Ymddiriedolaeth GIG Siroedd Conwy a Dinbych
Conwy & Denbighshire NHS Trust
BLACK 97
POLICY FOR DATABASE DEVELOPMENT AND
SUPPORT
Policy Details:
Title: Business Analyst
Dept/Working Group(s): IM&T Support and Development Team
Validating Body: IM&T Committee
Date validated: 4 July 2005
Current review changes:
Reviewed May 2006 - no changes to the policy
Ratifying Body: Trust Management Team
Date ratified: 18 October 2005
Date operational: 9 November 2005 / 17 May 2006
Date to be reviewed: 17 May 2009
Refers to the following policies:
Review History:
First Operational: 9 November 2005
Previously Reviewed: Updated yes/no:
POLICY FOR DATABASE DEVELOPMENT AND
SUPPORT
Contents
1. Introduction: 2
2. Development of New Database Systems: 2
2.1 Making a Request: 2
2.2 Approval process: 2
2.3 In-house Database Development: 3
2.4 Third Party Database Development: 3 3. Existing Database Support and Changes: 3 4. Databases Developed Outside the Procedure Detailed Above: 4 5. Database Request flow diagram : 5
1. Introduction:
The Information Management and Technology department (IM&T) receive numerous requests for advice and guidance on the procurement of new database systems and for ongoing support of previously developed databases systems. This policy describes the process of database system development, the responsibilities of the department requesting the system and the IM&T department's obligations.
2. Development of New Database Systems: 2.1 Making a Request:
In order to request a new database system a call must be logged with the IT Service Desk (ext 4980) via phone or email. A brief description of the requirements will be requested and a call number will be allocated.
The Support and Development team will discuss the database system request to decide on the appropriate team member(s) allocation to the project. The Team Coordinator will contact the requestor to arrange a meeting to discuss requirements, timescales and completion of any required paperwork. It is the responsibility of the requesting department to ensure appropriate members of staff are available to attend.
2.2 Approval process:
Documentation must be completed and signed prior to the start of any development. The requestor should complete a Request for Work form and submit to the IM&T department for approval. Generally endorsement is required from Support & Development Manager, Head of IM&T, Network Team but will occasionally be required from The IT Strategy group.
On approval the allocated Team Coordinator will meet with the requestor to advise and assist with mapping workflows, data requirements and required outputs. This will form the basis of the project brief and projectinitiationdocument (PID).
If the request is not approved the IM&T department will contact the requestor with a full explanation.
Once the PID has been approved it will be the responsibility of the requestor and of the IM& T department to decide if this will continue to be an in-house development or if a full procurement process, to find a third party supplier, will need to take place.
2.3 In-house Database Development:
Project team members will be allocated once PID has been approved. A team must consist of: a project manager, an allocated team member responsible for developing the software and a member of the department making the request who must have authority to make decisions, sign off paperwork and take ownership of the project. The project team will vary in size depending on the project, with dual roles
occasionally being undertaken by the same member of the team.
The project team will agree and sign off a project plan and all other associated
paperwork. This team will be responsible for any quality issues and for keeping other interested parties informed of progress etc.
Once the database is delivered the project team will close the project. The requestor will be required to sign a Fit for Purpose paper.
If any changes to the database are required after delivery a further Request for Work form will need to be completed, (see item 3 of the policy).
2.4 Third Party Database Development:
The process is to be followed as detailed above. However the requesting department must take ownership of the project and a senior member must co-ordinate project team membership. This should include an expert from the requesting department and appropriate members of the IM&T Support & Development Team.
The project manager must ensure the procurement process follows PRINCE principles and that all due processes are adhered to.
A Project brief, PID, and a Project Plan for procurement will be produced.
Companies will be invited to demonstrate their analysis of the workflows provided and present their software solutions. Once the procurement exercise is complete and a preferred supplier has been chosen a business case will be written and the project will be closed.
3. Existing Database Support and Changes:
If existing database requires changes, e.g. reporting requirements alter and extra data items need to be collected; the following process must be undertaken:
The requestor must either log a call with the IT Service Desk (ext 4980) or send a short email. A brief description of the requirements will be requested and a call number allocated.
At this point every effort will be made to involve the original developer of the database to ensure continuity. The allocated Team Coordinator will contact the requestor to arrange a meeting to discuss requirements, timescales etc and completion of any required paperwork. It is the responsibility of the requesting department to ensure appropriate members of staff are available to attend these meetings.
Documentation must be completed and signed prior to the start of any development. The requestor should complete a Request for Work form and submit to the IM&T department for approval.
On approval the allocated Team Coordinator will meet with the requestor to advise and assist with mapping workflows, data requirements and required outputs. A project plan will be agreed and signed.
On delivery of the revised database the project team will close the project. The requestor will be required to sign a Fit for Purpose paper.
4. Databases Developed Outside the Procedure Detailed Above:
It is not the responsibility of the Support and Development Team to support databases developed outside the procedure detailed above. The IM&T department hold a register of all small systems / databases within the Trust and the status of each i.e. “in house”, those supported by third party suppliers and those with no appropriate
support.
Staff aware of databases previously developed outside the procedures detailed should contact the IT Service Desk and log a call (ext 4980 or email). A member of the IM&T team will then arrange to meet, risk assess and discuss options available.
Consultation has taken place with:
Name Title Date consulted
Head of IM&T Sep 04 Support and development
Manager
Sep 04
IM&T Strategy Group Aug 05 Heads Of Department Oct 04
Flow Diagram For Database
Request Made For Development Log Call On Helpdesk New Development Visit Requestor / Document Flows Internal Development Yes Follow Development Protocol Follow Procurement Protocol No Update Workplan In House System Change Control
Docs Contact Company
Yes No
No Yes
