Advice: Software or Excel

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8 Mar 2012
Posts
7
Hi All,

I was wondering if you would be able to help me as I seem to have hit a brick wall.

I working within a Works Department and I have been tasked with providing an efficient way of logging, issuing and recording jobs/ complaints. We currently use a poor Excel document to log jobs as they are reported and jobs are printed by the line and given to the tradesman to work on (this system I have inherited and it is very basic.) I have tried editing the log to make it somewhat more efficient but I am stuck with how to create accurate job sheets to task the workforce with, other than using mail merge or coping the information and manually edit a blank template.

I have looked at using Access but the other users are not familiar with it and it would cause too many issues.

Does any have either any suggestions for software I can purchase or have created that will be more efficient. Or would there be someone kind enough to point me in the right direction of how I can make our current system work?

Sorry for the REALLY long rambles but I am now suck.

Thanks in advance to anyone who could help.

Kirst :)
 
Use some helpdesk software. Software packages like this are built precisely for this kind of logging, tracking and assignment.

There are many you could try for suitability.

Something like SpiceWorks is free and might be a good place to start.

http://www.spiceworks.com/free-help-desk-software/

That looks great to be honest.

What I will say though is if users aren't willing to familiarise themselves with Access then maybe they won't be willing to familiarise themselves with any other software you want to use for this? I guess at some point you've got to draw the line and tell them they are going to have to get used to something that is new :p.

You could probably come up with something adequate in Access, certainly better than a spreadsheet, but software designed for the specific purpose you have in mind is the best solution.
 
It seems like the tradesmen get given print outs currently.

So printing job sheets from within a software portal will be the same for them but give 2819281928192x more functionality and manageability in the back end as well as reporting.
 
What email system are you using? Both Lotus Notes and MS Exchange can do simple or complex databases. The learning curve for users will be minimal, but setting the DB up will be a good challenge for an admin new to it.
 
Use some helpdesk software. Software packages like this are built precisely for this kind of logging, tracking and assignment.

There are many you could try for suitability.

Something like SpiceWorks is free and might be a good place to start.

http://www.spiceworks.com/free-help-desk-software/

Thank you so much for your advice, I was told the people on here are pro's ;)

I've had a quick look at this and it looks fab, I will have a play with it before I have to present it to the chain of command.


As for using software over access, the two main advantages of the software is that it doesn't take me years to set up the database (I am okay with access but my work is rather crude) and secondly is that because the software looks more professional it is more likely to be accepted, I know my colleagues :)
 
What email system are you using? Both Lotus Notes and MS Exchange can do simple or complex databases. The learning curve for users will be minimal, but setting the DB up will be a good challenge for an admin new to it.


We use MS Exchange I think, but, in all honestly I wouldn't know where to start in creating something like that.
 
I am not sure if Spiceworks is quite what I am looking for it is very IT focused and I am not sure how to adapt this to the cross between Facilities Management and Construction services we offer. I also can't work out how to change it to UK settings. :( would anyone have any suggestions how I would produce a semi decent job sheet from my existing or revised excel documents?
 
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