agentic-data-stack-community/data-core/workflows/simple/brownfield/spreadsheet-to-database.yaml

AI Agentic Data Stack Framework - Community Edition. Open source data engineering framework with 4 core agents, essential templates, and 3-dimensional quality validation.

# Spreadsheet to Database Migration Workflow
# Moving from spreadsheets to proper database systems for small organizations

metadata:
  workflow_id: spreadsheet-to-database
  version: "1.0.0"
  category: simple_brownfield
  complexity: beginner-intermediate
  timeline: "3-4 weeks"
  effort_hours: "50-80 hours"
  risk_level: low-medium
  cost_estimate: "$0-100/month"
  prerequisites:
    - Understanding of current spreadsheet usage
    - Basic database concepts (helpful but not required)
    - Administrative access to install software
    - Backup procedures for existing data
  target_audience:
    - Small businesses outgrowing spreadsheet limitations
    - Teams sharing spreadsheets with multiple users
    - Organizations needing better data integrity and security

description: |
  Transform spreadsheet-based data management into a proper database system.
  This workflow helps organizations move from error-prone, difficult-to-share
  spreadsheets to reliable, multi-user database systems with proper data integrity.

business_value:
  primary_benefits:
    - Eliminate data corruption from simultaneous editing
    - Improve data integrity with validation rules
    - Enable multi-user access without conflicts
    - Reduce data duplication and inconsistencies
    - Provide better security and access control
    - Enable more sophisticated reporting and analysis
  roi_metrics:
    - Data accuracy: 95% reduction in data corruption issues
    - User productivity: 50% faster data entry and retrieval
    - Collaboration: Multiple users can work simultaneously without conflicts
    - Data security: Proper backup, access control, and audit trails

phases:
  analysis:
    duration: "5-7 days"
    description: "Analyze current spreadsheet usage and design database structure"
    
    tasks:
      - name: "Inventory and analyze existing spreadsheets"
        duration: "2-3 days"
        owner: "Data Analyst"
        deliverables:
          - spreadsheet_inventory.xlsx
          - usage_analysis.md
          - data_relationship_map.pdf
        
        analysis_framework:
          spreadsheet_categories:
            - name: "Master Data Lists"
              examples: ["Customer list", "Product catalog", "Employee directory"]
              priority: "High - core business data"
              complexity: "Simple tables with lookup relationships"
            
            - name: "Transaction Records"
              examples: ["Sales records", "Inventory movements", "Time tracking"]
              priority: "High - operational data"
              complexity: "Time-series data with references to master data"
            
            - name: "Reports and Analytics"
              examples: ["Monthly summaries", "Performance dashboards"]
              priority: "Medium - can be recreated from database"
              complexity: "Calculated fields and pivot tables"
            
            - name: "Configuration and Settings"
              examples: ["Price lists", "Tax rates", "System settings"]
              priority: "Medium - reference data"
              complexity: "Simple lookup tables"
        
        steps:
          - List all spreadsheets currently in active use
          - Document who uses each spreadsheet and how often
          - Identify data relationships between spreadsheets
          - Analyze data volume and growth patterns
          - Note any data quality or corruption issues
          - Identify manual processes that could be automated
          - Rank spreadsheets by business criticality
        
        validation_criteria:
          - All active spreadsheets documented
          - Usage patterns and frequency recorded
          - Data relationships mapped
          - Business criticality rankings assigned

      - name: "Design database schema"
        duration: "2-3 days"
        owner: "Database Designer"
        deliverables:
          - database_schema_diagram.pdf
          - table_specifications.xlsx
          - data_migration_mapping.xlsx
        
        design_principles:
          normalization_basics:
            - Eliminate duplicate data by creating separate tables
            - Use unique identifiers (primary keys) for each record
            - Create relationships between tables using foreign keys
            - Separate different types of information into different tables
          
          simple_schema_patterns:
            - Master tables (customers, products, employees)
            - Transaction tables (orders, payments, activities)
            - Lookup tables (categories, statuses, types)
            - Junction tables (for many-to-many relationships)
        
        example_transformation:
          from_spreadsheet:
            customer_orders_sheet:
              columns: ["Order ID", "Date", "Customer Name", "Customer Email", "Product Name", "Quantity", "Price"]
              problems: ["Duplicate customer info", "Product details repeated", "Hard to maintain"]
          
          to_database:
            customers_table:
              columns: ["customer_id", "name", "email", "phone", "address"]
              purpose: "Store unique customer information once"
            
            products_table:
              columns: ["product_id", "name", "description", "price", "category"]
              purpose: "Store unique product information once"
            
            orders_table:
              columns: ["order_id", "customer_id", "order_date", "status"]
              purpose: "Store order header information"
            
            order_items_table:
              columns: ["order_item_id", "order_id", "product_id", "quantity", "unit_price"]
              purpose: "Store individual items within orders"
        
        steps:
          - Identify entities (customers, products, orders, etc.)
          - Define attributes for each entity
          - Establish relationships between entities
          - Create table structures with proper data types
          - Define primary and foreign keys
          - Plan indexes for performance
          - Design data validation rules

      - name: "Select database platform"
        duration: "1-2 days"
        owner: "Technical Lead"
        deliverables:
          - platform_comparison.xlsx
          - installation_requirements.md
          - selected_platform_justification.md
        
        platform_options:
          beginner_friendly:
            - name: "Microsoft Access"
              cost: "$150 one-time (part of Office)"
              complexity: "Beginner"
              best_for: "Small teams, Windows environment, familiar interface"
              limitations: "Windows only, limited concurrent users, not web-based"
              user_limit: "5-10 concurrent users"
            
            - name: "Google Sheets + AppSheet"
              cost: "$5/user/month"
              complexity: "Beginner"
              best_for: "Cloud-first organizations, mobile access needed"
              limitations: "Limited database features, depends on Google ecosystem"
              user_limit: "Unlimited but performance varies"
            
            - name: "Airtable"
              cost: "$10-20/user/month"
              complexity: "Beginner"
              best_for: "Teams wanting spreadsheet-like interface with database power"
              limitations: "Can get expensive, limited customization"
              user_limit: "Based on plan"
          
          intermediate_options:
            - name: "SQLite + simple front-end"
              cost: "Free"
              complexity: "Intermediate"
              best_for: "Single-user or small team, technical comfort"
              limitations: "Limited concurrent access, requires technical setup"
              user_limit: "1-3 concurrent users"
            
            - name: "MySQL + phpMyAdmin"
              cost: "Free (hosting costs apply)"
              complexity: "Intermediate"
              best_for: "Web-based access, scalable solution"
              limitations: "Requires technical setup and maintenance"
              user_limit: "Highly scalable"
        
        selection_criteria:
          - Number of concurrent users needed
          - Technical skill level of team
          - Budget constraints
          - Need for remote/mobile access
          - Integration with existing systems
          - Future scalability requirements

  preparation:
    duration: "3-5 days"
    description: "Prepare database environment and data migration tools"
    
    tasks:
      - name: "Set up database environment"
        duration: "1-2 days"
        owner: "System Administrator"
        deliverables:
          - database_installation_log.md
          - user_access_configuration.xlsx
          - backup_procedures.md
        
        setup_procedures:
          access_setup:
            steps:
              - Install Microsoft Access on required computers
              - Create shared network location for database file
              - Set up user permissions and security
              - Test multi-user access capabilities
              - Configure automatic backup procedures
          
          airtable_setup:
            steps:
              - Create Airtable workspace and base
              - Invite team members with appropriate permissions
              - Configure base sharing and collaboration settings
              - Set up integration connections if needed
              - Test import capabilities with sample data
          
          mysql_setup:
            steps:
              - Install MySQL server on designated computer/server
              - Install phpMyAdmin or similar management tool
              - Create database and user accounts
              - Configure security settings and firewalls
              - Set up automated backup procedures
        
        validation_criteria:
          - Database platform installed and accessible
          - User accounts created with proper permissions
          - Backup procedures tested and scheduled
          - Network access working for all intended users

      - name: "Create data cleaning and validation rules"
        duration: "2-3 days"
        owner: "Data Quality Specialist"
        deliverables:
          - data_cleaning_procedures.md
          - validation_rules_specification.xlsx
          - quality_check_scripts
        
        common_data_issues:
          inconsistent_formatting:
            - Phone numbers in different formats
            - Dates in various formats
            - Names with inconsistent capitalization
            - Addresses with abbreviations vs full words
          
          duplicate_entries:
            - Same customer with slight name variations
            - Products listed multiple times with different descriptions
            - Orders entered more than once
          
          missing_or_invalid_data:
            - Empty required fields
            - Invalid email addresses
            - Negative quantities or prices
            - Future dates in historical records
        
        cleaning_strategies:
          standardization:
            - Create standard formats for common data types
            - Use lookup lists for categories and types
            - Implement consistent naming conventions
            - Standardize abbreviations and codes
          
          deduplication:
            - Identify potential duplicate records
            - Create merge procedures for confirmed duplicates
            - Establish rules to prevent future duplicates
            - Plan manual review process for uncertain cases
          
          validation:
            - Define required fields that cannot be empty
            - Set data type constraints (numbers, dates, etc.)
            - Create range checks for numeric values
            - Implement format checks for emails, phone numbers

  migration:
    duration: "1-2 weeks"
    description: "Migrate data from spreadsheets to database"
    
    tasks:
      - name: "Create database tables and structure"
        duration: "2-3 days"
        owner: "Database Developer"
        deliverables:
          - database_schema_implementation
          - table_creation_scripts.sql
          - relationship_configuration.md
        
        implementation_approaches:
          access_approach:
            - Use Access Table Design view to create tables
            - Set field properties (data types, required fields, etc.)
            - Create relationships using Relationships window
            - Set up lookup fields for foreign key relationships
            - Create forms for data entry
          
          airtable_approach:
            - Create base with appropriate tables
            - Configure field types and validation
            - Set up linked record fields for relationships
            - Create views for different user needs
            - Configure permissions and sharing
          
          sql_approach:
            - Write CREATE TABLE statements
            - Define primary and foreign key constraints
            - Create indexes for performance
            - Set up triggers for data validation
            - Grant appropriate user permissions
        
        validation_steps:
          - Test table creation with sample data
          - Verify relationships work correctly
          - Test data validation rules
          - Confirm user access permissions
          - Performance test with larger datasets

      - name: "Migrate data from spreadsheets"
        duration: "3-5 days"
        owner: "Data Migration Specialist"
        deliverables:
          - migration_scripts_and_procedures
          - data_validation_reports.xlsx
          - migration_log.md
        
        migration_process:
          preparation:
            - Create backup copies of all source spreadsheets
            - Clean data according to established rules
            - Resolve duplicates and inconsistencies
            - Convert data to proper formats
          
          extraction:
            - Export cleaned data to CSV format
            - Verify data integrity after export
            - Document any data transformations applied
            - Create mapping between spreadsheet columns and database fields
          
          loading:
            - Import data using platform-specific tools
            - Verify referential integrity (relationships work)
            - Run data validation checks
            - Document any issues and resolutions
        
        platform_specific_methods:
          access_migration:
            - Use Get External Data > Excel feature
            - Map spreadsheet columns to Access fields
            - Handle data type conversions
            - Resolve import errors and warnings
          
          airtable_migration:
            - Use CSV import functionality
            - Map fields and configure data types
            - Set up linked records manually if needed
            - Verify all data imported correctly
          
          sql_migration:
            - Use LOAD DATA INFILE or similar commands
            - Write import scripts for complex transformations
            - Handle character encoding issues
            - Implement error logging and recovery

      - name: "Create user interfaces and forms"
        duration: "3-4 days"
        owner: "Interface Developer"
        deliverables:
          - data_entry_forms
          - user_interface_documentation.md
          - user_training_materials.pdf
        
        interface_requirements:
          data_entry_forms:
            - Simple forms for adding new records
            - Edit forms for updating existing data
            - Validation to prevent invalid data entry
            - User-friendly error messages
            - Keyboard shortcuts for efficiency
          
          search_and_reporting:
            - Basic search functionality
            - Simple report generation
            - Data export capabilities
            - Print-friendly layouts
          
          user_experience:
            - Intuitive navigation
            - Consistent look and feel
            - Help text and instructions
            - Responsive design for different screen sizes

  testing:
    duration: "3-5 days"
    description: "Test database functionality and train users"
    
    tasks:
      - name: "Data integrity and functionality testing"
        duration: "2-3 days"
        owner: "Quality Assurance Team"
        deliverables:
          - test_results_summary.xlsx
          - data_accuracy_validation.md
          - performance_benchmarks.xlsx
        
        testing_categories:
          data_accuracy:
            - Compare database records to original spreadsheets
            - Verify calculations and derived fields
            - Test data relationships and lookups
            - Validate import completeness
          
          functionality_testing:
            - Test all data entry forms
            - Verify search and filter capabilities
            - Test report generation
            - Validate user permissions and security
          
          performance_testing:
            - Test response times with realistic data volumes
            - Verify multi-user access works correctly
            - Test backup and recovery procedures
            - Measure system resource usage
        
        acceptance_criteria:
          - Data accuracy: 99.9% match with source spreadsheets
          - Performance: Forms respond within 2 seconds
          - Reliability: No data corruption during normal operations
          - Usability: Users can complete common tasks without assistance

      - name: "User training and documentation"
        duration: "2-3 days"
        owner: "Training Coordinator"
        deliverables:
          - user_manual.pdf
          - training_session_materials.pptx
          - quick_reference_guides.pdf
          - video_tutorials (optional)
        
        training_components:
          basic_operations:
            - How to add new records
            - How to search and find existing records
            - How to edit and update information
            - How to generate simple reports
          
          advanced_features:
            - How to create and modify views/filters
            - How to export data for analysis
            - How to interpret error messages
            - When and how to contact technical support
          
          data_quality:
            - How to maintain data consistency
            - How to identify and report data issues
            - Best practices for data entry
            - Understanding data relationships
        
        delivery_methods:
          - Hands-on training sessions
          - Written documentation with screenshots
          - Short video tutorials for common tasks
          - One-on-one coaching for key users
          - Ongoing support during transition period

  deployment:
    duration: "2-3 days"
    description: "Go live with database system and retire spreadsheets"
    
    tasks:
      - name: "Production deployment"
        duration: "1 day"
        owner: "Technical Lead"
        steps:
          - Deploy database to production environment
          - Configure final user access and permissions
          - Set up automated backup procedures
          - Test all functionality in production
          - Create monitoring and alerting systems
        
        deployment_checklist:
          - [ ] Database deployed to production server/location
          - [ ] All user accounts created and tested
          - [ ] Backup procedures automated and tested
          - [ ] Performance monitoring active
          - [ ] Help desk contact information distributed
          - [ ] Emergency rollback procedures documented

      - name: "Transition from spreadsheets"
        duration: "1-2 days"
        owner: "Project Manager"
        deliverables:
          - transition_timeline.md
          - spreadsheet_retirement_plan.xlsx
          - user_communication.md
        
        transition_strategy:
          gradual_approach:
            - Week 1: Database available alongside spreadsheets
            - Week 2: Encourage database use, spreadsheets for backup only
            - Week 3: Database becomes primary, spreadsheets read-only
            - Week 4: Spreadsheets archived, database fully operational
        
        communication_plan:
          - Announce database go-live to all users
          - Provide clear instructions for accessing new system
          - Explain benefits and changes from old process
          - Set expectations for learning curve and support
          - Establish feedback collection mechanism

monitoring_and_maintenance:
  daily_tasks:
    - Monitor database performance and user activity
    - Check backup completion status
    - Review any error logs or user issues
    - Respond to user questions and support requests
    duration: "15-30 minutes daily"
    owner: "System Administrator"
  
  weekly_tasks:
    - Analyze usage patterns and performance trends
    - Review data quality and identify issues
    - Update documentation based on user feedback
    - Plan system improvements and optimizations
    duration: "1-2 hours weekly"
    owner: "Database Administrator"
  
  monthly_tasks:
    - Perform comprehensive backup testing
    - Review user access and security settings
    - Analyze system capacity and plan for growth
    - Update training materials and procedures
    duration: "2-4 hours monthly"
    owner: "Technical Lead"

success_metrics:
  quantitative:
    - "Data entry speed improved by 40%+"
    - "Data accuracy improved to 99%+"
    - "Multi-user conflicts eliminated (0 data corruption incidents)"
    - "Report generation time reduced by 60%+"
  
  qualitative:
    - "Users find database easier to use than shared spreadsheets"
    - "Reduced frustration with data conflicts and corruption"
    - "Improved confidence in data accuracy and integrity"
    - "Better collaboration and information sharing"

common_challenges:
  user_resistance:
    challenge: "Users comfortable with spreadsheets resist change"
    solution: "Provide extensive training and highlight benefits, gradual transition"
    
  data_complexity:
    challenge: "Spreadsheet data doesn't fit neatly into database tables"
    solution: "Start with simpler data, gradually add complexity"
    
  technical_issues:
    challenge: "Database platform requires ongoing technical support"
    solution: "Choose user-friendly platforms, create comprehensive documentation"
    
  performance_concerns:
    challenge: "Database seems slower than opening a spreadsheet"
    solution: "Optimize database design, provide performance training"

tools_and_resources:
  database_platforms:
    - Microsoft Access (Windows-based organizations)
    - Airtable (cloud-based, user-friendly)
    - Google Sheets + AppSheet (Google ecosystem)
    - LibreOffice Base (free, open-source alternative)
  
  migration_tools:
    - Built-in import/export features
    - CSV conversion utilities
    - Data cleaning tools (OpenRefine)
    - ETL tools for complex transformations
  
  learning_resources:
    - Platform-specific tutorials and documentation
    - Database design best practices guides
    - Data migration methodologies
    - User training templates and materials

rollback_plan:
  triggers:
    - Critical data loss or corruption
    - Severe performance issues affecting operations
    - Widespread user adoption problems
    - Technical support challenges beyond team capabilities
  
  rollback_procedure:
    - Immediately restore access to original spreadsheets
    - Export any new data entered in database
    - Communicate rollback decision to all stakeholders
    - Analyze root cause of failure
    - Plan alternative approach or additional preparation
    - Document lessons learned for future attempts

next_steps:
  phase_2_enhancements:
    - Add more sophisticated reporting and analytics
    - Integrate with other business systems
    - Implement workflow automation
    - Add mobile access capabilities
    - Create advanced user roles and permissions
  
  long_term_evolution:
    - Consider upgrade to more powerful database platforms
    - Implement business intelligence and analytics tools
    - Add real-time dashboards and monitoring
    - Integrate with cloud-based business applications
    - Develop custom applications for specific business needs