Automating a financial report

Client: Technical Billing
Platform: MS Excel
Delivery Date: August 2015
Project Description: Manager would like automation of monthly financial report preparation.
Features: On open, macro changes workbook to read only (so changes cannot be saved over template). Manager pastes data table of variable size into worksheet and runs macro. Macro creates monthly total row, current month comparison to average row, percent variance to previous month row, total by category column, average by category column, current month versus average column, current month versus previous month column. It formats header rows and total columns for readability. It then deletes the “Report Instructions” worksheet with the macro button so the report cannot be accidentally overwritten.
Users: 1

Report instructions with button to run macro (click to enlarge):







Automating and recording counting of files

Client: Medical Coding
Platform: MS Access
Delivery Date: July 2015
Project Description: Manager has been manually recording number of files in multiple folders two days per week to track workload and backlog. Manager would like this process automated along with reporting and charting capability.
Features: Files are counted for inpatient and outpatient reports by clicking the applicable button, including any newly created folders. On-screen crosstab shows counts by date with capability to select custom date range. Data export to Excel is available for charting and other analysis.
Users: 1

Main Navigation:
CodingFC Navigation

Data Dashboard:
CodingFC dashboard-1

Sample report:
CodingFC sample-rpt

Code samples:
CodingFC code

CodingFC code-2

Project management information system

Client: Facilities Management
Platform: MS Project and InfoPath integrated with SharePoint
Delivery Date: May 2015
Description: Department desires Project Management Information System to record and share project information with contractors and vendors.
Features: A fully-featured PMIS including contractor/vendor landing page, InfoPath forms for Requests for Information, Change Requests, and Risk Register submissions. Project home page displays project calendar, project tasks, and project announcements. All communications are linked from MS Outlook to discussion board on site. Gantt chart with project milestones and percent completion can be linked from MS Project and refreshed as needed.
Users: 4

Project home page (click to enlarge):

Change request form:
PMIS Change Req

Resources used for this project:
Building a multifunction InfoPath form
Auto-Generating Filenames for InfoPath Forms
Autonumbering InfoPath forms
Auto-Numbering InfoPath Forms
SharePoint for Project Management
How to build a PMIS with SharePoint

Information on list forms versus library forms:
List forms vs library forms

Productivity tracking

Client: Medical Coding
Platform: MS Access (split accdb)
Delivery Date: February 2015
Project Description: Manager would like to track and record number of reports and time spent per coder, and generate productivity and management reports.
Features: When users open the DB, what they nicknamed “the widget” appears — designed to be small, unobtrusive, and take up minimal screen real estate. Dropdowns make data entry faster and ensure uniform entries. Clicking “Start” records start time and opens a form where they can select a comment about the report if desired. Clicking “Note Completed” enters productivity info into table. Users can easily view the detail or summary of their work completed for the day. Managers can access various reports on employee productivity and workload for various types of inputs, and edit dropdown selections.
Users: 10

The “widget”:

“Working” dialog:

Manager navigation:

Sample report:

Code samples:


Producing temporary parking permits

Client: Patient Services
Platform: InfoPath list form and SharePoint list
Delivery Date: February 2015
Project Description: Administrative assistants throughout organization need to issue temporary parking permits (daily and monthly).
Features: Separate security groups control available dropdown options on form. Submission of InfoPath form creates list item. A repeating section allows submission of multiple permits (list items) from one form. A workflow creates a Word document in a separate library from a password-protected template, using the information submitted by the user. A workflow on that library sends an email to the user with a link to the parking permit document, for printing or forwarding.
Users: 20


Managing parking permits

Client: Patient Services
Platform: MS Access Web database integrated with SharePoint
Delivery Date: January 2015
Project Description: Department needs to accept online parking permit applications, process applications, assign and retract permits, and monitor expiration dates.
Features: Directors can access forms on SharePoint to request parking permits for their staff. Data macro notifies admin when a new application is entered. In back end, admin/manager can assign, retract, or inactivate permits; view unassigned permit numbers; track permit expiration dates; print report of new applications to present for approval; search for vehicles.
Users: 10

Web form page 1:

Web form page 2:

Back end user navigation:
back end user navigation

Manage permits:

Sample code, updates 3 tables when permit is assigned (click to enlarge):

Sample code, updates 3 tables when permit is inactivated(click to enlarge):

Phase 2: Add-on module to track parking violations, determine need for citation after multiple violations, track citation requests

Invoice tracking application

Client: Account Follow-Up
Platform: MS Access (split accdb)
Delivery Date: July 2014
Project Description: Manager wants to track staff activity, bring outstanding invoices to staff attention, and access productivity reports.
Features: Staff can enter a new invoice and its related information, or select from a list; application records time spent working invoice and allows staff to record notes and request a reminder at a specified future time. A subform shows previous notes made and actions taken on the selected invoice. Application creates reminder list, saves to desktop, and emails to staff member and manager upon staff login. Managers can view a list of invoices being worked, remove invoices from the active list, add data from staff timesheet to compare to time spent, edit lookup tables, and access reports on invoice aging and staff productivity.
Users: 6

User Navigation:

Add an invoice:

Select an invoice:

Working screen:

Manager navigation:

Code sample, button code for start work session:
Inv-start session code

Phase 2: An add-on application that will enable staff to submit invoices to manager for write-off, notify appropriate manager, record manager approval, and output reports.

Tracking patient referrals

Client: New Patient Scheduling
Platform: MS Access (split accdb)
Delivery Date: April 2014
Project Description: Manager wants to track and time process of scheduling new patients.
Features: Users can enter information about a new referral, and complete the referral when the appointment is scheduled. Managers can edit lookup table, view statistics and access reports on number of referrals scheduled, time to complete, and referring institutions.
Users: 6

User Interface Screenshots:

PR Navigation

PR New Referral

PR Complete Referral

PR Mgr Nav

Sample Manager Report:

PR Report Sample

Example code: Edit Referral (manager only)

PR Mgr Edit Code

A simple task tracking application

Client: Facilities Management
Platform: MS Access (split accdb)
Delivery Date: November 2013
Project Description: Manager desires user-friendly app to allow patient assistants to quickly record tasks as they go through their day.
Features: For untimed tasks, the application records name of task and date/time completed. For timed tasks, application records start time, awaits finish time, prompts for user initials, records time spent on task. Manager can run report of tasks completed by date, and track which users are completing timed tasks.
Users: 5

Main user interface:
GSA click form

Open-Close task dialog:
GSA open-close dialog

Example code: Open-Close
GSA open-close code
GSA open-close code2

Contact me if you’d like a copy of this database (cleaned) or for a quote for a custom application like this.

What your designer wants to know

Below are some questions for you to consider when planning your Web site project. While not all questions apply to every project, knowing the answers to the questions that are relevant to you will help your project move along smoothly.

  • Who is your target audience?
  • Why will they be visiting your website and what will they expect to find?
  • Are they worried about internet security?
  • What special needs will your audience have? Think about:
    • Do they use their own device or are they at a public computer?
    • Will they use desktop computers, mobile devices, or both?
    • Will they have accessibility concerns (visual and mobility impairments)?
    • Should we consider language and literacy capabilities?
  • What is your website budget?
  • What percentage of your budget is for design and development? What percentage is for marketing? What percentage is for maintenance?
  • Do you have a web host?
  • Do you have a domain name?
  • Do you have the login information to access your hosting account?
Marketing and SEO
  • Have you done market research on your product/service to get a list of the most popular relevant keywords?
  • Do you have a budget for marketing your website, or will you be doing your own search engine submission, link exchanges, pay-per-click campaigns, email newsletters, etc.?
The Future of Your Site
  • How do you expect your site to grow and change in the future?
  • How will your content change?
  • If you plan to have frequent or extensive changes, will you make them yourself? If not, what is your budget for site maintenance and updates?
  • What colors do you like?
  • What colors do you hate?
  • What emotions would you like your site to evoke, and what colors do you think would create the effect you desire?
  • Do you have a logo, graphics, and/or photographs that you are authorized to use?
  • Do you have text content written, proofread, and spellchecked?
  • Have you tested your content on others to see if you are communicating your message effectively?
Site Function, Features & Complexity
  • How important is being able to edit your site yourself?
  • Do you need photo galleries? Animation? Audio? Video? Feeds?
  • Do you need custom forms and database applications? Ecommerce?
  • Make a list of the things you want visitors to be able to do on your site, and be aware that all of the features you list will most likely increase the cost of your project.
Sample Sites
  • Are there sites you particularly like?
  • What features have you seen on other websites that you particularly like or dislike?
  • Are there sites or features that you find particularly easy or difficult to understand?