Glossary of Terms

 

 

Access

A relational database running under Microsoft Windows. Data is stored as a number of "tables", e.g. "Member". Each table consists of a number of "records" (e.g. for different items) and each record contains a number of "fields", e.g. "First Name", "Last Name", "Street Address."

Access allows the user to create "forms" and "reports". A form shows one record in a user-designed format and allows the user to step through records one at a time. A report shows selected records in a user-designed format, possibly grouped into sections with different kinds of total (including sum, minimum, maximum, average).

There are also facilities to use links ("joins") between tables which share a common field and to filter records according to certain criteria or search for particular field values.

Application

The term application is a shorter form of application program. An application program is a program designed to perform a specific function directly for the user or, in some cases, for another application program. Examples of applications include word processors, database programs, Web browsers, development tools, drawing, paint, and image editing programs, and communication programs.

Application Service Providers (ASPs)

A relatively new phenomenon, application service providers (ASPs) are web-based programs that provide specific functionality (i.e. e-mail, calender, file storage, etc.) over the Internet.

Back-end

The back-end is the part of a computer application that performs an essential task not apparent to the user. Its opposite is front-end, the part of the application that the user interacts with. The back-end and front-end may be located on the same computer, or they may be linked across a network or the Internet. Relative to a client/server network, the back-end is likely to be the server and the front-end is likely to be the client. Relative to a database, the back-end might be the advanced code that drives the database, and the front-end might be the form where the user enters data or pushes a button to generate a report.

Backup

Backup is the process of preserving copies of files on a different drive, directory, or media (often floppy disks or tape) to protect against the destruction or loss of the original files in the event of hardware or system failure. Two backups are often recommended: one onsite and another offsite.

Bandwidth

Bandwidth is the maximum amount of data that can travel a communications path in a given time, usually measured in seconds. If you think of the communications path as a pipe, then bandwidth represents the width of the pipe that determines how much data can flow through it all at once.

Beta

A beta release of a software package is a preliminary version put out before the final release onto the marketplace. Beta versions are sometimes publicly available and sometimes available only to a select group of user who test the software. Beta versions usually have more bugs than the official release.

Browser

A software program that allows you to surf the Web. The most popular web browsers right now are Netscape Navigator and Internet Explorer.

Bug

An unwanted and unintended property of a program or piece of hardware, especially one that causes it to malfunction. For example, "There's a bug in the editor: it writes things out backwards."

Client/Contact Management Databases (CCM Databases)

Many organizations work with a large number of individuals who need to be tracked - i.e. clients in social services programs, special education students, or even volunteers. Client/Contact Management Databases can range from simple mailing address lists, to volunteer tracking systems, to complex social service caseload databases.

Client

A client is a program that uses the services of another program. The client program is used to contact and obtain data or request a service from the server.

Cold Fusion

Macromedia Corporation's commercial database application development tool that allows databases to have a World-Wide Web interface, so a database can be queried and updated using a web browser. Examples of ColdFusion applications include order entry, event registration, catalogue search, directories, calendars, and interactive training.

Configuration

A configuration is a setting that customizes software or hardware to your needs. For instance, you might configure a network to allow all users to make changes to shared files. Or, you might configure your email program to check mail from two different accounts.

Cross Platform

A term that describes a language, software application or hardware device that works on more than one system platform (e.g. Unix, Microsoft Windows, Macintosh).

Data

Numbers, characters, images, or other method of recording, in a form which can be assessed by a human or (especially) input into a computer, stored and processed there, or transmitted on some digital channel.

Data Migration

The process of translating data from one format to another. Data migration is necessary when an organization decides to use a new computing systems or database management system that is incompatible with the current system.

Data Warehousing

A generic term for a system for storing, retrieving and managing large amounts of any type of data. Data warehouse software often includes sophisticated compression and hashing techniques for fast searches, as well as advanced filtering.

Database

A database is a set of information that is structured in a specific way. A database is associated with software used to retrieve, sort and perform calculations on the data, among other tasks. FileMaker Pro and Microsoft Access are two examples of common database programs.

Database Server

A database server is the computer on a network that houses and manages a database. When other users on the network want to search or input data into the database, they do so through the database server. This is different from a file server model where a part of the database would be copied to the user's computer, and s/he would perform the search there.

Database Driven Web Site

A basic website is a collection of HTML files. When you click on a link to one of the files, the file comes up exactly as it is coded. "Database-driven" refers to a website where pages are not pre-existing, separate files. On a database-driven site, a web page is put together drawing on different fields in a database. Since the pages are generated again each time the user clicks on the link to go to them, a database-driven site is dynamic as opposed to static. Very large sites and sites which change frequently are best managed if they run off of a database. A database-driven site requires extensive programming by a web developer.

Direct Connection

A direct connection to the Internet is a connection that can be kept on constantly, and that does not require you to dial in over a regular telephone line using a modem. Connections through ISDN, DSL, cable modems or T1 or T3 technology are examples of direct connections to the Internet.

Donor Management Database

Many organizations, nonprofits especially, rely on fundraising as an important source of income. Often, federal tracking agencies as well and donors themselves need accurate reports of where the money came from and where it is going. Generally, donorbases track that gave money to the organization, but this can get very complicated depending on the tracking and reporting needs.

E-Commerce

E-commerce (electronic commerce or EC) is the buying and selling of goods and services on the Internet, especially the World Wide Web. In practice, this term and a new term, "e-business," are often used interchangeably.

E-base

Ebase is a free, interactive database specifically designed for nonprofits. Ebase allows you to keep all your organization's data -- memberships, donations, and activist information -- in one place. Ebase is based on Filemaker, and can be customized for your agency. Visit http://www.ebase.org for more information.

Export

To export data is to format it differently so that it can be read by a different application. For instance, if you were changing from a Filemaker to an Access database, you would want to export your data from Filemaker, and import it into Access.

Field

An area of a database record into which a particular item of data is entered. Example usage: "The telephone number field is not really a numerical field", "Why do we need a four-digit field for the year?"

File Sharing

File sharing is the public or private sharing of computer data or space in a network with various levels of access privilege. While files can easily be shared outside a network (for example, simply by handing or mailing someone your file on a diskette), the term file sharing almost always means sharing files in a network, even if in a small local area network. File sharing allows a number of people to use the same file or file by some combination of being able to read or view it, write to or modify it, copy it, or print it. Typically, a file sharing system has one or more administrators. Users may all have the same or may have different levels of access privilege. File sharing can also mean having an allocated amount of personal file storage in a common file system.

FileMaker

A cross platform relational database application less difficult to set up an learn for smaller database projects, but more difficult to develop advanced functionality.  FileMaker allows for easy setup as a web application, as it has built in middleware required to communicate between web pages and the database.

Flat File Database

A relatively simple database system in which each database is contained in a single table. In contrast, relational database systems can use multiple tables to store information, providing the ability to relate information between tables.

Forms

A user interface that provides blank fields that users can input with data.  Text fields, check boxes, radio buttons and select lists are examples of elements used for data input on forms.

Front-End

The front-end is the part of the application that the user interacts with. Its opposite is back-end, the part of a computer application that performs an essential task not apparent to the user. The back-end and front-end may be located on the same computer, or they may be linked across a network or the Internet. Relative to a client/server network, the back-end is likely to be the server and the front-end is likely to be the client. Relative to a database, the back-end might be the advanced code that drives the database, and the front-end might be the form where the user enters data or pushes a button to generate a report.

GPRS

GPRS stands for General Packet Radio Service.  GPRS is a GSM data transmission technique that does not set up a continuous channel from a portable terminal for the transmission and reception of data, but transmits and receives data in packets. It makes very efficient use of available radio spectrum, and users pay only for the volume of data sent and received.

Graphical User Interface (GUI)

Commonly referred to as a GUI. Basically, a GUI acts as a more user-friendly (hopefully) face for an operating system or application. Microsoft and Apple both incorporate a GUI into their operating systems. Xerox researchers first introduced the GUI in the 1970's, but it didn't gain popularity in PC circles until the early 1980's - when the first Apple Macintosh rolled out.

GSM

A standard for digital cellular communications (in the process of being) adopted by over 60 countries. The GSM standard is currently used in the 900 MHz and 1800 MHz bands.  Tmobile and Cingular both offer GSM service, and other companies are starting to use GSM as well.

Hard Drive

The hard disk drive (HDD) of the computer is where permanent information is stored. Documents, databases, spreadsheets, and programs are all stored on the hard disk. The larger the hard disk, the more you can fit on the drive. The size of the HDD does not affect the speed at which a program can run, but the HDD speed can affect how fast you can access your files.

Host

A host is any computer directly connected to a network that acts as a repository for services (such as e-mail, Usenet newsgroups, FTP, or the World Wide Web) available for other computers on the network.

Information and Referral Databases (I & R Databases)

Information and Referral databases are generally a service provided to clients that refer the client to an organization or a group of individuals who can meet a particular need. To find out about local drug abuse support groups, a client could inquire about what services were offered within a community, region, state, or some other geographical location. The information and referral database would match the client's needs to the availability of those needs.

Import

To import data is to use data that was produced in another application. For instance, if you were changing from a Filemaker to an Access database, you would want to export your data from Filemaker, and import it into Access.

Input Device

An input device is a peripheral that allows you to communicate with your computer and enter data. Examples of input devices include keyboards, mice, touch screens, or microphones.

Interface

Part of a computer, program, or peripheral that communicates with other components. Interface also refers to the user interface.

Internet Service Provider (ISP)

An Internet Service Provider, or ISP, is a company that provides access to the Internet. Internet Service Providers will set you up with a user name and password. You can then access the Internet by logging on to the ISP's system using a modem or other connection, such as DSL. Some ISPs, such as America Online, provide their own software for receiving email and browsing the Web. Many provide web hosting and web development services in addition to Internet access. Internet Service Providers are also sometimes called Internet Access Providers.

LAN

A local area network or LAN is a group of computers linked together in the same building or nearby buildings. A LAN enables different users to share files, printers, an Internet connection, a database, applications and other resources. The LAN may have a peer-to-peer or client/server configuration. LANs are becoming increasingly standard in small and large organizations alike.

Look and Feel

The appearance and function of a program or website's user interface. Look and feel includes such things as the icons used to represent certain functions such as opening and closing files, directories and application programs and changing the size and position of windows; conventions for the meaning of different buttons on a mouse and keys on the keyboard; and the appearance and operation of menus. A user interface with a consistent look and feel is considered by many to be an important factor in the ease of use of a computer system.

Mail Merge

Mail merge is a function in most word processors that allows you to create form letters and address labels. You provide data from a document, spreadsheet or database that lists information like names and addresses. The word processor inputs this data into the form you provide, so you can print individualized letters, reports or other documents to a list of people.

Network

A network is two or more computers connected to each other so they can share resources. The Internet is a "network of networks," whereby anyone -- from an individual at a home with a PC to a large corporate multidepartment system -- can freely and easily exchange information.

 

ODBC

Open Database Connectivity (ODBC) is a standard or open application programming interface (API) for accessing a database. By using ODBC statements in a program, you can access files in a number of different databases, including Access, dBase, DB2, Excel, and Text. In addition to the ODBC software, a separate module or driver is needed for each database to be accessed. The main proponent and supplier of ODBC programming support is Microsoft.

Off-the-Shelf

Off-the-shelf refers to an existing, standardized database or software package available for purchase, as opposed to a custom-built database or application. Off-the-shelf products for nonprofits include fund accounting, donor management, and client tracking databases.

Open Source

Open source software can be distributed freely and users are free to make changes to the source code and modify (or screw up) the program as they please. Many open source software projects, such as Linux, Apache, and FreeBSD, are the work of a team of individuals from around the world.

Operating System

An operating system, or OS, is the software that manages all the computer's processes and runs applications. Your operating system shows you the desktop and allows you to manage your files. Different operating systems have very different look and feels.

Packet

The unit of data sent across a network.

Patch

A patch (sometimes called a "fix") is a quick-repair job for a piece of programming. During a software product's beta distribution or try-out period and later after the product is formally released, problems (called bugs) will almost invariably be found.

Platform

With reference to computers, a platform is an underlying computer system on which application programs can run. On personal computers, Windows 95 and the Macintosh are examples of two different platforms.

Processor

The processor is the brain behind your computer. It is responsible for performing calculations and tasks that make programs work. The faster the processor, the quicker programs can process computations. Processor speed is measured in Megahertz. “Processor,” “Chip” and “CPU” are sometimes used interchangeably.

Proprietary

Most commercial software today is proprietary. Proprietary software generally costs money, and its distribution and modification are prohibited.

Query

A request for information from a database. There are three general methods for posing queries:

 

choosing parameters from a menu: In this method, the database system presents a list of parameters from which you can choose. This is perhaps the easiest way to pose a query because the menus guide you, but it is also the least flexible.

query by example (QBE): In this method, the system presents a blank record and lets you specify the fields and values that define the query (commonly used in FileMaker databases).

query language: Many database systems require you to make requests for information in the form of a stylized query that must be written in a special query language. This is the most complex method because it forces you to learn a specialized language, but it is also the most powerful.

Record

In a database, a record is a set of information that belongs together. A record is made up of different pieces of information, known as fields. For instance, the contact information for one organization would be stored in one record in the database. The fields of that record might include the contact person, phone number, fax and email.

Relational Database, Relational Database Management System (RDMS)

A relational database, or relational database management system, is a database where information is organized in tables. Information in one table can be linked to another table through a field they have in common. For instance, a database might have one table that stores contact information about clients, and another table that stores information about services provided to clients. The two tables would be related so that a user could find out the addresses of all clients who used a certain service. Relational databases are easier to extend than flat-file databases, since it is possible to add a table that stores a new type of information without changing the rest of the database. The standard interface for relational databases is SQL, or Structured Query Language. Microsoft Access is relational, and recent versions of Filemaker have relational capabilities.

Request for Proposal (RFP)

A proposal document submitted to vendors and consultants to solicit bids on a project.  An RFP will include a clear description of the scope and requirements for a project.  An RFP is best developed out of the project/database planning process using the final database plan as the basis for determining the scope and requirements for the project

Report

A report is a formatted presentation of data or calculated results from a database. When you want to print out information from a database, you generate a report.

Server

A server is a computer that handles requests for data, e-mail, file transfers, and other network services from other computers (i.e., clients).

Service Pack

A service pack is a software update package that might include multiple fixes or patches. For example, Windows NT has several different service packs available for free download which correct errors and extend functionality.

SMS

(SMS) A message service offered by the GSM digital cellular telephone system.  Using SMS, a short alphanumeric message can be sent to a mobile phone to be displayed there, much like in an alphanumeric pager system. The message is buffered by the GSM network until the phone becomes active.  Since companies in the US are using different cell phone systems, message length varies between carriers, but generally speaking, all will allow a message of 104 characters.

Source Code

The form in which a computer program is written by the programmer. Because of licensing restrictions, users cannot generally access the source code for an application, unless it is designated Open Source. Source code is written in a programming language such as C, C++, Java or Perl.

SQL

An industry-standard language for creating, updating and querying relational database management systems.

SQL Server

Any database management system (DBMS) that can respond to queries from clients formatted in the SQL language.

System Administrator (Sys Admin)

A system administrator maintains and troubleshoots your computer systems. A system administrator’s responsibilities may include supporting and training staff, troubleshooting problems, installing and maintaining hardware and software, managing the network and databases and documenting your technology resources and problems. Depending on the size of your organization and the complexity of your technology, a system administrator's job can range from a few hours per week to full-time.

Technology Plan

A technology plan is a document describing how your organization will use technology to further your mission. A technology plan describes the current technology practices and resources in your organization, and describes how you will upgrade those systems over time to fully meet your needs. The process of technology planning involves assessing your existing resources, defining your needs, and exploring solutions. A successful planning process will draw on management support and the leadership of a technology team made up of a range of staff members, leaders and members to provide input. It will help you budget for technology and make cost-effective purchases. A technology plan is also a key tool to advocate for technology funding.

Uninterruptible Power Supply (UPS)

A backup power unit that provides continuous power when the normal power supply is interrupted. UPS systems can be stand-by (only supplying power when the regular supply is interrupted) or fulltime (relying on regular power and/or batteries for power while it supplies power to the protected device). A UPS is not absolutely necessary on all computer systems, but can be important on systems must run 24 hours a day without any problems generated by power outages.

UNIX

An operating system that features multi-tasking, support for multiple users, and networking capabilities. Unix is the operating system of choice for high-end workstations. By itself, Unix is a system where everything is accomplished by entering commands at the prompt, however many graphical user interfaces exist which can make it easier to use. Many different versions of Unix are available.

User Interface

The aspect of a computer or program that that gives and accepts information.  Database screens that allow users to enter in information to a database are examples of user interfaces.

Wizard

An interactive help utility that guides the user through a potentially complex task, such as configuring a PPP driver to work with a new modem. Wizards are often implemented as a sequence of dialog boxes which the user can move forwards and backwards through, filling in the details required. The implication is that the expertise of a human wizard is encapsulated in the software wizard, allowing the average user to perform expertly.

Workstation

A general-purpose computer designed to be used by one person at a time and which offers higher performance than normally found in a personal computer, especially with respect to graphics, processing power and the ability to carry out several tasks at the same time.