METHODOLOGY NAVIGATION

This represents the concluding phase of the DBEM project. It is performed either after Phase 5, or if a project has been discontinued earlier on (such as after Phase 1, 2 or 3).

The formal deliverables resulting from Phase 6 will be the "DBEM Project Evaluation Report" which is reviewed by Quality Assurance prior to being issued to management.  

GENERAL DISCUSSION

During Phase 1 Data Engineering and Project Management prepared the "Data Base Study and Evaluation Report." On the basis of these reports, management either approved or disapproved the project for design and implementation of the data base.

If the project was disapproved, the reasons are outlined during this phase and placed with the original documentation for future reference. If the project was approved, this approval was given as a result of certain expectations outlined within the reports. The purpose of this evaluation is to determine if these expectations were realized.  

THE BENEFITS OF PHASE 6

"Unless we learn from history, we are doomed to repeat it." This may be an old adage, but it is certainly true. Many organizations tend to regard project reviews as a waste of precious time and resources. Consequently, data bases are installed without any type of follow-up. Because of this, many of the benefits were never realized.

The data base organization can realize many benefits from such a review. It is not just a platitudinous statement to say that "we learn from our mistakes." It is a clear and established fact. A detailed audit provides Data Engineering and Data Base Administration with an opportunity to review their estimating and design skills. This knowledge, along with historical data, can be gainfully applied to new data base designs and projects. As such, estimating guidelines can be updated.

A carefully executed audit can also add to the credibility of the data base organization by showing how well they performed and that they can account for their actions. Further, project data can be charged back to user sponsors for services rendered. For example, if a DBEM project is performed in support of an ISEM project, the charged incurred for the DBEM project could conceivably be charged back to the ISEM project.

Finally, as a result of an audit, the data base organization may find that the new data base is simply not functioning in spite of maintenance and revisions. In this event, the audit may indicate an entirely new approach should be taken as opposed to continually fighting the problem.  

"WHEN" SHOULD YOU CONDUCT PHASE 6?

The review should be scheduled for execution after the data base and system has operated for an adequate period of time. Typically, this will be between thirty (30) and ninety (90) days after installation. It may also be advantageous to execute this phase on occasion, just to review the performance of an existing data base. This might be relevant if significant changes in transaction volumes or file sizes have occurred.  

"WHO" SHOULD PERFORM THE REVIEW?

Ideally, the audit should not be performed by the same individuals who developed the data base. A neutral third party should be involved who can audit objectively the data base and the project.

Project Management, Data Base Administration, and Data Communications Administration are normally charged with the task of evaluating a DBEM project. Project Management is concerned with evaluating project data and the others are concerned with performance considerations pertaining to the data base.  

AUDIT CONSIDERATIONS

During the audit the DBA and DCA may identify errors, omissions and severe weaknesses in the new data base. In this event, they may initiate a Work Request/Objective to document the modification/improvement. This will then go through the normal process of evaluation and priority calculation as provided for under the Enterprise Engineering Methodology (EEM).

If you have been collecting Project Management data through computer software (e.g., time, dates, money), this data can be exported to other financial packages and spreadsheets for further analysis as required.

In addition to controlling information resources, the IRM provides auditors with the "roadmap" for locating the control points in a system. Further, the "impact analysis" feature is useful for considering enhancements.  

BENCHMARKING

Benchmarking a data base typically involves analyzing the volume of transactions processed in a prescribed time frame. During Phase 6 benchmark tests are performed to assure that the data base can perform according to specifications and to look for new ways to "tune" the data base.  

DESCRIPTION OF PHASE ACTIVITIES

Activity A - Perform Data Base Audit

Data Base Administration (DBA) and Data Communications Administration (DCA) reviews the original data base design documentation and/or Project Scope to become familiar with the project objectives, if a new or modified data base has been implemented. Next, a survey is conducted to identify how it is actually operating. Any differences with respect to original objectives, as well as operational problems are identified and noted as part of the survey. If any problem areas are identified, Data Base Administration works with Systems Engineering to determine the problem and possible solutions. If necessary, a Work Request/Modification-Improvement is prepared to resolve the issue.

Activity B - Prepare Project Evaluation

DBA/DCA prepares a "Project Evaluation Report" which identifies the actual hours, costs and schedules during project execution. This evaluation is compared to the original evaluations prepared during Phase 1. Any discrepancies beyond a reasonable tolerance are highlighted with explanation. The report includes:

• Phase Cover Page
• Data Base Evaluation - a textual analysis of the completed data base.
• Project Evaluation - a textual analysis of the completed project. This should include sections describing "Lessons Learned" and the final "Cost/Benefit Analysis."
• O-O-M Estimate/Actual - detailing all project estimates, schedules and expenditures.
• Phase Review Checklist - featuring criteria to evaluate the report.