Focus on the Relational Database

Ok, you have a whole lot of information you need to reference -> customers, appointments, sales-people, suppliers, product lists just to name a few. You might have some in spreadsheets, in your mobile phone, in folders, Outlook, diary, in your head, in your assistants head, on a post-it note somewhere?, etc, etc...

How do I organise all this information so that it can be retrieved as you require it?

Well, there is only one industry standard for this and it is a relational database. What is a relational database?

A relational database is a collection of data items organised into defined tables from which data can be accessed or reassembled and displayed in many different ways. The relational database was first described by E. F. Codd in 1970.

The tables should have defined relationships that represent logical associations of the real world. The design of tables and relationships can be tailored to the business or situation. When information needs to be updated, in can be updated in one place, and the change is reflected throughout the entire system.

A relational database is relatively easy to establish and modify should it require enhancements to suit changing business needs.

Unlike many other database structures querying a relational database is flexible and straightforward using structured query language (SQL). SQL is used to provide information to forms, reports, datafile outputs and to faciliate data updates throughout the database.

The underlying data table structure is important, but just as important is a well designed user interface. It is a mixture of science and art. An interface should be designed to provide an intuitive experience for users to interact with the database. They should reduce the potential for erroneous data-entry, automate laborious tasks and display relevant information in a clear manner.

The interface may be a desktop application and/or web-browser application. Each has it's advantages. Web-bowser applications allow for deployment to an organisation that is widespread. Desktop applications are generally easier to develop. Our favoured method of development is to prototype using desktop applications and once the application is well accepted to migrate to a web-browser application.

Connecting different applications, computers, mobile phones and other gadgets is becoming increasingly easy. Applications that are built on industry standard databases can easily transfer data. This allows communication bewteen applications and is referred to as Integration. Some of the more common databases are MS Access, MS SQL Server, Oracle, MySQL. There are many more.

When making a decision on a system there are a number of broad choices:

• Purchase an off-the-shelf application,
• Purchase an off-the-shelf application and customise,
• Purchase a mixture of off-the-shelf applications and develop in-house modules to compliment, and
• Develop in-house applications.

 

Ok, so what are the key things I need to know as a business person about relational databases?

• That to organise and systemise a business of any size I need to use them. There really is no other widely available or accepted alternative.
• That it is best to have my systems talking to each other (and properly understanding each other, this is known as integration). This increases productivity, accuracy and timeliness of information distribution. Therefore when purchasing a system ensure that it can link in with other systems and that the underlying data is accessible through open data-links.
• The interface should be intuitive and efficient to use.
• That changes that are required can be made without exorbitant expense.
• With database applications just about anything you can think of can be done however trying to do everything is likely to end in failure. You need to prioritise your system developments based on your business strategy.