ACCESS FEED: Re: [MS_AccessPros] Confirming the design of a new database

Kamis, 02 Juli 2015

Re: [MS_AccessPros] Confirming the design of a new database

Jan,

In deference to the wisdom Crystal has shared, I'd first ask what problem(s) are they trying to solve. I always do exactly what's been described but without knowing what they want to accomplish it's tough to know what tables are needed and what relationships need be established to satisfy their requirements.

I'd ask, for example:
1. Is this database to keep track of employees and volunteers?
2. Is the database to keep track of those who donate and if so, are amounts of donations needed along with the time frame and their addresses. This brings up data security issues.
3. Does the database need to print labels for mailings or canned letters (probably various types of letters)?
4. Is the database needed to track assets owned, rented, and managed by the non-profit?
5. Does the non-profit have fund drives and if so does the database need to keep track of them?
6. Are there archival of data requirements and how do they want to handle backups and recoveries.

And so on..... When speaking to the representative(s) other wonderings ought to crop up so be sure to take notes and write them down as they occur to you so that they each be explored.

With all this information in hand, the tables can begin to be built.

Finally, I'd document all this wonderfulness and share it with them in an attempt to ensure that there's a shared understanding of the objectives, issues, risks (what if their hard drive fails, etc.), and time frame. I'd also make certain that they will be able to devote time to reviews so that at some point you and they can declare victory with a completed project.

None of this need be as robust as a project to develop a database for NASA's rocket development and ought not to take a lot of time but doing this will help you to determine which data fields and which documents they currently use to do their thing.

Thus endth my 02 cents,
Jeff

-----Original Message-----
From: "crystal 8 strive4peace2008@yahoo.com [MS_Access_Professionals]"
Sent: Jul 2, 2015 5:27 PM
To: MS_Access_Professionals@yahoogroups.com
Subject: Re: [MS_AccessPros] Confirming the design of a new database

Hi Jan,

Requirements are always different. Personally, I like to dig in and start doing the work -- more reliable than guessing what to do. I start with data structure.

Get example copies of all the forms, and reports they use

Get example copies of files they keep track of information in too -- Excel, Word, etc.

Print a copy of everything so you can spread them out on a table and write notes. I have a desk next to my computer desk so I can look at papers and start designing tables. Perhaps you want to write structures on big paper first. Here are video tutorials that start with planning a database:

Learn Access Playlist on YouTube
http://www.youtube.com/view_play_list?p=1B2705CCB40CA4CA

once you get an idea of what they have to work with, you can see where you can go. Until you get to this point, don't put time into designing forms or reports -- that will change the way you see the data and you might miss things.

To document the structure, you can run the free Analyzer for Microsoft Access
http://analyzer.codeplex.com/

I would also print a well-laid out relationships diagram. They have probably never seen one of those before ... so you'll probably have to explain it.

Are you doing this as a volunteer? What kind of a non-profit is it?

Warm Regards,
Crystal

~ be awesome today ~

On 7/2/2015 10:16 AM, jan.hertzsch@gmail.com [MS_Access_Professionals] wrote:

A local non-profit has asked me to put together a database for them. Does anyone have a template for documenting their requirements they would care to share?

Thanks