Programming Requests

The administrative system used at Carthage uses TEAMMATE, a database management system that includes selection of records, reports, merge files, cross tabs reports, and inquiry that can be self designed by system users. In most cases, the needs of each office for reporting on a regular or adhoc basis can be accomplished with this system. If you need help using TEAMMATE contact Administrative Services at extension 5493. However, sometimes there are necessary activities that cannot be supported through the use of TEAMMATE.

The use of IBM Query can in many cases be employed to accomplish a task that TEAMMATE cannot due to the greater fliexibility of linking files in IBM Query. However, IBM Query does not afford the same level of formatting that TEAMMATE offers. If you have tried to accomplish your task using TEAMMATE and need help with IBM Query please contact Administrative Services at extension 5493.

Tasks that cannot be accomplished by using either TEAMMATE or IBM Query may be accomplished by creating merge files using either facility and then using Microsoft Access or Microsft Excel to produce the desired report. If you need help accomplishing such tasks, contact Administrative Services at extension 5493.

Sometimes information that is desired for a report or other tasks is not available to the user due to security restrictions. Security for the administrative system is designed on a need to know and functional needs of the office in which the user works. If you experience a security issue when using any data related to the administrative system, please contact Administrative Services at extension 5493.

When none of the above support your needs for information programming may be considered. The use of programming to solve problems employs powerful tools. However, the use of programming is the most expensive means of resolving needs for information. It is also the method that takes the most time to obtain the desired results.

A successful programming project is the result of careful analysis of information and output needs, designing a system to meet those needs, writing the procedures and programs required, and then testing the results for accuracy and completeness.

When a programming request is received by the Director of Administration the requestor will be contacted by a member of the Administrative Services staff. Large projects will be directed by the Director of Administration. The following course of events can be expected:

1. Conference to discuss the needs for programming. At this conference an analysis of the needs will occur and other alternatives to resolve the needs for programming will be discussed. This is done to ensure there is a need that cannot be handled in another manner which would provide a solution much quicker and at much less cost. Many times the process ends because another alternative provides the information needed much quicker and at less cost than programming.
2. If programming is determined to be the appropriate means of handling the need for information, then the project will be assigned to a programmer/analyst. That person will work the the system user(s) do completely analyze the problem and report back to the Director of Administration. The programmer and Director Administration will develop a plan for the programming project.
3. The plan for the project will be presented to the person(s) requesting the programming and others as appropriate. The plan will be presented and adjusted as appropriate.
4. The programmer will write the procedures, programs, and documentation required to complete the project.
5. When the procedures and programs are ready to be tested, the programmer will contact the appropriate users to help with the testing of the program.
6. After testing has been accomplished and any adjustments to the programs and procedures are made, training, documentation, and making the procedures "live" will occur.

In the event that programming may be needed, the above process can be started by filling out the Programming Request below and forwarding it to the Director of Administration.