Case Study: Common Database

The York and North Yorkshire Infrastructure Consortium identified the need for a central system for storing data within the sub region. The current systems utilised by the infrastructure were unsuitable for the task, and led to duplication.

The consortium realised there was an opportunity to develop an application that would provide much more than a simple database. They wanted to address the need for customer relationship management; to keep data alive; and enable sharing of information.

The suppliers adapted an existing application to provide a voluntary sector data management application that would provide all of the above functions. This application was chosen as itallowed for modification to meet organisations’ specific needs. In addition to the original specification, it also provided integration of customer relationship management; events and resource planning; and flexibility of reporting.

The greatest challenges were installing the application across the 17 organisations without disrupting their existing systems, and the implementation and management of the extra hardware and infrastructure to host the application.

The most significant issue in developing the application was data ownership. Each infrastructure organisation thought that sharing data on individuals and organisations would weaken their ability to deliver services and attract funding. It took time and effort to convince them that the new system would benefit their organisations.

The system is providing a centrally managed and maintained data store that will allow the infrastructure to streamline the way in which they manage data. Information from research projects and surveys will be made available to all the infrastructure organisations. The system has encouraged collaboration between infrastructure organisations and will continue to do so for the foreseeable future.

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