Database Management System

Introduction

A Database Management System (DBMS) is software that enables you to store, modify, extract and analyse information from a database. It is an important tool to manage the data collected for monitoring and evaluation.

Why

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This toolkit is useful when:

• Your organisation is growing and managing the volume of data you collect becomes increasingly difficult.
• Your organisation needs a more efficient reporting system, which in turn monitors and evaluates the work of your programmes.

What you can expect

In 7 steps, we will guide you through the process of understanding the need, selecting software and getting started with a Database Management System.

Step 1: Analysis and Planning

• Discuss with your key staff members to understand the requirements for the system: how is it going to be used? Who will use it? What data should be input and what should be output from the system?
• Feasibility of the hardware and software required for the DBMS is discussed and advised.
• Requirements are analysed and included in the planning.

Step 2: Design

• Identify the activities or modules of the system and break them into manageable tasks.
• Define the overall design, plan to develop the modules and deploy them part by part.
• Create relationships between various modules or database tables and analyse the feasibility to pull out the required outputs from that.
• Document the approved design and create the database.

Step 3: Development

• This will be the longest phase, which involves the design of data entry screens, finding out the logics to efficiently store data and retrieve them for various analytical  reports.
• Create simple and user friendly data input screens, with accurate data validation techniques.
• Create all required reports.
• Do a module level or unit level testing with the sample data.
• Decide the process involved to import actual data into the system.

Step 4: Testing

• Install the system at the organisation for beta testing, by the actual users.
• Staff users should try the system and give feedback with to make sure that it is fulfilling the organisation's needs.
• A unit testing, system feasibility testing and acceptance testing are done and the modifications or additions suggested are incorporated.
• Correct any errors found in the data entry or report generation.

Step 5: Installation

• Deploy the product on the organisation’s computer system along with all necessary files required to run the system.
• Staff should try using the system with the actual data and give feedback on the convenience of use.
• Introduce the system to the staff and management of the organisation.

Step 6: Training

• Create a simple user manual and show this to the organisation leadership and staff.
• Train organisation leadership and staff to use the new system.
• Database security and the process of backup and techniques to handle the system effectively are explained.
• Feedback from leadership and staff is collected and incorporated in the next release of the module or system.

Step 7: Maintenance

• Organise regular review meetings.
• Incorporate future requirements into the system.
• Treat system errors or failures with priority and fix them as soon as possible.
• Support the organisation constantly for the better usage of the system.

Key To Success

• It is important to thoroughly understand the specific workflow and dataflow requirements of your organisation.
• If necessary, find an outside consultant to create the database for your organisation to use.
• It is advisable to use an Agile Development Method (iterative and incremental development method), which can produce module-wise deployment of the product. This way, your organisation can be involved through the long software development process and will be able to use the system quickly when modules are deployed.
• Offer continuous support to incorporate additions or modifications once the system is implemented.

Challenges

• Not having required resources within organisation and time to set up the DBMS system.
• Scope of monitoring and requirement of database is not fully understood in the organisation.