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JD Neuhaus ltd

 

BACKGROUND

 

This customer is a new subsidiary of a German lifting gear manufacturing company. He started in January 1999 as a one-man sales office based in Coventry. As his company was new, he only had the business processes of the parent company to follow, which were not suitable for the size, scope and location (England) of the new business.

 

MY APPROACH

 

I met with him, and we discussed how he wanted to run the company. I used my IT knowledge and business experience together with his background and expertise to match his companies needs to a complete IT solution. As no commercial software was available, to directly meet the sales requirements of his particular product, we decided that the best solution would be a bespoke database written using Microsoft Access. The other business requirements of the company could easily be met with readily available programs. This mixture of bespoke and off the peg packages would give him the tools to run his business efficiently and also be cost effective.

 

REQUIREMENTS OF THE SYSTEM

 

The requirements of the bespoke software were:

  • To be able to enter each piece of data once only, and to have it available wherever needed
  • To make the data entry as quick and error free as possible, using for example "pick lists" and default values where appropriate
  • To be easily understood without the need for extensive training, by the use of labels and comments specific to the business on custom designed data entry forms
  • To be able to issue various document types to customer as efficiently as possible
  • To be able to look at previous sales quickly in case of query
  • To hold contact and address details for customers, and allow this to be combined with sales data for customer documentation.
  • To allow all equipment options to be explicitly specified, to eliminate misunderstandings with his customers
  • To be able to be enhanced as the business grows and changes
    •

    Once the basic system requirements were established, we had more detailed discussions concerning the items of data required, what format they should take, and how they should be entered on the system.

     

    OTHER BUSINESS REQUIREMENTS

     

    Another requirement of the business is for direct marketing. It would have been possible to write another database to hold existing and potential customer details, but as this is adequately provided for in Microsoft Outlook (part of the already purchased office suite) we decided to use this program. I configured Outlook and trained the customer to use it in association with literature produced in-house with Microsoft Word for his direct mailing.

    Another important aspect of the IT function is to take regular and complete backups of all the data. I designed backup sets and configured them so they are easy and quick to run, therefore ensuring a backup will be made regularly and the system can be rebuilt in case of problems.

     

    IMPLEMENTATION

     

    I produced a draft database for approval, allowing him to start using it in a "live" situation, and determine if any changes were required.

    Once we were both happy that all eventualities had been catered for, a final version of the database was produced and delivered.

    The process however has not ended there. As a business grows and changes new features are required, or existing ones become redundant. I am still in regular contact with the customer to update his software as he requires.

     

    CLIENT COMMENTS

     

     

    Dear Sirs,

    Re: Computer Help Service Ltd

    Computer Help Service have been actively involved with J.D.Neuhaus Ltd since it’s formation in January 1999 as our computer systems development consultant.

    During this time CHS have designed and implemented a highly reliable bespoke quotation, order handling and invoicing system which is critical to the successful operation of our company.

    CHS have set up a customer data base system for maintaining contact details and marketing purposes such as mailshots.

    The above is in addition to maintaining and helping to develop our general computer systems and procedures as well as providing an invaluable emergency troubleshooting function when required.

    During the last 3 ½ years since our formation we have not used another company for this type of work which speaks volumes for the competence and high level of service provided by CHS.

     

    Yours sincerely

    J.A.Allen - General Manager