Hello,

I was wondering what experience is needed in order to create a database? Do you have to use a specific program? Does the client tell you what to use?

I know how to maintain and clean up a database but I'm not sure on how to create one but would like to offer it as a service.

Any feedback would be great!

Thanks!

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Julia

I use Access to create my databases and most clients will tell you if they want a specific software program. There is a lot of resources out there to learn to use Access. Some will even be found in this forum.

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Lee Drozak
My Office Assistant

Hi Julia,

That is great that you want to learn how to create databases. There are so many different types of databases you can create from MS Access, to SQL and the list goes on and on. If you have MS Access you can start playing around with that program to see if you like designing them. If you do, then I suggest checking out a lot of books from your local library or better yet, taking a course either online or locally. You need to understand relationship structure and some other topics specific to database creation.

I would stay away from offering database design as a service until you have a strong grasp on it... this goes for any service you plan to offer actually. Designing databases are great, but can be very challenging. If you have any other questions, ask away.

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Darlene Victoria
Host of A Virtual Perception Podcast
Owner/Operator D. Victoria Virtual Assistance

Hi Julia,
I used to use Access when I worked full time (before kids) and in the old days I programmed in DBASEIII (an ancient program). I love to do it, but I'm just getting back in the world of automation with my business and recently took a class on Access 2007 (since I now have Office 2007). It was a whole new world. I loved the class, but may take an additional class before actually offerring the service to my clients. I always thought I was really good at database management, but I'd like a little more under my belt. You may want to look up classes at your local high schools and colleges. One of our local colleges offerred a 6 hour class I took 2 weeks ago for $130! You can't go wrong there! You can also dabble in Access by creating your own Christmas card database. Best of luck!
-Diane

Julia-it really depends what your client needs are... I have worked strongly with Adapt and Excel in itself...both have proved to be useful in creating databases. There are also other databases that track your time and manage the tasks for individual clients...

Hi Julia,

I apologize in advance for the very long-winded post. I know no one is going to read it all. What Darlene said is so true. Go by that. And as others have said - it depends a lot on what the client needs.

To add a bit more on the terminology - there are two main entities - 1) the data, and 2) the database. The database is the "container" that holds the data. So there are different types of services you might provide:

1. A "user" uses a pre-built database to input data and maybe run reports. As a service, this might be called data maintenance or data updating - I'm not sure what people are calling it now - but I wouldn't offer it as "database" maintenance (see #4)

2. You could use a database as a tool in your own work (for your own use - you are both the creator and user). Your contract with the client is then just the input and the output. The client would advise what data they want collected (the input) and what information they want from it (the output - reports, charts, spreadsheets, whatever). You don't give them the database afterwards. They will probably want the data, but I would supply the tables only (or a spreadsheet). If you do give them the full database you used, I would add a disclaimer of some sort - or you may be expected to do #4 as part of what they've already paid you. If they wanted a database to use for themselves, they should be starting at #3.

3. "Database development" for others (requires more formal analysis, design, developing, testing, documenting, installing, training, etc) - it has to be more professional and user-friendly than what you might build for your own use. And it may involve investment in various database software.
- could be creating a single-user database for one other "user" to use (easier)
- could be creating a multi-user database that several other "users" use (harder)

4. "Database maintenance" generally refers to ongoing support for something you developed in #3 - fixing bugs, upgrading, enhancing, etc (i.e., it doesn't mean inputting data).

5. And heaven knows what might be involved in developing online databases... can't comment on that.

If you have Access in (Microsoft Office) you can learn the basics from books and playing around with it. It can, though, get complicated when you move from "simple" tables to "relational" tables. My personal recommendation is to take courses because I think it's important to get a solid foundation on how a database works.

My disclaimer: I worked in database development for quite a long time, but in a more corporate environment - not as a virtual assistant. So my comments are coming from that perspective. The VAs who do this kind of work might have a different perspective - and maybe the terminology that I'm used to is different out there in the real VA world - maybe more relaxed. And maybe they have more options than what I have above. And MAYBE I'm just right out to lunch.

Actually, I'd like to know what they have to say about #2 - what they would advertise it as - whether clients want this service or not. That's what I'd like to offer.

Ok, I'm done.

Deb

Hi Julia,

I've used programs as simple as Excel and as complex as Oracle -- and there are many in between. It just depends on what your client wants, how complex the database needs to be, et cetera.

If you are not 100% confident that you know what you are doing, don't offer database design. Don't take the risk of blowing your credibilty by doing stuff that you are not extremely good at. I can offer it because I'm good with Access and my husband (and partner and resident database expert) is available to assist. I've turned down work because it was not in my area of expertise. Did it kill me to turn it down? Yes! But I know what I do what I do well and offer those services and I can sleep at night.

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Julia

I agree! I have experience with it and have used Access along with MySQL but it is hard even for me to actually design one from scratch. I usually say - Database Maintenance, that way they know I know how to use it but not to actually develop one from scratch - unless it is easy. My 2 cents worth...

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Michelle
Mid-Knight Business Solutions

I guess it is preference really, but I found most businesses ask for MS Access or SQL. I prefer MS Access, but that is just because I have used it longer and am more proficient in it. It is important to be very proficient in any programs you offer or have a good network source to go to incase of trouble.