service request management system. old dos software became incompatible and failed to function as...
TRANSCRIPT
Service Request Management System
Old Dos software became incompatible and failed to function as computers and operating systems were upgraded.
Guidelines for Purchasing Software (in a perfect world)…
1. Re-evaluate current software to determine what features are needed.
2. Research your industry for software recommendations3. Research software pricing with your budget constraints in
mind.4. Acquire software demos where possible for Staff to test
drive.5. Evaluate software for ease of use and cost effectiveness6. Determine if Company is reliable and support will be
available down the road.7. Check for your ability to retrieve your data if you should
ever move to a different program in the future.
Microsoft Office
The most powerful tools in any office
The Microsoft Access Alternative
Part I
Microsoft Excel – One of the most used and misused programs
Excel is a powerful and versatile program that is probably the most misused.
Intended to be primarily for mathematical and financial calculations, it is used for a wider variety of purposes than any other Microsoft application.
Work Order Data Stored in Excel
Access Data Table
Filtering Data
Using Different Forms to filter out specific Data
Basic Elements of a Work Order System
1. Easily capture the caller’s information2. Capture details of the work requested3. Confirm the location for the work4. Assign the work to the proper crew5. Gather follow up data about the work
completion
What else can we do?
Some Advanced Work order System Features
The ability to quickly view previous work orders by a specific caller (chronic complaints, isolate issues that we have not resolved properly)
Easily search time and dates work was performed (open records requests, personnel issues,)
Determine where the work flow is greatest on a daily/weekly/seasonal basis
To monitor crew /supervisor efficiency To develop reports for management and
government officials.
Access Relational Databases VS Excel as a database
•Link to other spreadsheets•Hyperlink to different locations within a spreadsheet•Merge with outside data (Word, Access, Other Commercial Software)
•Multiple tables of data linked by common factors•Query feature enables data to be retrieved and presented in multiple ways at the press of a button •The ability to use data in multiple ways with minimum data entry
Microsoft Access vs Commercial Database Programs
Microsoft Access is Available with Microsoft Office Professional Suite of business products therefore no additional software is required if your office is using this software., and Access integrates with every other program in this bundle.
It is the most widely used desktop database system in the world and has more support and development consultants than any other desktop database system.
It is significantly cheaper to implement and maintain compared to larger database systems like Oracle or SQL Server
Consulting rates are typically lower for Access consultants compared to other consultants
Continuing Ed training is very low cost and available on line if you want to train developers in-house
If your system should grow and you end up using SQL Server or Oracle on a network, your Access databases can be ported over to it with minimal difficulty.
~Take 15~
The Microsoft Access Alternative
Part 2
Problem: The Street Department must track a lot of daily work data for reporting purposes. This has been kept in an Excel workbook on several different sheets and has become too large to handle. Monthly reports must still be compiled almost entirely by hand which is time consuming and cumbersome…
Problem: Since the City pays the Georgia Power bill, maybe we should start tracking calls and complaints about street lights being out or broken…
Problem: EPD has just mandated that we need to perform inspections on a certain percentage of our licensed businesses annually, and we must send them evidence of the reporting system and method of tracking the inspections –yesterday
Problem: We have a summer intern available to us to survey the roads and sidewalk conditions. We need a method of recording the data for reporting purposes.
Problem: The FTA has just mandated that the City Transit Department can’t have private charters – so their Trolley and existing charter bookings are being moved to Public Works – today. We need to develop a system to track the charters, create leases, manage driving staff and payroll, receive money and invoice customers.
Problem: The City Right Of Way book was created in an Excel document but hasn’t been updated in several years. The County Right of Way book was fairly well updated but it is typed in a Word document making it difficult to merge with the City data. This is a valuable tool that work crews as well as office staff rely on.
Problem: Due to the current economy, employees are now often straddling more than their usual duties, even at times overlapping with other Depts. With less support staff to assist upper management retrieving files, we need a way to easily locate physical files.
Miscellaneous Applications
Active Databases in the City of Rome
What if you don’t have Access on All your computers?
Investment 2003 -2004Introductory Access Class (hired Cont. Ed teacher)
Intermediate Access Class $89.00
SQL Query Class – Continuing Ed on Line $89.00
($295/class-$59/participant approx. 40 employees) $318.00
$496.60
1. Street Dept./Traffic Dept/Urban Forestry
Work order Systems
2. Street Dept. Daily Work Program
3. Street Dept. Street Rating System
4. Street Dept. Employee Personnel Program
5. Traffic Department Sign/Signal
Maintenance Program
6. Traffic/Electrical Dept. Daily Work
Database Program
7. Traffic Accident Citation Program
8. Urban Forestry Tree Management Program
9. Public Works Building Security Program
10. Public Works Active File Mgt System
11. Public Works Retention File Mgt System
12. Transit Dept. Bus Pass Sales Program
Return on Investment:13. Transit Dept. Call Log and Paratransit
Program
14. Transit Dept School Bus Route Program
15. City/County Street Directory
16. Downtown Development Parking Citation
Program
17. Downtown Development Parking Deck
Rental Program
18. Historic Downtown Building Inventory
19. Georgia Power Street Light Work Order
System
20. Trolley Charter Rental Program
21. Roman Holiday Boat Rental Program
22. Landbank Authority Property Inventory
~Take 15~