Still Working to Get Off Those Spreadsheets?

You’re not alone. Keep reading.

Anyone still using spreadsheets to conduct mission-critical operations, please raise your hand. Anyone?  

Please don’t be shy about this. The reality is that although people speak of being in “the era of AI”, there are still plenty of  data related processes that will not involve any form of artificial intelligence, and a lot of business operations still rely on old school tools. Offices develop systems and sometimes they don’t migrate off them for years, decades… or, ever. The reasons for this vary from environment to environment, but the fact is this: if you are still using spreadsheets to conduct work, you’re not alone.

You might even be pretty happy with your systems. If you are, don’t change a thing. The work of migration to a new system is not worth the trouble if what you’re doing is working for you. However, if you are finding processes are becoming hard to manage, it’s time for a change. If this is your issue, it’s likely your solution has nothing to do with AI. More than likely, you need to get yourself a database. 

Databases serve as the foundation for much of the work you’re ever going to want to do with data, whether it be analyzing it, reporting on it, sharing it, or integrating it with other sources. These are still some of the most common tools that data engineers build for organizations. If you are building your first database, we suggest working closely with a data engineer who can understand the specifics of your business needs and design accordingly. The following case study describes past work conducted for a government agency to implement a first instance of a relational database. 

Background

A bureau led jointly by two New York City government agencies provides school-located medical services to 1M+ students in NYC public schools.  Work is supported by a series of in-house customized applications. But much of the data work was still being conducted on spreadsheets and maintained in a file system. 

Challenge

In this environment, evaluative work moved so slowly that it threatened to jeopardize grant funding for projects. A data model and relational database was needed to support the future growth of the bureau’s programmatic work. 

Solution

A data model was designed to bridge across valuable data in disparate systems, using student identifier to link data historically and across different in-house applications. A system for vetting valuable data and weeding out that which was superfluous was critical to this work, since a system had never been put in place to clean out junk data. 

A data team of five was also hired to conduct the development work and permit expansion of future data work. 

Results

The new system served as the foundation for data-driven programmatic work for this office. 

Delivered:

  • Project plan & proposed design
  • Designed data team structure and hired 5 person data team
  • Oversaw development of envisioned MS SQL database
  • Oversaw reporting development in Power BI
  • Extensive meetings with IT to resolve integration challenges
  • Led project expansion to integrate feeds on provider training
  • Guided and edited documentation of full system
  • Clarified project objectives and progress to funders

Want more solution inspiration? Return to the gallery to read more.