timetrack-pro/TECHNICAL_REFERENCE.md

TimeTrack Pro - Technical & Functional Reference

Executive Summary

TimeTrack Pro is a professional time tracking application built on Microsoft Access, showcasing advanced database design, VBA automation, and modern development practices. This project demonstrates the capability to deliver production-ready business applications through automated development workflows using the VBA MCP Server.

Key Achievement: Complete application development (database structure, business logic, queries, and VBA modules) automated via MCP (Model Context Protocol) integration, demonstrating cutting-edge AI-assisted development capabilities.

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Project Overview

Purpose

TimeTrack Pro is a time management tool designed for freelancers, consultants, and small teams to:

• Track billable hours across multiple clients and projects
• Calculate revenue automatically based on hourly rates
• Generate professional reports for invoicing and analysis
• Maintain a complete audit trail of time entries

Target Audience

• Freelancers: Independent consultants tracking multiple client projects
• Small Teams: Agencies managing client work and resource allocation
• Consultants: Professional services requiring detailed time records

Differentiators

1. Automated Development: Built using VBA MCP Server v0.6.0+ for database automation
2. Clean Architecture: Modular VBA design with separation of concerns
3. Production-Ready: Complete with data validation, error handling, and user-friendly interfaces
4. Extensible: Well-documented codebase ready for customization and enhancement

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Technical Specifications

Technology Stack

Component	Technology	Version
Database Engine	Microsoft Access	2016+ / Office 365
Programming Language	VBA (Visual Basic for Applications)	7.1
Development Automation	VBA MCP Server	v0.6.0+
Export Formats	PDF, Excel	Native Access/VBA
Version Control	Git	2.x

System Requirements

Minimum:

• Windows 10 or later
• Microsoft Access 2016 or Office 365 with Access
• 100 MB disk space
• 2 GB RAM

Recommended:

• Windows 11
• Office 365 (latest)
• SSD storage for optimal performance

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Database Architecture

Entity Relationship Diagram

┌─────────────────┐       ┌─────────────────┐       ┌─────────────────┐
│   tbl_Clients   │       │   tbl_Projets   │       │    tbl_Temps    │
├─────────────────┤       ├─────────────────┤       ├─────────────────┤
│ ClientID (PK)   │──┐    │ ProjetID (PK)   │──┐    │ TempsID (PK)    │
│ Nom             │  │    │ ClientID (FK)   │◄─┘    │ ProjetID (FK)   │◄─┘
│ Email           │  │    │ Nom             │       │ Date            │
│ Telephone       │  └───►│ Description     │       │ Duree           │
│ Notes           │       │ TauxHoraire     │       │ Description     │
│ DateCreation    │       │ Actif           │       │ DateCreation    │
└─────────────────┘       │ DateCreation    │       └─────────────────┘
                          └─────────────────┘

Relationships:
tbl_Clients (1) ──── (N) tbl_Projets
tbl_Projets (1) ──── (N) tbl_Temps

Data Model

Table: tbl_Clients

Stores client information and contact details.

Field	Type	Size	Required	Description
ClientID	AutoNumber	Long	PK	Unique identifier
Nom	Text	100	Yes	Client name
Email	Text	100	No	Email address
Telephone	Text	20	No	Phone number
Notes	Memo	-	No	Additional notes
DateCreation	DateTime	-	Yes	Record creation timestamp

Indexes:

• Primary Key: ClientID
• Search Index: Nom

Table: tbl_Projets

Stores project information linked to clients.

Field	Type	Size	Required	Description
ProjetID	AutoNumber	Long	PK	Unique identifier
ClientID	Long	-	FK	Reference to tbl_Clients
Nom	Text	100	Yes	Project name
Description	Memo	-	No	Project description
TauxHoraire	Currency	-	No	Hourly rate (EUR)
Actif	Yes/No	-	Yes	Active/archived status
DateCreation	DateTime	-	Yes	Record creation timestamp

Indexes:

• Primary Key: ProjetID
• Foreign Key: ClientID (with referential integrity)
• Performance Index: Actif

Table: tbl_Temps

Stores time entry records.

Field	Type	Size	Required	Description
TempsID	AutoNumber	Long	PK	Unique identifier
ProjetID	Long	-	FK	Reference to tbl_Projets
Date	DateTime	-	Yes	Entry date
Duree	Double	-	Yes	Duration in hours (decimal)
Description	Memo	-	No	Work description
DateCreation	DateTime	-	Yes	Record creation timestamp

Indexes:

• Primary Key: TempsID
• Foreign Key: ProjetID (with referential integrity)
• Performance Index: Date (for date range queries)

Data Integrity

Referential Integrity Rules:

• Client deletion: Cascade to projects and time entries (configurable)
• Project deletion: Cascade to time entries (configurable)
• Orphan prevention: Foreign key constraints enforced

Validation Rules:

• Email format validation on tbl_Clients.Email
• Positive values required for TauxHoraire and Duree
• Date range validation (no future dates beyond today)

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Application Architecture

VBA Module Structure

┌─────────────────────────────────────────────────────────────┐
│                     USER INTERFACE LAYER                     │
│  frm_Accueil  frm_Clients  frm_Projets  frm_SaisieTemps     │
└─────────────────────────────────────────────────────────────┘
                              │
                              ▼
┌─────────────────────────────────────────────────────────────┐
│                   NAVIGATION LAYER                           │
│                    mod_Navigation                            │
│         OpenFormClients(), CloseAllForms(), etc.            │
└─────────────────────────────────────────────────────────────┘
                              │
                              ▼
┌─────────────────────────────────────────────────────────────┐
│                   DATA ACCESS LAYER                          │
│                    mod_DataAccess                            │
│      GetClients(), SaveProjet(), DeleteTemps(), etc.        │
└─────────────────────────────────────────────────────────────┘
                              │
              ┌───────────────┼───────────────┐
              ▼               ▼               ▼
┌───────────────────┐ ┌───────────────┐ ┌───────────────┐
│   BUSINESS LOGIC  │ │    EXPORT     │ │   UTILITIES   │
│   mod_Calculs     │ │  mod_Export   │ │   mod_Utils   │
│ TotalHeures()     │ │ ExportPDF()   │ │ FormatDate()  │
│ MontantProjet()   │ │ ExportExcel() │ │ ValidEmail()  │
└───────────────────┘ └───────────────┘ └───────────────┘
                              │
                              ▼
              ┌───────────────────────────────┐
              │    CONFIGURATION LAYER        │
              │         mod_Config            │
              │   APP_NAME, VERSION, etc.     │
              └───────────────────────────────┘

VBA Modules Documentation

1. mod_Config (Configuration Module)

Purpose: Centralized application configuration and constants.

Contents:

• Application name and version
• Default hourly rates
• Export paths and formats
• UI color schemes and themes
• Database connection strings (if external DB used)

Key Constants:

APP_NAME = "TimeTrack Pro"
APP_VERSION = "1.0.0"
DEFAULT_HOURLY_RATE = 75.00
EXPORT_PATH_PDF = "C:\Exports\PDF\"
EXPORT_PATH_EXCEL = "C:\Exports\Excel\"

Lines of Code: ~80

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2. mod_Navigation (Navigation Module)

Purpose: Centralized form navigation and UI flow control.

Functions:

• OpenFormAccueil() - Opens main dashboard
• OpenFormClients(Optional ClientID As Long) - Opens client management
• OpenFormProjets(Optional ProjetID As Long) - Opens project management
• OpenFormSaisieTemps(Optional ProjetID As Long) - Opens time entry form
• OpenFormHistorique() - Opens time entry history
• CloseAllForms() - Closes all open forms except main menu
• RefreshCurrentForm() - Refreshes data in active form

Design Pattern: Singleton pattern for form instances (prevents duplicates)

Lines of Code: ~120

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3. mod_DataAccess (Data Access Layer)

Purpose: CRUD operations and database interaction abstraction.

Client Functions:

• GetClients(Optional ActiveOnly As Boolean) As Recordset
• GetClientByID(ClientID As Long) As Recordset
• SaveClient(ClientID As Long, Nom As String, ...) As Boolean
• DeleteClient(ClientID As Long) As Boolean

Project Functions:

• GetProjets(Optional ClientID As Long) As Recordset
• GetProjetsByClient(ClientID As Long) As Recordset
• SaveProjet(ProjetID As Long, ClientID As Long, ...) As Boolean
• ArchiveProjet(ProjetID As Long) As Boolean

Time Entry Functions:

• GetTempsEntries(Optional DateDebut As Date, Optional DateFin As Date) As Recordset
• SaveTemps(TempsID As Long, ProjetID As Long, ...) As Boolean
• DeleteTemps(TempsID As Long) As Boolean
• GetTempsEntryByID(TempsID As Long) As Recordset

Design Pattern: Repository pattern with error handling

Lines of Code: ~200

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4. mod_Calculs (Business Logic Module)

Purpose: Calculations and aggregations for reporting.

Functions:

• TotalHeuresByProjet(ProjetID As Long) As Double - Total hours for a project
• TotalHeuresByClient(ClientID As Long) As Double - Total hours for a client
• MontantProjet(ProjetID As Long) As Currency - Revenue for a project
• MontantClient(ClientID As Long) As Currency - Revenue for a client
• MoyenneTauxHoraire() As Currency - Average hourly rate across all projects
• HeuresMoisCourant() As Double - Hours logged this month
• TopClients(Limit As Integer) As Recordset - Top clients by revenue
• StatistiquesGlobales() As Collection - Dashboard statistics

Design Pattern: Service layer with pure functions (no side effects)

Lines of Code: ~150

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5. mod_Export (Export Module)

Purpose: Report generation and data export functionality.

Functions:

• ExportPDF(ReportName As String, OutputPath As String) As Boolean
• ExportExcel(TableName As String, OutputPath As String) As Boolean
• GenerateRapportPeriode(DateDebut As Date, DateFin As Date) As String
• GenerateRapportClient(ClientID As Long) As String
• ExportToCSV(QueryName As String, OutputPath As String) As Boolean

Supported Formats:

• PDF (via Access Reports)
• Excel (.xlsx via Excel automation)
• CSV (manual export)

Lines of Code: ~120

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6. mod_Utils (Utility Module)

Purpose: Helper functions and data validation.

Functions:

• FormatDate(InputDate As Date) As String - Date formatting for display
• FormatCurrency(Amount As Currency) As String - Currency formatting
• ValidEmail(Email As String) As Boolean - Email validation
• ValidPhone(Phone As String) As Boolean - Phone number validation
• IsNumericPositive(Value As Variant) As Boolean - Number validation
• LogError(ErrorNumber As Long, ErrorDesc As String) - Error logging
• ShowMessage(Message As String, MsgType As String) - User notifications
• GetCurrentUser() As String - Windows username retrieval

Design Pattern: Static utility class

Lines of Code: ~100

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7. mod_FormBuilder (Development Module)

Purpose: Automated form creation during development (MCP VBA workflow).

Functions:

• BuildAllForms() - Creates all application forms programmatically
• BuildFormAccueil() - Creates main dashboard
• BuildFormClients() - Creates client management form
• BuildFormProjets() - Creates project management form
• BuildFormSaisieTemps() - Creates time entry form
• BuildFormHistorique() - Creates history/reporting form

Note: This module is primarily used during development with MCP VBA Server. End users don't interact with it directly.

Lines of Code: ~145

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Code Quality Metrics

Metric	Value
Total VBA Lines	~915
Number of Modules	7
Average Module Size	~130 lines
Number of Functions	45+
Comment Ratio	~25%
Error Handling Coverage	100% (all public functions)

Coding Standards:

• Explicit variable declarations (Option Explicit)
• Meaningful function/variable names
• Consistent indentation (4 spaces)
• Header comments for all modules and public functions
• Error handling using On Error GoTo ErrorHandler

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Functional Specifications

Feature Set (Version 1.0)

1. Client Management

Capabilities:

• Add new clients with contact information
• Edit existing client details
• View client list with search/filter
• Delete clients (with cascade warning)
• View client-level statistics (total hours, revenue)

User Workflow:

1. Navigate to Clients form from main menu
2. Click "New Client" to add
3. Fill in name, email, phone, notes
4. Save to database with validation
5. View updated client list

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2. Project Management

Capabilities:

• Create projects linked to clients
• Set hourly rates per project
• Mark projects as active/archived
• View project list filtered by client
• Track project-level hours and revenue

User Workflow:

1. Navigate to Projects form
2. Select client from dropdown
3. Enter project name, description, hourly rate
4. Mark as active
5. Save and begin time tracking

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3. Time Entry

Capabilities:

• Quick time entry interface
• Select project from active projects
• Enter date, duration (decimal hours), description
• Validation: no future dates, positive duration
• Edit/delete existing entries

User Workflow:

1. Open Time Entry form
2. Select project
3. Enter date (defaults to today)
4. Enter duration (e.g., 3.5 for 3 hours 30 minutes)
5. Add work description
6. Save entry (< 30 seconds total time)

Performance Target: Time entry in under 30 seconds

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4. Reporting & Analytics

Dashboard Statistics:

• Total clients
• Active projects count
• Hours this month
• Total hours all-time
• Total revenue
• Average hourly rate

Reports Available:

• Time by Project (aggregated hours and revenue)
• Time by Client (aggregated across all projects)
• Time Period Report (date range filter)
• Active Projects List
• Detailed Time Entry Log

Export Options:

• PDF (professional formatting)
• Excel (raw data for analysis)
• CSV (for external tools)

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5. Data Validation

Client Level:

• Name required (max 100 characters)
• Email format validation (if provided)
• Phone number format check (if provided)

Project Level:

• Name required
• Client selection required
• Hourly rate must be positive
• Active/Archived status required

Time Entry Level:

• Project selection required
• Date required (cannot be future date)
• Duration must be positive number
• Description optional but recommended

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User Interface Design

Forms Overview

Form	Purpose	Key Controls
frm_Accueil	Main dashboard & navigation	Navigation buttons, stats display
frm_Clients	Client CRUD operations	Client list, add/edit/delete buttons, contact fields
frm_Projets	Project management	Project list, client filter, hourly rate input
frm_SaisieTemps	Time entry	Project dropdown, date picker, duration input, save button
frm_Historique	Time entry history & reports	Filter controls, export buttons, entry list

Design Principles

• Consistency: Uniform button placement and styling across forms
• Clarity: Clear labels and intuitive navigation
• Efficiency: Minimal clicks to complete common tasks
• Feedback: Confirmation messages for all save/delete operations
• Error Prevention: Input validation before database operations

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Development Methodology

MCP VBA Server Automation

This project showcases advanced automation using the VBA MCP Server (Model Context Protocol integration), enabling AI-assisted development of Access applications.

What Was Automated

Component	Automation Method	Tool Used
Database Tables	SQL DDL via MCP	run_access_query
Relationships	SQL ALTER via MCP	run_access_query
Indexes	SQL CREATE INDEX	run_access_query
VBA Modules	Code injection	inject_vba + validate_vba
Test Data	Bulk insert	set_worksheet_data
Saved Queries	SQL QueryDef creation	run_access_query

Development Workflow

1. Database Structure Phase (MCP VBA)
   ├─ Create tables with SQL DDL
   ├─ Define relationships and constraints
   ├─ Create indexes for performance
   └─ Verify structure with list_access_tables

2. Data Population Phase (MCP VBA)
   ├─ Insert test clients
   ├─ Insert test projects
   ├─ Insert sample time entries
   └─ Verify with get_worksheet_data

3. VBA Code Phase (MCP VBA)
   ├─ Validate VBA syntax
   ├─ Inject mod_Config
   ├─ Inject mod_Navigation
   ├─ Inject mod_DataAccess
   ├─ Inject mod_Calculs
   ├─ Inject mod_Export
   ├─ Inject mod_Utils
   └─ Verify with compile_vba

4. Query Creation Phase (MCP VBA)
   ├─ Create qry_TempsByProjet
   ├─ Create qry_TempsByClient
   ├─ Create qry_TempsPeriode
   ├─ Create qry_ProjetsActifs
   └─ Create qry_StatsGlobales

5. Form Creation Phase (VBA Script)
   ├─ Import mod_FormBuilder.bas
   ├─ Execute BuildAllForms()
   └─ Manual refinement in Access UI

6. Testing & Documentation Phase (Manual)
   ├─ User acceptance testing
   ├─ Documentation writing
   └─ Screenshot capture

MCP VBA Tools Utilized

Table Management:

• list_access_tables - Schema verification
• run_access_query - DDL/DML execution

Data Operations:

• get_worksheet_data - Read table data with filters
• set_worksheet_data - Bulk insert/update
• run_access_query - Custom SQL queries

VBA Management:

• extract_vba - Code extraction (for versioning)
• inject_vba - Module injection
• validate_vba_code - Pre-injection syntax check
• compile_vba - Compile check for errors

Backup & Safety:

• backup_vba - Create backups before changes
• list_backups - View backup history
• restore_backup - Rollback if needed

Limitations & Manual Work Required

What MCP VBA Cannot Do:

• Visual form design (layout, control positioning)
• Report visual design (header/footer formatting)
• Access UI macros (different from VBA modules)
• Visual slicers and charts

What Required Manual Work:

• Form control placement and sizing
• Color schemes and styling
• Report page layout
• Final UI polish and testing

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Project Statistics

Current Data (As of Last Update)

Metric	Value
Total Clients	4
Active Projects	6
Total Time Entries	15+
Total Hours Tracked	58 hours
Total Revenue Calculated	4,732.50 EUR

Development Metrics

Phase	Estimated Time	Actual Time	Method
Database Design	1h	0.5h	MCP VBA automated
Test Data	30min	15min	MCP VBA automated
VBA Modules	3h	1h	MCP VBA automated
SQL Queries	30min	20min	MCP VBA automated
Forms	2h	1h	Script + manual
Testing & Docs	2h	2h	Manual
Total	9h	~5h	45% time saved

Development Efficiency: 45% reduction in development time through automation

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Use Cases

Use Case 1: Freelance Consultant

Scenario: Independent consultant managing 5 clients with 8 ongoing projects.

Workflow:

1. Log time daily using Quick Entry form (2 minutes per day)
2. Review weekly hours by project
3. Generate monthly client reports for invoicing
4. Export to Excel for accounting software integration

Benefits:

• Accurate billable hours tracking
• Professional client reports
• Reduced administrative overhead

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Use Case 2: Small Design Agency

Scenario: 3-person team tracking time across 10 client projects.

Workflow:

1. Each team member logs time per project
2. Project manager reviews hours weekly
3. Generate client reports at project milestones
4. Calculate project profitability vs. estimates

Benefits:

• Resource allocation visibility
• Project profitability tracking
• Client billing transparency

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Use Case 3: IT Contractor

Scenario: IT professional with retainer clients and hourly projects.

Workflow:

1. Set different hourly rates per project/client
2. Track support hours vs. project hours separately
3. Monitor retainer hour budgets
4. Generate detailed invoices with time descriptions

Benefits:

• Mixed billing model support
• Budget tracking for retainer agreements
• Detailed work logs for client transparency

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Installation & Deployment

Prerequisites

• Windows 10/11
• Microsoft Access 2016 or later (or Office 365 with Access)
• Macro security settings: Enable VBA macros

Quick Start

Step 1: Download

git clone https://git.etheryale.com/StillHammer/timetrack-pro.git
cd timetrack-pro

Step 2: Open Database

• Navigate to db/TimeTrackPro.accdb
• Double-click to open in Access
• Enable macros when prompted

Step 3: Import Forms (First Time Only)

• Press Alt + F11 to open VBA Editor
• File → Import → scripts/modules/mod_FormBuilder.bas
• Press Ctrl + G to open Immediate window
• Type BuildAllForms and press Enter
• Close VBA Editor

Step 4: Use Application

• Main menu opens automatically
• Navigate via buttons
• Start adding clients and projects

Deployment Considerations

Single-User Deployment:

• Copy .accdb file to user's machine
• No additional configuration needed
• Backups via Windows backup or cloud sync

Multi-User Deployment (Split Database):

• Split into frontend (forms/reports) and backend (tables)
• Place backend on network share
• Distribute frontend to each user
• Link tables to backend database

Security:

• Set Access database password for sensitive data
• Use Windows file permissions for access control
• Consider Access encryption for GDPR compliance

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Future Enhancements (Roadmap)

Version 2.0 (Planned)

Features:

• Multi-user support with user authentication
• Automated invoice generation (PDF)
• Email integration for sending reports
• Advanced dashboard with charts/graphs
• Mobile companion app (web-based)

Technical Improvements:

• Migration to SQL Server backend for scalability
• RESTful API for external integrations
• Cloud sync for distributed teams
• Real-time collaboration features

Version 1.5 (Near-term)

Quick Wins:

• Timer function (start/stop for live tracking)
• Week view calendar for time entry
• Keyboard shortcuts for power users
• Dark mode UI theme
• Customizable hourly rate templates

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Testing & Quality Assurance

Test Coverage

Test Type	Coverage	Status
Unit Tests (VBA Functions)	Manual	Passed
Integration Tests (Form-DB)	Manual	Passed
User Acceptance Testing	In Progress	90% Complete
Performance Testing	Not Required	N/A
Security Testing	Basic	Passed

Known Issues

• None critical as of v1.0
• Minor: Form resize behavior on high-DPI displays (cosmetic)

Bug Reporting

Issues can be reported via:

• Email: alexistrouve.pro@gmail.com
• GitHub: Repository issues section (if public)

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Documentation Files

File	Purpose
README.md	Project overview and quick start
TECHNICAL_REFERENCE.md	This document - complete technical/functional reference
DATABASE.md	Detailed database schema with SQL
VBA_MODULES.md	VBA code documentation with full source
PLAN.md	Project development plan and timeline
CLAUDE.md	AI assistant instructions (for development)
CHANGELOG.md	Version history and release notes
docs/MCP_VBA_GUIDE.md	Step-by-step MCP VBA usage guide
docs/IMPORT_FORMS.md	Form import instructions for deployment

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Licensing & Usage

License: MIT License

Commercial Use: Permitted Modification: Permitted Distribution: Permitted Private Use: Permitted

See LICENSE file for complete terms.

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Professional Services Available

This project demonstrates capabilities in:

• Microsoft Access Development - Forms, reports, VBA, SQL
• Database Design - Normalization, indexing, referential integrity
• Business Application Development - Requirements gathering, UX design, testing
• Process Automation - VBA macros, AI-assisted development (MCP)
• Legacy System Modernization - Access to SQL Server/web migration

Contact for consulting:

• Email: alexistrouve.pro@gmail.com
• Portfolio: [Fiverr Profile Link]
• Response Time: Within 24 hours

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Author & Credits

Developer: Alexis Trouvé Email: alexistrouve.pro@gmail.com GitHub: @alexistrouve LinkedIn: [Profile Link]

Development Tools:

• Microsoft Access 2021
• VBA MCP Server v0.6.0
• Claude Code (AI assistant)
• Git version control

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Appendix A: SQL Scripts

Complete SQL scripts available in:

• scripts/01_create_tables.sql - Table creation DDL
• scripts/02_create_queries.sql - Saved queries
• scripts/03_sample_data.sql - Test data DML

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Appendix B: VBA Source Code

All VBA modules are exported as .bas files in src/ directory for:

• Version control (Git)
• Code review on GitHub
• Backup and portability

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Appendix C: Changelog Summary

v1.0.0 - 2025-01-13

• Initial release
• Complete database structure
• 7 VBA modules (915 lines)
• 5 functional forms
• Test data included
• Documentation complete

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Document Version: 1.0 Last Updated: 2025-01-13 Status: Production Ready

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This document serves as the authoritative technical and functional reference for TimeTrack Pro. For development assistance or custom modifications, contact the author.