I have used Access for many years. On my current project, a mixed-use high-rise, I use it for:
- Drawing list. We have large number of drawings and use Access to track the issue history of each through dozens of submissions, addenda and bulletins, generate indeces to put in the front of our drawing sets, and generate letter sized lists to issue with submission memos.
- Shop drawing log. For our thousands of submittals, we track transmittal dates, the revision history, who reviewed the drawing, action, etc. I have several reports that I distribute in-house and to other consultants to show what is currently pending, who is assigned to review it, when it is due, etc. We have other reports we use for back-up at client/contractor meetings, such as what we returned recently, and what is currently pending, what is our average review time, etc.
- RFI log. Similar to shop drawings above. For other projects in the past I have also combined this with a change order log to help track the source and history of changes.
- Construction sketch log. Not quite as necessary to do this on Access, but I still prefer it to Excel.
In the past I have used it for punchlists, a somewhat unique database with information from a detailed field survey of several buildings on a campus, and I've seen databases where firms keep basic information about all their projects (client, construction cost, fee, area, type, etc.). I think it would also be useful in developing a program for a project with a client, but have not had the opportunity to do so.
Drawbacks are that there is a definite learning curve, and it's not always easy to get other architects to understand what Access can do that Excel can't. But I've always found it to be an extremely valuable tool and couldn't imagine managing large amounts of information any other way. I haven't used other database products, but I'm sure they would provide the same advantages that Accesss does.
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James Hakes AIA
Project Manager
Handel Architects
San Francisco CA
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Original Message:
Sent: 10-27-2010 09:32
From: Clinton Newton
Subject: Data Bases
We are using Access to record and retrieve project information about mostly past projects. The information generally is not added until the close of the project. We also merged our previous Excel database of file locations, into the project database so we can track our archive which dates to 1927. Separately we use Deltek Vision to handle billing and payroll.
As our firm continues to grow and evolve, we are looking at PM software to also manage documents which have gotten to the point of being ridiculously cumbersome as we are relying less on paper and more on digital. We have even managed some projects as completely digital where all submittals and Con-docs are transmitted and received in digital format only. But without a comprehensive document management system, I doubt we will do this enterprise wide. Too many cooks.
Access while a powerful tool, requires intense management and maintenance as more users enter information. I personally would like to see us migrate to a more integrated solution without multiple software and databases that duplicate information. A few of these are mentioned in other replies, perhaps in those lies your solution.
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Clinton Newton Assoc. AIA
Project Manager
Spillman Farmer Architects
Bethlehem PA
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