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Our client
identified a need for a standalone automated Report Writer
tool, which could be used by their own Environmental Auditors
to record data and generate a report in a standard format.
Specific features required included:
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Cover
Letter Template |
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Summary Details and tabulation |
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Table
of audit results ordered by type, category and level of
importance |
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The
ability to import results from another report |
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The
solution was delivered in Microsoft Access database format
with the ability to generate a standard audit report in
Microsoft Word |
This need was driven
by the high level of administrative effort required to collect
and collate audit data and audit results when audits were
performed by large audit teams. Additionally the client found
inconsistencies in the data gathered and wanted a method of
error proofing the process. |
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eFlexes designed, developed and validated a
Microsoft Access database application with four
data capture forms.
Typically,
the Auditor would
use
the following sequence when recording the details of an Audit
and generating a report:
Form 1 :
The
user can create a new audit, edit an existing audit or delete
one or more audits from the database.
Form 2 :
Cover Letter / Summary Details entry screen. On
this screen the user is required to enter or edit specific
details pertaining to this Audit, e.g. the date the audit was
conducted, the author’s name, the audit location, the audit
team members etc.
Form 3 :
Results
Entry screen where he/she will enter the details for each
audit result, selecting the category, level, etc from drop
down lists. There are free text entry fields for the result
detail and any recommendation for its resolution. At this
point also, the user can edit the Cover Letter and Summary
Details templates. In addition, the user can elect to import
results from another audit either in the current database or
in another database file. The user can save the results for
the current audit, add or delete results.
Form 4 :
generate the Audit Report, which will be output
to a Microsoft Word document. Today’s date and the author’s
name will be included in the automatically generated filename
for this document.
The solution provided
the users with drop down menus which meant that data collected
was consistent across all team members. In addition, it
allowed the user to carry out document formatting within the
access database so that the information was ready for export
to Word without the need for any additional formatting in that
application.
All individual audit
reports were stored in the access database and the lead
auditor could import results from one , a selection or all
individual reports to create the master audit report which was
then circulated.
The solution was easy
to use and set up - it was simply emailed to the next user and
they could begin work as all functionality was embedded in the
Access database itself. |
