Everything you wanted to know about databases… well, ok, maybe, not everything. But I wanted to write just enough for a new user to understand what the difference is between a database and a software program and to help people who are looking for either to have a few more “tools” in their tool belt. There is tons of information available in Wikipedia to help people understand all of the aspects of databases and software programs so if this article tickles your interest that is a great place to find out more.
Simply put, a computer database is a structured collection of records or data that is stored in a computer system. The structure is achieved by organizing the data according to a model, the most common of which is the “relational” model (as opposed to a “”hierarchical” or “network” model).
A computer database relies upon software to organize the storage of data. This software is known as a database management system (DBMS) – the “engine” if you will, with the specific type of software program being the car that is built around it. You might have the same engine (Microsoft Access, Oracle, SQL or Filemaker are all popular engines) but the car could be a bus, van, Escort or Lexus. That is where the programming comes into play. Computer programmers are often referred to as architects because they are designing the body of the car using one of these engine products as the engine for their program. Yardi, CAM*Pro, CondoManager and Tops 2000 are all examples of HOA specialized software built with different capabilities and different “engines” powering them.
Just as an 8 cylinder engine differs from a 4 cyclinder engine in size, power and capability, there are differences in these DBMS “engines”. A great deal of the internal engineering of a DBMS, however, is independent of the data model, and is concerned with managing factors such as performance, concurrency, integrity, and recovery from hardware failures. There can be large differences between these basic “engines”.
Databases are used in many applications, spanning virtually the entire range of computer software. They are the preferred method of storage for large multiuser applications, where coordination between many users is needed. Even individual users find them convenient, and many of our electronic mail programs and personal organizers are based on standard database technology.
A software program using Microsoft Access as the engine, could be as simple as information related to vendors containing the data relating to each such as name, address, phone and email.
Software can be used for accounting (including large scale calculation abilities), or to manage associations (or a combination thereof). Software development is not cheap and (as long as the DBMS product used is sufficient for the task) the better the engineering (architecture) is on the front end, the fewer problems you have on the other end.
One of the most important aspects of database software is that it is only as good as what you can get OUT of it. This is called its “query ability”.
Querying is the process of requesting various information from different perspectives and combinations of factors. Examples: "How many of our units are rented?" “How much money did we spend on deck coating in 2007?” “What rules violations are outstanding right now?” “How many fines have we imposed on this one owner?” As long as you have the necessary fields completed, and a hefty reporting capability built into the programming, you can get that answer, especially if you have protocols in place to ensure the consistency of data at the time it is entered.
A database query language and report writer allows users to ask questions of the database, analyze its data and update it accordingly. It also controls the security of the database.
When programs are customized for each data entry and updating function, the software can also leave an audit trail of actions or provide the kinds of controls desired in a multi-user organization.
Understanding the basics and knowing what you need are the keys to getting the right software. If you are happy with your accounting software, or you outsource this function, perhaps all you need is the management capability. Until recently, there hasn’t been a specialized software for managers that was not built onto an accounting package. Now, CAM*Pro and a few others are filling that void.
As more software becomes available, knowing your needs can help you get the software you need at a cost you can afford. Creating a comparison chart will help you figure out what features each software has and also compare costs to some extent. Software varies hugely in its cost but there IS affordable powerful association management function software out there. It is worth the time and effort it takes to research this type of investment in your management future!
Gayle J. Hasley,
Community Association Manager
Community Association Homeowner
gayle@campro.us
www.campro.us
