Database Planning and Development Guide
Your business data can
be a wealth of information, and provide valuable
insight into the way your business is operating. However, this
is only true when you are able to properly collect,
collate, interrogate and report on the data that you capture.
Experts say that,
'To
properly manage your business you must first manage your data.
Any Data Management System that you implement must take
into account the specific and unique needs of your business.'
This is why the planning phase
is so important, and is something that you should seriously
consider before embarking on any form of implementation.
To assist you in identifying the key
factors that you should consider during the planning process
we have put together the following list of what we consider
are the key aspects of any good database. |
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1. Purpose |
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Why do you need a database? |
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What information will you need to store, process and retrieve? |
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What are the functional requirements, including outputs? |
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2. User Requirements |
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Who, and how many will use the database? |
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Will there be common categories into which users can be grouped? What are they? |
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What functions do the user groups now perform that can be incorporated into the database? |
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What user groups will need to:- add new records, edit existing records, add new data to existing records, or view only. |
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What new functions could be incorporated in the database to enhance productivity? |
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3.
Database definition |
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Will the database be compatible with your current systems? |
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What databases do you need? e.g. Users, Events, Locations, Costs |
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What are the characteristics of each database? |
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How should the databases be related to each other? |
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How do you want them to interact? |
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4.
Security |
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Will different user groups require differing access levels? If so, what are they? |
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How sensitive is the data? |
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Does the underlying program code need to be protected? Who are the possible sources of threat and how sophisticated is that threat? |
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Will audit trails be required to validate data integrity? |
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5.
User Interaction |
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In what format do you want the database access presented? e.g. Corporate style |
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What are the processes that the users are required to perform? |
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Are there limitations as to how users may need to access or display data? |
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Will users access the data via the exiting network? |
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Are emails messages to be generated in response to the addition or change of data? How is this flow to occur? |
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6.
Training & Implementation |
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Will training be required? Can training be minimised by incorporating an intuitive user interface? |
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Have relevant policies and procedures been developed? |
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How are users going to receive training on using the database? |
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What user documentation is required? How will it be distributed? |
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Will a parallel "trial system" enable users to become familiar with it before "going live"? |
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Are users systems compatible with browser and email requirements? |
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7. Timing & Budget |
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When does the database need to be fully operational? |
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What are the budgetary limitations? |
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Can costs be apportioned across user groups? |
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Who is going to manage the implementation and operation of the database? |
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What services need to be included within the budget? How is this flow to occur? |
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