Living in the so-called "Information Age" dictates that information has a high value and that most businesses cannot function without a means of storing and managing data. Thus, industry and society in general demand not only the structuring of information, but highly effective and specialized systems of interaction with it. Databases provide the solution, and basically refer to places of stored information. In business today though, the term more specifically denotes computer systems whereby highly structured information is stored, handled and retrieved.

In this light, the database developer plays a crucial role in business management. Many companies and organizations need complex custom-made databases to accommodate their information management needs. Database development is a complex, long-term process which requires a reliable expert. It is therefore necessary that you dedicate time and effort to the process of selecting a developer, and the following guidelines should help you in this process.

Establish your Database Requirements

This is the most fundamental step in ensuring successful database completion. The necessity for a thorough study and articulation of your company's requirements cannot be emphasized enough. It will give the developer a clear idea of your database needs, thus increasing your chances of being matched with a suitable database, and will allow for a more accurate quotation upfront.

An assessment of your data requirements will also enable you to decide if you need a custom-built database or whether purchasing an existing system would be adequate. Buying a commercial package will limit your expenses and efforts and provide you with a verified product, but be sure that a system exists that covers your needs. In this case, you should hire a database consultant to help choose and implement the system.

Define your company's general data management requirements, and also be sure to consult each of your separate departments as to their specific data and data reporting needs. These may include functions such as retrieving all records that match specific criteria, retrieval of transaction history, an analysis of overall trends, e-commerce integration and production of budget summaries. Determine also the maximum amount of simultaneous database users, and if you may need different levels of access for different users.

Draw up a detailed requirements document, separating the mandatory needs from the optional, and send this, together with your company's general information and budget, to various developers (every company you know of or that is recommended) as an Invitation to Tender.

Evaluate the tenders and conduct interviews

Carefully consider the tenders and proposals from the various candidates, ensuring that they are able to meet your specific needs efficiently and cost-effectively. Price should not be your ultimate deciding factor, as database development is not a job to be taken lightly and will require a substantial amount of your company's financial and human resources. However, be certain that the developer aims to give you the most cost-effective solution and will not waste your money on unnecessary functions.

An assessment of the tenders will help to narrow down the prospects to a shortlist, but a final decision should be based on both an evaluation of written proposals and in-person interviews with the various candidates. The following are factors to consider when evaluating the contenders:

1. Experience and expertise It is recommended to opt for an experienced database developer, as they will have gained an insight and foresight into potential problems and effective solutions, and generally be au fait with the technical aspects of databases. They will also be more likely to still exist in the long-term, which is crucial when it comes to post-development assistance.

It is beneficial if the developer is experienced in your particular industry, although it is not imperative. A better indication of a developer's suitability is their experience with databases similar in size to your requirements.

Ask to see a list of references that you can contact. Ask these clients specific questions regarding the actual database and its level of efficiency, the developer's service, and the availability of the developer after database completion for any support and problem resolution needed. This will give you an invaluable insight into how your job will be handled. You may also ask to see samples of databases that have been created, and assess these to determine whether they are user-friendly and employ a straightforward and practical interface. (Keep in mind, though, that training in using the databases is usually supplied).

2.Communication Technological know-how does not give someone license to offer explanations filled with jargon. The right developer will be able to explain aspects of the job clearly and be open to any questions you might have. Good, clear communication between your business and the developer is absolutely essential, especially as the professional relationship will be a long-term one.

3.Database Support Related to the issue of communication is that of support. Ensure that the database development proposal includes a certain amount of post-development technical and administrative support, as well as adequate staff training in using the database. The amount of support and training, as well as the types of user manuals or documentation to be provided, should be specified in the eventual contract.

Some developers offer back-up systems to prevent information loss, which is obviously beneficial.

Make the final selection After considering the factors above, you should have a clear idea of which developer will be able to build you an efficient database. If there are a couple that are suitable, opt for a one whose personal skills and communication abilities most impressed you, i.e. choose the person who you liked the most. You will be working in a long-term partnership with the developer and it is therefore important that you get along and understand one another.

Commence the development Once you have chosen a database developer, partner with them in planning the span and timeline of the project. To promote an organized and structured process, ensure that the job be divided into stages, with completion of stages linked to phases of payment. Firstly, let the developer produce a functional specification for your requirements document, which should include examples of how data entry and report production will operate. Once the functional specification is approved, let the rest of the development begin. To ensure thoroughness throughout the process, only commence a stage of development once the previous stage is complete. The last stages of the process will involve the testing of prototypes, the implementation of a fully-functional system, and post-development training, support and maintenance.