Original Query: From Jack Feeney, Academy for Lifelong Learning, Carnegie Mellon U., Pittsburgh, PA
We have 700+ members and we need to develop a new database program in which to store all membership and course information. From everything we have heard MS Access is the way to go. What I'm requesting is whether other LLIs have developed programs that are tailored for an LLI that uses Access and whether they could allow us to obtain a copy for us to use or at least examine. We would be happy and expect to pay. I am aware that some LLIs have such programs, but we don't know which ones. Thanks for any response.

From Nancy Gluck, Lifetime Learners Institute, Norwalk CC, CT
We had been using Access for a membership/courses database for four years now. Access is a full-power database which runs in Windows and offers considerable compatability with Word and Excel. The best database to use is the one for which you have good support. Putting together a good database does require some experience. You can learn the rudiments of the program in a few hours or days, but that doesn't equip you to design a complex application. I can probably provide you with a sample database and some documentation, however it would almost certainly need to be modified to meet your needs. For example, we do our own registration for courses and receive and record the money. Many LLIs do not handle their own money; some register through their affiliated college. Your own way of doing business needs to be reflected in your database design.

From Caroline Brooks, SAIL, Collin County CC, Richardson, TX
SAIL (Seniors Active in Learning) is small (170 members) and relatively young. We are just now setting up a database. Access is our choice because it it the data base software used by the Collin County Community College. I would appreciate any information you could send. I will be happy to cover costs.

From Pete Selleck, Duke LLI, Duke University, Durham, NC
At the Duke Institute for Learning in Retirerment (DLLI) we have used a relational database system in Access for a number of years. It handles registration and all of our member-oriented record keeping. It does not include financial accounting. If you will send me your address, I'll send you a description of the system. I strongly agree with Nancy Gluck that you must have someone who is at least a journeyman Access user - or who wants to learn how to become one. Access is a very powerful tool but it is not particularly user friendly (at least to this user.)

From Jory Peterson - University for Seniors, University of Minnesota Duluth
We use an Access database to keep track of membership, produce mail labels, name badges, class lists, prioritize registrations, create wait lists, etc. The original database we received from Duke University LLI. We then spent about $1000 to have it tweaked to fit our needs here at University for Seniors. We do not handle any money through this system. All finances are handled through the University system. Both staff members that use the Access database have taken Access training on several occasions and we have technical support here on campus to help us with any problems we encounter. The program is easy to use with a little training and has save countless manhours.

From Dick Vernon – LLI, Baldwin-Wallace College, Berea, OH
We decided to use a database program about 2 years ago. After checking on available programs we decided on MS ACCCESS. We obtained a copy of an example ACCESS program developed by Nancy Gluck for her LLI for a nominal cost. It was an eye opener for us, those who had been skeptical could readily grasp the advantages of the data base programs and we decided to move forward - we did not anticipate the challenges we would face however.

It was obvious that we needed to develop an ACCESS program that was unique for our LLI, I think this would be the case for you also. The cost to have it developed commercially was greater than our board was willing to spend, so we looked for less expensive alternatives. After a couple of false starts we found a nonmember volunteer who wanted to improve his knowledge of ACCESS, and he graciously developed a program for us. However, he was not familar with the detailed processes, registration, finances, etc., of our organization which caused some challenges - we had many, frequent, detailed conversations. Eventually a person employed by the college "volunteered" to help us with the updating and maintenance of the program after getting approval that this activity would be included in her job description; her supervisor was kind in agreeing.

From our experience I offer the following:
• An example program such as the one from Nancy Gluck easily demonstrates the possibilities of   such a program
• Each LLI will most likely need do develop their own program, our volunteers decided it was easier to   start fresh than modify an existing program.
• The ideal situation is to get some one who knows the ACCESS program, is familiar with the detailed   processes of your organization, and will be available to see the project through from initiation to at   least checkout and initial operation.
• ACCESS is very versatile and the financial records can be incorporated also.

From Ann Burdett - Mohawk Valley LLI, SUNY-Utica, NY
When we began in 1997 we hired a professional program designer to design our Access database. It contains all the information needed for our organization: membership information, course registrations, registrations for special events, monies paid by members, labels, letters to total membership, course confirmations, class and special events rosters, parking stickers, id card info, and anything else we need, our designer returns and adds to the program. Without this database we could not have grown from an idea to 730 very happy members in three years. One thing to keep in mind if you are just beginning to build your database, with Access(Office '97). This will not be compatible with Office 2000 when you upgrade. I would also caution against having too many people operating the data base. It is too valuable to risk having it messed up by a novice.