NCC:Database Management

• Definitions:
  • Database - name of the source database
  • Member Responsible For Updating DB - this is the person who is responsible for making all updates to the database on a bi-monthly, monthly, quarterly, etc..schedule.
  • How Often? - Indicate here how often the database is updated. If able to specify the exact day, that is best.
  • Do Product Codes Remain Constant?  If "Yes" the source can be updated while a food club is in the process of ordering.  If "No", all chapters must have the source closed before the database can be updated.
  • Details - this is provided to allow the member responsible to include specifics about how they get the information about updating the database. For instance, for Esch Family Farms, John Esch will contact the member responsible with the products available for the upcoming drop via phone.

Database	Member Responsible For Updating DB	How Often?	Do Product Codes Remain Constant?	Manual or Software Update	Details
Baker Creek	Manual entry				See company website. Users manually enter the products they desire. When the order is archived, the database is seeded with items in that order.
Briden Wilson Farm	Sally Zimmermann (G)	As needed, probably not very often		Manual
Buy Activated Charcoal	Sally Zimmermann (G)	As needed, probably not very often		Manual
Chaffin Family Orchards	Manual entry; Sarah (PV)
Chelsea Green	Manual entry	Before an opening an order - we usually order about four times/year		Software	Sally runs the software which reads the Chelsea Green website and puts the items in the foodclub database. The Chelsea Green website only gets updated a few times per year.
Dublin Roasters	Manual entry, Sarah (PV)
Enviromedica	Sathya Sathyamurthy	As needed, probably yearly		convert PDF to Excel sheet.	Sally will e-mail Sathya a new PDF when she gets one.
Esch Family Farms	Christine Maisano (F)	Thursday/Friday before every drop	Yes	Manual	John Esch calls Ashley and he provides her with the product updates for that week.
FEDCO	Manual entry	As needed		Manual entry on source Order Page. Database is updated with archived items	See company website. Users manually enter the products they desire. When the order is archieved, the database is seeded with items in that order.
Frankferd Farms	Adi Fairback	The beginning of each month (sales run on a monthly cycle)		Software	Have to request an Excel sheet from Frankferd at the beginning of each month. A scraper has to run against it because the formatting is so bad. Terra Ferderber <terra@frankferd.com> puts the Excel sheet together for us each month. - Right now there is a deadlock, Terra wants Adi to send a request. Adi wants Terra to do it automatically.
Friedman Family Fisheries	Ashely Campbell & Sarah(F)		Yes	Manual
Frog Eye Farm	Ashley Campbell (F)		Yes	Manual
Frontier	Erin Cashman (G) /Adi	The beginning of each month (sales run on a monthly cycle)		Software	Erin Cashman e-mails Adi the latest sale prices from the Frontier website (currently Adi doesn't have site access)  Usually completed by the third of the month.
Garden Spot	Manual entry			Software (to be developed)	Need only flour prices.
Grazy Days Farm	Leah Mach (F)	As Needed		Manual or Spreadsheet Import
Great Lakes Gelatin	Sally Zimmermann (G)	As needed		Manual
Green Pasture	Manual entry	As needed	Yes	Manual	We don't have a good way of getting the latest information from Dave.  Usually what happens is someone notices a sale or price change on Dave's website and they e-mail the database administrator.
Horizon Herbs	Manual entry			Manual entry on source Order Page. Database is updated with archived items	See company website. Users manually enter the products they desire. When the order is archived, the database is seeded with items in that order.
House In The Woods	Sarah Frost	Thursday before each delivery drop		Manual or Spreadsheet Import	HIW provides us with a spreadsheet with current offerings.  Spreadsheet is imported to update database.
International Nutrition	Manual entry; Sarah (PV)	As needed		Manual	One of our more stable databases.  Usually the person who calls in the group order just confirms that the prices are still accurate.  If they find any discripencies, they should contact the database administrator.
Johnny's	Manual entry	Manual Input
Kefa Cafe	Manual entry	As needed		Manual
Keswick Creamery	DBA / Ashley Campbell (F)	As needed		Manual	DB is initially populated with all the Keswick products from a PDF price list.
Maine Coast Sea Vegetables	Sarah Frost (F)	As needed		Manual
Morrocco Method	Manual entry
Mountain Rose Herb	Sally Zimmermann (G)	Quarterly - Before opening an order - we usually order about four times/year		Software	Sally runs the software which reads the MRH website and puts the items in the foodclub database. The MRH website adds new products daily.   The program can only be run before the order has been opened because MRH does not assign product codes, so the software numberically assigns them as it reads the products.  Since MRH adds new products in the middle, running the software during an order cycle messes up all the product codes. In general, MRH should be updated the first of the month, and it's open period should not cross over a month.  Realistically the monthly sales will be updated on the first business day of the month.
Moutoux Orchard	Manual entry	As needed		Manual
New England Cheesemaking Supply Company	Manual entry	As needed		Manual
New Morning Farm	DBA / Ashley Campell (F)	As needed		Manual
OraWellness	Lisa Gale (Texas) & Open	As needed		Manual
Organic Pastures	Manual entry	As needed		Manual
Open Book Farm	Manual entry	Every month (during offseason) Every drop (during summer months)		Manual	Andrew imports a spreadsheet with current offerings.  Or, inserts products manuall if minimal changes need to be made.
Oyler's	Frederick?	As needed		Manual	Updates should be made directly to the database as needed.  Usually before openning the order, the food club placing the order calls Oyler's to confirm availability.
Patterson Farms	Manual entry; Sally Zimmermann	As needed		Manual
Pure Encapsulations	Manual entry	Jan 1st each year	Yes	Manual entry on source Order Page. Database is updated with archived items	E-mail Stephanie and she will send a PDF of products.  For now, we just link to this PDF on the homepage.  Users manually enter the products they desire.  When the order is archived, the database is seeded with items in that order.
Salt Works	Manual entry; Andrea (PV)
Southern Exposure Seed Exchange	Manual entry	As needed - Before an opening an order - we usually order about three times/year.		Software	SESE sends a database dump, then Sally runs the software which formats the dump into the .csv file which she then uploads into foodclub.   The main SESE update is January 1st of every year.  Usually by the end of December they can supply the database dump for the coming year.
Sweet Farm Sauerkraut	Manual entry; Robin (PV)	As Needed	Yes	Manual
Terraganix	Manual entry; Courtney Buchholtz (g)	As needed		Manual	Probably yearly
To Your Health Sprouted Flour	Erica Brawley emails TYHSF to get PDF and sends to Sally. Sally Zimmermann (G) runs scraper	As needed		Software
Tuscarora	Sally Zimmerman (G)	Every two weeks, Friday before the drop	No		Receive an e-mail attachment late Friday afternoon from Tuscarora with the latest availability.  I download this and then run the software to upload our database.
Tropical Traditions	Manual entry	As needed		Software	Program reads the TT website.  Sale prices change weekly, usually on Monday.  It probably makes sense to have it open just over a weekend.
Vital Choice	Sally Zimmermann (G)	As needed		Software	Program scrapes the VC website.
Wildly Organic	Adi Fairbanks	1st of every month	Yes	Software	Program scrapes their website
Windmill Meadows	Andrea Goldstein (PV)	Initially, and as notified of product changes	Yes	Manual	manually updates to the DB from an Excel product list.