Hey - i'm a recent CS grad so this may be naive.. but heres the easiest possible solution - export all the data from the old system, and throw it into a Google Docs Spreadsheet - google apps is free for education. [1] Thats the simplest UI possible, not that easy to use though.
If you want a more custom tailored solution, you need a programmer to 1. create a dump of all your data 2. create a web frontend to display it and update it nicely. A club in my college did this kind of thing - they worked on simple websites for local companies. College students are a great option because this is an easy enough project (technically that is, i dont know about the politics) and they will work for free.
I don't know much about slicker SaaS solutions - Tableau is definitely pretty great. Sometimes SaaS companies will offer demos over skype of the product and can answer your questions - i say take advantage of that, tell them your problem and let them answer how well their product can work for you.