In-Depth Database Needs Assessment

In the Needs Assessment, you should look for and identify the following types of key issues:

• Replacing an existing database system with a new one is always very costly, but may also bring major benefits. Would it be possible to fix or work around problems or limitations in the current database system, so that it would not be necessary to replace it with a new one?
• Since a problem with a non-software related issue can prevent the successful implementation of a new or improved database, you should look for any non-software related issues which must be resolved wither before or in tandem with changes to new database software.
• Requirements that might force you to build a custom software solution, rather than purchase a software package.
• Database requirements that will be key differentiators among different software packages. For example: Does it have to run on a Mac? Do you require dial-up or web access? Do several users require simultaneous access?
• Surprises: has the organization anticipated all the costs, changes, impacts and risks implied by a database change? Is the organization prepared for them?
• This questionnaire form is extremely detailed. Focus on getting complete information for key areas and less complete information for non-critical areas, and don't try to fill in the entire questionnaire in complete detail, since you will have a limited time budget for performing the data collection and analysis phase of the project.

General Data

1. What kinds of computers do you use?
2. What operating systems do you use?
3. What kind of network protocols do you use?
4. What peripherals do you use?
5. What office applications do you use?
6. What telecommunications applications do you use?
7. How many computers are you using/supporting?
8. What is your primary accounting application?
9. What is your primary multimedia/desktop publishing application?
10. How does your organization use its computer labs?
11. What is the skill level of the people who use your computer systems?
12. What are your organization's technical support needs?

Project-specific Data

1. What is your primary database application (product name and release)?
2. What is your most urgent technical support need?
3. Are your current needs part of a bigger project or technology plan?
4. What is the time frame for the completion of this project, if any?
5. Do you have a budget established for dealing with your technical support needs? If yes, please elaborate. Please include hardware, software, training, support, maintenance, personnel and operating costs

Current Database-related Issues

Discuss, in detail, any problems or concerns you have about your current database system in the following areas:

1. Organization: do you have cross-department, cross-location or inter-agency problems or issues?
2. Procedures: get copies of any written procedures. Do you have any problems with your current procedures in the any of the following areas:
   • Maintaining the database system and database
   • Inputting data / updating the database
   • Browsing / querying the database
   • Obtaining reports from the database
   • Importing or exporting data to / from the database
3. Integrity: do you have problems related to incorrect or confusing data?
4. Currency: is your software out of date? If so, does this cause problems?
5. Ease of use: does your staff find it hard to use the database?
6. Reliability: is the database down or unusable too often?