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10–7 Extend Use of Existing Computer Database
access to the computer system. This is not an item that can be completed in a hap-
hazard manner, for it is too complicated to complete without using a rigid, step-
by-step approach, which is as follows:
1. Determine who uses information. Before opening up computer access to
employees, it is necessary to determine who needs the access. For example,
it makes no sense to provide computer terminals to everyone in a company,
only to discover that half of them do not have the slightest need for informa-
tion. Accordingly, one should interview all employees to see what they need
and determine where in the computer system that information can be found.
2. Calculate changes in access volumes. If the new system will result in a mas-
sive increase in user access to the system, this should be calculated well in
advance, so that the central computer system can be upgraded to handle the
extra workload. Additional software licenses may also have to be purchased
to cover the extra users.
3. Construct new interface screens. Some of the data that is needed, as dis-
covered in the first step, may not reside in one place in the computer sys-
tem and may require the construction of new screens in the computer that
bring all of the necessary data together for easier use. This can be a labori-
ous step with a large programming budget. It is also next to impossible to
complete if a company uses a packaged software system that is regularly
updated by the supplier, since each update will probably wipe out any cus-
tom programming.
4. Determine type of access. Once all of the data has been clustered into the
appropriate groups for employee use, it is very important to determine who
gets to change the information. If some employees will not be allowed to,
they must be given read-only access rights in the computer system; these
rights may vary by screen, and should be set up well in advance, so that this
task does not interfere with later implementation steps.
5. Add terminals. There may be a need for extra terminals so that all employees
have easy access to the system. This may require stringing additional cable
or the addition of leased phone lines from other locations for off-site access.
It is also important to ensure that there are enough printers provided to meet
the needs of the additional users.
6. Train employees. The last step before going live with the new system is to
train employees in how to use the computer system. This training should
be custom-tailored to the exact needs of each group that will be accessing
different information in the system, and the employees should train on the
terminals, so that they know exactly what to do. They should also be given
one-page summaries that show them how to access the information they
need.