SOR Outline - VVi Data-based Web Site

General

1. VVi has been existence now for three years. VVi was started and maintained the aim of being an information provider to all veterans. VVi endeavors to try and maintain a non-partisan approach, letting the veteran subscribers gather the information they need to make an informed decision. Its current free subscription list is over 101,000 and the VVi Periodical issued goes to every Federal MP, Senator, senior bureaucrat managers, to every media outlet no matter type, size or language. Since it inauguration VVi has achieved a certain status specifically amongst Federal ministers and principal individuals such as the CDS and the DM for VAC, who are kept aware of postings to the site.

2. VVi is privately funded. Donations or gifts from any federal department or corporation, or organization-association are not accepted.

Current VVi Database and Archive

3. Not all info received by VVi is entered into the current database, which is MS Access 2000. Original documents, pdf documents, scanned docs, etc cannot be entered into Access. Further using Access as a web based database, possesses a lot of problems for the user. Although a very simple search and retrieval procedure is set up with the current Access database, the retrieval of the information is a text dump making it very difficult for many users to read and use.

4. It is important that VVi keep many documents in their original format in order to strengthen claims against the Crown. Such documents as committee and sub-committee minutes, letters from MPs and Senators, certain media articles, Ombudsman reports, Auditor General reports, etc must be in their original format. Hence, a separate Archive has been developed with the current information system. However, this is not user friendly and requires subscribers to know how to 'browse', search and extract info using the Internet. Many subscribers lack this knowledge.

5. Managing the database is difficult and can only be done by one person. Currently a master Access database is maintained on my PC , where changes and additions are made. Once completed the database is then uploaded through FTP to replace the older database file on the web site.

Aim

6. The VVi database is to allow a very simple, user friendly manipulation to retrieve information stored at VVi.

Limitations

7.The VVi Database needs to include the following:

User-friendly, understanding that many subscribers are not proficient in browsing the Internet and extracting information. Many subscribers are intimidated by the use of IT systems and will often steer away from searching for pertinent information. This must be rectified by providing a 'one-stop-shopping' method where a subscriber can easily attain the kind of information they are looking for.
All encompassing where all different types of documents and file extensions such as pdf and images, scanned text, etc can be stored 'under one roof'. This will reduce the subscriber from searching throughout the web site for information that they need.
Easily manageable for the VVi staff to maintain. Although there is only one 'collator' at this time, the database needs to be designed to allow two or three VVi staff to have access to the database. Hence the management of the database, including adding new records, and updating must be done from the web site based database.
Limited to only one person, myself, insofar as design-redesign of the database.
Submission of certain types of data, such as Notices and Comments should be permitted for anybody. However, such submissions need approval from VVi staff before being automatically posted to the web site.
Calendar updated by anybody but with VVi approval as stated above.
Display certain fields of information in certain areas of the web site. One point of information entry into the database but certain fields will be automatically displayed on separate pages as Notices, Comments. In other words reduce duplication of effort for the collator whereas the database application is the sole information input but will display annotated (Notices, Comments) records on separate html pages, covering a specific time period.
Database must use current host provider and server. Host provider does provide FrontPage extensions.
FrontPage is the normal program used in developing the site html pages due to its simplicity. Frames are also used. The webmaster of the site will not normally have the ability or training in complex languages much beyond html, xml, DOM, java script and css.
VVi staff are all unpaid/non-reimbursed volunteers.
Cost kept low.

Type of Systems and Programs

8. Host. http://discountasp.net/

9. Web Server Type. Windows 2003 - IIS 6.0

10. Domain. http://www.veteranvoice.info

11. Current ASP.NET Version Setting: 2.0 or higher

12. SQL Server type. SQL 2008

13. SQL Server Name. sql2k801.discountasp.net

14. Database Name. SQL2008_152281_veteran

15. Current database used for VVi. MS Access 2000.

16. Web site html program primarily used: MS FrontPage with frames, CSS, Java script. \

17. Current Access database location starts at: http://www.veteranvoice.info/DBarchives.asp

Concept

18 . VeteranVoice.info is suppose to be an information distribution centre fro all Canadian veterans. All types of info is suppose to collected and available to all veterans, including info that may contradictory to certain veteran issues. The veteran must be able to have a centralized location where he/she can attain info on both sides of the coin, allowing them sufficient resources and arguments to decide for themselves. Free subscriptions are provided for those that want to receive the VVi Periodical direct to their own email. Currently, not all info is retained due to the limited capability of Access the database program in use. Nor can info be easily gathered by the browsing veteran as due to this deficiency, info has to be presented through various formats and procedures.

19 . The primary objective is to simplify the whole process for the browsing veteran by providing a single html page where they can manipulate the data they want and have it displayed in the original format that it was entered into the database.

20 . A secondary objective is to minimize the collator-webmaster's time spent on entering data.

Requirements

21 . Primary Objective:

MS Access has to be replaced by the SQL Server 2008 now available at VVi host provider.
All info gathered, no matter the format, is to be entered into the database.
A database program must be able to be easily searched based on certain preformatted query criteria made by the browsing veteran. The manipulation of these queries must be clear and simple for the veteran to use. Manipulation of queries should be centralized on one html page on the web site.
Queries, as they are designed, will reflect the field requirements of the initial data entry. In other words, the use of pull down menus to standardize input into selected fields is to be used for more precise storage of info and its retrieval.
Query results should be in the format that they were saved in, be it pdf, txt, an image, etc so as to retain the appearance of the original doc.
Query results should be capable of being printed, downloaded or sent to another veteran.
Browsing veterans should have permission to submit Notices and Comments 'direct' to the database. Although they would first be approved by the webmaster by a 'click', the posts would then be automatically posted to the database and displayed on separate html pages. A Calendar display may be best for Notices.
The database is not dependent on one type of browser.

22. Secondary Objective:

Design of the sql database should be based on an easy to use application such as Access or Base. The level of IT expertise of the webmaster and other VVi staffers is not high.
Migrating the existing Access database data (and perhaps additional components such as forms) to SQL 2008 would be preferred. http://support.microsoft.com/kb/325017 I believe offers this opportunity.
Notices and Comments still have to be authorized by the webmaster (via an email statement requiring consent??), but no adjustment is needed to be performed by the webmaster. All the webmaster has to do once satisfied that the Notice or Comment is legitimate is to 'click' approval. It would then be automatically sent to the database and appropriately displayed on the respective html page.
News pieces and other info data will be managed by the webmaster, correctly identifying the fields and their criteria for storage of each piece of info.
Criteria for certain fields must be standardized (eg, see pull down menus in para 21).
Data, including the various formats be it pdf, images etc, input should be relatively simple due to the low level expertise of the webmaster
Inputting data into the database should be permissible from at least two different locations, using the actual SQL 2008 on the web site.

Conclusion

23. As you can see this does not need to be a top-end database. However, the design, populating the database, and the browsing veteran must be able to use the database with ease.