Custom Databases of Seattle

BACKGROUND

Introduce your business and what you do there.

South Seattle College is a state higher education system. We offer 2 and 4-year degrees here at South Seattle. I am the director of international outreach and marketing. I deal with developing partnerships with education agencies, universities, high schools, colleges for sister school development and partnerships. I also work with local NGOs forming partnerships to bring international people onto campus as well.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Custom Databases of Seattle?

Over 4 years ago, even though we had a rudimentary database, we felt we needed a database that is more user-friendly, robust and easier to access; especially in this Internet era where we need the information right at the moment. We looked at different platforms and looked into user-friendliness and then did a department-wide presentation. We had people come over and present their product.

We looked at over 7 different platforms and most of us liked FileMaker Pro, which Custom Database specializes in, so we went with that. We didn’t have on-campus staff who had the knowledge base to develop this database for us or create the database for us. We needed to hire somebody outside.

SOLUTION

What was the scope of their involvement?

The database is connected to our website and it’s a web application as well as a standalone application. Custom Database created the online application for student admission and for the marketing agreement application for education agencies or whoever that we work with to build a partnership.

For the international student application, they [Custom Database] built the web application and built the database to capture the information onto our database. Next, they created an application portal to capture all of the student information and allow our admissions staff to make admission decisions.

For our educational partnership side, they created a database which allows us to upload all of the financial information for the students onto the system, FileMaker Pro, and allows us to track financial records for students.

Another project that’s ongoing is the ROI calculation. We’re inputting all of the expenses for each market area and/or partnership and working to see the return on revenue.

What is the team dynamic?

I only worked with one person, Ena [Principal].

How did you come to work with Custom Databases of Seattle?

The first contract that we had for the work was 360 Works. They’re the ones who originally started, but since they were far away from us, it was harder to communicate, and it was more expensive.

We decided on a local developer. I did a search on different platforms and found Custom Databases of Seattle. I contacted Ena directly.

How much have you invested with them?

I’ve spent $35,000.

What is the status of this engagement?

We started working together June 2015. We have an annual contract, and I’m still working with her.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

The fact that we’re using the system indicates that she has performed her duties well. It does have some bugs occasionally, but the database has improved our workflow tremendously. For me, since it is Apple based, I can use my iPad when I meet with our partners and tell them how many students they’ve referred or what kind of program they’ve had in the past. I have the information right in front of me whenever I visit overseas or anywhere in the world. I can also put all of my meeting notes into the system.

In the past, for the communication, we used Access database. Now we press a button and all the commission results are there. We can send email reminders to our partners to let them know to send us an invoice. The admission part is where this system is used most often every day, all day. We see all the new students’ applications and by looking at the system, we can make the admissions decision immediately. Overall, the workflow has improved tremendously and has helped our department become more efficient.

How did Custom Databases of Seattle perform from a project management standpoint?

One of the main challenges at the beginning was her trying to understand exactly what we needed. Now, however, she understands the process and she’s able to immediately see what we want. Within South Seattle College, there’s me, other marketing related people, admissions people, and fiscal analysts. She understands each team’s role that plays into the system and she’s able to assist us quickly.

As far as efficiency goes, Ena is very efficient and very fast. If I ask her to do something, right now she responds within 1 minute. It seems like she’s always on the computer and is very responsive. We ask for a task and it’s done within 2 hours maximum. We’re happy with her.

As far as communication goes, I am the main point person, but there are also other people in my office who will email her. I use Messenger to communicate with her and when I’m overseas we will sometimes use FaceTime.

What did you find most impressive about them?

She’s the easiest person to work with. She’s the most responsive person in the partnership. I totally rely on her. Overall, it’s been a great partnership.

Are there any areas they could improve?

One of the things that she could improve is providing some of her own suggestions after initial meetings or after discussion of the needs of a company. She has inner workings of databases and more of an understanding of how things work and how to improve workflow. With our partnership, it’s usually one way; we want this, and she provides. If she provides her own thoughts and ideas of how it should be, it would be helpful.