Recorded Crucial Financial Data through Excel Data Entry
Helped a university manage its records posted in an Excel database.
It is a prestigious science department of a renowned university, which has produced many leading researchers in scientific development. The department receives a lot of grants from different corporate bodies and governments for research programs. It has received many awards and recognitions for encouraging ground-breaking research in the science genre.
For the last few years, the department has been facing difficulties in managing the financial records. With different invoices and grant reports, the internal data recording team lost directions in recording data. Finally, the department has decided to delegate the financial data recording using Excel sheets to any outsourcing company. However, maintaining the confidentiality and sensitive nature of the data was a big challenge for the department. Thus, we, AskDataEntry, undertook the project by ensuring the highest form of confidentiality with our Excel data entry services.
Importance of Excel Data Entry for Universities
MS Excel is an excellent tool for maintaining data records and creating compelling databases. Universities primarily depend on Excel to keep track of their records intact for different purposes. Mainly they keep student records, financial information, resources information, etc using Excel files. Excel files are very dynamic and provide a pictographic representation of data records. For this reason, universities or any other institutions prefer all the data stored in Excel files.
With the deployment of Excel data entry experts, universities can record all data with the highest quality. Universities can record all types of data using Excel sheets in different formats. Keeping a close inspection of the financial operations of grant-receiving universities is vital. With the help of Excel files, universities can maintain all data intact in different formats with accurate measures. Using Excel files also helps in accurately updating the database without changing the pattern. Moreover, cleaning up the database becomes easier with the help of Excel files.
What Challenges the Department Faced
For the last few years, the department has continuously faced some issues in managing the financial data in Excel files. The internal team was not strong enough to efficiently capture all data in Excel files. Besides that, the client, the science department, also faced other challenges regarding Excel data entry, which are;
The department has started recording all old invoices from the beginning when it started getting all grants. This was a complex procedure for the entire team to start from the beginning, especially with old records. Due to a lack of proper resources, the department team did not touch old records at all. The team has only covered the current data, which is available at the university. However, this method of working does not suit the company in its work. Due to a lack of awareness, the internal team could not update the data on Excel files.
Some critical documents, especially grants received from governments, the department saved as images. When it comes to saving image data in Excel format, it needs excellent skills and the use of excellent technology. The department does not have an expert who has both of these elements. Therefore, it left the department with no choice but to outsource the Excel data entry services. In this case, the department needed to have strong support from any outsourcing company that could add images in Excel files. Therefore, AskDataEntry reached there before other companies and made the deal final.
As the department decided to record all old records in the Excel database thus it took out all old documents. Some files were in digital format but the majority were in hard copy format. Among hard copy files, some files became illegible over time and many numbers were missing there. To confirm the numbers, the department’s team used to match all records with all researchers’ data. However, this was a very time-consuming process and thus the department company has decided to delegate the task.
What AskDataEntry Did
Providing robust solutions to the department has remained the main aim of AskDataEntry over the years. We followed three simple methods to deliver our work to the client before the estimated delivery date. The first method is the assessment, the second is the action plan, and the one is implementation. For this case, we have applied all three methods to deliver our best Excel data entry services to the client.
Like all our previous projects, we have taken a deep measure to assess the project requirements from the core. We have consulted with the client directly to understand their exact demand regarding the project. It helped us to develop our timeframe for this project and also to undermine the skills that we required for this. We listed down all the services that will be involved in this project a way before the starting date.
Once we understood the project requirements, we started training our team members about the project. We arranged a client conference meeting with our team to discuss various matters. For this project, we have allotted a total of 30 days and dedicated a team of 3 members. All the members have done the same project before but for different clients. All these members were qualified and skilled to operate Excel data entry tasks. As a result, we have completed the 1/3rd of the project within the first week itself.
To ease the process, we have created a template using cutting-edge tools. During the data entry process, we created a raw database to record all data easily. Later on, we shifted all data to the new database, which was created through the template. This way we eliminated all types of errors from the curated database for our client.
We ensured that we applied the manual data process while recording data to Excel files. Since the manual data entry process is our strength thus we applied that in this project. It turned out very well as we recorded no errors in our database. Besides that, we have delivered the project within the estimated delivery period.
Tonny James
We witness the magic created by AskDataEntry in our e-commerce product data entry work. The company is amazing and we are happy to have them for our work via outsourcing.
