Table of Contents
II. What the Database Manger is not
III. Applications under the jurisdiction
of the Database Manager
IV. Technology Mandates
V. Restrictions of content or usage
VI. Relationship of the Database
Manager to the Board of Directors
VII. Accepting information for the
VIII. Profile of current “day to day”
types of tasks
IX. Skill set requirements versus Capability
provide mailing labels for:
Mailing of Chess Horizons
label service for other organizers promotional mailings
provide information to aid and assist organizers and members
based Membership Status
based Ratings lists
Membership status lists for organizers (no confidential information)
for Journalists ( ID, Name, City and State)
and retrieving of information for the Maca Registration Database
replace non-USCF ID numbers with actual USCF numbers when they become
provide monthly back-ups of the applications and data. The back-ups must reside in a physically
different location than the primary data and shall be placed in the
inform the Membership Coordinator of the need for Membership cards to be issued
or of any issues arising concerning membership status.
assist the Membership Coordinator in determining the appropriate resolution of
any issues arising concerning membership status.
issuing of membership cards
receipt of membership monies
any membership issues.
directly with the members concerning any membership issues.
central Maca Membership Database
Maca Event Registration Database
large pool of people with sufficient expertise to make improvements or repairs
to the database should continue to exist well into the future.
Access while not trivial to learn is has for a long period of time been
considered to be one of the most powerful low-end databases available.
behind the scenes language used for advanced features is based on Visual Basic,
a widely used and well-known language.
database must be run in MS Access 2000 or higher.
maintain the privacy of our membership, personal information shall not be made
available to third parties and shall be restricted to Maca board members with a
clear need to know.
organization retains all rights and ownership of the Applications and the data
contained within the applications.
the Database Manager IS a member of the board, the Database Manager shall
answer directly to the board and take directions from the board.
Membership Coordinator is the primary source of information regarding members.
Treasurer is permitted to submit information.
Tournament coordinator is permitted to submit information
Agents of the board may submit information.
may submit information regarding their own membership.
Through both the 2001 and 2002 terms of office, almost all
Database Manger work was performed via email.
The only non-email based tasks were the sending of reports to the board
or the dropping in the mail of mailing labels, primarily for Chess Horizons.
Membership ID numbers
The Central database requires that all people in the database
have a unique ID number. ID numbers
shall always be the USCF ID number if available. Often, players join Maca who have not been issued a USCF ID
number yet. Audit Queries have been
created to track who’s ID numbers are not yet USCF Ids. It is a responsibility to check either with
the USCF supplements, the USCF On-line ratings or available cross tables to
update each member to have a USCF ID if available. Typically, every other month is a good time frame to under take
Membership records for Expiration and other items.
sources of updates
from the Treasurer, Tournament Coordinator and Prison Coordinator with update
and Excel Attachments containing update information from the Membership
Coordinator returning the Registration Database
entry. This consists of copying the
update information sent, typically via email, into the Notes section of a
members record. Each item to be updated
is put into the copy buffer by double clicking and performing a ctl-C copy
operation. Paste buttons are provided
for most fields to allow a one-click pasting of the information into the
from the Registration Database. This is
a multi-step process where queries are provided to perform the various
operations required. Typically, 90% of
the records will transfer relatively easily.
The remaining records will either require “scrubbing” using queries,
research to resolve issues or manual entry.
import into Comparison Forms. This
consists of preparing an Excel spreadsheet for import into a temporary
table. The table then needs to be
adjusted somewhat and a cursory look at the data made before continuing.
records in the temp table that have matching ID numbers, a separate field by
field comparison form is provided for rapid updates of the records. Records updated this way are then tagged as
completed to eliminate them from appearing during other update processes.
records in the temp table that need to be added as new to the database, the
Main edit form has a section that will display these records with various auto
copy and paste buttons provided to allow rapid entry into the database.
The databases are not maintained as fully packaged
applications. This is done intentionally
due to the need for many small adjustments to queries and the customizing of
of modifying queries to alter ranges and selection criteria.
of modifying reports to customize labels
of performing Excel imports of data.
of performing all additional following levels.
of performing (learning) Registration database preparation, which require
editing a small amount of text, located in code modules and compiling the code
of safely compacting and repairing the database on a periodic basis.
of re-establishing links to tables located in other Reference databases.
of performing all additional following levels.
of zipping files and attaching them to email for off-site backup purposes.
of using Access in a development mode as opposed to a fully packaged
of understanding when the large number of queries and reports that must be run
and exported. This includes the various
tables generated for demographics and reports needed for the Board and other