Shelley Lopez, the Executive Director who needed accurate reports to be generated instantly from her organization’s database without having to manually quadruple-check the data.
Tami Carter, the Donor Services and Events Coordinator who had zero extra time or energy to sort through the chaos and errors of an outdated, mismanaged record-keeping system.
Wray VanVoorhis, the Campus Housing Director who just couldn’t rely anymore on paper checklists or filing cabinets to keep track of decades’ worth of tenant, maintenance, and housing records.
“Databases we used in the past made our employees feel like they had to work for the software. Now, with John’s databases, the software works for us.
“Here at Wright State resident services, we oversee all housing for our students, which includes the maintenance and upkeep of the grounds as well as materials to send out to all residents.
“Before John, we had a very cumbersome, paper-driven system where we were using paper checklists to track what forms had been completed or not completed.
“At any given time, we had no idea what was outstanding and what was already taken care of—or by whom. We were tracking rent invoices and payments, all sets of keys, overall occupancy, and lease schedules on paper. Every single bit of it.
“We knew we needed at least one database. And we knew we needed John. We thought about building a software or system to track all of this, but as we looked into databases ourselves, we realized we would be totally wasting our time.
“John built us 3 different databases to solve our problems once and for all:
a database to track and even automate everything from invoices for late rent to who needed a new set of keys to what day lease renewals go out
a database for the maintenance team so we could all know what orders had been completed, the exact person who gets billed for damages, etc.
a database that tracked all the welcome packets to be sent out to new tenants
“John provided us exactly what we needed. Not just for right now, but for the future. He basically said, ‘Hey, we will build it this way so you can expand in the future and don’t wall yourself in.’
“John is the person to consider when thinking about building a database. He’ll take the time to actually sit down and talk with you. Most database software we looked at basically said, ‘You need X process done? Here’s a program that does X process.‘ But John has this insight into how to set up a database so that it can easily scale as your organization grows.”
Keri Brammer, the Operations Manager who did not have to become a database “expert” to use the software to make countless tasks quicker and cut job-related stresses out of her routine.
Tina Koumoutsos, the Executive Director who knew their had to be a better, easier, and quicker way to get things done right than trying to figure out complex software herself.
Lori Torriero, the Associate Director who realized that “going paperless” wasn’t enough. There HAD to be a system that liberated employees from time-stealing tasks and eliminated waste.
“Thanks to John Herzog, we’ve gone from an all-paper and manual process to a digital database and operations automation of our 4 largest departments for more than 50 separate functions.
“Before John, all of our processes were on paper. Everything we did to keep things running around here was moving papers, sorting forms, and rummaging through files. All paper.
“We did use a state database to manage local cases, but the information we needed for our clients was so difficult to find that we could barely get any work done using that database’s records.
“So, John built a program that takes data from the state system and generates reports we can actually use to get things done around here.
“Now, we can electronically generate documents from our database of records at the click of a button. Not only that, but every incomplete case is automatically turned into a workflow checklist that shows our employees step by step what work still needs to be done for that client.
“Without John, we would have had to double our staff just to keep up with the exponential workload, and we had nowhere near the budget we needed to do that.
“We also looked at other counties’ child support services to see what they did to fix this problem. They’re buying these off-the-shelf database software that cost literally hundreds of thousands of dollars just to set up.
Then there’s tens of thousands of dollars in maintenance fees, plus weeks of training for employees just so they can use it on a basic level. This was just totally unrealistic for us.
“The greatest benefit of the database has been renewed focus on customer service. We can now generate the right reports, the right documents instantly for the clients when they’re sitting right there with our staff. Employees can type in the client’s case number, and the report is instantly compiled-names, addresses, case information, all the records we need.
“And at the end of the day, we’ve seen a 30% to 40% increase in productivity.
“Before, staff had to write or type all of this information out every single time they met with the client. We can serve clients so much better now. We don’t have to make them wait, tell them to expect their case report in the mail next week, or field phone call after phone call from distressed clients because their folder got lost in a stack of papers.”