As enquiries are received, pertinent information is recorded on the system including all data needed for the quotation process. Staff select the documentation required from a list of available template options. A new folder is automatically created, with all relevant files stored in the correct place. Other documents received, or created manually, can be added to the folder easily. Prospective clients then receive a quote, or CC Ground may tender for the work.

If the quote is accepted, or the tender won, the enquiry becomes a "contract".

Some repeat jobs might go straight to the contract phase, and there is now built in continuity between multiple contracts resulting from one enquiry. By logging whether tenders are lost or converted, staff members can track the success rate of the tender process.

Office Automation

The system enables staff to create contracts quickly and easily. All associated documentation will again be produced automatically following existing naming conventions. Documents will be pre filled in with data from the enquiry or tender stage, and stored in a new folder created for the purpose. Additional information will be collected as required.

The Drilling Instruction, which previously had to be created manually, is the most important of these documents. It contains essential information such as client contact details, CC Ground staff attending, site geology, as well as specific instructions for the job. It also contains relevant information from previous site visits. As all this information is carried forward automatically, accuracy and completeness is enhanced.

As each contract (or enquiry) record contains links to all associated files, staff can see all relevant documents at a glance. We also provided a "history" facility which tracks files and records most recently visited, so staff working on multiple enquiries/contracts can easily switch between them.

Document Management Software

A key requirement was to incorporate a file and document management system. A number of documents and correspondence is required at each stage, so automatically producing these with information already held on the system saves considerable time and improves accuracy.

Staff can design their own templates in Word, standardising layout according to company convention. Staff also design the templates for XL spreadsheets used for quotations. The Microsoft Access job management system integrates with Google maps, and other online tools as appropriate.

As CC Ground's requirements were both industry specific as well as specific to their own work flow processes an off-the-shelf Job Management database was not an option. The new system helps staff manage the complete process from receiving an enquiry, through quoting/tender, to job completion. Document management ensures quick and easy access to all information, and provides traceability throughout all stages.

Prior to involving PC Access in the development of our contract management database, the software was tiresome, unreliable and frustrating to use. The access based program that Tony developed for us removed all the bugs and gave it a fresher feel. Our whole office now uses the software to manage all our quoting, clients and project requirements. With the integration between Access and the Office documents, everything is filed accurately and efficiently.

I would highly recommend PC Access, Tony listened to our problems and came up with some straight forward but highly effective solutions

Mark Carden, Director, CC Ground Investigations Ltd