Case Study: Implementing a Customer Agreements System for a Waste Authority

Microsoft Access Customer Agreements System: A Streamlined Solution by Winning Solutions, Inc. (WSI)

A regional waste authority, responsible for managing container rental and disposal services, faced increasing challenges in handling approximately 1,800 customer agreements annually. To address operational inefficiencies, inconsistent data entry, and limited tracking, the organization partnered with Winning Solutions, Inc. (WSI) to develop a customized Microsoft Access Customer Agreements System.

Business Challenges:

• Manual Agreement Management: Creating, tracking, and storing nearly 2,000 customer agreements annually had become inefficient and error-prone.
• Data Inconsistency: Customer data maintained in a separate Denali Accounting System caused synchronization and redundancy issues.
• Lack of Visibility: No central system existed for tracking agreement status from generation to receipt of signed documents.
• Multi-Office Environment: The system had to support remote offices over a Windows peer-to-peer network without compromising reliability or access.

WSI’s Microsoft Access-Based Solution:

WSI proposed a purpose-built Microsoft Access database that addresses the waste authority’s operational bottlenecks. Developed as Phase 1 of a two-phase engagement, the system was engineered to:

• Automate Agreement Generation: Efficiently create, track, and store agreements in a centralized system hosted on a shared network drive.
• Sync with Denali Accounting: A live data sync ensures customer records are always accurate and up-to-date, eliminating redundancy.
• Mimic Familiar Interfaces: Custom forms mirror existing database screens to reduce the learning curve and improve adoption rates.
• Enhance Workflow: Container details, service dates, and cost sheets are managed within a structured, trackable workflow.
• Prepare for Scalability: Future upgrades, including SQL Server migration, are supported through a modular system architecture.

Technical Architecture:

• Front-End: Custom Microsoft Access user interfaces with built-in navigation and input validation.
• Back-End: Microsoft Access tables configured for services, customer details, containers, and agreement history.
• Deployment: Initial installation on a local PC with options for future multi-user access via split database configuration.
• Integration: Real-time sync routines with the Denali Accounting System ensure data integrity across platforms.

Project Management & Team:

• Project Oversight: A dedicated WSI project manager ensures timely delivery and communication throughout development.
• Senior Consultants: Including WSI's Mark Steffen, who provides expert guidance on system design and implementation.
• Developers: Skilled Access developers handle coding, interface design, and database testing.

Strategic Business Benefits:

• Improved Efficiency: Administrative tasks related to agreement generation and tracking are significantly reduced.
• Increased Accuracy: Eliminates human errors by synchronizing customer data with Denali in real time.
• Enhanced Customer Service: Faster response times and better document handling improve the customer experience.
• Scalable Growth: The system supports future enhancements without requiring a total redesign.

Conclusion:

The Microsoft Access Customer Agreements System developed by WSI transformed the way this regional waste authority manages customer contracts. By automating previously manual processes and integrating existing accounting data, WSI delivered a scalable, reliable, and easy-to-use solution. The success of Phase 1 sets the stage for future phases that may include Microsoft SQL Server upgrades and expanded reporting features.

This case study highlights how custom Microsoft Access development can streamline complex administrative workflows and deliver measurable ROI. Contact Us today to discuss how we can build a similar solution for your organization.