The Database as an Organizational Development Tool Development perspectives for the knowledge economy Donovan Chandler December 2007

About Me Name: Donovan Chandler Working as a Data Manager and FileMaker developer for Azusa Pacific University Been working with FileMaker for < 1 yr Studying for MA in Organizational Leadership

Name: Donovan Chandler

Working as a Data Manager and FileMaker developer for Azusa Pacific University

Been working with FileMaker for < 1 yr

Studying for MA in Organizational Leadership

What’s the Point? Examine some of our assumptions about development Design solutions that are as good for humans as for data

Examine some of our assumptions about development

Design solutions that are as good for humans as for data

Overview of Presentation How Thought Informs Design How Design Informs Thought Thoughts That Matter to an Organization Practical Example Concluding Thoughts

How Thought Informs Design

How Design Informs Thought

Thoughts That Matter to an Organization

Practical Example

Concluding Thoughts

HOW THOUGHT INFORMS DESIGN

The Developer’s Perspective Data Layout Design Logical Structure

Data

Developer Sees… …schema

Developer Organizing Data FMP_8_Checklist_20071023 FMP_9_Checklist_20071214 Mtg_20070815_Database Requirements

FMP_8_Checklist_20071023

FMP_9_Checklist_20071214

Mtg_20070815_Database Requirements

The User’s Perspective Data User Experience Intuitive Structure

Data

User Sees… …interface

User Organizing Data Bob’s list of FileMaker tasks Old FileMaker checklist Meeting with Mark about FileMaker

Bob’s list of FileMaker tasks

Old FileMaker checklist

Meeting with Mark about FileMaker

The Challenge Developers tend to think in terms of the software’s processes and structures Users often operate on other (sometimes mysterious) assumptions entirely This is not a problem, it’s an opportunity : the seeming quirks of human logic are what allow us to do jobs that computers cannot

Developers tend to think in terms of the software’s processes and structures

Users often operate on other (sometimes mysterious) assumptions entirely

This is not a problem, it’s an opportunity : the seeming quirks of human logic are what allow us to do jobs that computers cannot

Implications A database must be regarded not only as a repository for data but as a facilitator of human processes Therefore, designing a good user interface and experience depends on the context and psychology of the users

A database must be regarded not only as a repository for data but as a facilitator of human processes

Therefore, designing a good user interface and experience depends on the context and psychology of the users

Higher Perspective Logical Structure Intuitive Structure Data Layout Structure User Experience

HOW DESIGN INFORMS THOUGHT

Beyond Intuitive Interfaces Understandable = Good

Understandable = Good

Beyond Intuitive Interfaces Understandable = Good But, Great = Understanding

Understandable = Good

But, Great = Understanding

Beyond Intuitive Interfaces Understandable = Good But, Great = Understanding In a manufacturing economy, storage and retrieval is enough

Understandable = Good

But, Great = Understanding

In a manufacturing economy, storage and retrieval is enough

Beyond Intuitive Interfaces Understandable = Good But, Great = Understanding In a manufacturing economy, storage and retrieval is enough In a knowledge economy, information must be rapidly accessed, analyzed and communicated towards collaborative innovation

Understandable = Good

But, Great = Understanding

In a manufacturing economy, storage and retrieval is enough

In a knowledge economy, information must be rapidly accessed, analyzed and communicated towards collaborative innovation

In a Nutshell Good user experiences guess how a user thinks Great user experiences also guide the way a user thinks

Good user experiences guess how a user thinks

Great user experiences also guide the way a user thinks

Programming People? Yes! For example, Quicksilver or Spotlight

Yes!

For example, Quicksilver or Spotlight

apu/

apu/Applications/

apu/Applications/FileMaker Applications/

apu/Applications/FileMaker Applications/BaseElements/

Ctrl+space

“ base”

“ base” Still remember the old file path route? I don’t! apu/Applications/FileMaker Applications/BaseElements.fp7

THOUGHTS THAT MATTER (From an organizational behavior and development perspective)

(From an organizational behavior and development perspective)

Comparing Trends Manufacturing Clearly delineated roles and hierarchy Standardized procedures Information goes up decisions come down Homogenous population and behavioral expectations Knowledge

Manufacturing

Clearly delineated roles and hierarchy

Standardized procedures

Information goes up decisions come down

Homogenous population and behavioral expectations

Comparing Trends Manufacturing Clearly delineated roles and hierarchy Standardized procedures Information goes up decisions come down Homogenous population and behavioral expectations Knowledge Teamwork and temporary taskforces Flexibility given in favor of creativity Information shared vertically and laterally Diverse employees, partners and markets

Manufacturing

Clearly delineated roles and hierarchy

Standardized procedures

Information goes up decisions come down

Homogenous population and behavioral expectations

Knowledge

Teamwork and temporary taskforces

Flexibility given in favor of creativity

Information shared vertically and laterally

Diverse employees, partners and markets

Comparing Values Manufacturing Predictability and reliability Stable structures Impartiality Expertise Clear lines of control Knowledge

Manufacturing

Predictability and reliability

Stable structures

Impartiality

Expertise

Clear lines of control

Comparing Values Manufacturing Predictability and reliability Stable structures Impartiality Expertise Clear lines of control Knowledge Networked Flat structure Flexibility Diversity Global

Manufacturing

Predictability and reliability

Stable structures

Impartiality

Expertise

Clear lines of control

Knowledge

Networked

Flat structure

Flexibility

Diversity

Global

In Practical Terms Look for the assumptions behind common questions that are being asked Take a moment to put yourself in the user’s perspective Learn to ask “why” until you’ve drilled down to the root assumptions (without getting too annoying)

Look for the assumptions behind common questions that are being asked

Take a moment to put yourself in the user’s perspective

Learn to ask “why” until you’ve drilled down to the root assumptions (without getting too annoying)

Common Questions Revised Who deserves access to the data?

Who deserves access to the data?

Common Questions Revised Who deserves access to the data? Who can possibly leverage this data?

Who deserves access to the data?

Who can possibly leverage this data?

Common Questions Revised Who deserves access to the data? Who can possibly leverage this data? Which positions own which processes?

Who deserves access to the data?

Who can possibly leverage this data?

Which positions own which processes?

Common Questions Revised Who deserves access to the data? Who can possibly leverage this data? Which positions own which processes? How do we enable clear and flexible delineation of roles?

Who deserves access to the data?

Who can possibly leverage this data?

Which positions own which processes?

How do we enable clear and flexible delineation of roles?

Anatomy of a Business Approach Networked Flat Flexible Diverse Global Strategies for excelling in the new environment

Networked

Flat

Flexible

Diverse

Global

Anatomy of a Business Approach Networked Flat Flexible Diverse Global Cultural Strategic Political Strategy Aspects to be addressed within each strategy

Networked

Flat

Flexible

Diverse

Global

Whose job are we talking about anyway? If you think of yourself as just a developer, you’re missing the greater picture You are also a process consultant Organizational development principles may not be necessary for building a database, but they offer a higher level of service

If you think of yourself as just a developer, you’re missing the greater picture

You are also a process consultant

Organizational development principles may not be necessary for building a database, but they offer a higher level of service

Use These Principles to Avoid… Confusion about the theme/core purpose of the solution Being blamed for deficiencies in the workflow your system supports Lost potential Losing your client to a more adapted service provider

Confusion about the theme/core purpose of the solution

Being blamed for deficiencies in the workflow your system supports

Lost potential

Losing your client to a more adapted service provider

A PRACTICAL EXAMPLE

A Practical Example The School of Education is building a database to track student progress through the various program requirements. Let’s look at several perspectives on a use case for tracking student progress through these requirements

The School of Education is building a database to track student progress through the various program requirements.

Let’s look at several perspectives on a use case for tracking student progress through these requirements

Admin. Assistant: “I need a screen to enter requirements into” This is likely your most active user and therefore your most prominent use case You probably already have a form designed in your head for this one!

This is likely your most active user and therefore your most prominent use case

You probably already have a form designed in your head for this one!

Credential Analyst: “I need a checklist to see which requirements have been met” Another heavy user This will get built in right away

Another heavy user

This will get built in right away

Don’t Stop There Some developers may be happy to speak with only those primary users What about the sponsors? What about the influence of indirect users? Why not go a little further to assist with the workflow itself and add a much greater value to your services?

Some developers may be happy to speak with only those primary users

What about the sponsors?

What about the influence of indirect users?

Why not go a little further to assist with the workflow itself and add a much greater value to your services?

Supervisor: “I wish the assistants and credential analysts knew how to communicate with one another when new exams have been added” This person probably doesn’t even have an account in the database, and thus will never be asked for this information Yet, you could present huge value added by resolving this conflict and pleasing a potential sponsor!

This person probably doesn’t even have an account in the database, and thus will never be asked for this information

Yet, you could present huge value added by resolving this conflict and pleasing a potential sponsor!

Student: “I wish I had a timeline for how far I am in the program” Since the database is an internal system, why ask students for any input? Answer: Because they are ultimately the clients being served Using this case, you can likely correct a symptom that is being addressed in another (misguided) requirement

Since the database is an internal system, why ask students for any input?

Answer: Because they are ultimately the clients being served

Using this case, you can likely correct a symptom that is being addressed in another (misguided) requirement

Dean: “I wish I knew how many students are completing Track B this term” This person definitely doesn’t have an account, nor much time to speak with you Nevertheless, she also probably holds the ultimate power over your project At this level, your database is now becoming a decision-making tool Now you’re positioned to gain more work and a prominent advocate within the University

This person definitely doesn’t have an account, nor much time to speak with you

Nevertheless, she also probably holds the ultimate power over your project

At this level, your database is now becoming a decision-making tool

Now you’re positioned to gain more work and a prominent advocate within the University

SOME FINAL THOUGHTS

Some Final Thoughts Ask the right questions Begin with business needs when shaping system requirements Become attuned to the cultural, political and strategic dynamics at play This requires risking a little more involvement, but also great gains

Ask the right questions

Begin with business needs when shaping system requirements

Become attuned to the cultural, political and strategic dynamics at play

This requires risking a little more involvement, but also great gains

Some Final Thoughts Ask the right questions Look for business needs before system requirements Try planning from the other side of the pyramid first - go from UE and UI to structure

Ask the right questions

Look for business needs before system requirements

Try planning from the other side of the pyramid first - go from UE and UI to structure

References David Kachel of Foundation Database Systems, “Are You Taking Notes?” in White Paper for FMP Novices, 12/5/2006, p. 57-60. Ancona et al., Managing for the Future: Organizational Behavior and Processes, 2005

David Kachel of Foundation Database Systems, “Are You Taking Notes?” in White Paper for FMP Novices, 12/5/2006, p. 57-60.

Ancona et al., Managing for the Future: Organizational Behavior and Processes, 2005