Client Management System for an Education Consultancy

Information on about 5,000 clients was scattered across an old system and Excel files, and staff had to hunt for it every time. Each consultant ran consultations differently, so managers could not see where things stood. Every report had to be built by hand.

• About 5,000 existing client records had to be moved without losing a single one.
• The data covered US students, so FERPA required the servers to stay in the US.
• Headquarters and consultants needed different access, so screens and data access had to be separated.

1. 1

   Instead of one big move, the migration ran in two phases, 4 weeks and then 8 weeks, with checks at each step. Every phase compared record counts and values between the source and the migrated data.

2. 2

   The inconsistent consultation process became a 13-step wizard. Whoever handles a client follows the same order, and progress is visible at a glance.

3. 3

   Hand-built reports were replaced with 24 automated reports.

4. 4

   Headquarters managers and consultants got separate permissions, and login now uses two-factor authentication.