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!
What I Really Want Is... - To learn more about this author, visit Paul Cruse's Website.
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Paul Cruse
(Visit Paul's Website)
www.cr
usecontrol.com FileMaker Pro database
developer. England.
Cruse Control offer a range of services
from FileMaker Database Design through to
Graphic Design, Microsoft Powerpoint
Templates and presentations on Mac and PC,
IT Consultancy and Web Design. For further
details on these services click to view
the Services page.
To download DEMO databases just click on
Demo Downloads from www.cr
usecontrol.com and choose CONTACTS!,
WorkflowPLUS!, or Publish! for PC or Mac.
For a full description of each of these
customisable database products, go to www.crusecontrol.com/producta.htm
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