Step 1: Identify Your Key Roles
There are typically three key roles that are critical to your ongoing success with Pirouette:
- an IT contact
- a Pirouette administrator
- a group of key decision makers
Identifying these roles and their responsibilities at the start of the implementation process will help the process to run smoothly. It will also help you get the most out of the software once it’s in use.
Once you have identified the appropriate individuals to fill these roles, add their names to the enclosed checklist for ongoing reference.
In most cases, the IT contact for Pirouette will be the person who provides IT support to
the organization in general. This may or may not be a member of your own staff.
The IT contact is responsible for getting the organization’s IT infrastructure (server, workstation computers) ready, so that Pirouette can be accessed. This person plays a key role in managing privacy and security issues related to the organization’s computer systems and their use. For organizations that host Pirouette on their own server, the IT contact performs routine maintenance once Pirouette is in use and is usually the one responsible for maintaining regular backups. (Hosting will be covered in more detail later in the guide.)
The Pirouette administrator performs a variety of duties related to maintaining the
database and its data. Once Pirouette is installed, the administrator gets the system ready for staff use. This involves configuring the database and creating staff user accounts. Once Pirouette is in use, the administrator is responsible for monitoring the quality and accuracy of the data being entered into the system, in order to ensure that effective reporting and data analysis is possible.
A background in database administration or system administration is helpful for this role, but not essential. However, strong technical skills and data management skills are useful.
Other Decision Makers
During Pirouette’s installation and throughout its ongoing use, decisions must be made
on a number of issues. Technical decisions and data management decisions will draw upon the expertise of the IT contact and the administrator respectively. However, many decisions will require input from other staff members, such as:
- timelines for implementation
- identifying reporting requirements
- developing policies and procedures governing data entry
Input will be required from other staff members, such as program managers, who have the knowledge and authority to make or contribute to decisions in these areas.