Surreal Notions

After spending a bit of time in Special Projects, we found a majority of our projects were database related and could be optimized with an improved component architecture.  My partner, Aaron Burke, and I set out to design and build this portal system with a central database to mitigate data accuracy problems.  I collected requirements via user interviews, designed the product interaction, and developed the database structure and procedures to support the applications.

We began by interviewing users in various units and positions around base.  We found, much to our dismay, that most units had rampant data accuracy problems.  One unit alone had over 250 rogue databases, mostly Access databases written by non-technical personnel.  Keep in mind, this particular unit only has about 700 personnel total, so every three people effectively had their own database.  To make matters worst, the inherent bureaucracy of the military convolutes who owns the information.

Our first complete application was My3215 Online.  This basic workflow and project management application took advantage of our central repository of information, which allowed anybody on base to initialize a request with minimal, if any, setup.  The request was then automatically routed to the appropriate authorizing member, who also applied a priority (Critical, High, or Nominal).  From there project managers could direct the request to any shop that needed to do something with the request.  Annotations, logs, and attachments were all became part of the request.  The requesting user could check on progress whenever they wanted without distracting project managers with phone calls.  By limiting the number of critical and high priority requests available to any given authorizing member, we helped reduce the number of ‘emergency’ requests made.  The system also sent email updates to users initiating the request and any agent lapse in required actions, which helped reduced the number of requests left incomplete due to a missed step.

The flexibility of the system allowed project and shop managers to easily stay on task and maximize workforce efficacy.  Although accounting methods made success difficult to calculate in terms of dollars, the communication group commander estimated $150k-$300k were saved per year.

I wrote the following documents as training/help material for Base Portal User and My3215 User.  The military generously gave me permission to post this information because the application was decommissioned last year.  Apparently, they no longer had resources to support the application.