How can you make any system or forms more fast to work with it and easy to search on somethings you need and make a report for any thing ?

You mean a multi purpose MIS report, used very often for management.reporting for different purposes.

First of all you have to create a Centralised database (each year separately); where you have to store all the departmental + cost centre wise information by each month. Then whenever the request comes up you have just pick up the required field and link with your centralised database.