Civic & Social Organisation

A Civic & Social Organisation looking at an IT system to manage properties and tenants.

Their problems

There was no existing database so all the information had to be located and put onto spreadsheets.

How I solved these problems

I compiled and collated information for the initial tender, importing data stored in many different locations, formats and with several versions.

The client asked if I could become a member of the implementation team. I reviewed the information in my original spreadsheets, mapped which piece of data would best fit in the new system’s data tables, and categorised them.

It was a bonus that I’m an Excel nerd as well as, I’m told, organisation being my ‘superpower’.

A data entry team was recruited due to the volume of information. I broke down the information into bite-sized manageable sections in an easy to read format, assigning sections to a data entry clerk, then quality checking results before merging into the master data sheets. The initial data import was used as a model for data entry throughout the project.

In the transition period following the departure of the original Project Manager I performed a training needs analysis, designed test scripts and handed them over the new Project Manager.

How what I did helped them

The spreadsheets I created in preparation for the new system became known as ‘The ONE List’ and were used as a management tool, using Pivot Tables and Charts to analyse the data.

The project manager gained time to focus on managing the project. The initial data import was completed on time and to the required quality. Data which was originally at the top of the risk register became low risk and moved to the bottom of the register.

By covering the Project Management tasks during the interim period the project was delivered to schedule.

PS: I’ll be keeping all my clients details confidential as they’re not always comfortable with their customers knowing they sometimes use a little help!