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The Database Iceberg
Subjects > Computers
There is more to the installation of a database than simply purchasing the
software. Indeed the analogy of the iceberg has real relevance when
installing a database. In addition to the purchase of the actual software
there are other costs which, while they may not account for 90% of the
overall expenditure, can be significant. These various items all require
careful consideration.
Things to consider:
- Program
- Installation
- Hardware
- Programming
- Data Transfer
- Data Verification
- Training
- Maintenance
Installation
Installing a networked database is a complex and substantial undertaking.
It needs to be properly set-up on each system with the appropriate
security settings to ensure that data is protected and can only be
accessed by those authorized to do so.
Hardware
Modern databases can place significant demands on the existing
technology. Multi-user systems, which is what all but the smallest
organizations will require, need a central server to provide storage and
back-up for all data. This in turn needs a ‘local area network’ in order to
connect each workstation and allow the sharing of information.
Customization / Programming
To a greater or lesser degree, all database programs require programming.
This can be as straightforward as adding basic information such as the
name and address of the organization. In other instances it can be a
major exercise that includes significant changes to the program such as
adding additional fields, procedures and custom reports. Needless to say
the costs related to the latter can quickly mount up.
Data Transfer
Again, this depends on the format of existing data and whether or not it is
compatible with the new program. Some vendors allow you to do all the
data transfer yourself, while at the other end of the spectrum it is done by
the vendor at a potentially considerable cost. The middle ground consists
of vendors that allow the client organization to carry out the bulk of the
background work with the vendor doing the final clean up and transfer.
This activity requires a great deal of care and significant resources.
Data Verification
The costs of this vary considerably and are dependent on the amount of
existing data and its accuracy. This can take several weeks or even
months depending on the resources available to undertake the task. Data
that is inaccurate in the old database will continue to be inaccurate in the
new one, a fact that seems lost on many. Better to have a modest
number of accurate records than hundreds that are of doubtful integrity.
Training
Even the most well designed and user friendly program requires training.
In most instances there are two elements to the training. The first is
general training for all users on the basic use of the system such as data
entry, the retrieval of information and use of reports. A second and more
in-depth training element relates to the ‘administrator’ or staff person who
is responsible for the overall management of the program, development of
new reports, data back-up and general trouble shooting. Training is often,
but not always, included in the initial purchase price of a donor database.
This is another activity that is also critical to the success of the project.
There is little point investing substantial resources into a product if users
are unable to use it effectively.
Annual Maintenance Fees
Upgrades and support services are an integral element when any complex
software is purchased. It is not appropriate to compare software with a
domestic appliance such as a fridge which is installed and then functions
for several years with minimal attention. Software should be likened to a
motor vehicle that requires regular maintenance to ensure performance
and reliability.
Maintenance agreements should include product upgrades and the
availability of customer service support, usually by phone or e-mail. Costs
for the annual agreement range from 10% to 20% of the original purchase
fee. Other options include a ‘pay as you go’ option that has a certain
appeal but which can result in escalating and uncontrolled costs. An
annual fee allows the user to budget the expenditure and helps eliminate
any surprises. Ensure you fully understand the level and type of support
that is included in the annual fee.
Planning
If the above are the various parts of the iceberg then planning is the sea in
which it floats. A database is one of the biggest and most far reaching
activities that an organization will likely undertake. So think ahead and do
some thorough planning.
So, before you embark on such a long term and critical project, do your
homework and thoroughly consider all elements of the project.
When planning your database keep in mind the ‘iceberg principle’.
Remember it was the hidden portion that sunk the Titanic!
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