Improving Systems: The Integrated Database Project

On the second floor of Dewey Hall, July was a month of constant activity. The topic seems always to be the same: "the database." Warner School staff agreed on the problem: fragmented, repetitive manual recording systems that negatively affected the school's ability to manage application, admission and student outcome statistics, course offerings and schedules, and finances.

The menu of choices was varied: buy software "off-the-shelf," write a unique Warner School database program, customize an existing program, and many shades between. Warner staff investigated the possibilities and decided on a solution like one adopted by the School of Nursing. The nursing school had similar database problems and discovered a provider with a solution that met their needs very well. Geoff Ingliss, director of information technology at the nursing school, offered to share his experience and knowledge with Dean Borasi and her inter-department planning team.

Central 360 of San Francisco, a firm that specializes in developing integrated database systems for educational institutions, was just what the Warner School needed. Their experience with similar issues in like organizations made it possible to rapidly customize a product that fits local needs exactly. The PC-based software, combined with an improved server, will link with the University's ISIS data system, but make data much more accessible to users.

The new system will link files from various parts of the School to allow nearly universal access to consistent, comprehensive, up-to-date information. At the same time fiscal and individual confidentiality will be carefully maintained. "Point and click" technology makes the system accessible to anyone who is familiar with the Windows environment.

Individual data collections are currently being converted to the integrated system, and each new part will be tested and evaluated by users, then "debugged" before moving into a fully operational mode. "The database isn't an end in itself," warns Tim Moore, special assistant to the dean and manager of the database project. "It will provide users with the information and tools to systematically improve the way we do business." In spite of start-up pains and learning curves, the new system will allow the dean and other school leadership to make future decisions based on good data rather than gut feelings.