Memo to: 54-894
Subject: New Client
Date: 12 January 2010
Our enterprise has received a request from LifeSteps financila
manager Amy Van Goethem to update their client tracking software.
Here is the brief description of the project as proposed:
You will receive 5% of your course grade as remuneration.
From: Amy Van Goethem Sept. 30, 2009
I think it would be great if the financial data was attached to the
other statistics in an Access database, or something similar. The
current system in Excel allows for sorting to determine a specific
persons balance, however is not error-proof – and can skip data
if someone’s name is misspelled. It also does not have the
ability to run reports that are easy to understand. It would also be
beneficial to have only one database to refer to for a client’s
data rather than having to look in two separate places. This would also
ensure that the data matched, which is a problem with our current
system. Ideally the new database would enable us to keep track of the
weekly schedules of all of our clients, keep track of the monies owed
and payments made as well as all of our statistical information for
grant reporting.
If the above is too complex, the alternative would be a simple Access
database to track just the finance portion (and schedule?). The
database would have the client’s name, type of client, name of
other party, standard fee, dates of service and amount owed, dates of
payment and amounts paid. Basically, the same information that the
current spreadsheet has, but in an easier to use/search/report format.
We would be so grateful for any assistance on this matter. We are not
able to work efficiently and it is not accurate.
Ideally,
we
need the database to include:
Clients’
individual data
Name
Address
Phone
e-mail
Gender
Race
Age
County
Client
type
(residential or visiting parent)
Type
of Service
(visitation or exchange)
Names/ages
of
children
Income
level
/ payment amount
Attorney
name
& contact data
Judge
info
Whether
orders are on file or missing or incomplete…
Other
Party
Name and relationship
Etc….
This
info
needs to be able to link to the other party’s individual data
There
needs
to be a place where the clients schedule can be tracked – which
would
include their standard visitation schedule and any specific dates
included in
their orders. For example if one parent gets to have the children
for
Thanksgiving on even years and the other party gets them on odd years
it would
be helpful to have a place to schedule this for future reference.
In
addition
to scheduled visitation dates, we also need to be able to compile
client
schedules and times to generate a report of the visits scheduled for
each
specific day
A
financial
tracking piece also needs to be added (probably attached to the
schedule) that
would show what the client owes for scheduled visits and which visits
have been
paid for so that we can give invoices to clients who have become behind
on
payments and just generally keep up with the money.
Go
ahead and
add anything else that I am missing – this is just brainstorming
and it
has been a little while since I worked in the current spreadsheet.
It
might be helpful to make a copy of the current spreadsheet and delete
names but
include the spreadsheet in the request so they can see what we are
working with
now.
Amy
Van Goethem
Financial/Office
Manager
Barbara Boucher Owens