Setting up and using the database
Guidance on organisational arrangements
How many records will the database be able to hold?
We cannot accurately say how many records the database will hold.We can say that Microsoft Access databases can be up to 2 GB per database. This is the size of the whole database including all of its forms, queries and the data itself. As a guide, a similar Access database has been shown to hold over 24,000 records within 8MB which is less than 0.4% of 2GB!
Extending the database to 4GB can be achieved by loading the free software - Microsoft SQL server Express, (for more guidance on this please contact nick.adams@wmrdc.org.uk ).
In practice this means that you can begin using this database knowing confidently that it can be "scaled up" significantly, as your organisation and client numbers grow, without additional cost and without having to learn about a new database.
If you want to use the database at an "enterprise level", that is handling huge numbers of records, then that can be done by purchasing MS SQL Server - though that is only likely to be a consideration for LARGE organisations who should be making serious investments in data management anyway. Again, email Nick Adams for further guidance or details.
We also intends to look at providing this database in alternative software using MySQL and PHP which are both open source/free software that can accommodate virtually unlimited databases. This however requires translation of the database from its current format into the new software which we do not plan to do in the near future.
All further developments and new versions of the database including alternative software will be provided on this website.
Can the database be used to track services for clients paid for by a particular commissioner or other funding source?
Yes. You will see in the clients details form we asked for information on the primary care trust with which the clients is registered, this enables all clients and their related episodes and contacts, to be grouped and analysed by PC to. By including alternative commissioners in the PC to the table (such as local authority funding, nonstatutory or charitable funding etc). So these funding sources can be tracked in the same manner. Further information on how to be out of extract this information from the database will be available on this website shortly as we are currently writing a number of queries that you will be able to paste into your database to extract information. These queries will be available on the downloads page.
Do we have to register with care services improvement partnership West Midlands in order to be able to download a copy of the database?
No. You do not have to register you just have to go to the download page and follow the links downloading the database and any related documentation you require. >> Downloads
Can we use this database if we do not have Microsoft access?
Probably not. This has been designed in Microsoft Access because that software will provide a full database package including the date input forms query is and the potential for generating reports without any additional software. Whilst we will be looking at alternative software packages in the future such as my SQL and PHP, we can only provide this database is a Microsoft access package at present. If you wish to download the SQL specification and the database for designing your own package in a different software please visit the downloads page and look for the text file database specification. >> Downloads
How do I get information out of the database/how do why write a query?
Microsoft Access has a function within it to write your own queries. When you have the database open on your computer press the F11 on your keyboard and following screen will appear:
Look at the left-hand part of this screen and you will see a heading for queries, click on that and then click on the icon built queries which will take you through to a new window within which you can build your own queries and extract information you require from the database.
It is beyond the scope of this webpage to give the full details of how to use that query builder though you'll find plenty of help within Microsoft's help page accessible through the help link at the top of your database screen.
We can ensure that the database has the potential to meet all of the information needs we have identified to date. In the near future we will be writing new queries and functions that you will be able to cut and paste into the database after you have downloaded it but these queries and functions will not operate if you alter the tables or structure of the database in any way, (by that I mean you can certainly enter data but do not change the names of the tables or the columns within the time).
Is it possible for clients to have access to the database in order that they can see a copy of the information which we store about them?
Normally under the DataPprotection Act people are allowed to have a copy of all information that is electronically stored about them, so should any clients ask to see a copy of the information you have about them, it is your responsibility to respond in a proper and legal manner. This can be done by you providing a copy of the information on your database to each individual client however we would not recommend that every individual client has a user account through which they can access the database because this would present a security risk where one person may be able to see the records of other people. Furthermore creating a user account of every client within your service would be would require a considerable administrative time.
Can we set this database of selling works across a network, that is the number of people able to enter information into the database across several computers or possibly even the Internet?
It is possible to split an access database in order to set it up on a local area network, that is where the data is kelpt on a server computer and people can access and enter the data from other client computers that are connected to server. At the moment we do not recommend that you split the Access database because we anticipate that over the next six months or so will produce useful refinements and upgrades to the database which would be very difficult to implement on a split or networked database.
Making a database secure is a subject within itself the requires considerable detail, indeed there is software cheaply available via the Internet that can crack Microsoft access passwords, therefore making this database available via the Internet is not something we would recommend. If you do wish to move towards a network and putting your database on the server we would recommend you look at Microsoft SQL software but we can provide no assurances nor support on that matter the present.
Do you know of any training or resources that are available to help us understand databases?
Yes, there are plenty of resources freely available on the Internet the following links are designed for server-based databases however you may find a few of these useful if you wish to understand how databases of structured and how they operate:
When I'm trying to enter information about the contacts the database will not let me. Why is this?
This is probably because you have not yet entered the appropriate client or episode to which that contact "belongs". Every contact you have with client is one contacts within an "episode", which in turn has to be attched to a client. Put simply enter your information about the client first, then their episode, and then you'll be able to enter information about contacts with that client.
Can we use the database to compile address lists for mail merges, letters, labels etc?
Yes you can use this as a "data source" from which other programmes such as Microsoft Word, Microsoft Excel etc. can extract name and address information and merge into documents such as letters envelopes labels etc.
This mail merge is a function of Microsoft Word rather than a function of Microsoft Access, so you need to go to MS Word and click on Tools > Mail merge and follow the options on the screen clicking help as you need it.
Can we use the database to understand the full costs that an organisation needs to recover, that is the income it needs in order to be else provide a viable service?
Because this database includes information on the costs of staff it will be able to tell you the staffing costs of your organisation per year. That will not of course include any overheads such as premises, expenses, capital costs/depreciation, or consumables. If you wish to attribute these would require a further development of the database - please contact us directly for further information if this is something you intend to look.
Can we edit or modify this database ourselves?
Technically yes as it is provided in an unprotected , that is no password and the copy that you download you have full administrators access to. However we would recommend caution in this for two reasons.
Firstly if you modify your database and accidentally delete your data you will probably not be able to retrieve it therefore you should make regular and secure backup copies of your database.
Secondly we fully anticipate that in the near future we will be writing additional queries and elements that you will be able to paste into your database. THese elements will be designed to work only in the database provided from our site so if you modify your database it is unlikely that any future queries that we provide the work in your copy.
If you are a developer and want a description of the database objects here it is >> Database Objects (Textfile)