(continued)

Although a database is harder to set up in the first place, it can be much easier to use thereafter. Users can find and format their data via mouse clicks; they have access to interrelated lists and tables; they don't have to worry about naming and saving files or the errors that come from data redundancy; and they get automatic, multiple views of the same data.

The tradeoff is that report formatting is more rigid, but that can be advantageous too. Users can focus their attention on information instead of the mechanics of file manipulation. These systems can be cross-platform, Web-capable, and able to support many users simultaneously. Multiple related databases can reside on different servers, though this can complicate centralized planning, control, and archiving.

Selecting Software

Large firms may require the power of database systems like Oracle, but for small and medium-size firms, I recommend FileMaker Pro. What it lacks in raw power, it makes up for in ease of use. It can be set up in a peer-to-peer network, does not require database programmers for simple setups, is cross-platform, and has a superior graphical user interface. Server and Web versions are also available.

Because every client copy of the software is a development environment in itself, each user can create tables and layouts, which can be linked incrementally into a complete, integrated system. But by having the modules linked, there's only one copy of the source data, a chief reason for the database's power.

An Example

A simple example of this power can be shown in the procedure for creating a personnel directory for a new project. Because this new item in the projects database is implicitly linked with the contacts database, it's easy to compile the project-specific directory. The project manager simply selects names from the contact list, and that person's information is automatically linked but not literally duplicated anywhere.

Every project will have multiple items from the contact list and vice versa. This many-to-many relationship can grow to become quite complex without disturbing the simplicity of the easily updateable single contact database.

And any item in a personnel database can be used in any other portion of the system. For example, each staff member may be assigned a billing rate. This number could be applied in calculations for payroll, billing, or managing project budgets. Indeed, having all this information centralized gives project managers a far more timely control over their budget and schedule.

Architectronica's Information System

In my sample information system, virtually everything an architecture firm generates, except project drawings, is stored in the database. For products of the design phases, this might include architectural programs, cost estimates, specifications, and product data.

Even though it doesn't contain the drawings themselves, the system can track when drawings are completed, revised, and shipped and, perhaps most importantly, where they are stored.

For construction administration, the system can track logs of change orders, pay requests, requests for information (RFIs), and submittals.

For marketing, this same database includes all of a firm's proposals, project descriptions, cut sheets, and staff bios. Not only can this information be searched easily, it can be sorted on any number of criteria, making it easy to find and organize the data needed for a new proposal.

This information system also handles routine correspondence (memos, addenda, site visit reports, fax logs). The system can be set up to format these various forms from the same core data. Historical records can be maintained by freezing the address in a letter, for example, instead of having it change when the core data is updated.

Replacing Other Software

This database system can also be set up to do tasks normally ascribed to other software types. It can maintain calendars, both for individuals and for teams. It can calculate cost estimates, track project scheduling, print invoices, and compile door and window schedules.

Except at the points where new data must be typed in, most of the user interface takes the form of clicking on check boxes and selecting predictable options from pop-up lists. The database system can also ease data entry by checking to make sure that the new data is of the correct type and within a reasonable range.

One side benefit of this standardization is that the database system, over time, tends to embody the firm's collective understanding about how jobs are run, how long particular tasks take, and so on.

As daunting as a complete system may be, it always starts with a simple chart of information. With the right software, it can grow incrementally until it eventually becomes the firm's knowledge base.

Barry Isakson, AIA provides computer-aided practice consulting services to other design professionals. His Southern California-based consulting firm, Architectronica, concentrates on designing information management systems. This article was written with assistance from B.J. Novitski and based on a presentation delivered at "Form! Function! Future!"—a conference on professional practice sponsored by the American Institute of Architects and held in Portland, Oregon in October.

No matter how large a centralized database system becomes, there is a always a relatively simple central menu and interface from which all information is accessible. Image: Architectronica From the main menu of Architectronica's information system, users have easy access to every bit of data and related functionality they need. Image: Architectronica Maintaining project data can be useful in a variety of ways: for tracking design intent now; for retrieving marketing information later. Image: Architectronica A project directory is simply a particular grouping, with a particular formatting, of core data. Image: Architectronica Developing a directory for a new project can be as easy as selecting from an existing list of contact names. Image: Architectronica With complete project data at their fingertips, project managers can easily track how much of a budget they've spent and compare that to the work remaining. Image: Architectronica In Architectronica's information system, consultants can be tracked by their contract amounts paid and owing. Related menus organize information for budgets, submittals, and RFIs. Image: Architectronica FileMaker Pro can be used as a project scheduling tool, tracking tasks by phase or milestone and by responsible team member. Image: Architectronica   Click on thumbnail images to view full-size pictures.