Selecting a Database Consultant

Do you feel ready and qualified to make decisions about your future database? You need a staff person with the following skills, experience, and knowledge to run your database planning process. If you do not have such a staff person, you may want to hire a consultant to help you make those decisions.

• Knowledge of structure and design of a database, including data tables, indices, queries, reports, scripting, and how to sort, develop, and create reports.
• Understanding of what makes a good database design.
• Someone who has built a database in the past and can provide you with examples of their work.
• Fluency in "database terminology".
• Knows and can explain the benefits and disadvantages of building, buying and out-sourcing your database. They should also be well versed in the pros and cons of various "off the shelf" products (i.e. Access, Filemaker) as well as understanding the strengths and weaknesses of various "pre-packaged" software products (Blackbaud, Ebase, etc) and ASP options.

If you've already made up your mind as to what type of database you need, you will probably still need to hire a consultant to carry out your plan. The Consultants section of TechSoup offers more information on finding a consultant, writing a contract and working with the consultant. Below are some specific questions to ask the consultant when interviewing them about the following database options:

In some cases, a volunteer may be able to help you with parts of the project as well. See Working With A Volunteer Consultant.

Building a Database from Scratch

• How long have you been building/developing or evaluating databases?
• Which database applications can you write in? (i.e. Access, Filemaker, Dbase, etc)
• Which organizations/businesses have you worked with in the past? Are those organizations still using that database?
• Do you have database examples we can review?
• Do you have examples of the kind of documentation you provide for the databases?
• What kind of support do you offer after the database is built/identified?
• Will you transfer data from our existing database into our new one?
• What deliverables (a database plan, assistance with identifying database products, database specifications, documentation, etc) will you provide?
• Will you provide us with a timeline for this project?

Buying a Ready-Made or "Off-the-Shelf" Program

• What database applications are you familiar with? (i.e. Access, Filemaker, Dbase, etc)
• How long have you been building/developing or evaluating databases?
• What "packaged database products" are you familiar with? When/where have you recommended those products?
• Do you have any references we can contact?
• What kind of support do you offer after the database is built/identified?
• Will you transfer data from our existing database into our new one?
• What deliverables (a database plan, assistance with identifying database products, database specifications, documentation, etc) will you provide?

Setting up your database through an Application Service Provider (ASP)

• What kind of support do you offer after the database is built/identified?
• How long have you been working with clients using ASP databases?
• How long have you been building/developing or evaluating databases?
• What database applications are you familiar with? (i.e. Access, Filemaker, Dbase, etc)
• What "packaged database products" are you familiar with? When/where have you recommended those products?
• What organizations/businesses have you worked with in the past? Are those organizations still using that database?
• Do you have any references we can contact?
• Do you have database examples we can review?
• Do you have examples of the kind of documentation you provide for the databases?
• What kind of support do you offer after the database is built/identified?
• Will you transfer data from our existing database into our new one?
• What deliverables (a database plan, assistance with identifying database products, database specifications, documentation, etc) will you provide?
• Will you provide us with a timeline for this project?

Working With A Volunteer Consultant

Buying or out-sourcing

If you are considering purchasing a "pre-packaged" database, and you have a volunteer who is well versed in a variety of these databases, they may be able to help you choose. Similarly, if you are considering an ASP and you can find a volunteer who is familiar with the different options, advantages and drawbacks, they may be helpful.

Building

We recommend that you do not use a volunteer to actually build your database. Building a database is usually a slow, long project, and CompuMentor's Mentor Matching program has found that volunteers are best used with technical projects where the scope of work is shorter term. However, you could consider a volunteer to fix your database if you have clearly identified your needs and you require only small changes, such as changing field names or developing a script.

See the Volunteers section for more information on writing a work plan and finding and managing a volunteer.