SS33 Enter, retrieve and print data in a database

Overview

This standard is about updating databases, locating information on the database and generating reports. You can use any computer program capable of processing data. You must obtain any necessary permission to access data files and generate database reports. You are expected to make correct use of help files, and facilities to file and check data and modify document format. Users of this standard will need to ensure that practice reflects up to date information and policies. Version No 1

Knowledge and Understanding

You will need to know and understand:

why it is important to obtain clear information on the data to be entered and found, and what might happen if you do not
why you may need permission to assess certain files and how to obtain it
how to locate and retrieve the database files you need
how to use sort and standard query routines to find data
how to use the available software and automated facilities
how to use program help files
how to maintain the integrity of the files you are using
the limits of your responsibility for data entry and updating database files
the importance of checking the data
the importance of conforming to your organisation’s requirements
why it is important to have clear information on the type of report required
how to use the software to select a report format
how to use the software functions to make simple modifications to the report format
why it is important to check the final document and make sure it is complete
how to make sure the printer is correctly set up for the report
the types of problems that may occur when the document is printed and how to deal with these

Performance Criteria

You must be able to do the following:

obtain clear information on the data you should enter and find
obtain any necessary permission to access the relevant database files
input, amend and delete data accurately and completely using the correct procedures
use available automated facilities for checking data
find the required data using agreed procedures
use program help files effectively
maintain data integrity, following your organisation’s procedures
promptly and accurately report any problems to the relevant person
obtain clear requirements from the person who asks for the report
obtain the necessary permission to access the data file and generate a report
choose a report format that meets the requirements of the person who requested it
use the available software facilities to modify the document format, as required
ensure the final report is complete and meets the agreed requirements
give the final report to the person who asked for it in the form they requested, making any amendments to the report as requested

Additional Information

This standard was developed by the Council for Administration as Unit 206. This standard links with the following dimension within the NHS Knowledge and Skills Framework (October 2004): Dimension: IK1 Information Processing