Data Management System Design

In general, a data management system will streamline the receipt, storage, and access of data, and enables key users to easily search for and retrieve data. Data management systems will vary in their complexity, depending on the needs of the client. Exa coordinates closely with clients to develop systems that are efficient and designed to meet the objectives set out by the client.

Data management systems typically include several components that must be integrated and adhere to policies and decision-making protocols.

The team at Exa will begin the design process by generating a conceptual data workflow that delineates each step of data management. Data workflow describes the processes for incorporating new data, sharing the data and managing the data. To facilitate the process of describing workflow, Exa defines user types, or personas, which are target audience members for different components of the system. The data workflow will demonstrate how different personas interact with the system, and will incorporate considerations that relate to each persona, such as:

  • data streams

  • permissions

  • access

  • available functions

Exa will use the conceptual data workflow to develop the different components of the data management system and the tools and protocols needed to integrate the components. Typically, systems include the following components:

  • Documentation that outlines over-arching policies and procedures

  • A suite of template tools to allow data providers to organize data in a format compatible with the system

  • A method for submitting data to the system

  • An extract, transform, load (ETL) process to bring data submittals into the database structure

  • A relational database that stores data and information

  • A method for sharing data, which could be local or web-based

  • A suite of procedures for managing uploaded data (e.g., handling data rejections and revisions, tracking submittals, QAQC steps for maintaining data quality, backup procedures)

  • Guidance documents (e.g., User Manuals targeted for each persona)