- What is the purpose
for the database? Why is it needed?
- Does the organization
have the hardware in place to run a database?
- Does the database
need to grow with the organization?
- Are there security
issues associated with the database?
- What is the estimated
size of the database?
- What staff will
need access? How many read only? How many will need to edit and update?
- What type of reports
Identify Internal vs. External Needs
- Is an internal
force driving the needs for the database or external?
- Ask support, program,
and top management to document their programmatic needs for a database;
how will the database assist them in their work?
- Will your members,
affiliates, donors, board members, committee members or the public need
access? What type of access?
- Name someone as
the main contact for the organization.
- Involve staff from
all levels who will be using the database (support, program, top management)
Decide if the Database will be on the Local Area Network or Web
- Prepare a table
comparing features, benefits and costs of putting the database on the
local area network vs. the Web
- Include in your
analysis access, security, programming time, software and hardware
issues, personnel costs, maintenance costs
5. Decide if
the Database will be Custom Designed or an Off the Shelf Product
- Once you have identified
your needs this will be an easy decision.
- Custom designed
may be more expensive but you have more flexibility; you also must rely
on a programmer for modifications
- Most off the shelf
products have a larger user base, have been tested, but can not be modified.
Also check out their technical support.
6. Set a Time
Table for Completion of the Project
- Once a time-table
has been established, notify all staff in writing.
- Its good
to center the completion date around a major organization event; this
gives you a chance to go live to test the database.
7. List all Costs
associated with the Project
- Include time for
- Software Costs
(licensing and server versions)
- Hardware costs
(server and workstation speed, memory, disk space)
- Hosting costs
- Maintenance Fees
8. Begin Implementation
- Do not spend too
much time setting up task forces, committees and meetings; within two-three
months make a decision and begin implementation
9. Identify Training
Needs at the Administrative and Staff Levels
how Ongoing Maintenance & Support will be
- Training should
be 20% of the overall costs for the database project
- Make certain you
get a training manual whether its off the shelf or custom designed