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Get your spec right when writing briefs
How to specify what you want in a
database
Ensure you get the system you need by using our
checklist to creating a comprehensive database
system specification.
Start at the very
beginning.
Work out the process you are trying to automate
with the database, DO NOT DO ANY PROGRAMMING UNTIL YOU
CAN SEE WHAT IS NEEDED!
List the process on paper one function at a time, in order, e.g.
1. Customer details come in via application form,
2. The fields on application form are: xxxxx
3. Therefore all the fields from the form are to be added to the database.
Attention to detail
You do not need to know how to programme in order
to specify a database, but you do need to be able to
put into words the details you would like to get out
of the database, such as:
Labels: list sizes and shapes
Letters: standard and freeform
Reports: various types, with all their field names, sort order, search criteria, how often you need the data, etc.
Searches: which types? Do you need the searches printed, viewed on screen, or exported?
Maximise your
information.
1. What information do you want to analyse?
2. Who needs to get information from you, and what information do they need?
3. In what format do they need to get it?
4. What other applications do you need to interface with?
5. Where is the information coming from that is to be used to populate your database?
6. How can this data be gotten into the database?
Include everything.
If you can work out exactly what information you
need to get out of the database, you have already told
the programmer what he needs to put in to the
database. You can not get stuff out that has not been
put in!
When should I use a
database?
Any process that has a logical approach can be
databased.
Database programming only really gets into a mess when the person specifying the system is unsure of the process they are asking to be automated, or when the programmer has not fully understood the process.
If you cannot easily specify the data flow that is required, or need help in untangling existing systems, consultancy can enable you to do this.
Get the information
right.
Every company needs to be able to designate a
person who is the key decision maker, and who can
confirm the processes. Make sure both parties agree
the core functionality and key processes.
A database specification report should be drawn up, detailed if possible to the last field name, and signed off before any programming starts.
Programming is always costed on a time basis, "how long will your spec take to make?". So remember that further questions and amendments beyond this agreed spec may be charged for!
If your specification is
sound and logical, then you'll get the system you want
- it's as simple at that!
Note: If you need help in any area of computing and
are not sure where to start looking - call us on 01923
842 295 - and we'll be more than happy to point you in
the right direction.
Paul Cruse
Director
Cruse Control Limited
Databases, Web, Design, Training, Quark, PowerPoint, Word
FileMaker Consultant UK Data Systems Consultants
UK Bespoke database UK CRM Consulting UK
webinfo@crusecontrol.com
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Control Limited 1998-2019 All Rights Reserved