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Focus case study

Prior to using the Properties & Projects part of The ICON System, Focus held its project 'roll-out' information in an Excel spreadsheet. This spreadsheet listed new stores being built and stores being refurbished. It also contained a whole host of relevant information relating to the construction projects such as appointed consultants, managers and key dates. All this information was collated by a secretary at Focus’s head office. It was then emailed out to a large distribution list of interested parties.

The system had a number of drawbacks

• Those responsible for the data were not able to update it directly

• Those who wanted to view the latest data had to wait until an updated spreadsheet was emailed to them

• The number of versions of the spreadsheet in circulation made it all too easy to be using out-of-date data

• Having the data in Excel made it difficult to view or analyse in alternative ways

• There was no security on the spreadsheet so whoever received it could see everything it contained

To start the project off, ICON exported the information from the spreadsheet, reformatted it, re-structured it and then imported it into Focus’s ICON System. Next, the user database was populated using information from the previous email distribution list. Also at this stage, user permissions were setup. On launch, a system administrator was able to manage users via the online interface and also track who accessed what and when.

The implementation of the system provides Focus with a number of benefits such as

• Information exists only in one place. It is viewable only if you have been given access to it

• The administration and input of data is managed directly by those responsible for it

• Data can be viewed, compared, reported and emailed in a number of different ways

• The 'My Projects' facility allows users to track and receive notification about projects they are working on

• By utilising the Key Dates facility, managers can easily track deadlines, requirements and outstanding work

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