Aim: To construct a central repository to house all the data relating to the accredited courses Casey Institute of Technical and Further Education.
A small team of developers designed and constructed a Microsoft Access database.
This included a very complex data entry screen. This screen was extremely important as we wanted to instill consistency in words/phrases used throughout the Institute.
[Access data entry screen]
The data needed to be 'validated' by each department with someone from each department taking responsibility for the accuracy and quality of the data. In addition, a person high up in the Institute hierarchy was to take responsibility for the final overseeing of the accuracy and quality of the data in the database.
A data retrieval interface using Microsoft Visual Basic and some 3rd party tools, was developed for the end-user.
After AusWeb96, the Course Directory took on a new focus - distribution via the Web.
HTML files template files (using Allaire Cold Fusion) were created. This allowed for the dynamic display of the database data on the web. In addition to this, the use of the web database will allow the data to be updated easily without additional software being loaded at various locations for data entry. It is also operating system independent. (Casey Institute currently runs Intel and Macintosh computers)
[code to create the database template files - uses Cold Fusion]
[as it appears via a web browser]
The design of these pages followed the design concepts previously determined for the Visual Basic product.
As development progressed, added value ideas became evident - such as email expression of interests, email enquiries from all pages, additional search options - such as search by campus, searchable glossary.
The Course Directory on the www has been accessed by hundreds of users since January 1997. Most of the 'hits' have been from within Victoria, but there is a notable percentage of hits from around the world. Email enquiries from the course pages are numerous.
Reports generated from the database are being used for many official
reporting requirements. This information now comes from a common
place - the Course Directory database, where the information is
accurate (well more accurate than anything else around the Institute),
consistent and uniform across all courses.
Maintenance:
The database schema requires very little, if any, maintenance; maybe additions and deletions as the need arises. The Cold Fusion template files require only updating with a change in user needs. The largest maintenance issue is the data itself. Trying to get the data 'right' or 'most accurate at this point in time' is the critical issue.
Until the web data entry screens are developed, data is collected using paper-based forms. Available forms include the addition of new courses, update for existing courses, and a form to indicate the availability status of a course to international students. The design of the forms required simplicity. Checkboxes and lists were used where every field in the database needed to be authenticated - at least once (more if the data was unacceptable) by a person in authority (and should know the data requested and would take responsibility for its accuracy).
Procedures have now been designed for the timely updating/verification of the data.
The Course Directory has opened up 'can of worms'. It has thrown Casey Institute into the world of technology - probably before it was really ready.
What's next?:
There are so many other uses for databases - using them effectively
on the web begins a new era. Some of the research that is being
conducted at Monash University/ Faculty of Education, shows how
they be of great benefit to administrative and academic staff
alike. For example: room booking system (how many have of these
have you seen?), calendar of events and dynamic web pages (data
drawn from a database).
Kathy Lynch
[kathy.lynch@education.monash.edu.au] - Monash University, Faculty
of Education