I’m working on an article with the title, “Maybe It’s Not Your Database, It’s You.” The premise is that complaints about an organization’s database may be misdirected: the problem is how the system is being managed (aka management problems disguised as technology problems). Now, it’s certainly possible that an organization chose the wrong database to begin with, or has outgrown the system they chose, or the vendor isn’t providing good support and keeping the technology up to date. But it’s often the case that the database is perfectly fine but wasn’t configured properly, or isn’t being used or supported properly, or the change to a new system wasn’t managed well and was never accepted. Here are my thoughts so far. What am I missing?
© Walt Kelly
- Did you implement the system properly in the first place?
- Do your codes make sense and give you the information you need?
- Do you have policies and procedures governing the use of the database?
- Have users been trained on those policies and procedures?
- Are there easily understandable reference materials (preferably online, in plain language) to help refresh memories?
- Is someone in charge of making sure that users actually do what they were trained to do?
- Do your security settings enforce what users are allowed to do and see?
- Do volunteers enter data? If so, does this really work for you?
- Is anyone in charge of monitoring your database to make sure everything’s running smoothly (that your database takes in accurate data, and that it produces accurate reports)?
- Has the person managing the database actually been trained on the database? What about best practices in data management and any applicable laws?
- Does the person who oversees the database understand the organization’s strategic plans so they can make sure the technology can support them?
- Does this person play well with others?
- Is there some sort of “help desk” where someone is readily available to help users when needed?
- Is the “help desk” staffed by friendly people with good customer service skills?
- Have you looked at your business processes to make sure they’re efficient and effective?
- Have you looked at whether your database can help you automate time-consuming routine tasks?
Steve Heye says
Hi Robert, LOVE the title and it is something I have said to people numerous times.
The thing I would add is something around a macro or high level view of the database and the organization. I know you mention the strategic plan, which is uber critical to match up to. But I think we often only look at our data, procedures and staff within a department or program area. Is someone reviewing how that data interacts with others, how the policies overlap\compliment\conflict and staff skills\training across all areas. Silos, ya know what I mean?
Can’t wait to see the article, please let me know when it publishes. Steve
Robert says
Thanks, Steve! Holly Ross suggested the title and I love it, too.
Robert says
My friend Lisa Watson adds: Do you have in place and follow regularly-scheduled error checking and data maintenance routines?
Mary P says
Along the lines of error checking, I always take a look to see if there are major data quality issues (lots of duplicates, addresses that say “deceased” etc) that are preventing people from using the system to its fullest capacity. People who don’t trust the database use their spreadsheets instead. I have a client who had such a large number of duplicates (upwards of 20%) that no one wanted to use the database at all.