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Buying Guide for Database Design
Introduction
If you find yourself increasingly juggling spreadsheets and other types of files, trying to pull out the data you need and put it together to make some sense out of how things are running, it may be time to transition to a complete database solution.
With the right database design, your company is able to access and use big data (potentially billions of data bits) to generate complex reports based on hundreds of variables. The cost savings potential is huge - from inventory ordering and tracking to payroll to invoicing and receivables to sales and marketing - having a comprehensive database where all the data is accessible from one central place gives you a power to control costs and boost profitability like never before.
If you are trying to decide whether transitioning to a database system is the right choice for your company, this Buying Guide will give you the insights you need to make up your mind and choose a provider.
Designing a Database
Long before you start the process of selecting a designer or provider, you need to do your own in-house research and brainstorming to figure out what your needs are, what is missing and what your goals for your new database are.
Here are some great questions you can ask with your team:
- What is the purpose for this database?
- How much data are we planning to store (now and in the future)?
- Who will be in charge of database updates and management?
- Who will have access to the data and at what level(s)?
- What is missing now (reports, analysis, security)?
Answering these questions can give you a working list of benefits and features you want to see addressed in any database you select.
Choosing a Database Designer
You will also need to know what software you currently use before you begin the process of selecting a provider. Some of the most common software includes SQL, Oracle and Access, but there are many others as well.
Whether your designer works with you to customize an out-of-the-box database solution to your needs or designs a database for you from scratch, you want to make sure it is written in a common language that other designers will be able to work on if needed.
You also want to select a designer who gets your industry and your needs. Finding a designer who is fluent in your industry's lingo, regulations and practices is ideal - here, it really won't matter if the designer works solo, in a small office or in a large tech company. What matters is the designer understands the mechanics of how your industry works and what you need.
Here are some great questions to use as interview questions for a potential designer:
- How long have you been designing databases?
- What other companies have you designed for (look for ones in your industry)?
- Can you give me references I can call?
- What is the timeline for completing my database once we agree on terms?
- Will you be accessible via email and phone?
- If you are unavailable for any reason who will we talk with while you are away?
- What is your process for handling bugs or errors after installation?
- What kind of training and support comes with your service?
Pricing for Database Design
There is no doubt that bringing in a custom-designed database for your company's use is an expensive undertaking. Companies that opt for this approach understand that they are making a long-term investment into the profitability of the company itself.
You will typically pay for services in installments. The development phase comes first, then the design phase and then the testing/installation phase.
Here are some benchmark costs you can use as a go-by to compare pricing:
Small company, customized application. $2,000 for the development phase; $2,500-$10,000 (50 to 100 hours) for the design phase, $50-$200 per hour for after-installation bug fixes.
Medium to large company, customized application. $2,000 for the development phase; $15,000-$400,000 (100 to 2,000 hours) for the design phase, $50-$200 per hour for after-installation bug fixes.
Extended warranty. This will help with after-installation fixes in that you won't have to pay by the hour. If you purchase an extended warranty, it can cover anything from just basic phone or email support ($300+ per year) to 24/7 service and repairs (10-20 percent of the total project cost).
Buying Tips for Database Design
These buying tips will help you keep costs manageable and think through everything you need in advance.
CRMs One of the easiest ways to keep your database design costs down is to simply use an out-of-the-box database solution. These CRMs, or customer relations management software systems, are often powerful enough for small to mid-sized companies and they typically come with a full range of features, including some industry-specific software designs If you do need some customization, see if your designer can take a box software and make some modifications to save you some cash.
Room for Growth.Add more fields and more storage capacity than you need now - because you may be will need it later.
Privacy and Security. Be sure you know exactly how privacy and security will be handled from within the database. Be sure as well that you are given all passwords and administrative rights plus access to the source code to your own database!
Backup. You want to be sure your new customized database comes with a robust and reliable backup system so data is never lost.
Database Management. If possible, ask the designer to implement track changes and different access levels so you can always tell who has done what where and you know exactly who is responsible for maintaining the database itself.