Creating a Database Specification

The following guidelines should help you in gathering the information we need to quote for a database. If at any stage you have difficulty with any of these steps, please call us. We are here to help make this process easy for you.

Recommended Steps:

1. Define the overall objective of the proposed system.
2. Describe what need or problem it will solve.
3. List all the information you want to store on the database. We recommend you do this on Excel or an alternative spreadsheet. Try to group related information together. For example, client data in one group, product information in another. See the example below for details.
4. If you have an idea of how you would like the data entry forms to look, then a rough sketch of these is useful. We offer guidance where required.
5. List the Reports (onscreen/printouts) you want to have, with sketches of layout if possible.
6. Call us on 0800 0685074 and we can take you through our Project Pre-Planning Survey.

Below is an example of a simple database specification being drawn up:

Example

1. Define the overall objective of the proposed system.

To store basic client details and a list of products previously bought from us.

2. Describe what need or problem it will solve.

We need the ability to search for client information quickly when they phone in. Mailshotting of clients depending on what products they have bought. Need to analyse what products are the best sellers, a list of our best to worst clients and what products are sold to which clients.

This is currently not done which means our marketing is not as effective as it could be.

3. List all the information you want to store on the database. We recommend you do this on Excel or an alternative spreadsheet.
   
   

CLIENT DETAILS

PURCHASED PRODUCTS

1. If you have an idea of how you would like the data entry forms to look, then a rough sketch of these is useful. We offer guidance where required.

Click here to view a rough sketch of the Client Data Entry Form. Under construction

2. List the Reports (onscreen/printouts) you want to have, with sketches of layout if possible.

Report A

List of best selling products, with the best sellers at the top, the worst at the bottom. Click here to view. Under construction

Report B

List of best clients, with the best at the top, the worst at the bottom. Click here to view. Under construction

Report C

List of clients ordered alphabetically, with products purchased listed alphabetically under each client. Click here to view. Under construction

3. Contact us and we can take you through our Project Pre-Planning Survey.

Good luck!