Factors to Consider
For many businesses a custom database may be their best, or even only, alternative. The benefits can be substantial. It is nonetheless not a step to be taken lightly. The considerable gains such a system provides require an appropriate commitment of resources. But how do you know if you truly need a custom solution?
Doing it yourself
Many useful database functions can be handled with entry level databases such as Microsoft Access, Microsoft Works, Claris Filemaker Pro, etc. When they meet your needs these handy products are the way to go. But these entry-level systems have severe limitations which rule them out for most serious business systems, including:
- absence of (or thin) security
- not enough control over user interface
- limited functionality
- limited speed
- not easily scaleable
- difficult to support
At the other extreme, many different "vertical market" programs are available which may meet many -- but rarely all -- of your data and operational requirements. Often these packages are designed with many different potential users in mind. This usually prevents them from doing the job just right for a particular organization. There is always a "wish list" of modifications that are usually impossible to get implemented. If the package only provides for 80 or 90 percent of your needs, it can easily become a stumbling block to future growth, holding you back when your need to move ahead is at its greatest.
Custom solutions
A custom solution has the great advantage of being tailor-made for your organization. It works exactly how you want it to because it was designed from day one to meet your needs. The productivity gains from such a system can be enormous, as it truly automates your specialized processes. And if your business or procedures change, a custom system can easily be modified to fit your new needs, reducing lost productivity and keeping you on track.
Approaching the problem
Weighing the three options above can be challenging. This decision involves not just technical considerations, but also issues of cost, time, growth, flexibility, corporate image, and more.
How we can help
Berg & Associates, Inc. can help you sort through the options. As a start, think through your answers to the following questions. If you find yourself answering "Yes" to more than a couple, a custom database may be one of the most cost-effective investments your organization could make.
- Are you tracking large quantities of interrelated information?
- Are ease-of-use and ease-of-training important, perhaps because of rapid turnover of staff or limited in-house training capability?
- Do you need to protect proprietary information or to protect data integrity against novice users or even intentional disruption?
- Do you need to share information with other databases, departments, or off-site users?
- Does management recognize the value of the data that you track?
- Are limitations of internal resources such that outside expertise should be considered?