OVERVIEW
I will be analyzing an example of a database and suggest improvements. A database is a collection of logically related records or files. A database can also consolidate many records previously stored in separate files so that a common pool of data can be accessed and stored. I will be using a database that was used at my work to keep track of information pertinent in our 1500+ central offices. (See figure 1 on last page for example.)
DATABASE ANALYSIS
A national database was needed to organize and locate central office information because of the numerous central offices in the states. Microsoft Access was the database used for this purpose because it wasn’t a very large database and not many people needed to access it. This is an operational database both the install and maintenance group used. Both groups used the database for different purposes. The information included but not limited to the following fields:
1. Common Language Location Identifier (CLLI code): To identify physical locations. Example: DNVRCOMA Denver, CO main office.
2. Street address of Central office: Needed to locate central office incase of maintenance. This included the city and state because this was a national database.
3. ISDN #: Used for timing equipment in Central office.
4. One Message Rate business phone line (1mb #): We used two. One for voice communication and the other was for dial up access.
We used to CLLI code for the key field because all other databases we used were able to pull up the required information by the CLLI code. This allowed the maintenance group fast access to information needed to open trouble tickets with the various local exchange carriers (LEC’s) i.e. Bell Atlantic. When maintenance issues arised, we needed the address and phone number to open a trouble ticket with an LEC. The install group used the database to track new installs. When a new central office is installed a new record is added. The install group then submits orders to add ISDN and phone lines to the LEC’s. When the installation is complete the install group would enter the phone numbers needed to make available for the maintenance group.
To keep accuracy, only a few people had the write password to the database. The write password was needed to make changes. These database administrators insured that no information was accidentally entered that didn’t need to be in the database. This also insured inaccurate information was not entered. The write password did hamper the ability to change incorrect information. If incorrect information was found it needed to be sent to someone else to correct. This can take time and also the correct information can be lost in the shuffle.
What I liked most about this database was the easy to read
form that was created. Not only was it
easy to read, but also easy on the eyes
(Please see figure 2 and compare the form view and database view) Each
individual record on the database view is very small so you would need to get
closer to the screen to see the correct record. This also made it hard to follow the record from beginning to the
end. You may start on the right line but end up on the line below after
scrolling to the right. In the form
view, there was also an added convenience of a find button in the top right
hand corner. This made it quicker to
find the desired information and was the mostly used feature.
IMPROVEMENTS
What needs to be improved is removing the non-relevant information located on the form. (See figure 1) The due dates and costs are information only needed during the install of the lines and not needed for maintenance. A separate form could be used for the maintenance and install groups. In the maintenance form only the records needed to open trouble tickets would be viewed. That would be the CLLI code, address and phone numbers. Also, a history could be added so we know if there has been multiple issues with the same central office and we are not repeating the same steps. An example is if we replace equipment and the same problem occurs a week later. We will know that replacing the equipment didn’t fix the root problem.
CONCLUSION
Databases are an effective tool that can save you time. If I used a paper list for the above example
it would take several minutes to find one record. This adds up overtime. Using
the database it takes 10 seconds. Accuracy comes in to play too. With out a
central database there can be multiple copies of same information. This can lead to different information on
different copies. Accuracy also saves
you time. This means you save money!
Figure 1
This is an example of the form view used to easily enter and view the central office information. For convenience a find button was located at the top right hand corner.
Figure 2
This is the database not using the form view. This makes it harder to find one entry.