AN Database Documentation


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Purpose of database

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Database Structure

The AN database suite comprises three parallel components:

  1. Data Tables, which are common to the following front end databases;
  2. The Aviz Database, which is primarily concerned with records of donations in kind;
  3. The AS Database, which contains beneficiary details relevant to the Asistent Social.

The following diagram illustrates the relationships between the various components.

These components are supported by a user manual and developer documentation which have many sections in common and are presented as a single volume compiled in a series of sections and chapters.
As currently configured, the Dorohoi database runs in ACCESS 2003, and it will be necessary to have this software installed on your computer. When the database is installed there will an icon installed on your desktop to run the database directly.

Database Content

Information pertaining to beneficiaries is held in a relational database with three hierarchies: Households, Persons and Donations. Each of these is defined below:
Household: The primary operation unit is the household. A household is defined as being one or more people who are living together as a unit, sharing common facilities and domestic circumstances. They may or may not be legally related.
Each household has a unique reference and remains as a unit throughout the database. Each household unit has a titular head, the Head of Household, who may be either the father or the mother, or a third party (eg grandmother). In practice, these are post holders and need not be the actual biological or adoptive parents of the household. Other members of the household are identified through their relationship with the titular head.
Characteristics of a household include its address, quality of accommodation and living expenses. With the exception of the household reference, all the characteristics of a household may be revised as family circumstances change.
Person: A person equates to a ‘persona fizica’ in the Romanian legal system, and is uniquely identified by their CNP. Each person is required to be a member of a household, although they may in fact be the only registered member of their particular household or they may move from one household to another. Characteristics of a person include their health, education and employment details.
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In addition, each household or person may have a number of Situations. Situations are essentially structured reports relating to family or personal circumstances. Situation reports are compiled by AN’s Social Assistant and in most cases they are not accessible via the online databases. Examples of situations include family history, living conditions and financial problems. This category is extended to include relevant comments such as observations and recommendations which form part of the dossier for each household.

Each household will have a Dossier, which is an on-line list of documents relating to each household, such as birth certificates, donation docs etc. Copies of the documents themselves may or may not be held on-line.

The following documents are prepared by the Asistent Social:

  • Ancheta Sociala (Social Report)
  • Cerere (Request for Assistance)
  • Fisa de Monitorizare (Monitoring File)
  • Plan de Interventie (Action Plan)
  • Contract de Servicii Sociale
  • DPA (Data Protection Agreement)

The following documents are produced within the Aviz database:

  • Fisa de Magazie: The Fisa de Magazie is used to keep a running total of goods held in the warehouse pending donation.
Other Documents

The following is a list of AN documents which are not planned for inclusion within Phase 1 of the database.

  • Act de Donatie:

Outstanding Issues
Refer to the attached comments below

Return to Index of Documents


Published, 24/Apr/2020: Page updated, 22/Jul/2022: © Asociatia Umanitara Neemia