🧯 Case Study: Enhancing Database Systems for Fire Protection System Company

Client Background

This commercial and industrial fire protection services provider depends on accurate project estimation and materials management to deliver reliably and profitably. As estimating needs grew more complex, the business required a more dependable, adaptable database to streamline estimates, track products, and ensure accurate reporting across projects.

Challenge

In 2018, Microsoft announced the discontinuation of Access Web Apps, creating an urgent need to migrate to a sustainable platform while fixing pain points and preparing for future growth.

• Migration Needs: Transition data from Access Web Apps to a desktop-based solution without disrupting operations.
• Estimation Accuracy: Eliminate bugs in calculation routines, tighten validation rules, and enforce mandatory fields.
• Usability Enhancements: Simplify adding products, duplicating records, and managing assemblies while minimizing user error.
• Scalability: Prepare the system for ongoing change, ensuring future-ready architecture and maintainability.

WSI’s Solution (2018–2025)

Phase 1: Migration & Initial Modifications (2018)

• Platform Transition: Migrated to Microsoft Access 2016 for local Windows 7+ compatibility.
• Custom Enhancements: Built dedicated forms for estimates and assemblies to structure project data and workflows.
• Quality Controls: Implemented security modules, synchronization routines, and customized reports.
• Collaboration: Partnered closely with stakeholders using recorded video instructions to reflect real-world processes.

Phase 2: Enhancements & Change Orders (2018–2019)

• Assemblies & Estimates: Added fields, calculation routines, and enhanced search to streamline estimating.
• Usability Improvements: Introduced duplication for suppliers/estimates, refined navigation (e.g., maintained cursor position in product lists), and optimized validation for faster, safer entry.
• Security & Data Integrity: Added login/password modules, trusted network location checks, and sync modules for distributed teams.

Phase 3: Materials Database Enhancements (2025)

• Bug Resolution: Corrected recurring errors tied to missing CustomerID and EmployeeID fields on the estimates tab.
• Validation Rules: Enforced safeguards (e.g., quantities ≥ 1; mandatory fields when specific checkboxes are selected) and added visual cues (shading) to guide users.
• Automation Support: Created an automated distribution script for database updates to simplify maintenance and scale.

Results

• Continuity & Stability: Seamless migration off Access Web Apps with minimal disruption to estimating operations.
• Higher Estimation Confidence: Cleaner calculations and enforced validations reduced error risk and rework.
• Faster Workflows: Duplication features, improved navigation, and guided data entry streamlined daily tasks.
• Future-Ready: Update automation and scalable structure support ongoing enhancements and team growth.

Why WSI

• Deep expertise in Microsoft Access and SQL Server with a focus on real-world usability, validation, and security.
• Collaborative engagement—solutions shaped by stakeholder feedback and live operational needs.
• Long-term partnership approach—phased delivery from migration through modernization.

Suggested Image: Flow graphic showing Migration → Enhancements → QA/Validation → Automated Updates, overlaid with estimating and materials icons.

Ready to modernize your database? Let’s plan a risk-aware migration and enhancement roadmap for your estimating and materials workflows. Contact Us