Tracking Application for Library Digitization Project

Client: Internal
Platform: MS Access
Delivery Date: Ongoing
Project Description: This project involves the scanning of over 15,000 library volumes. The majority of the work is done by student employees. This application streamlines data entry in multiple ways; provides lookups to help the students identify and decipher features of the volumes; and ultimately helps them identify the correct location for each volume in the institution’s digital repository.
Features: Students first search a combobox displaying a list of volumes already scanned, to help prevent duplicate entries. The “Add New” feature searches* a list of all volumes obtained from the library catalog and passes the values for call number, title, and author name into the form, automating some data entry and minimizing errors. Additional lookups on the main data entry form include a dropdown list for degree; selecting an item from the list automatically populates the “Department” field, as the degree-department relationship is not always apparent to the students. Two options exist for identifying faculty names from frequently illegible signatures: a set of comboboxes on the bottom of the ETD Register form (not shown), and a separate split form accessed by the “Show Faculty List” button, which allows the entries to be sorted by first or last name, or department. Students can also view a list of books with no scan date, and books whose “Uploaded?” value is FALSE, to help identify volumes that may need attention.
Users: 4

Main data entry form (click to enlarge):
ETD_register

“Add New” interface:
volume_search

Split form for identifying faculty names:
faculty_list

*Hearty thanks to Open Gate Software for their search-as-you-type demo database.

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

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”:
codingDB-widget

“Working” dialog:
codingDB-working

Manager navigation:
CodingDB-mgr-nav

Sample report:
CodingDB-sample-rpt

Code samples:
codingDB-code-sample-1

codingdb-code-sample-2

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:
PCC-web-form-1

Web form page 2:
PCC-Vehicle-form

Back end user navigation:
back end user navigation

Manage permits:
PCC-manage-permits

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

Sample code, updates 3 tables when permit is inactivated(click to enlarge):
PCC-code-sample-2

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:
Inv-nav

Add an invoice:
Inv-add

Select an invoice:
Inv-select

Working screen:
Inv-working

Manager navigation:
Inv-mgrnav

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.