Technology Member Company Profile Series
This is the fourth in a series of Tech Company
profiles on Cape Cod Technology Council members
Access isn’t easy. Nor is finding a qualified Microsoft Access
programmer. Fortunately for the Cape Cod Technology Council (CCTC),
local Access whiz Philip Leduc was happy to help. CCTC has for the past
four years operated with two MS Access databases: one to keep track of
member companies and contact information, and another to register
individuals for the monthly meetings. The time came when operating two
databases instead of one was cumbersome. The duplication of contact
information and the overlap between company and attendee history cost CCTC
too much employee time to justify.
That’s when Philip Leduc came in. A native Belgian programmer, Leduc
began his company, Philip Leduc Access Development less than a year
ago. In that time, he has seen his client base grow exponentially through
word of mouth. “There are a lot of Cape Cod companies that haven’t yet
explored the potential of Access”, says Leduc. “A company that invests in
a database can make back their investment in half a year. It saves a great
deal of employees time and energy”.
Over the course of a month, Leduc merged CCTC’s two databases into a
newer, sleeker and far more accessible database. The former employee of
Volvo began by interviewing the primary users of the databases. They went
over what the general goal was and became more specific about queries,
forms, and relationships. Leduc burned a copy of the databases to a CD and
went on his way. While he worked on the merge at a separate location, CCTC
employees were able to continue working. Because the merged version of the
data would be coming from Leduc, data imputing had to be put off for only
a week’s time it took Leduc to complete the merge.
Returning to the eager CCTC staff with merged tables (sources of data)
and fresh forms (aesthetic appearance), Leduc explained the process and
then discussed the “bells and whistles”. All in all, the process took four
weeks to complete. Leduc discussed the convenience of creating or merging
a database in stages, “A lot of businesses aren’t able to put in the time
and money all at once. That’s why I often do the most critical work first
and leave the database as usable. Later, when the client is ready to go to
the next stage they can do so without missing any of the benefits.”
The reform of existing databases and creation of new ones serves a purpose that can be summed up in one word: streamlining. Because so many businesses still work with only Microsoft Excel and/or QuickBooks, few are aware of the tremendous benefits of a database. While the aforementioned business tools work for financial collections information, Access can be a program of both collections and more importantly, of sales.
A program in Microsoft Office that often goes ignored by small businesses, Access is a tremendous tool. Businesses are able to do far more than record keeping when they employ this program. Customer jobs are easily recorded along with contact information. Once a customer has built up a significant history, the database can perform a query designed by the user to narrow down the type of jobs done for the customer in order to best determine what product to market to that customer. The reverse is also true: an Access database query can search for all customers who have purchased a certain product. The business can then use those names in a type-specific direct mailing for a sale on that product. In the same manner, the business can search for the most popular product within seconds rather than through a manual count, making marketing that much easier.
With a computer and MS Access, small businesses are now able to utilize databases that used to be available only to large companies. As with any advancement in technology, Access does require a degree of expertise. This often prevents small businesses from making the transition, as few can spare the time to learn enough to create a usable database. That’s why Leduc advises companies to have a qualified Access programmer build the database from the ground up. “Otherwise, when you eventually hit a roadblock, it will be more expensive and difficult to rebuild than if you had originally gone with a specialist,” says Leduc.
Americorps Cape Cod encountered that problem. “Our database was very poor. Information wasn’t stored properly and the database wasn’t built along the lines of a normal database”, says Michelle Woods of Americorps. “Philip basically took the data from the old database and created a whole new one.” The database he created needed to be extremely “user-friendly”, since twenty-five different people at Americorps enter data into the database. “It had to be simple and straightforward. Records had been deleted in the old database because it was set up improperly”.
Now, the Americorps division’s database that Woods works in is easily used by novices and harder to corrupt. Woods was so impressed by Leduc’s “talent, ability and patience” that Americorps is planning to have Leduc design a database for the other division of their Cape Cod office. While building a database from the ground up is less complex, rebuilding a database is not a task Leduc stays away from.
One such customer was American Tent & Table Inc. The company rents out tents and tables for wedding receptions and the like. They already had an Access database for client information, but lacked an inventory system. Allen Sylvester explains, “It used to be that when a customer called and asked if we could provide a certain type of tent, we would have to search our inventory for the tent and components. That process sometimes took over an hour. Now, all we need to do is print a report and thirty seconds later we know whether or not we can service that customer. We don’t even need to get off the phone with the customer.” Leduc visited American Tent a half dozen times and “every time he leaves us better off than before”.
Leduc fills a hole often left by startup companies. Many set up networks and help with software installation, but few have a specialist in Access. Consequently, several of those companies refer clients to Leduc and vice versa. “Designing a really good database is more than programming code. It’s about assessing the client’s needs and the direction they want to take the company in. A lot of people are surprised at how much Access improves employee efficiency and improves their marketing ability”.
For more information on Philip Leduc Access Development, visit his website: http://access.philipleduc.net/ or contact Philip at (508) 362-2350.
Posted: July 27, 2004
This profile was composed by Stefanie Coxe, Project Coordinator of Cape Cod Technology Council.
For more information contact Spyro Mitrokostas, Executive Director of the Cape Cod Technology Council at 508.771.6308.