1. Introduction to databases Developed by Anna Feldman for the Association for Progressive Communications (APC)

2. Overview What a database is How it fits into the broader information management picture What the different parts of a database are How to think about information in a database-shaped way The priorities involved in the database planning process

3. What is a database? A database is a storage space for content / information (data)

4. But what is data? And where is it now? Data is factual information about objects and concepts, such as: measurements statistics You can find it in: filing cabinets spreadsheets folders ledgers lists colleagues’ memories piles of papers on your desk

5. What does “managing information” mean? Making information work for us Making information useful Avoiding "accidental disorganisation” Making information easily accessible and integrated with the rest of our work

6. Managing as re-organising We often need to access and re-sort data for various uses. These may include: –Creating mailing lists –Writing management reports –Generating lists of selected news stories –Identifying various client needs Can you add to the list?

7. Managing as re-processing The processing power of a database allows it to: Sort Match Link Aggregate Skip fields Calculate Arrange

8. Databases everywhere! Because of the versatility of databases, we find them powering all sorts of projects: A web site that is capturing registered users A client tracking application for social service organisations A medical record system for a health care facility Your personal address book in your e-mail client A collection of word processed documents A system that issues airline reservations

9. Exercise 1: Understanding data and data-gathering

10. Different parts of a database Fields Records Queries Reports

11. Fields Database storage units Generic elements of content

12. Exercise 2: Breaking down content into fields Use the table below to break each content type into fields. Refer to the list of example fields for suggestions

13. Records A simple table showing fields (columns) and records(rows): And as part of an MS Access database table:

14. Queries Queries are the information retrieval requests you make to the database Your queries are all about the information you are trying to gather

15. Reports If the query is a question......then the report is its answer Reports can be tailored to the needs of the data-user, making the information they extract much more useful

16. The database planning process What kind of database are you working on? –Information and referral database –Contact/client database –Donation database (donorbase) –Other

17. Information and referral databases Store information about service providers Track and match requests for referral Use a simple design Need to be maintained with up-to-date and complete information

18. Contact/client databases Store contact information for client base Sortable by criteria like: Client interests Services provided Subscription expiry dates Last contacted date

19. Donation databases (donorbases) Generate reports of donations Order or sort donors according to different conditions Record the various donation details of each donor Create and sort lists of potential and current donors Print letters, labels and reports

20. Exercise 3: Database planning Work through the questions on the worksheet Be aware of the sequence (order) in which questions arise Repeat the exercise with your colleagues in your organisation

21. Conclusion: Database - the information tool A powerful tool for managing information Information first - database second Take your co-workers with you Include them at all stages of the project planning process Train them properly in the use of the tool Develop their understanding of the capacity of the tool

22. Information first Database second

23. Exercise 4 Look through the questions and ideas for database planning on each piece of paper Try and group them into separate database planning projects Leave out the ones which you think are irrelevant Arrange them into logical trains of thought

24. Introduction to databases Developed by Anna Feldman for the Association for Progressive Communications (APC)