While operational managers know what they need a database to produce and how the database should function, they may not be database design experts. Learning the basic concepts behind database design can bridge communication gaps between database developers and operational managers.

Reporting Specifications Helps to Determine Fields Needed

The best place for the operational manager to start is to mock up the reports that the database needs to produce. Mocking up or drafting the reports in MS Word or MS Excel helps developers to see how the information should be laid out when they are creating stock reports. Stock reports are reports that can be generated repeatedly over time with new additional data entry. The draft reports can also help the developer understand how to group the information in a user friendly way.

It is best to mock up a separate report for each combination of information needed for different purposes. Spend some time consulting with different users of the database when determining the reports required. For example, different departments in the company may want information in different combinations or layoutts to meet various purposes such as HR, payroll, accounting processes.

Basic Concepts of Database Design When Working With a Developer
Basic Concepts of Database Design When Working With a Developer

List of Fields and Determine Field Types

The next step is to take the mock up reports and determine what fields will be needed in order to produce the information required in the report. It may seem like a simple step but it is important to remember that it may take multiple fields to produce a final numerical output with a formula.

Determine Field Relationships and Groupings

If the manager wants data to interconnect, then the data needs to be divided into separate forms. For example, in a sales database, one option is to segregate the information into the following forms: orders, inventory and customers.

The segregating and interconnecting of data groups allows a customer record to be pulled up and the order history to be connected to the customer record. Using the sales database example, a stock item pulled up could be linked to the history of customers who ordered the item. Again, the mocked up reports can reveal the inter-relationships required for the database developer. Understanding how to communicate with a database developer can alleviate many hours of changes and edits due to a poor understanding of database design. Taking the time to think through what reports are needed, which fields are required to generate the report and which data relationships are needed can help a developer design a database that is user friendly and practical.