Fundamental Database Admin Issues
Preliminary Draft
June 18, 2008
1.
Who has admin access to the core database?
a. Administrative Director
b. IT Consultant
c. Database Consultant
Eventually
only the Administrative Director, Database Consultant and the IT Consultant as
a backup. Everyone else should have access only via the web interface.
Database Consultant and IT Consultant should not have rights to edit records,
only access for technical purposes. Database Consultant must be required
to maintain documentation to a level of detail satisfactory to the IT
Consultant and the Executive Committee. Administrative Director should be
fully conversant with all aspects of using the database and be able to train volunteers
as needed.
2. Web Interface [ Note: These items are fundamental. Many more services can be
added over time. ]
a. Study Group Directory
i. Web-based change submission
form
b. Society access to Society records
i. Specify fields available
for viewing by designated Society officers
ii. Societies may add, delete,
edit records of their own membership but these must be approved by the
Administrative Director prior to being fully integrated into the database. The
database will maintain a history of all changes -- who made it, date of change,
who reviewed and approved it, date of approval and integration.
c. Auto-generated Reports -- generated and automatically published to
password-protected web pages.
i. Counselors, terms
1.
Personal contact information automatically published to a password-protected
web page twice a year or when ever a record is changed.
ii. EC members/officers, terms
1.
Personal contact information (Same as for Counselors)
iii. Society officers (Same as for Counselors)
d. Access restrictions policy
i. Needs to be developed.
Development pending review of database field structure. Access controls
may be placed down to a field level.
e. Change management procedure
i. All additions, edits, and
deletions are to be done via web-based forms. The data in these forms
gets stored in an intermediate table. The Administrative Director will
review this table periodically and approve or disapprove changes before
clicking a button to allow updating of the core database. Clicking this
button will also automatically send an email to the person who made any
rejected changes notifying them of the rejection. Everything will be
time/date stamped and logged along with information about who made the change.
f. Committee budgets spreadsheets
i. Directly editable only by the Treasurer. Balances are established at
the beginning of each budget year. These spreadsheets will be used by
committee chairs to record expenses, seek reimbursement, and in general manage
their annual budgets.
i. Accessible to all EC
members
1.
Read-only for all EC members
2. Only committee chair has ability to enter expenses. Displayed balances
will be adjusted automaticalyl.
ii. Reimbursement procedure
integrated
iii. Includes ability to use
for creation of budget requests for future
years.
g. Administrative history
h. Service Bank information
i. List of local and regional
volunteers, their experience, and their skills
ii. Accessible by designated Society officers
iii. Web-based forms for volunteers
3. Admin document archive
a. Minutes
i. EC (accessible to GC
members)
ii. GC
iii. Officer’s meetings
(accessible only to EC members)
b. Committee Reports
c. Contracts
d. Access restrictions policy
e. Organizational forms
f. Organizational procedure manual
g. Archiving procedures
h. Approved minutes