Essentially, the database management system (DBMS) is any group of computer programs that is designed to organise business information. This mission critical data usually includes virtually anything concerning the business, such as human resources, production, expenditures, marketing, sales and advertising and customer profiles. Below are some tips for IT consultants to use in managing a DBMS.
Design the Approach. When developing the DBMS architecture, choose the most logical procedure, such as focusing only upon particular and relevant business processes. Ensure that the database is set up to reflect the specific business, for example that it is:
* Built into effective existing processes
* Sized according to business model
* Adaptable and flexible
* Capable of operating effectively
Remember that the most well-structured databases allow for growth and extra assistance to accommodate inevitable changes in resources. The database will develop into an even more valuable asset over time. This will be particularly relevant should the business ever be on the market for sale.
Security. Set parameters for access to all data. Not every staff member should have access to every type of business data, for example:
* Establish login credentials for all employees
* Set up a hierarchy of privileges
* Identify specific privileges according to position
* Deploy backup systems and procedures
In smaller firms, it may be more appropriate to focus the authorisations upon individual employees, rather than their roles.
Identify all DBMS data requirements. The core elements that should be included in each database management system will vary according to the type and size of the business, for example:
* Raw inventory data
* Finished goods inventories
* Customer information
* Shipment tracking
* Employee data
* Accounts receivable and payable
Knowing exactly what is required to manage the DBMS will streamline the management process and make it far more efficient and effective.
Verify Data. At the core of any DBMS is dependable data. Therefore, take steps to verify the accuracy of the data to ensure that it is valid and reliable for the database. For example, verify that data is:
* Validated through all business departments
* Always kept current
* Entered as it occurs
* Gathered from verifiable sources
Communications. The lifeblood of any business operation is its communication system. Ensure that effective communications originate through the database by:
* Establishing disciplines and standards
* Developing staff training
* Routing emails, phones, texts, letters, documents and files
* Verifying complete contact histories for accuracy
Planning. Organisation is key to developing and maintaining an effective DBMS. Ensure that all actions are either triggered for follow-up or closed out upon completion. Plan daily, weekly and monthly tasks, such as:
* Actions and reminders by date
* Prioritised actions and tasks
* Routine customer and prospect reviews
Realize that new is not always better. Depending upon the corporate culture, similar benefits may be attainable by making some adjustments or enhancements to existing systems, rather than starting over with a completely different process.
Every IT consultant understands that data is one of any company‘s most important assets. As such, the above tips can streamline the process of database management for a more productive organisation, while minimising overall operating costs.
Sally is a writer for a number of businesses including Cedar Bay, the automated data collection specialists. They have a vast experience of ADC, IFS RFID & IFS ERP Systems. Cedar Bay can help you improve performance & reduce costs with their expert solution approach, learn more at Cedar-bay.com.
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