Strategies for report management?

Question

Folks -- I'm a newbie to development, and to reports development, and to  Crystal.  So I know how thrilled y'all will be to work with me!
I am responsible for report development for a new HRIS system we're implementing.  We have Crystal Reports (XI rel 2) and the "eval" 5-user version of Crystal Reports server that comes with it.  Right now, I'm trying to use that for report distribution, though I'll probably have to learn Visual and move that way for more widespread distribution.
In the meantime, the onslaught of report requests is overwhelming me -- not only in terms of getting them done, but in terms of MANAGING them.
With Crystal Server, my files are saved to this weird directory structure (like c$\Program Files\Business Objects\BusinessObjects Enterprise 11.5\FileStore\Input\a_012\019\000\4876\crypticname.rpt).
I'm trying to find an easy yet logical way to manage the REQUESTS, DEVELOPMENT, and finalization of all of my reports (I will have, probably, 50-100 when all done, but they're constantly changing).
I tried keeping a "local" folder structure and then only moving them to the server when they're "finalized."  This is proving difficult, because of the "urgent" change requests that come in (we're not in a highly-structured environment).
I would love to hear how others manage their reports inventory.  Have you built a database (using what?)?  Bought a product?    I'm just coming up clueless on the best/easiest way to do this!
Thanks
MK

Answer 1

Hi Kent,
   What a brave guy !
First off, you need to a simple, consistent, helpful way to deal with the users requests. 
You need a report requirements sheet.
This sheet will contain things like:
-Purpose of report
-Report Title (...this is more important than you might think.
     For instance, if it's and inventory report, you might want all in this group to start with "INV", like "INV_Fall_Summary", etc.
That way, they are all listed together in the folder, db, etc.)
...then table.field + filter like...
-Table.field  > 5
-Table.filed between 2 and 8
...then, when someone wants a report, they fill out the requirements sheet and hand it to you.  Also include a place for them to sign it.  Most people are pretty cool, but occasionally your boss says "..they say that's not what they asked for..."
and you can say "...is this their signature ...?"
   If they want a change, they fill out a change request.
Both the requirement sheet and change request make the user thing about what they are asking you for.  What you DON'T want, is for someone to just drop by your desk and say "hey, can write me up a quick one on blah, blah..."...'cause, sure enough, they'll walk away and you'll be stuck just trying to remember a part of what they said...even worse, they won't remember it all either.
Happy Hunting,
The Panda
...then you need report standards like...
-Report Title: Arial 16 Bold
-Groups Headings : Arial 12 Bold
-etc