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Presented by: Michelle Shipp and Shelly Lee -Murphy
Part I: Treading Water in a Rising Tide – Automating for Free: Excel, Word and Outlook
Part II: Jeff’s Database – Access as a Life Preserver
Part III: Workshop – discussions, demonstrations, etc.
Part I: Treading Water in a Rising Tide
Automating for free: Excel, Word and Outlook
Michelle ShippAssistant Director,
Technology Solutions CenterColumbia College of Missouri
Snapshot: Testing Services at Columbia College
5,017 individual requests @
3 min. 30 sec. processing
time!!!
17, 559 ½ min. =
36 ½ work days of processing!
Treading water is only good if
you are awaiting rescue
theprofitsacademy.com
Step one: Relax your body so you don’t wear outYour natural buoyancy does a lot more than
you think.
Use Excel to keep you afloat.
• Database for student and exam data• Reporting• Make the data work for you
Repository of student data for specific examsSome examples and tricks…
Database of Online Students for Bulk Exams at multiple times and locations.
TRICK:Use formulas to determine room capacity!
Database of ADA Students with specific needs, instructor and exam data..
TRICK:Concatenate fields to bulk schedule in Outlook!
Treading water. Good swimming
technique for keeping your
head above water.
Bad lifestyle choice.
Davidseger.tumblr.com
Reporting with excel making your case to be rescued
Step two: Moving your arms and legs
Using Microsoft Word and Microsoft Outlook will help keep your head above water. Think of them as your arms and legs.
Microsoft Word - ARMS• Generic document templates• Email merge documents• Word forms
Microsoft Outlook - LEGS• Email forms• Categorizing• Appointment importing• Bulk scheduling
http://www.swimminglesson.com.my/wp-content/uploads/2011/12/treadwater2-300x203.jpg
Generic Document templatesUsing generic document templates in Word can eliminate the need for typing the same message over and over again. By using a standard template along with the original email, we were able to streamline our Online Exam confirmation process.
Email merge documents
Word forms
outlook Templates (FORMS)
outlook Categories
You are 87% water;
The other 13% keeps
youFrom
drowning.P.E. Morris
Workflows and trends
Outlook Calendars
Putting it all together
COMMUNICATE!
Outlook
Microsoft Word Merge
SpreadsheetData
• Reminders for upcoming exams
• Exam confirmations• Customized exam
coversheets
Putting it all together
BULK SCHEDULE!
Outlook
Spreadsheet Data
• Schedule many exams at one time
• Send bulk requests to examinee, Testing Center and faculty
• Maintain consistency of data
Automation results…
5,017 individual requests @
1 min. 30 sec. processing
time!!!
Saved 2 minutes off processing time!
Outlook Categories
Excel Reservation
Database
Generic Word
Document
Bottom line… (remember, the big guys are looking at numbers…)
By automating some of our processes with the programs we already had for the exam that accounts for 87% of our business, we went from 36 ½ 8 hour days of processing per year to… (drumroll please)
about 16 work days of processing per year.
Life Preservers:
Are you constantly printing out exam signs, SHHHH! signs, restroom direction signs, or any other signs? Try printing a generic sign for each type of exam or directional text and place in a sheet protector. They are double sided, so they can be used front or back to change directions, and using tape on the plastic means you don’t have to keep printing the signs because they don’t wear out.
Do you have a set of instructions you provide students for tests that includes personalized data? Instead of creating one per student, why not add this data into your original spreadsheet and create a merge letter in Word. That way each person receives info tailored just for them, but along with the general info as well.
Do you have a folder with the day’s exams inside? Create easy cover pages by simply QuickPrinting from the Outlook Calendar. All of your merged information (from a bulk schedule) and any attached text prints as well. Great way to keep track of the appt paperwork for those exams that only require a password.
Struggling with Excel, Word or Outlook but don’t have the time or money for formal training? Brush
up or expand your skills using the Help feature within the programs. There are lots of bite-sized How-To articles and videos to show you how to work smarter with what you have.
Do you have to send something now or can you send it all at one time? If you’re sending a dozen or more of the same email, why not package them in a spreadsheet and email them all at once daily using a merge?
Part II: Jeff’s DatabaseAccess as a Life Preserver
Shelly Lee-MurphyTest AdministratorBellevue University
Questions or Comments?Contact me at:
[email protected](402) 557-7432
