The ancillary duties for this administrator could include training other team members on how to correctly use the system, creating and analyzing reports for different departments, working in conjunction with other departments in the planning and designing of new case types and reports for capturing data on different areas of the program, updating procedure manuals, and keeping your programs updated to the most current version. This administrator would also be aware of new trends in related systems, potential integrations available that would be beneficial to your firm, as well as any updates that apply to your current programs. If you firm ever decides to switch case management programs, the database administrator would likely be a project lead in vetting, selecting, and implementing the new program. This person can help you get the value out of your new or existing system so your team can be confident with the integrity of your data.
In today’s world of data mining, analyzing data, reporting, reporting and more reporting, you need your CMS to be up to date and capturing the most useful information for your firm in a way that allows for seamless and powerful analysis. This information likely will change frequently, and you need someone with the skills to know how to modify and mold your system to start capturing the needed data.
In a smaller firm, this team member may be your contact person for making any changes or updates to your CMS program or for adding new case types. This person would likely continue to have other work duties and would not be able to devote full time hours to your database but should still have the same skills and oversight for your systems. This may include adding new fields to capture data, creating document templates that work within your CMS, managing any cleanup needed, adding new users and/or case types, and creating or modifying reports. It is also beneficial to allow this team member access to any training that your current CMS program provides so they can keep your firm’s CMS program up to date. Finally, they can provide new team members with CMS onboarding training and existing team members continuing education on your chosen case management platform.
Regardless of firm size, it will be the database administrator’s role to ensure the team understands how to use the program, how to properly input data, and where to store client documents. Without proper training, bad data can overrun a system incredibly quickly. Think about how many times your phone rings throughout the day. Every one of those calls represents new data being collected. If you don’t have a database administrator who is ensuring the people answering your phones know how to collect and capture that data, then it’s likely being put in 1,000 different ways. That’s not clean data! Your database administrator can set up solid training programs and verify on a regular basis that the data going into your system is useful and in the right place.