AOIT Database DesignLesson 5 Defining a Database Project
Student Resource 5.1
Anticipation Guide: Defining a Database ProjectStudent Name:_______________________________________________________ Date:___________
Directions: For each of the statements below, underline “I agree” if you think the statement is accurate and “I disagree” if you disagree with it. Write one reason to explain your guess.
A project definition document is an agreement between a database developer and her boss.
My guess: I agree I disagree
My reason:
I learned:
A database definition should include information about the features that will be included in the database.
My guess: I I agree I disagree
My reason:
I learned:
The best person to define a database project is a person who will be using the database.
My guess: I I agree I disagree
My reason:
I learned:
A database definition should assess whether the project is feasible.
My guess: I I agree I disagree
My reason:
I learned:
A well-defined database leaves the scope of the project open-ended so that the client can make suggestions or changes in the requirements during the development process.
AOIT Database DesignLesson 5 Defining a Database Project
Student Resource 5.2
Culminating Project Launch: Project Overview As you work on the culminating project for this course, you will take on the role of a database designer and developer who designs and creates a database to satisfy a client’s needs. The driving question for all of your work on this project is, “How can we create a database and a database application that will meet the business requirements of our client?”
You will need to draw on all that you already know about database design and development but will also be learning along the way. First and foremost, keep your client’s needs in mind. Remember that you are providing a valuable service. This new database will help your client’s organization manage data more effectively and efficiently than ever before.
As you know, in the working world, whole teams of designers, each with specialized roles and responsibilities, work together to design and build databases. In this project, you will also work as part of a design and development team. However, you will have the chance to sample each of the roles that make up the team. You will take on the role of a data modeler, a database architect, a database designer, a database tester, and a database administrator. By the end of this course, you will have a good idea of how each person functions on a database team and will likely have decided which role or roles you prefer.
This project is the beginning of your Database Design portfolio. The work you do here should be something you are proud of. It will help you in your internship, college classes, and beyond. Add this project to your resume, and think of it as an important step on the road to career success!
Getting StartedTo begin, your teacher will give you a requirements document that has been completed by your client. It will tell you what kind of business or organization the client represents. It will also let you know what sort of information the client wants to manage with a new database and how and when the client would like the database to be delivered.
The database will not be large, but it will not be so small as to keep you from being able to get in and work with the client’s data. You should expect to design a database with somewhere in the range of 6 to 12 tables.
Project DeliverablesOver the course of this project, your group will work together to produce the following pieces:
A definition and statement of requirements for the database
A conceptual model, which captures the scope of the data required
An entity-relationship model, which is a logical model of the database you will create
The actual database, with all of its tables and relationships and relational integrity
A database application that enables users to input and retrieve information from the database
A test plan that potential users will follow to test your database
Documentation and training materials to show users how to use the database
AOIT Database DesignLesson 5 Defining a Database Project
AssessmentThere are three main assessments for this project. All are assessed using a rubric, and your whole group will receive the same scores on these, so please do your best to be a reliable, effective, and contributing group member!
The database
The database application
The documentation and training materials
Presenting Your WorkAfter all the hard work of designing and building your client’s database is done, you will be eager to show it off. Your teacher will handle the details and let you know more specifics as the course comes to a close, but you will participate in a public presentation event where you can demonstrate your database for your client and talk about its design and features. At that time, you will also have a chance to see what your classmates have done in their groups, as well as share your work with friends, family, and your NAF academy advisory board.
AOIT Database DesignLesson 5 Defining a Database Project
For your culminating project, you will be using the AOIT Database Design project definition template, which requires the information that is typically part of a simple database project definition.
At the outset, a database designer sets up an agreement with the client about every aspect of the work in a project definition document.
The project definition document helps ensure that clients get exactly the product they want. It also helps ensure that the database designer has a good understanding of the scope of the project before agreeing to a set of deliverables and deadlines.
Most companies that develop databases have their own template for a project definition document. The template ensures that they don’t forget any important information.
AOIT Database DesignLesson 5 Defining a Database Project
The problem statement is the starting point for defining the data that will be included in the database and its structure. The client and the database developer create the problem statement together. There must be a clear, mutual understanding of what problem the database will solve.
The database will not eliminate all the problems the client has, so you need to agree with the client on the exact problem to be solved before you begin work.
AOIT Database DesignLesson 5 Defining a Database Project
By creating measurable objectives, the database developer and the client develop a clear understanding of what their expectations are. When the client receives the database, he will check to make sure all of the objectives are met and ensure that he is getting exactly the product that he is paying for.
AOIT Database DesignLesson 5 Defining a Database Project
You need to understand what the organization does and how it functions to define the scope.
Here are some examples of what you would find in the scope section of the project definition:
1. The database includes an inventory of all articles in the store. For each article, it includes the price, the number of pieces in stock, the supplier, the order date, and the delivery date.
2. The database must generate standard reports that the executive director needs to manage the organization.
The scope tells you how big the job is and will serve as the basis for answering important questions:
• How long will it take to do this job?
• How many people are needed to create the database?
AOIT Database DesignLesson 5 Defining a Database Project
Stakeholders can be outside the organization, like the media and interest groups. But they’re mostly the people working inside the organization. Here are some examples of how different stakeholders need different information from the dolphin store database:
• The executive director needs a printed report for “total” information, like total sales and total customers.
• The office manager needs customer, supplier, and shipper contact info.
• The program manager needs a breakdown of the number of customers by state.
• The program assistant needs telephone numbers of new customers.
AOIT Database DesignLesson 5 Defining a Database Project
Defining the database problem isn’t busywork. It’s key to the success of the project.
As you develop the project definition for your culminating project, keep in mind that you are setting the foundation for all of your database work in this course.
Directions: With your group, think about what it takes to develop and maintain a positive relationship with a client. Under each category below, write down two or three things you can do to ensure a successful working relationship with your client. Be ready to discuss your answers with the class. Keep this resource to remind you how to be the best database designer and developer you can be for your client!
Treat Client with Respect
1. Dress professionally when you meet with your client.
2. Listen carefully to what the client says.
Be Prepared
1. Read through your notes before you meet with your client.
Be Honest
1. Tell your client what you can and cannot do.
Follow Through
1. Do what you say when you say you will do it.
Be Creative and Flexible
1. Be ready to suggest alternatives if something doesn’t work as planned.
Confirm You Understand What the Client Tells You
1. Restate key points back to the client for confirmation before leaving the room.
AOIT Database DesignLesson 5 Defining a Database Project
Student Resource 5.5
Project Planner: Project MilestonesDirections: Milestones are clearly identifiable points that denote progress toward the completion of a large or important activity. Database developers use milestones for project reporting. Use this worksheet to track your progress on the important steps you must complete for your culminating project database.
First, note the original projected completion date for each project milestone in the table below. Your teacher will provide you with information about when you can expect to complete each milestone. Second, put this schedule in your notebook so that you can update it whenever there is a change to the schedule or you complete an item. Third, select one of your group members as project manager. The project manager makes sure that you stick to your schedule and inform your client of any changes that occur.
Milestone Original Projected Completion Date
Updated Projection for Completion Date
Actual Completion Date
Project definition document
Statement of requirements
Conceptual model
Entity-relationship model
Relational database
Database application (queries, forms, and reports)
AOIT Database DesignLesson 5 Defining a Database Project
Student Resource 5.6
Skill Review: Team Member SkillsStudent Name:_______________________________________________________ Date:___________
Directions: First, every member of your group should write down answers to the following questions. Then fill in the table with the name of each team member, the particular skills they can contribute to your group, and the areas of database development that they think are particularly interesting. You might want to let the person most interested in a particular part of the project take the lead when you get to that part.
1. What database design skills have you already acquired that will be useful to your group?
2. From what you know already, what parts of the database development process interest you the most?
3. What teamwork skills do you already have? Think about other teams you have worked in. What were your strong points?
4. What teamwork skills would you like to develop?
5. What other useful skills can you contribute to your group? For example, are you good at word processing or spreadsheets? Do you have artistic skills? Do you have experience working with clients? Are you good at spelling and grammar? Do you have math skills? Are you a good leader who can support your group members and make things happen? Are you good at organizing material?
AOIT Database DesignLesson 5 Defining a Database Project
Student Resource 5.7
Assignment Sheet: Project Definition Document
Directions: After meeting with your client, write a two- or three-page document in Microsoft Word that you can send to your client to ensure that you and the client agree on the definition of the database. Base your project definition on the information on the client form that your teacher gave you and on the information from the interview and your notes.
Use the prompts below to create the various sections of your project definition, and study the example provided to get an idea of what your project definition document should look like. Be sure to read through the entire assignment and take a careful look at the assessment criteria before you start work. You will need to have your teacher and your client sign off on this document.
1. State the problem to be solved.
2. What is the goal of the database?
3. Provide a scope statement. This is your proposed solution and should state the features that the database must include in order to be successful.
4. Include a list of the deliverables that you will provide to the client.
5. List the stakeholders who have an interest in this database.
6. Provide a high-level schedule that includes delivery dates for the following:
Statement of requirements
Conceptual model
Entity-relationship model
Relational database
Database application
Completion of testing and documented test results
Documentation
Final delivery
7. Make a list of your project team members and their strengths that will be helpful in this project.
8. Provide a feasibility statement. This explains how hard or how easy it will be to solve the problem. For example, consider what things you will have to learn, what software will be available to you, what the different phases are that your project will go through, and whether you will have enough time for each phase.
AOIT Database DesignLesson 5 Defining a Database Project
Make sure your assignment meets or exceeds the following assessment criteria: The project definition document is complete; all of the sections are adequately addressed.
The problem statement is clear and concise.
The purpose statement clearly explains the goal of the database.
The scope identifies the features the database must include in order to be successful.
The schedule outlines a specific time frame for project milestones (conceptual model, entity-relationship model, relational database, database application, testing, documentation materials, and final delivery).
The document addresses the feasibility of the project and gives an honest assessment of the group’s ability to deliver all of the features promised, identifying any barriers that could prevent successful completion of the database.
The document does not contain spelling or grammatical errors.
Problem StatementAbout 30% of our income comes from sales generated by our catalog of dolphin-themed items, including books, greeting cards, clothing, and so on. Maggie Reddich, who’s been with us for more than 40 years and is now retiring, managed the whole operation using a paper-based system of file cards and notepads. We want a computer database system because the current system is too time-consuming and error prone. It takes at least two hours for the cumulative task of placing an order, tracking its reception, and updating the requisite file cards and notepads. The file cards are often hard to read, and with the notepads it is sometimes hard to tell which order is the most recent, which orders have been filled, and which items are in stock. The truth is that Maggie keeps much of the information in her head. Training someone to take over this system would be very risky.
Purpose StatementOur overall goal is a database that assists us in running our store operation effectively and efficiently. We need a Microsoft Access database that will keep track of customers, merchandise, and orders. We want to ensure that customer data is accurate, that inventories are always at or below maximum levels, that all order data is correct, and that merchandise is delivered in a timely fashion.
Objectives Reduce the time required to record new orders by 50%, from 8 hours per week to 4 hours per
week.
Reduce processing time from order entry to shipment of goods from an average of 5 days to 2 days.
Scope The database must include information about members, customers, suppliers, and shippers. All
have contact information including information that’s key, such as name, address, phone, fax number, and email address.
The inventory to be tracked includes caps, socks, calendars, screensavers, mugs, and Flipper DVDs. Other items may be added. These all have prices. They all need to be in stock but without more than 15 of each item in stock. Orders need to be limited to the items in stock.
All members of the organization order from a catalog of items available for purchase. The catalog is compiled from product information in the database.
Deliverables The completed database with sample records entered
A separate list in Microsoft Word of the business rules incorporated into the database (for example, maximum inventory levels)
A description in Microsoft Word of any special instructions for database use that cannot be found in Access Help
AOIT Database DesignLesson 5 Defining a Database Project
A plan for troubleshooting database problems as they arise
A specific plan for maintaining and upgrading the database
Stakeholders Ellen Santiago, executive director, has overall responsibility for the organization; she also has
specific responsibility for the budget and membership.
Maggie Reddich, office manager (retiring), is responsible for the office running smoothly, including administration, purchasing, accounting, and human resources.
Andrea Brown, assistant office manager (new), currently assists Maggie and will assume her responsibilities when she retires.
Reginald Williams, program manager, is responsible for the dolphin store’s success. He reviews all merchandise items in the catalog for continued relevance and appropriateness, as well as competitive pricing. He also looks at a breakdown of products by category to monitor merchandise mix.
Schedule
Milestone Projected Completion Date
Project definition document March 6
Statement of requirements March 13
Conceptual model March 22
Entity-relationship model April 4
Relational database April 20
Database application May 2
Test completed May 22
Documentation May 30
Final delivery June 10
Database Development TeamEveryone on our team will contribute to all aspects of the database. Every team member will also have a lead role as follows:
AOIT Database DesignLesson 5 Defining a Database Project
FeasibilityAfter meeting with the client and studying the information we have about the database we are going to build, our assessment is that we can deliver the database and other required deliverables to the client on time. Our assessment is based on the following:
• Both the client and our team are clear on the problem to be solved.
• The scope seems reasonable for a 14-week project.
• The client is available to review documents as we move through the development process, and we think this will keep us on track.
• Our teacher assures us that the deadlines are reasonable.
• We are very motivated to learn, our database design class is tops, and our team has diverse skills. We believe we can learn everything we will need to get a database to our customer on time.
