Public Administration 724
Computer Applications for Public Managers
GROUP DATABASE PROJECTS
The purpose of this project is to provide each student with the opportunity to participate in a realistic data base design project. This assignment will be carried out in teams and will run for about 7 week. You will also continue to have individual homework problems as well during this time.
Chapters 4 and 5 of the textbook are useful guides for designing a data base. This case study should give you a good idea of how to carry out a data base design through the logical model stage. Also, the ACCESS book will help you with the implementation stage.
Some Ground Rules
1 Each team will select a team leader
2. Team leaders will have responsibility for scheduling meetings, allocating work assignments and in general managing the project.
3. Each group will identify who the team leader is as soon as possible. I recommend the groups use the electronic mail system. Also, each group leader should set up a meeting with me as soon as they are chosen.
4. Each team will have at least one liaison individual with the actual agency. The liaison individual should handle all initial scheduling and communications with agency personnel.
5. Since you will be working with a real agency and real administrators, it is expected that you will behave in a professional manner.
6. It is also expected that all communication between project team and the agency, written or oral are confidential and must be treated as such.
7. I will act as a general consultant to each of the project teams. I will be available for meeting with agency personnel if necessary, but only on a limited basis.
Project Outputs and Deliverables
1. All outputs from the project must be computer produced. Written material must be done as Microsoft Word (or a word processor of your choice) documents, other forms of output can be produced by ACCESS if necessary.
2. Each project team will have a choice of the grading scheme. (regardless of the option selected all groups and individuals will carry out a Peer Review based on Appendix B)
a. Group Grade -- All group members receive the same grade.
b. Individually Allocated Grade -- The group allocates 100 points among all of its members. The points are then multiplied by the number of people in the group, which represents the percentage of the group grade that will be assigned to each individual.
a. Each team must hand in a final project report to include
i) All assumptions used in developing your data base design
ii) A data dictionary
iii) A cross reference chart between data elements and reports
iv) A conceptual data base model
v) A logical data base model in relational form
vi) A listing of all program code (documented)
vii) A description on how to use the demonstration system- User Manual
viii) An implementation plan for the organization
1) Data collection and entry procedures (who, where, when, etc.)
2) Data checking and verification process
3) Software selection and evaluation (If your demo software will not be used)
4) Program maintenance and updates
5) Provisions for backing up the data base
b. A disk with the system and a sufficient amount of data to test the system
i) The system should be menu driven
ii) All reports and forms necessary to implement the system should be included
4. The group must prepare a 30 minute oral presentation of their project to be presented in class.
5. The group must make an oral presentation to the sponsoring agency.
6. You must hand in three copies of the final report (one for the agency, one for me and one to be returned to the group)
7. Final Project Reports are due December 8th.
Tentative Project Deadlines
March 27 Initial Design of Conceptual and Logical Model
April 3 Design of Forms/Reports, Rules, Views, Menus
April 10 ACCESS Data Structure (Tables, Rules, Views)
April 17 ACCESS Forms and Reports / Menus
April 24 Implementation Plan
May 8 Completed Project
Data Base Projects Spring 2001
1. Syracuse Neighborhood Watch
Contact: Jim Crosby (Jim Crosby [NWGS@aiusa.com])
The Neighborhood Watch Groups of Syracuse is a Not-For Profit Corp. that works directly with the Community Policing Division of the Syracuse Police Department. Our office is located on the second floor of City Hall Commons. Our role in the community is to assist interested neighborhoods in becoming organized as Neighborhood Watch communities. We currently keep track of approximately 100 watch groups in the City of Syracuse.
In keeping track of these groups we use three database programs built in the Access program. Our first database contains information as to group name, group contacts with phone numbers and address, meeting dates and locations, police department map designations, NW street signs that have been put up in the area, and notes from the meetings each group holds. Our second data base is a mailing list database with the names of 2000 people that participate in the various watch groups around the city. The third database is relevant to meeting information.
The system works, however I am sure it can be streamlined to work more efficiently, while possible adding other information as needed. Instead of operating from three different database's, I would think our goal would be to operate from one, and again make it more efficient than it currently is.
2. SARAH HOUSE
Contact: Mary K. Keough, Director
130 Roberts Avenue
Syracuse, NY 13207-1348
Demographic and statistical data kept by Sarah House and their intended uses:
¨ Residency of guests to show areas where majority of guests come from for fundraising purposes e.g. showing a particular organization that we have had guests from their community.
¨ Illness of guests fundraising purposes organizations (American Cancer Society, Heart Association) and drug companies.
¨ These areas also are tracked to assist us in volunteer training keeping us informed of common treatment patters, locations, etc.
¨ Donor information aids in grant applications and requests if we can show support from particular geographic areas, professional areas, etc.
We need help to find or design a database which will not only keep our mailbox data (names, addresses, types of support, etc.) but will also allow us to tabulate that data for the reasons outlined above.
Currently, we have two separate programs doing this and need to explore having the one program which will provide us with the necessary information and the ability to turn it into usable information.
3. Syracuse Community Radio (SCR)
Contact: Dennis Earle, Board President (firstname.lastname@example.org)
SCR is a community based nonprofit radio station that operates in Central New York. The station broadcasts from Fenner, New York (near Cazenovia) at 49 watts and in southern Onondaga County at 100 watts. The station is also web broadcasted from their website at www.wxxe.org. The station has a wide variety of programming including many styles of music, public affairs programming (both call in and interview shows) and promoting community events. It is a volunteer run and operated organization. The station is currently located in the Westcott Community Center (on the corner of Euclid and Westcott Streets) and plans to move into the ENACT building (on the corner of East Genesee and Westcott Streets) when renovations are completed in 2002.
Database needs and potential uses:
The organization is responsible for collecting and maintaining log information for FCC. This information gathered involves the logging of testing emergency response systems, any problems with broadcasts and how those problems were rectified. The agency is also funded through membership dues, donor funds, fundraisers, grants and eventually by underwriters. For these fund-related purposes, the agency needs to maintain records on contacts (business and networking outreach), members, donors, grant opportunities and current proposals. In terms of music and programs, the agency would like to track music played on programs by label for the purposes of reporting and soliciting more music. There are also applications on file with the FCC concerning signal expansion that have requirements and rules that will need to be tracked by date of file and required completion parameters and dates.
Min Soo Lee
4. Foundation for Hospices in Sub-Saharan Africa
Contact: Peggy Harper [PHarper@hospicecny.org]
990 Seventh North Street
Liverpool, New York 13088
FHSSA is only about 15 months old since its inception and has only had
enough money since September for staff (me as Executive Director). We are working to share resources with the sub-Saharan countries to assist with the 6000 people per day who die from HIV/AIDS there. Through various ways of sharing resources we hope to help people die with dignity and with as little emotional, spiritual, and physical suffering as possible.
5. Community Benchmark Program
Contact: Carol Dwyer (email@example.com)
102 Maxwell Hall
The Community Benchmarks Program operates on several different levels, primarily due the varied responsibilities of the director. Although the services and activities are often independent of each other, there is frequent overlap in some of the constituencies, yet no organized way of aggregating and disaggregating the current database. While Access is currently the database that is predominately used, some files are also found in Excel. Lists range from less than 100 to several hundred, none of which are relational. In several instances the same person/agency is found on more than one database.
Current databases contain the following lists:
¨ Labor Union Officials
¨ School Districts
¨ United Way funded agencies
¨ Public Administration mailing list
¨ PA projects
¨ Primary Database, which includes some information from each of the above lists
¨ SU Faculty and staff
¨ Several databases used for book promotion
With the exception of the last two items, names/agencies found in all of the other lists are used for varying purposes, including but not limited to:
¨ Project solicitation, tracking and follow-up for Public Administration
¨ Distribution of undergraduate project reports to interested citizens or groups, local government officials and the media.
¨ Occasional solicitation of projects for Policy Studies
¨ Distribution of press releases
The final item on the list was intended to track the distribution materials to various municipal officials throughout the country and to the media to promote activities related to the CBP book, Does Your Government Measure Up? which has not been successfully implemented.
This proposal seeks to have a relational database designed to facilitate mailing and project tracking, along with the creation of a variety of queries/reports/forms for reporting purposes and a users guide to enable staff/work studies to use the database(s) more effectively and to manipulate the design to meet changing needs.
Appendix B - Peer Review Process
On December 13th, please hand in a written assessment of each team member on your project, including yourself. Each team member's evaluation must be on a separate sheet. Specific results will kept confidential with the same treatment as if they were grades.
Criteria to keep in mind include:
1. Research efforts and accomplishments
b. Structured important tasks
c. Systematic, thorough, accurate, timely task execution
d. Communicated results clearly
e. Used results of others well, integrated results
2. Interpersonal and team interactions
a. On time, dependable
b. Professional resolution of conflicts
c. Enthusiastic, team spirit builder
d. Takes responsibility
Each team member, please use a separate sheet of paper and the following form. On the overall assessment:
'-' means performance below acceptable
'0' means performance at acceptable
'+' means excellent performance
'?' means that you do not have enough information to make an overall assessment
If you wish to express extreme opinions use '--' or '++' .
Team member being evaluated:
Major Efforts and Accomplishments:
Areas That Need Improvement:
Overall Assessment (--, -, 0, +, ++, ?)