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  1. #1
    Join Date
    Nov 2014
    Posts
    5

    Unanswered: Developing a tracking system for Maintenance Request

    Hi everyone, I'm new in the Forum and decide to join because I'm planning to develop an application to track Maintenance request. I’m the Director of Maintenance and I was looking at MS Access but I think it involves a lot of programming language (VBA) and is not a stand along application.

    I have some experience with DataBase programming in the past (Clipper, Dbase III and FoxPro). The Organization I work for owns 24 buildings and I would like to track the WORK ORDERS (Maintenance Request) or repairs in the apartments that could be about two to three thousands a year. I would like to do this individually by buildings but also would like to generate a master table with all the work orders so I can print reports by buildings, categories (plumbing, electrical, hardware, etc.) inside buildings or by employees (whoever makes the repairs). This would also keep track of repair in units or apartments which will involve creating a Tenant’s Table. At the same time I would like to keep track and print the “open” Work Orders in a monthly basis or Work Orders that has been scheduled for repairs by Outside Contractors.

    We don’t do invoicing but would like to develop an application to keep the Inventory in parallel so every time we use a part it will be deducted from the Inventory system. I know is a big project but I been researching a lot lately and I believe the best option is Filemaker 13 Pro Advance edition. I hope to learn a lot from this forum, thanks in advance for your comments.

  2. #2
    Join Date
    Nov 2004
    Location
    out on a limb
    Posts
    13,692
    Provided Answers: 59
    erm Access can be a stand alone application (you will need a licenced copy to develop the application, but users don't. they can use the Acccess runtime which is available FoC)

    Access doesn't 'need' any programming for many tasks / applciations, but if required there is a prettyfully featured development environment available. given the brief outline of your requirement Id be surprised if you needed to do any coding at all.

    the strongest reason to use Filemaker in my books is if your application is going to run on Apple OS's (in place or as well as) Microsoft OS's.

    Access can be just as naive (or if you prefer brain damaged) as Filemaker in terms of doing things only with the stock interface.

    For what is essentially a relatively simple application you could even use something else such as open office if budget is a constraint.

    Failing that you could also develop a web scripting solution using, say PHP or ASP.NET and so on talking to a back end.

    irrespective of whether you are using Access, Filemaker, Open Office you will need to design the tables correctly. so before committing to a specific database bone up on good db design practice which will be invaluable irrespective of what your db of choice actually is.

    http://www.tonymarston.net/php-mysql...se-design.html
    http://r937.com/relational.html
    http://www.informationqualitysolutio...tionPoster.pdf
    ..are all worht a good look/read, and the re-read
    I'd rather be riding on the Tiger 800 or the Norton

  3. #3
    Join Date
    Nov 2014
    Posts
    5
    Quote Originally Posted by healdem View Post
    the strongest reason to use Filemaker in my books is if your application is going to run on Apple OS's (in place or as well as) Microsoft OS's.
    http://www.tonymarston.net/php-mysql...se-design.html
    http://r937.com/relational.html
    http://www.informationqualitysolutio...tionPoster.pdf
    ..are all worht a good look/read, and the re-read
    Thanks for the reply and sorry if I wasn't clear enough. I would like to carry the application in an iPad device when moving from building to building. Besides this application I plan to collect information as a result of inspections. Thanks for the links.

  4. #4
    Join Date
    Nov 2014
    Posts
    5
    Quote Originally Posted by healdem View Post
    the strongest reason to use Filemaker is if your application is going to run on Apple OS's (in place or as well as) Microsoft OS's.
    http://www.tonymarston.net/php-mysql...se-design.html
    http://r937.com/relational.html
    http://www.informationqualitysolutio...tionPoster.pdf
    ..are all worht a good look/read, and the re-read
    Sorry if I wasn't clear enough. I plan to run this application in an iPad and probably an iPhone too. I need to move from building to building collecting information. I guess MS Access is a very good platform but in this case I'll opt for Filemaker Pro.
    Thanks for the links

  5. #5
    Join Date
    Sep 2009
    Location
    Ontario
    Posts
    1,057
    Provided Answers: 1
    Sent you a private message.

  6. #6
    Join Date
    Nov 2014
    Posts
    5

    Buy One, Give One??

    I'm looking at Filemaker offer that ends Dec.10/2014. BUY ONE, GIFT ONE...
    How that will benefits me?

  7. #7
    Join Date
    Nov 2014
    Posts
    5

    Designing my Tables

    Hi guys, here are of the tables I think I'll need to create my application. Please note that I'm not an expert and I’m learning FileMaker Pro 13 Advanced. Any advice will be appreciated.

    Table: Buildings (This table will hold information of each building name, address, phone, fax, etc.)
    _pk_Bldg_ID
    Bldg_Name
    Address
    City
    State
    Telephone#
    Fax#

    Table: Tenants (This table will hold the information of the tenants such as unit number, tenant name, spouse name, phone number, emergency contact, move-in date or move-out date, if tenant pass away record will be moved to a history file as well as when a tenant move-out)

    _fk_Bldg_ID
    _pk_Unit_NO
    First_Name
    Last_Name
    Spouse_First
    Spouse_Last
    Telephone_NO
    Emerg_NO
    Move_IN
    Move_Out
    Decease

    Table: Work Orders (This table will hold the information of all repairs done in an specific unit with detail information such as category (plumbing, electrical, heat, hardware, etc.), work done, work assigned to, etc.

    _pk_WO_NO
    _fk_Unit_NO
    Date
    Time
    Category plumbing, electrical, heat, hardware, etc.
    Requested_service It can be a combo box with different type of problems, i.e. toilet stopped up, etc.
    Entry_Permission radio button (Yes-No)
    Assigned_to Employee doing the work
    Time_entry
    Time_Leaving
    Work_Done
    Materials_used
    Notes

    When the work is done the Work Order is checked as completed, otherwise it need to be checked as follow: 1-parts on order, 2-repaired temporarily, 3-outside contractor called.

    Table: Appliances (this table will hold the information of the refrigerator, range, and a/c in the apartment with a date installed and history of service)

    _fk_Unit_NO
    Appl_type Refrigerator, Range or A/C
    Manufactures
    Model_NO
    Serial_NO


    I’m a little confused with the equipment inventory because I want to be able to input the information of a name-plate of fans, pumps and motors. For example, every building have an average of 30 Roof Exhaust fans with a manufacturer, model number and serial number but also have a “motor” with his own data, manufacturer, model number, serial number, HP and a whole lot of other information. The same with the “PUMPS”, I thought about the following:

    Table: Equipment

    _fk_Bldg_ID
    _pk_Equip_ID
    Equip_Type (Fan, Pump, HVAC)
    Equip_Description
    Location
    Manufacturer
    Model_NO
    Serial_NO
    C.F.M.
    Belt_Description
    Pump_Capacity
    Ft_Head

    Table: Motors

    _fk_Equip_ID
    Manufacturer
    Model_NO
    Serial_NO
    H.P.
    Amps
    P/N
    Voltage
    Hertz
    RPM
    Insulation
    Frame
    Date_Production
    Variable_Speed
    Thermal_Protected
    Container
    Notes

    Table: Service Detail this table will hold the equipment service history

    __fk_Equip_ID
    Date_Serviced
    Time_serviced
    WO_NO
    Work_Performed
    Work_By

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