal in motor spare parts we receive orders from our clients by phone, record these orders and then send the information to several of our partner agents who specialize in supply of varying car parts from specific car manufacturers though a few agents supply parts from all car manufacturers.
we therefore sort out the information of the orders manually and send to the agents depending on the location of the client who made the order, the maker of car which requires a part, what parts the agent supplies etc. agents must only receive information they can use for their business.....pointless for example sending orders for a client 300 miles away, or sending orders for ford car parts to an agent who deals only in fiat parts, or sending an order of fiat windows to an agent who supplies only engines etc
We must send this info at specified times in the day to all the agents e.g. when the requests for an area location group get above a given number of orders we send the new requests lists to agents in that area location group. This is what we do on a daily basis manually which is very limiting and hard to do.
This is what the database and website email service should do automatically.....all staff will need to do is input the info into the database.
Basically my small team needs to collect data (requests from customers) and send these requests to a list of agents. These agents are located in different areas within a country. Therefore the data has to be able to be managed in a way that enables request to be received from clients living in several areas in this country and send tailored chunks of the requests to agents who are in closer proximity to the clients. Then if nothing can be done the request can be sent to agents further from the clients and so on.
The database should be structured in a way that manages data (requests from clients) to meet specific requirements of agents who use the tailored information for business purposes.( the tailored information should be easy to pull out of the system and sent via website e mail to agents)
1) Clients feed my staff with requests (data)
2) My staff immediately input this data into the system/database (clients location, details of request, clients contact details)
3) Database puts data into groups in terms or location of request, and details of request
4) Any user with privilege can pull out all data collected between specified time frames and send it to the agents depending on their location groups via email directly from the website e mail address. because clients may opt to give their requests on-line it will be backed up by a website which will have a page which will allow them to self input the data exactly like staff would have done and then click on send, which will treat the data in exactly the same way as aforementioned, such that it can equally be pulled out by a user with privilege and sent to agents based on their location and specific requirements.
Therefore this is a dual kind of project predominantly database building, with a light website interface plug in and a nice website which will load easily for browsers in a country where INTERNET connection is not the best to say the least.
Details of request (clients)
The requests are for motor spare parts. Therefore when it comes to inputting the specific request there should be a drop of options (based on already computed info from database of all spare parts.)
Location of client > specific location area > car manufacturer > Toyota > part type > full engine> engine type > ........
Location of client > specific location of client > Toyota > calibrator > type 3.2 ....
Location of client > specific location of client > Ford > part type > specific part etc
Specific requirements (agent's)
Agents may prefer to receive lists of requests from clients who ; live in a specific location group, require parts from a specific car maker, or engine requests only etc so a user with privilege should be able to pull out data to meet agents specific requirements before sending it to them........pointless for example sending orders for a client 300 miles away, or sending orders for ford car parts to an agent who deals only in fiat parts, or sending an order of fiat windows to an agent who supplies only engines etc
Because client locations will be new areas in a country which has not been mapped into areas properly the system should be flexible for updating the drop down of locations of clients. This is same with the system requirements for the drop down of motor parts because new parts are made, and parts may be called differently in the local lingo. So the system must be able to flexible enough to e updated by a user with the right privileges.
Business system requirements:
Database must be used by up to 20 staff on a network of computers in one office without problems caused by multiple people inputting data into the database at the same time.
Data should be easily pulled out and sent to agents with different data requirements, done by a user with privileges.
It should be possible to track activity of all staff users of the database. To know who recorded specific information onto the database.
Easy to use for staff and clients who will impute from the website interface.
Easy to view website in country with slow INTERNET speeds.
Our budget is £250 to £500 depending on the quality of the database, user friendliness, and ease of updating by privileged users etc