"The beauty of FileMaker is that it works across any operating system, which is essential for architecture and design firms using a mix of Macs and Windows. This is the only database on the market that really works across platform."

i2i

Building Business with FileMaker

For six years, i2i has worked closely with architects and other design professionals to implement database solutions based on FileMaker Pro. Stephen Pacey, the founder and managing director of i2i, has built a substantial client base and demand for his highly-flexible database solution is high.

With an extensive background in architectural practice and previously IT editor of a major architectural journal, Pacey's high profile customers now include: David Chipperfield Architects (a recent winner of the Stirling prize); Glenn Howells Architects (also short-listed for the Stirling prize); Stanton Williams; and Hawkins\Brown.

"One of the key things to understand is that many architects have very few tools that actually do what we're doing with FileMaker," Pacey explains. "Often, they use sets of Microsoft Word templates to manage very basic information, such as details of the myriad of people (e.g. access consultants, structural engineers, material suppliers, etc.) involved with a particular project. Given that a project itself can last several years, the architect, who by default becomes the project manager, has no way of consolidating all this data."

According to Pacey, basic project information is often replicated several times over, whereas a system such as i2i allows data to be entered once and then re-used across the entire organisation – saving time and providing competitive advantage in the areas of CRM and project management.

Delivering customised solutions

Users can record basic project information, such as client details and site location, and print out a description of the project that may include a thumbnail sketch of the building. All correspondence – letters, faxes, emails, meeting minutes, file notes, risk management forms, standard contract forms and records of changes in design – can be stored and issued using FileMaker.

Architects can also manage approvals for drawings associated with a project. Whether the recipient is a building regulator, or the client, every aspect of the approval process needs to be recorded and an audit history established. Using FileMaker, i2i provides the functionality to log all activities in an auditable database, enabling architects and building design companies to meet standards required for Quality Assurance (QA) Accreditation – essential for those operating in the public sector.

Although core business is essentially similar for most architectural practices, each operation requires database information presented in a slightly different way. "We don't have a shrink-wrapped FileMaker solution that comes off-the-shelf, I would say that it is 90% standard and 10% customised to the client's particular needs," says Pacey. For example, correspondence, time sheets and job costing, risk management and creation of standard forms, are all functions that can be tailored to each client's specific requirements.

CRM has, traditionally, been a major challenge for architectural firms, since they serve both businesses and individuals that often have multiple addresses. "My clients have their own clients, who, in turn, may have several offices across the world, whereas a quantity surveyor could be in an office one day, and on-site the next," Pacey points out. "However, FileMaker's contact management facility is the most flexible I've seen in terms of supporting multiple contact entries against individual entities." This functionality has enabled i2i to create an integrated events management package. "Once you have a set of contacts, FileMaker does everything you need for marketing and mailing activities – a feature used heavily in this industry."

By linking project management to CRM, i2i's FileMaker solution also provides users with a consolidated project directory. Typically, such directories comprise upwards of 100 contacts associated with different projects, with each individual listed by role.

A question of intuitive design

Using i2i's core FileMaker system, Pacey has developed a series of tabs that provide an intuitive user interface for easy access to specific information. "Architects are design-conscious and appreciate a clear and unambiguous interface that is well thought out and looks good," says Pacey. "The beauty of FileMaker is that it works across any platform, which is essential for architecture and design firms using a mix of Macs and Windows. There are no other databases that are really effective as a cross-platform solution."

FileMaker's flexible application development environment has proved to be a key advantage for i2i. It has enabled architects, Stanton Williams, to create a 'studio manual' from their database, which makes company information available to personnel – from how the alarm system operates, through to guidance on paternity leave. Another innovation is a reference library that allows architects to store a particular detail (e.g. a stairwell or doorway) in PDF format, to demonstrate specific examples of their work, or to locate approved designs. i2i has also written a sophisticated workflow control system for a major confectionary company's packaging and design facility. This application allows files to be logged and archived locally, for access by users worldwide.

Using FileMaker's ability to access live data from external SQL sources, i2i has also developed a HR records database, plus a timesheet and job costing module that allows users to analyse everything from fee forecasting to project cost management. "With FileMaker Pro, the link into SQL is so straightforward that we can build tools far quicker than with other systems. We can tap into basic SQL data (such as projects and contacts) and then draw these through into new project management tools."

For Pacey, FileMaker Pro's links into SQL has opened new markets for i2i. "There is an exciting future in terms of linking to other databases via SQL. Digital asset management systems for example, are used by a number of firms to handle picture and design portfolios, while many also use separate job costing systems. Using FileMaker's SQL functionality, these can be tied together to offer a cohesive approach to data management."