1. A Project in Database Analysis Redesign and Conversion
1.1. Abstract
The goal of this project is to convert a database system that is currently being used by a small community service organization in Montgomery County PA. The agency wishes to replace the current system, not only because it has become outdated, but primarily because the system lacks key features and capabilities which the agency requires from it.
The purpose of the agency is to administer programs designed to assist individuals and families in achieving economic self sufficiency. Some of these programs are funded by the Community Services Block Grant (CSBG), administered by the U.S Department of Health and Human services. Results Oriented Management and Accountability (ROMA) is a performance-based initiative which monitors and evaluates the performance of these programs. Every agency that receives any CSBG funding is required to provide statistics about the clients who use their services, regardless of whether a particular service is funded by CSBG monies. In addition to ROMA reporting, the agency needs to be able to evaluate its performance by assigning self-sufficiency levels to its clients, which help the agency track their progress towards self sufficiency. The current system, Clients to Success (CTS), was intended to provide the information required by the agency for these purposes.
Although the current system has the capability to track all the pertinent information, it has some weaknesses that make it an ineffective tool for the agency. The fundamental weakness is the method used for data collection. There are no systematic procedures in place to ensure the integrity or completeness of the data. Without these controls on data input, the system can not be relied upon to generate accurate or meaningful output.
There are two primary objectives for the conversion of this system. The first is to identify and implement data input strategies that not only reflect the business processes of the agency, but also ensure more accurate data collection. The second is to improve reporting capabilities in order to simplify month end procedures as well as provide meaningful statistics about the effectiveness of the services the agency provides.
