Monday, April 21, 2008

Hi David,

I've been going over the reports on the database project.  Since we're going
to be discussing this at the May EC meeting, and since you will not be
present to answer questions,  we should try to get as much as we can
clarified in advance.  Here is my understanding of the situation. Please
confirm or correct as needed.

In round numbers we have currently spent (2007 and 2008) about $20,000 on
this project, including the 2008 over budget amount of about $7500..  Up to
an additional $8000 is requested to complete the first phase of the project,
bringing the grand total to about $28,000.

Here are the details of what this $8000 will accomplish from your memo of
March 19.

You said:
I reviewed the following projections with Alan and he has concurred that the
time and cost estimates noted are appropriate.
Completion of Existing Work:
1. Reports or report generator
2. Deployment
        a. Where does the database reside?
        b. What is needed in the way of client software, including
local printing ability?
        c. Integration of data entered into Filemaker Pro since Alan
began working. 

3. Implementation
        a. Documentation: Alan needs to create extensive
documentation which includes documentation of the backend table structure,
        relationships, etc.  The documentation also needs to provide
front-end information and instructions for users.
        b. Implementation:  Cutover to using the new system and
discontinuation of the old.
        c. Training
        d. Technical Support  (We should ask Alan to give us a quote
for an annual support contract that will be limited to answering questions,
fixing bugs, etc.)
        e. Provisions for comprehensive backup and data archiving (
I will take care of this with minimal consultation with Alan).
        f. Audit of existing data (This will need to be done by
Fellowship volunteers or staff.  I suggest we try to engage Larry Geis and
his committee in the process.)
The above should be the extent of any additional work between now and the
end of IC08.
Estimated time to complete the above:  160 hours @ $40.00:  $6,400; 40 hour
cushion; total requested: $8,000.


My reading of this list indicates that this additional expense of $8000 will
result in all of the following: deployment of the new database,  a reports
generator, detailed documentation, required training of staff, integration
of Filemaker data,  local printing ability, audit of existing data, backup
provisions - by the end of IC'08.  Is this correct?  If not, please provide
projected dates by which these tasks will be done. Do we have a quote from
Alan for an annual support contract?

I am assuming that after all of the above is operational we will take some
time to test out the system, fix any bugs, and think about what we want done
in the next phase. This next phase, which you label Extended Phase 1,  will
provide the additional features you describe in your March 19 memo.  Work in
this phase will begin after IC'08, after the database has been deployed and
tested as described above.  It will be completed by the end of 2008.  This
cost for this phase is estimated to be about $6400, bringing the total
project cost to about $34,000. (Will completion of this phase provide the
facility to handle committee budgets and reimbursements you described
recently?)

Following completion of Extended Phase 1, work will begin (2009) on Extended
Phase 2 to provide the additional features described in your March 19 memo.
This phase is estimated to add approximately  $12,800 to the cost, bringing
the total to about $47,000.  What is the projected date for the completion
of this phase?

Do you anticipate any additional expenses connected with this project in
2009, beyond the $12,800 estimated.  If so, please explain. Also, do we have
a new contract with Alan clearly stating total dollar limitations?

Thanks for you assistance in preparing for the EC discussion of this matter.

Steve