Database applications (list management and processing) are critical to the smooth functioning of all offices. These systems encompass our "business pracitces." We have an expert team of database professionals/systems anaslysts headed by Dana Giampa who build, manage, and support our database systems. We have a powerful central integrated system built around Jenzabar-QX (Quodata) software for meeting all the database needs on campus. In order to effectively manage and support them across campus, the following procedures will be applied:

1. All database development and support will be coordinated by the Director of Administrative Computing (Dana Giampa). He will work with departments in choosing the best database systems and in planning, implementation, and support. Even if an office needs to outsource a database development project, it must be properly coordinated with Administrative computing.

2. Every system must be properly documented and the documentation must be centrally managed by Administrative computing. Documentation must cover purpose, structure (including data definitions), lists of procedures, reports, and screens used with the system and their associated filenames. If the database development is outsourced, it is the responsibility of the developers to create and submit the documentation in cooperation with Administrative Computing.

3. Administrative Computing will develop and maintain applications that fall under the central system (Jenzabar). They will also develop database "templates" in Microsoft Access and Claris FileMaker Pro for standard applications used by several offices (such as mailing list databases). Training seminars will be given on a regular basis covering the use of these template based systems.

4. Specialized databases that do not fall under Jenzabar or the templates of 3 above will normally be outsourced with funding from the affected department. These systems must be coordinated with Administrative computing and documented as described above in order for the College to provide support. Effective use of these systems requires substantial planning and use of standards.

5. All database systems must include a backup procedure to minimize the effect of lost data. Backups must be regularly performed. Administrative Computing is available to help departments develop effective backup systems. Normally, all servers containing administrative backups will be backed up daily. This is the resonibility of the appropriate server manager. Dana Giampa will work with respective server managers to develop backup strategies. Before any hardware replacements, repairs, or upgrades to a serv er, two complete backups must be run.

6. After new systems have been completed, day-to-day support issues will be provided through Administrative Computing and the Help Desk(7060). The help desk staff will not be trained on Jenzabar-QX or the actual structure of individual office systems. Questions on processing in such systems should continue to be directed to assigned members of the Administrative Computer group. General computer support questions (such as printer failures, computer or network malfunctions) should be placed to the help desk.

7. All database systems which require access controls for reasons of confidentiality must be analyzed by Administrative Computing and, if necessary, by College Counsel to ensure that individual privacy is ensured and the College is legally protected. Generally, databases which contain student confidential data must not be outsourced.

None of the above procedures imply a change to existing database systems. Over time, some existing systems will be migrated to the new standards. Members of the College community are encouraged to suggest template driven databases that might be of use in multiple offices.

All members of the Assumption Community are welcome to attend the monthly (or so) Quodata users group meetings. This group (chaired by Ann Lewis) provides a forum for discussing new initiatives and for discussing database needs and use in general.

Authored: Bob Fry December 16, 1997

Last updated June 2002