ECN (Engineering Change Notice) to ECR (Change Request) Database with Email Report

O

orionz06

#1
Hello,
I am new to the forums, and fairly fresh into the field. I have been asked to work on a project that would take a paper trail ecr-ecn to a database where they can be stored and edited. The flow is to be
idea-->
ECN-->
email to list A-->
approve--> or revise--> email to list A-->approve (revise repeats)->
approval criteria met (ie, president signs off)
sponsor generates ECN-->
email to all parties effected (effectively list B)

i have a form that is in excel format, and that is about it...

does anyone have suggestions or a template in access that may make this an easier task, especially for an access newb (opened it for the first time in my life 3 minutes ago)


Thanks
 
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Manix

Get Involved!!!
Trusted Information Resource
#2
Re: ECN to ECR database with email report

It's possible in Access but it depends how much time you have to master it! It is not the quickest thing to master but once you learn the basics it is very useful! But it takes time.

The only trouble is things coming in and out the database. It quite feasible and easy to to email people data from Access, it uses a simple macro, but what's emailed? A report (generated by Access?) a file? a simple piece of text? How is this updated back into the database and then back out again.

Please remember Databases are there to store data, so anything you design must have this as there primary focus. All other things such as reporting and emailing etc... are nice bits to facilitate the communication of the data.

If the spreadsheet works well, use it. But if you really want to explore Access (and it is very good once you know how to use it) then visit this forum, which I find invaluable:

http://www.access-programmers.co.uk/forums/

Access is an excellent tool which can eliminate so much manual administration and cetralise many administration processes, but you need to design it correctly to start with!!!
 

Marc

Hunkered Down for the Duration with a Mask on...
Staff member
Admin
#3
Re: ECN to ECR database with email report

Acess is an 'add on' (costs extra), isn't it? Or is it part of Microsoft Office like Excel is?
 

Manix

Get Involved!!!
Trusted Information Resource
#4
Re: ECN to ECR database with email report

Acess is an 'add on', isn't it? Or is it part of Microsoft Office like Excel is?
Access is part of the office suite, at least up to 2003. In fact 2007 is the same as I have demo'd it! (actually that may not be true, but upto 2003 Access has always come with office.)
 
A

andygr

#5
Re: ECN to ECR Database with Email Report

concider looking at other options also such as having someone create what you need. I willl never be as good as some of those who love to create code because they like to. I only do it because I have to.
Look at this for coding help. I would sugest MySQL/SQL data base and PHP or ASP coding to get what you want.
getafreelancer.com
:2cents:
 

Wes Bucey

Quite Involved in Discussions
#6
Re: ECN to ECR Database with Email Report

FYI: There is a free office suite which has nearly 99% of the features of Microsoft Office, including a database like Access and a spreadsheet like Excel which is completely compatible with each of the Microsoft counterpart modules, including the ability to convert files to pdf files. The software is called Open Office and is downloadable for free from [SIZE=-1]www.openoffice.org/

I'm pretty sure we have several discussion threads about the software here in the Cove.

I have no personal connection to Open Office other than having a copy on my own computer in addition to Microsoft Office.
@@@@@@@@@@@@@@@@@@@@@@@@@@@

Also FYI and more on topic:
Depending on the size and complexity of the organization, and especially on the ability and availability of code writers within the organization, it is often better to buy off-the-shelf solutions than to re-invent the wheel in-house.

I've written on this topic throughout the years here in the Cove. Most recently, I wrote[/SIZE] http://elsmar.com/Forums/showpost.php?p=203251&postcount=3)
I've written and made presentations on EDM (electronic document management) for at least the last seven years. Here's one link that describes the basis of what is available. The organization needs to balance features with those they NEED (not just want) against the cost and ease of implementation. Remember, many organizations survived very well for years on relatively efficient paper-based systems.
http://elsmar.com/Forums/showpost.ph...9&postcount=15
Also, look at this one
http://elsmar.com/Forums/showpost.ph...24&postcount=7
I have seen several web-based systems that seemed to have a good mix between security and wide availability.

Almost ANY of the modern systems will send electronic notice to pertinent parties at various stages in the development of a document. Further, they should keep an audit trail of responses and acknowledgments. Most importantly, once the new version of a document is approved and published, the previous, obsolete version is no long available to the casual viewer, only to a select few with review security clearance.
I hope this helps you get perspective on the situation you face.
 

al40

Quite Involved in Discussions
#7
Re: ECN to ECR Database with Email Report

Hello,
I am new to the forums, and fairly fresh into the field. I have been asked to work on a project that would take a paper trail ecr-ecn to a database where they can be stored and edited. The flow is to be
idea-->
ECN-->
email to list A-->
approve--> or revise--> email to list A-->approve (revise repeats)->
approval criteria met (ie, president signs off)
sponsor generates ECN-->
email to all parties effected (effectively list B)

i have a form that is in excel format, and that is about it...

does anyone have suggestions or a template in access that may make this an easier task, especially for an access newb (opened it for the first time in my life 3 minutes ago)


Thanks
Take a look at a program called Qualtrax it's a document control program but it also lets you use a feature called "workflows".

al40
 
B

barbt

#8
Re: ECN to ECR Database with Email Report

Hi OrionZ06

we designed our ECN exactly as you described using Lotus Notes. After every change to the initial document, an email is generated describing the change, and it can be sent to anyone in the company. works just fine.

good luck
 
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