Ongoing Ad Hoc Reporting, Problem Solving and End User Support

At several private schools, we consult, as needed, with administrative staffs that use Access and Filemaker databases and Excel sheets in their day-to-day work.  We walk through data structure changes or more complex data entry form or report features and provide liaison with the hardware support consultants as technology changes are needed.  We have assisted with in-house student information systems, staff compensation systems and application tracking systems.

At an academic think tank, we helped one user automate the annual production of a Fellowship Award Winners archive by using Word mail merge document directly linked to the database source.  At another similar client, we worked with staff to create prompting Access queries that could be used to provide different quick, ad hoc summaries of their constitute societies in various locations for use by the head of the organization as she traveled.  At another client, with no in-house IT support, we set-up a simple procedure for regular backups of their critical data.

At a large retail client, we went in at budget time to develop ad hoc PC reports to analyze volumes of data downloaded from mainframe systems.  We created quick reports both with spreadsheets and databases depending on the longevity of use and depth of analysis needed.  We also automated procedures, as needed, to allow the client to re-use reports if the same type of data analysis would be needed at the next budget cycle.

Enhanced a Compensation /Bonus Calculation Spreadsheet System

We enhanced an Excel spreadsheet to facilitate compensation management for a major retail firm.  The enhancements included adding an Excel tool to provide click button import of data that had been exported from the different corporate personnel, sales performance and organization hierarchy databases.  The information from each database was automatically re-formatted and combined with selected manual inputs and used in a summary spreadsheet that calculated merit, and bonuses for the staff.  The system also provided click button, adhoc reporting and summary capability by job title, business function and organization reporting hierarchy.  It also printed the final compensation sheets for each employee with options to print for any or the entire group.   

Overall Guidance and Technical Support for a User-Developed System

We provided design strategy and guidance to a client in developing a Microsoft Access Contact Management database system.  We worked with the client’s staff in planning, basic design in creating the table structures.  The client developed the basics of the data entry forms and reports. We provided the supporting code for the more complex relationships, forms, specialty macro buttons, security and query specifics.

On-going Support of In-house Developed Training Scheduling System

We provided on-going support of an Access database system developed in-house by an education training firm.  The staff that initially developed the system was no longer available but the system was an integral part of the day-to-day operation.  We reviewed the system and performed the roll-over process needed at the end of the academic year. Subsequently, we streamlined this process and automated what was feasible.  We augmented the system to allow multiple purchases by a single buyer and added an invoice module that eliminated the need to create manual Excel invoice for a series of purchases.   

Upgrade of an In-house Developed Editorial Management System

We provided on-going support of an Access database system developed in-house by a book publishing firm.  Building on the existing system for tracking title and scheduling details, we added a more controlled menu module; variable levels of access based on user sign-on and automated the creation of regularly needed production reports.  We also added a module to include contract related information.  On an as-needed basis, we still make changes to reports and queries as required by the editors.

Standardized Excel Journal Entry Process

We worked with a client to standardize the Excel sheets needed for preparing manual subsidiary ledger journal entries to be uploaded in bulk into their accounting system.  Once a standard format was determined, we created Excel macros to allowed controlled entry of information and prepared a “locked” shell that could be used by all the accounting departments for journal entry preparation.

Enhanced a Client Developed Database for Tracking Medical Device Information

We worked with a client to enhance the Access database she developed to track device details and related patient information about medical devices created by the company.  We initially provided intermediate level Access training to several staff to enable them to expand the scope of their databases.  Subsequently, when a change needed that was more complex; we had work sessions to add each new feature.  We explained the technique needed for the enhancement and then made the changes.  The result was a system more powerful than the client could have created alone but she had new skills needed to make further enhancements when the business required.

Conversion of Quarterly Reporting From Macintosh to PC       

We developed procedures to convert and automate the process of creating a financial quarterly supplemental report (approximately 150 schedules and charts) from a Macintosh system to a PC system.  The conversion included creating macros to rename and relink over 100 files after conversion, developing new streamlined procedures for controlling users updates to the networked data, creating new PageMaker and Word consolidating documents and troubleshooting the conversion process.

Troubleshooting a Film-spot Distribution System

We were asked to review the invoicing portion of a database system developed by another consultant. The database tracked information about the filming of commercial spots and their TV or radio distribution.  Upon review, we found why the system was only invoicing spots that had actually been aired, but not those that filmed and were never aired.  We fixed the problem and automated the tracking report so the client was able to stop manually recreating every invoice.

Troubleshooting and Completing a Retail Open-To-Buy System

We reviewed the partially developed Lotus-for-Windows macro-driven system to determine what was needed to complete it and make it process efficiently.  We streamlined and automated the download from the mainframe and provided control reports to ensure the system balanced back to the original data.  We provided a single source of calculations to allow multiple reports to provide consistent analysis.   

Enhanced Client-Created Catalog Management and Distribution Database

We worked with a client to enhance the Access database she developed to manage the production and distribution of a high end furniture catalog.  We initially sat with the client to gain an understanding of scope of the desired improvements.  Then at regularly scheduled intervals, we had work sessions to add the new features to the system.  During each work session, we explained the technique needed for the enhancement and then the client made the changes with our assistance.  The result was a system more powerful than the client could have created alone but she had new skills needed to make further enhancements when the business required.