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One of the first things you should do before building a database is find out what information the database system has to hold and also how that information should be stored (e.g., numerical or text, length, etc.). To achieve this, you ll perform a data-gathering exercise, which could involve talking with those people who are the owners of the system and those who will be using the system. For larger systems, you would hold several meetings, each of which would pinpoint one area of the system to discuss and research. Even then, several meetings may be spent going back and discussing each area. You could also conduct interviews, distribute questionnaires, or even just observe any existing processes in action, all in an effort to gather as much information as possible about the database and how it will be used. The key indicator of whether or not a database solution is successful is not found so much in the building of the system, but rather in the information gathering process before the first line of code is actually written. If you re working off of an incorrect piece of information, or
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CHAPTER 3 DATABASE DESIGN AND CREATION
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you re missing an element that might be crucial to the final solution, then already the system is flawed. Involving the users as much as possible at the earliest stage and then including them as the design progresses should result in a significant reduction of errors and missing parts in the final product. For our example financial program, the first people we want to talk to are the owners of the data that will be displayed. These are the people in the banking department who handle checks, cash withdrawals, credit card transactions, and so forth, and also those people who handle the purchase and sale of stock shares, unit trusts, life insurance policies, and so on. These people will know what documentation or statements are sent to which customers, as well as the information those statements contain. In addition, these people will likely have a good idea about how customers may want to reconcile these statements, and also what data will be allowed to be downloaded and inserted into your SQL Server database. At the first meeting, we examine all the documentation to see what information is stored in the current system. We find out at the meeting that the current system sends out different statements, one statement for the customer s current account and a separate statement for each financial product the customer owns. When we examine the statements, we focus on the information each contains that we need to capture to produce a similar statement. This could be not only customer-related information, but also regulatory statements. With the information from all the documentation in hand, we can start discussions about what is required from the system we are to build. Obviously, a great deal of information will be discussed in these meetings, some of it useful and some not. Make sure that the discussions are recorded in the order in which the people present make points, and not in logical order. This simulates meetings where people remember items that have to be catered for, where one point raised may make someone remember a point elsewhere. Out of our initial discussions, we note the following points: 1. The software must be able to handle working with more than one product. The main product is a current checking account that a bank or a single user might use to hold banking details. The system also must be able to manage by-products such as loans, life insurance policies, and car insurance policies, and it should be able to record any trading of shares on the stock market. 2. Statements are produced on a monthly basis or at any time the customer requests them from the system. If a customer requests a statement within the month, there will still be a statement produced for that month. 3. Interest accrues daily on accounts that are in credit and is subtracted daily from overdrawn accounts. 4. Annual, monthly, or single-premium products can be held for a customer or held by a customer in a standalone version of the system. We need to know when to start and stop collecting payments, and we also need to determine which products we send out a reminder for (e.g., a notice to let a customer know her car insurance policy is up for renewal). 5. If a collection for a product failed, the system needs to recognize this so the amount can be collected the next time a collection is due.
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