Catering & Laundry Equipment Solutions
Unit 8a Mulcahy Keane Estate,
Greenhills Road,
Dublin
D12Y276
Ireland.
 01 4504755
 service@mulcahytechnical.ie
VAT No: IE 8277434D
16th July 2020
Re:
Requirements for upgrade of Service Management Database
The following upgrades are required for our existing MS Access 365 database. The
existing database is a slightly modified version of the Microsoft Service Database
template. The upgrades below constitute phase 1 of the upgrade process. If these can be
successfully implemented, we will move to phase 2, which will include purchase orders
for spare parts and preventive maintenance logs for appliances.
1. At present, when we open a new case, we type in a list of faults as reported by the
customer. Eg. Oven not working, dishwasher leaking, etc. We wish to move to a
more ‘appliance-centred’ system where we ‘add’ appliances to cases. Thus, when
we receive a call from a customer we will select the faulty appliance from a list of
appliances for that customer and type in the fault for that appliance. There should
also be an ability to add a repair note to that fault (to indicate what was done to fix
it) and we would like to be able to assign a status to that fault – e.g. open,
temporarily repaired, repaired, not repairable etc.
2. Once an appliance has been added to a case and the fault noted, we wish to be
able to ‘add’ replacement parts to that appliance. We expect we will have to enter
in a lot of new parts to begin with but as time goes by we should be able to add
parts from the list of parts already entered. Parts assigned to an appliance will
have a status: requested / quoted / fitted.
3. When parts are added to an appliance, we wish to be able to generate a quotation
which will include parts and labour. This will be sent to the customer by email for
approval. Again, we wish to be able to assign a status to the quotation – quote
issued / quote approved / quote closed.
4. Based on the above, we would like to be able to generate a service history for
specific appliances. This should be a report that will tell us what faults have
occurred on that appliance, what remedial works were done, what parts were
fitted, etc, etc.
5. We would like to add the facility to attach documents to cases and/or appliances –
e.g. photographs from site or handwritten technician dockets. This facility was in
Company Directors: E. Devoy & T. Devoy
Company Reg. Number: 277434
VAT No: IE 8277434D
www.mulcahytechnical.ie
the original Microsoft Service database but we stripped it out as the scanned in
documents made the database file quite large and we found it was unstable when
being accessed by multiple users. I believe splitting the database might alleviate
this problem (See next item).
6. We would like the database to be split to front end and back end in order to
resolve the problems with the database file size becoming quite large if scanned
documents are added.
Best regards,
Alan Monaghan,
Service Manager,
Mulcahy Technical Services Ltd.
Company Directors: E. Devoy & T. Devoy
Company Reg. Number: 277434
VAT No: IE 8277434D
www.mulcahytechnical.ie