Description

Project Manager, System Analyst, Developer. Designed and developed a database system that records applicants admission information for School of Medicine. Gather demographic information on applicants, tracks fees, batch cheque tracking, tracks references, academic record, MCAT scores, and Grade Point Averages, tracking interviews for applicants, correlation of interviewer rating. Admission index report calculates overall applicant scoring. Export of student data to the Association of Canadian Medical Colleges for statistical ranking and comparison of applicants.

Goal

To provide the administration personnel with an easy to use tool that will give them capabilities of data entry and extraction.

For example, the administration personnel had the need to quickly convert an accepted applicant record into a student record without re-entering the information.

Approach

We worked collaboratively with the administration personnel to understand their operational needs and transfered those to a data entry and reporting function in a database application.

Results

The administration personnel can easily print out Letters Of Acceptance within seconds and do not have to go through the labourious work of reviewing files and then typing the the respective letters.

A Fully Customizable Applicant and Student Tracking Mechanism
Create a custom-category schema from the ground up, or work from one of Synergy's Medical School sample category sets. Applicants can then be tracked easily and automatically for review and automatically converted as Students on change of status of Application from Pending to Accepted.

Relational Database (RDBMS) technology giving automatic safeguards against duplicate record entry and the power and ease of retrieving information from the system by use of 3rd party reporting tools like MS-Query or directly from Microsoft Access. Ability to integrate existing or new systems like accounting.

Using software that is designed specifically for your operations makes a huge difference to your productivity. Our goal is to continually work with our clients to create the best tailor-made solution to fit their individual needs.

The following is a showcase of one of our recent projects which is an example of how we can help save you time, alleviate unnecessary stress, and help to grow and improve your business.

When the Midwifery Department at UBC first started, they purchased the admissions system that was previously designed and used by the Faculty of Medicine – Dean’s Office at UBC. At that point, the Midwifery Department was brand new, so their specific needs were not clear.

One of Synergy’s senior programmer/analysts, Tasia Bantassios, headed up the project, working with Elaine Carty, Director of the Midwifery Department at UBC.

Our recommendation was to start small and then add additional features as needed. We worked together and customized the application to fit the Midwifery department.

After a couple of years of running the department Elaine, identified that “We required an admissions database that would allow us to enter into the system all the information about our applicants to the program.” says Elaine. “We needed an organized way to connect our students, clinical preceptors, hospital and faculty, and then a way to communicate with them efficiently. The goal was to be able to link all these people together and have an ongoing record of those linkages.”

“We wanted a system that would calculate different scores to determine the top 40 students we’re bringing in to interview and after the interview, to determine the top scores for admission. We needed the system to help us easily send letters to all of the applicants about whether or not they’re admitted, granted an interview, or whether they’ve been rejected or accepted.“

Tasia custom designed new interfaces and reports. After approval, they were developed and implemented. Not much effort was required to learn the new system as Elaine and the Program Administrator had input during the design and development. At the end of the project, Synergy also provided additional training and continues to be available for phone support.

The final result was a database that addresses all of the department’s needs. For processing applicants, it performs all the different calculations for ranking applicants, produces applicant ranking reports and generates applicant status letters. It tracks the necessary demographic and contact information for applicants, students, preceptors and clinical placements.

Now all the data is stored in one common place and the relational database (RDBMS) technology gives automatic safeguard against duplicate entry.

The new system has made a huge improvement to their business operations. Now the admissions process is much more streamlined, reduces paperwork and eliminates any chance of error.

“We’re less likely to miss steps now” says Elaine. ”Like for instance, sometimes you would write a letter, and someone else wouldn’t know where it was filed. This system allows us to have a quick record of what we’ve sent and when we sent it. It centralizes the paper trail and organizes it for you. We were mainly looking for efficiency and accuracy in our work. This database also produces more professional looking materials for us to send out.”

Results

These applications continue to evolve as the department continues to grow and identify additional areas that can be streamlined.

One of the key elements to the success of this project was the client’s attitude of putting so much trust into the system and in Synergy’s ability to produce something they wanted.

“They were enthusiastic about doing it” says Tasia. “They were helpful, took the time to give us all the information we needed and thoroughly explained their requirements. The Program Administrator was extremely dedicated to getting the project done and this enabled us to work well together and to make this project a success “.

Elaine is pleased with the final results. “Overall it improves the efficiency and accuracy of the admissions program. There was excellent collaboration with Synergy and we feel we have a strong communication with them. They were very accommodating and interested in our project and in getting us to the place we wanted to go.”

“With Synergy, we don’t feel rushed. We get to try it out in our own time and they have been very responsive in working with any glitches. We will continue to work with them, as our satisfaction level is high. By doing small projects, we’re learning the potential for other things. Often you don’t know what you can do until you start to work with something. Then it gives you ideas for other ways that the technology can be helpful.”

Testimonial

Pleased with the final results. Overall it improves the efficiency and accuracy of the admissions program. There was excellent collaboration with Synergy and we feel we have a strong communication with them. They were very accommodating and interested in our project and in getting us to the place we wanted to go.

With Synergy, we don’t feel rushed. We get to try it out in our own time and they have been very responsive in working with any glitches. We will continue to work with them, as our satisfaction level is high. By doing small projects, we’re learning the potential for other things. Often you don’t know what you can do until you start to work with something. Then it gives you ideas for other ways that the technology can be helpful.
Elaine Carty
 
 
 



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Project Industries:

Education Medical

Project Technologys Used:

Microsoft Access

Project is in these Environments:

Client Server