ECS have identified many users will choose to store information and metadata in spreadsheet form. Spreadsheets are powerful and have outstanding flexibility and performance, but are not suitable for the mass storage of records. Spreadsheets are also unsuitable for relational or heirarchical data.
A database is ideal for storing hundreds or thousands of records with a consistent format or record structure. The retrieval and performance of a database is superior for the management of this data. However many users are not familiar with how to create and use a database. Furthermore, the interface to database records is often cryptic or clumsy, decreasing its appeal for widespread use.
Many organisations use spreadsheets to store asset and document information, due to its ease of use and familiarity of most computer users. This may be workable when the dataset is small, and only one user requires access to the records. When the information and number of records grow, this represents a significant problem having only one user allowed concurrent access to the data.
ECS have assisted many companies to make the transition from spreadsheet data to a database solution. The process occurs
in two steps. First the spreadsheet data is reformatted into consistent records in a database. ECS then builds an application
that runs in Windows and uses the database to present the information to users. We have coined the name MIDA representing
a Multiple Interface Database Application.
This solution has many advantages. The application will allow multiple users (dozens) concurrent access to the data. The application has a login screen which will secure your data, and define what rights users have to the data. The screens can be structured to display heirarchical records in a logical fashion. The application has the same interface for all interaction with the database, including adding, editing and deleting records.
Searches can be performed on the data using one or many fields, and the results can be exported to a spreadsheet. Pre-defined searches can be configured, stored and reused to streamline access to data. The solution can work with both Microsoft Access database, or configured to work with SQL Server if required.
ECS have created unique solutions for many companies, storing hundred to tens of thousands of records of data. Solutions include:
• Managing student enrolments, classes and performance records
• Managing assessment records for students with links into learning risk assessments
• Managing document transmittals and transfer management for a project management office
• Managing document editing and approvals for an engineering office
• Managing visitor movements together with site access approvals and accreditations
• Managing a debtor listing and recording correspondences
Due to the commercial situation with these systems, we are unable to provide public examples of the applications. Below are some screen shots (reduced) to give an indication of the dynamic and intuitive interface users work with. Call ECS to discuss how we can assist you in making the transition to productive and efficient management of your asset records.