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Original Query: From Jack Feeney, Academy for Lifelong Learning, Carnegie
Mellon U., Pittsburgh, PA
We have 700+ members and we need to develop a new database program in
which to store all membership and course information. From everything
we have heard MS Access is the way to go. What I'm requesting is whether
other LLIs have developed programs that are tailored for an LLI that uses
Access and whether they could allow us to obtain a copy for us to use
or at least examine. We would be happy and expect to pay. I am aware that
some LLIs have such programs, but we don't know which ones. Thanks for
any response.
From Nancy Gluck, Lifetime Learners Institute, Norwalk CC, CT
We had been using Access for a membership/courses database for four years
now. Access is a full-power database which runs in Windows and offers
considerable compatability with Word and Excel. The best database to use
is the one for which you have good support. Putting together a good database
does require some experience. You can learn the rudiments of the program
in a few hours or days, but that doesn't equip you to design a complex
application. I can probably provide you with a sample database and some
documentation, however it would almost certainly need to be modified to
meet your needs. For example, we do our own registration for courses and
receive and record the money. Many LLIs do not handle their own money;
some register through their affiliated college. Your own way of doing
business needs to be reflected in your database design.
From Caroline Brooks, SAIL, Collin County CC, Richardson, TX
SAIL (Seniors Active in Learning) is small (170 members) and relatively
young. We are just now setting up a database. Access is our choice because
it it the data base software used by the Collin County Community College.
I would appreciate any information you could send. I will be happy to
cover costs.
From Pete Selleck, Duke LLI, Duke University, Durham, NC
At the Duke Institute for Learning in Retirerment (DLLI) we have used
a relational database system in Access for a number of years. It handles
registration and all of our member-oriented record keeping. It does not
include financial accounting. If you will send me your address, I'll send
you a description of the system. I strongly agree with Nancy Gluck that
you must have someone who is at least a journeyman Access user - or who
wants to learn how to become one. Access is a very powerful tool but it
is not particularly user friendly (at least to this user.)
From Jory Peterson - University for Seniors, University of Minnesota
Duluth
We use an Access database to keep track of membership, produce mail labels,
name badges, class lists, prioritize registrations, create wait lists,
etc. The original database we received from Duke University LLI. We then
spent about $1000 to have it tweaked to fit our needs here at University
for Seniors. We do not handle any money through this system. All finances
are handled through the University system. Both staff members that use
the Access database have taken Access training on several occasions and
we have technical support here on campus to help us with any problems
we encounter. The program is easy to use with a little training and has
save countless manhours.
From Dick Vernon – LLI, Baldwin-Wallace College, Berea, OH
We decided to use a database program about 2 years ago. After checking
on available programs we decided on MS ACCCESS. We obtained a copy of
an example ACCESS program developed by Nancy Gluck for her LLI for a nominal
cost. It was an eye opener for us, those who had been skeptical could
readily grasp the advantages of the data base programs and we decided
to move forward - we did not anticipate the challenges we would face however.
It was obvious that we needed to develop an ACCESS program that was unique
for our LLI, I think this would be the case for you also. The cost to
have it developed commercially was greater than our board was willing
to spend, so we looked for less expensive alternatives. After a couple
of false starts we found a nonmember volunteer who wanted to improve his
knowledge of ACCESS, and he graciously developed a program for us. However,
he was not familar with the detailed processes, registration, finances,
etc., of our organization which caused some challenges - we had many,
frequent, detailed conversations. Eventually a person employed by the
college "volunteered" to help us with the updating and maintenance of
the program after getting approval that this activity would be included
in her job description; her supervisor was kind in agreeing.
From our experience I offer the following:
• An example program such as the one from Nancy Gluck easily demonstrates
the possibilities of such a program
• Each LLI will most likely need do develop their own program, our
volunteers decided it was easier to start fresh than modify
an existing program.
• The ideal situation is to get some one who knows the ACCESS program,
is familiar with the detailed processes of your organization,
and will be available to see the project through from initiation to at
least checkout and initial operation.
• ACCESS is very versatile and the financial records can be incorporated
also.
From Ann Burdett - Mohawk Valley LLI, SUNY-Utica, NY
When we began in 1997 we hired a professional program designer to design
our Access database. It contains all the information needed for our organization:
membership information, course registrations, registrations for special
events, monies paid by members, labels, letters to total membership, course
confirmations, class and special events rosters, parking stickers, id
card info, and anything else we need, our designer returns and adds to
the program. Without this database we could not have grown from an idea
to 730 very happy members in three years. One thing to keep in mind if
you are just beginning to build your database, with Access(Office '97).
This will not be compatible with Office 2000 when you upgrade. I would
also caution against having too many people operating the data base. It
is too valuable to risk having it messed up by a novice.
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May 17, 2008
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