In conjunction with Fourth Generation Systems, LLC, Dennis has created new databases for several companies and organizations in and around the Chicago area.

Development of custom databases is a process; this process requires input from managers and employees to determine the needs of the home office and remote location staff.

The Design Phase
The design process usually includes managers that set specific operational goals and identify specific problems that need solutions. A design document is generated and modified to include areas of concern as supplied by employees. The design process includes process mapping of your more complex procedures. By mapping process steps your staff will see inefficiencies and modify the processes to provide for a more efficient workflow.

A second part of the design process reviews current data entry procedures preferred input methods, identifies user groups from the entry-level person to the database administrator. Functional areas are defined and data entry modules are created. User groups are then consulted to determine needs for each database module. Example, data entry for employees used to standard keyboard practices and short cuts may prefer most functions be preformed with hands on the keyboard; while other staff may prefer mouse activated drop down or pop up lists. Each user group is consulted and preferences dictate the type of data entry. Multiple screens may be used in one module while a more complex screen with many entry options is used in another module.

Further, real time concerns are discussed and managed. Employees may need to access information quickly while conversing with a customer. It may be necessary to create partial records and have quick access to updating the records as time permits, or partial records may be combined in a work list for effective follow-up.

Data output in the form of electronic or paper reports is part of every database. Interface with other programs is the norm, exports to standard accounting software is generally part of every financial product. Exports to spreadsheets allow accounting personnel to manipulate data to achieve specific end results.

The design process identifies overall needs, consults user groups for preferences, determines output and interface needs to management groups and other software.

The design phase of any project is about 25 per cent of the overall project and is conducted largely at the organizations facility.

The Development Phase
When the design document is complete and all parties are satisfied with the goals, the database developers begin creating the custom database. To save time and money QuinteSystems_Inc. uses a database shell that incorporates many of the search, sort and record handling aspects common to all databases. In addition, over a hundred tried and true methods tested and used in other applications are available for use in the new database. Standard tables that handle system requirements, printing routines and employee information and access are already available in this beginning shell. To this shell the specific database modules are added. This will include customer companies or organizations, customer contact people and product information. As the initial write continues, user and management groups are consulted for additional input as to function and preferences. When the initial write is completed employees are asked to test specific modules for suitability and inclusiveness.

The Development phase is about 50 per cent of the total project and is generally conducted away from the user site.

The Testing Phase
In order to minimize cost and to insure that the end product fits the needs of each user group. Employees test the initial version of the database. Since end users are the best judge of usefulness of the database each user group tests their specific area and management reviews output documents and exports for completeness and correctness of function.

The testing phase is 15 percent of the project and can include parallel testing to insure compatibility with other products and office functions.

Training and Documentation
Since employees have been testing the database initial training takes place during the testing phase. Additional training may be necessary and documentation in the form of pop up notes are provided in those areas necessary. Written documentation can be provided, generally it is found that online documentation is preferential to written manuals.

Additions and Modifications
Custom databases are living documents and must change based on the current needs of any enterprise. As our corporate needs shift from regular mail or express document shipping, to fax documents, to email documents and currently to internet browser access and beyond, well written custom databases can provide up to date access methods to specific information maintained within a custom database.

QuinteSystems_Inc.
Copywrite 2002-2006
Last update: Sept ’06