Introduction

Summer is supposed to a time of fun and relaxation. However, for Massachusetts’ largest summer enrichment program, Exploration School Inc. (”Explo”)— summer arrived meeting them with aggravation and panic. With just 2 weeks until their summer session started, Explo’s Database Manager drops off the map—leaving them paralyzed to review program and participant related information for well over 800 students and staff. Customer data had been previously entered, but was rendered inaccessible due to an incomplete system that was both not understood and riddled with bugs.

Challenge

With doors set to open in 2 weeks, work needed to begin fast. The key was to quickly understand the underlying structure of their broken database, and map the organizational needs to ensure that all data was inputted and collected in a usable and intuative way.

Solution

Overall, the solution was to work fast!  Lacking documentation of their custom built system, the first step was to lead the team in performing a deep-dive into the incomplete systems structure and code. Within 36 hours, the organization’s custom and complex Filemaker Pro solution was completely mapped. This allowed for ample time to survey key staff departments (e.g. billings, programs management, medical and HR) to understand all business needs and objectives for the new system. From that assessment, not only was a database developed that could allow the session to begin on time, but one that could be used as a permanent solution moving forward.

Results

Explo’s system was up and running quickly. On-going maintenance was needed, but overall the key objectives from their original year-long development plan had been met in just 2 weeks:

• Integrate previous and current participant data into an intuitive real-time database;
• Develop clear security structures/tiers to block sensitive customer data (e.g. medical information) from basic users; and
• Ensure reliable data-entry and backup across various direct and remote sites.