Custom Database Specification Checklist

This custom database specification checklist is provided as guidelines on how to specify the requirements for implementing a custom database in company environment. It will assist designated reviewers, business analysts and IT personnel in determining whether database specifications meet existing IT criteria and whether the database complies with business needs. We also suggest you use CentriQS Configurator database customization solution to use your custom database created according to the specifications made with help of this checklist.

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Set objective

• Define one or several key reasons why you need a custom database in your organization
• Be specific about the broad functions the database will carry out
• Identify how the database will support the activities of your company and what customization opportunities it will deliver
• List the key objectives of custom database implementation

Consider alternatives

• Look at the objectives and consider if at least one of them could be better met by some other means (for example, implementing off-the-shelf software could be cheaper and less time-consuming)
• If you find at least one alternative, stop here and re-evaluate your idea of having a custom database in your company

Analyze operating environment

• Identify system requirements of using your custom database
• Find out about your company’s hardware and software environment is enough to meet the system requirements
• Check your network and be sure it can support database access
• Consider investing in the company’s hardware and software environment if required

Identify database items

• Analyze your business activities and define key objects that characterize them. For example, customer support service can be characterized by such objects as Client, Request, Product, Payment, etc.
• Describe each of the objects with properties. For example, the object "Client" may have such properties as "Name", "Email", "Job Title", "Purchases Made", "Date of Purchase", etc.
• Use the key objects and their properties to structure your custom database

Establish relationships

• Classify all database objects by types to create data categories that would allow for better database organization
• Identify how each object (and object category) will relate to other objects (and object categories) within the database
• Define any business rules to be applied to the objects
• Carry out database indexing to simplify search, sorting and reporting of the data

Document database functionality

• Consider how the data will be used in managing the business activities
• Identify specific operations that the database will carry out (e.g. automate emails, build reports, provide analytics, etc.)
• Specify who typical database users will be and how they will operate the data
• Be sure there are appropriate manuals, guides and other editorial documentation available to the users for training

Establish data quality procedure

• Consider how the data will be captured and updated
• Specify names of employees who will ne responsible for data quality
• Outline a maintenance schedule intended to check and ensure data quality
• Identify potential risks and costs associated with incomplete or inaccurate data
• Create response plans to mitigate/eliminate the risks and manage the costs

Ensure database security

• Think how access to your custom database should be restricted
• Define which internal employees should have access to the database
• Consider if there is a need to provide access for staff who’re not connected to your corporate LAN
• Identify and set permissions for users and user groups
• Be sure your company has documented security standards or protocols which should be applied to your custom database.

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