Custom Database Design and Development
Illuminaries provide bespoke database development from our base in Sheffield to clients across South Yorkshire and the wider Yorkshire region, elsewhere in the UK and internationally. The majority of projects we take on are based around data of some description. Whether it's an online questionnaire, a diagnostic tool or a customer relationship management system, we have the database design and development experience to handle your requirements, from a small departmental tool through to a multi-user system with a web-based front end. We have been building and supporting database systems since 1991.
Key capabilities
- Database design
- Database development
- Integration, migration and conversion
- Upsizing e.g. Microsoft Access to SQL Server
- Management and administration
- Maintenance and support
- Reporting
- Years experience
- 30+
- Satisfied clients
- 100+
- Systems developed
- 200+
Our Experience
Our development team have vast experience in various database technologies, including Microsoft Access, SQL Server and MySQL. We understand that the main reason data is collected is so that reporting and analysis can be carried out, which is why our databases are carefully designed and developed with this aim in mind. We have a lot of experience in using many reporting tools and have developed our own custom reporting modules providing flexibility to our customers.
Our database works spans organisations in healthcare, higher education, professional services and charities. In all cases, accuracy, auditability and long-term support matter. Our software development and web development teams work alongside our database developers, so a new database can be given a web-based front end, an integration layer or a customer portal without bringing in another supplier.
Quote
"Thanks so much for the quality database. It is a great piece of work. I am demonstrating it today at Willerby and am sure everyone will be impressed."
- Julie Platts, Health Education England
Project spotlight : MRI Database (University of Sheffield Radiology Department)
A specialist radiology administration system to manage MR scan episodes, appointments, reporting and billing. Originally written in Access many years ago, this system has undergone a major rewrite, being migrated to SQL Server and getting enhanced to include a web-based front end for remote access and a document management system amongst other things.
The MRI department has been a client of Illuminaries since 1994 and continue to be supported by us to this day.
Moving from Access or Excel to SQL Server
Many organisations run critical processes on a Microsoft Access database or a heavily customised Excel workbook that someone built years ago. They often work well, until the business grows. Upsizing means moving the data into Microsoft SQL Server, where it can be stored securely and accessed by many users at once, while keeping the screens, reports and workflows your team already know.
Signs it may be time to upsize
- The file is slow to open, or it crashes or reports corruption when several people use it
- Only one or two people understand how it works
- Data is copied between spreadsheets and databases by hand
- You need remote or web access, but the file lives on one network drive
- Reports take hours to produce, or the figures can't be trusted
- Security, audit or backup requirements have outgrown a shared file
How we approach it
We start by reviewing your existing file: its tables, queries, forms, macros and any hidden dependencies. We then plan the migration so that no data is lost and it is cleaned into a structure that supports accurate reporting. Depending on your needs, we can keep an improved Access front end connected to SQL Server, or rebuild the front end as a web application. Our MRI Database project for the University of Sheffield Radiology Department followed this path, moving from Access to SQL Server and gaining a web front end for remote access.
Our Development Process
Illuminaries design IT systems to help your business or organisation better manage its information and make your IT investment more effective. We can provide a complete 'end to end' service.
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Requirements capture
The process begins with the initial consultation and requirements capture, enabling us to understand your unique business needs and desired outcomes. This may include identifying problem spreadsheets which are becoming difficult to maintain, ageing Access applications, disconnected systems, unreliable reporting etc. Once we understand the scope, we provide a fixed-cost proposal so you know what to expect before development begins.
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Development
On approval of the project plan and fixed costs, our team work closely with key stakeholders throughout the development process, ensuring the project is kept on track and is achieving the desired goals. The database is designed using best practice principles, with a user-friendly front end and robust back end. Where required, a migration plan is put in place to ensure no existing data is lost, but also that it is in the correct format to allow for accurate reporting. The system is tested and refined before being deployed to the client.
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Support
On completion and launch of the system, clients are not left alone. We offer tailor made support packages to maintain and improve systems as business processes and objectives change over time.
Frequently Asked Questions
Everything you need to know about working with Illuminaries.
We currently use Microsoft Access/Excel; can you move our data to a more robust system?
One of our core services is "Upsizing". We specialise in migrating legacy Microsoft Access databases or complex Excel spreadsheets into high-performance Microsoft SQL Server environments. This improves speed, security, and allows multiple users to access the data simultaneously without corruption.
What is the benefit of a bespoke database over a standard CRM?
While off-the-shelf CRMs are good for general use, they often force you to change your business processes to fit the software. A bespoke database is designed around your specific workflow, ensuring you only pay for the features you need and that the data reporting matches your exact KPIs.
Which database technologies do you use?
Our team has extensive experience in Microsoft SQL Server, MySQL, and Microsoft Access. We choose the technology based on your scale—from lightweight desktop applications to enterprise-level web-based data systems.
How do you handle data security and GDPR compliance?
Security is built into our design process. As a Cyber Essentials certified company, we implement strict data encryption, secure user authentication, and robust backup procedures to ensure your sensitive business data remains protected and compliant with UK data protection laws.
Can you create custom reports from our existing data?
Absolutely. Data is only useful if it’s actionable. We develop custom reporting modules and can integrate tools like Power BI or bespoke dashboard interfaces so you can visualise trends and generate automated reports at the click of a button.
Will our new database work with our existing software?
Yes, we specialise in Database Integration. We can build interfaces that allow your new database to "talk" to your existing Microsoft Office applications, accounting software, or third-party APIs, eliminating the need for manual data entry across different platforms.
How much does a bespoke database cost, and how long does it take?
Cost and timescale depend on the number of users, the complexity of your processes, how much existing data needs migrating and whether you need a web front end or integrations. Small, focused databases can often be delivered in a matter of weeks, while larger multi-user systems take longer. After an initial consultation we provide a fixed-cost proposal, so there are no surprises.
Can you take over a database that someone else built?
Yes. Many of our projects begin with an existing system, whether that's an Access database, an ageing SQL Server application or a set of linked spreadsheets. We review what's there, document how it works and then maintain it, improve it or rebuild it, depending on what makes the most sense for your business.
Do you support the database after it goes live?
Yes. We offer tailor-made support packages covering maintenance, backups, performance monitoring and ongoing enhancements as your processes change. Some of our clients have been supported by us for decades.
Do you work with organisations outside Sheffield?
Yes. We're based in Sheffield and work with clients across South Yorkshire, the wider Yorkshire region and the rest of the UK, as well as internationally. Meetings can be held on site or remotely, depending on what suits your project.