Database programming question

I need some help, i am a web designer that does state and non profit websites. I am not a programmer. I have recently been asked to do a transparency website that I am not sure about. It is like the following: Transparent Utah

The section where you can search for documents is what they need. I can handle all other aspects of the site except that. They want to feed in date from the department of educations database I believe and sent the below info from the person who has the data. From what I can tell they need us to write out specs so they can provide is with the info we need to add so we can get info fed from their database? Is that right? What is the problems he is referring to? If someone could break this down for me in simple to understand terms and tell me exactly what I will need to get this done I would appreciate it. I realize I am going to have to hire a programmer but I would like to know what I am asking for. thanks so much!!

"If you want to go ahead and use the massaged data you got, I'll need the following information:

Here's the standard mapping table from raw data:

DEPT varchar(2) NOT NULL,
DIV_VAL varchar(2),
PGM_ID varchar(6),
MOF varchar(1) NOT NULL,
APPN_TYPE varchar(1) NOT NULL,
TRANS_CODE varchar(3) NOT NULL,
F_FY_ACCT varchar(8) NOT NULL,
OBJ varchar(4) NOT NULL,
CC varchar(4),
PROJ_NO varchar(6),
PH varchar(2),
ACT varchar(3),
AMOUNT decimal(20,2) NOT NULL,
ENC_NO_SFX varchar(11),
VENDOR_NO varchar(10),
VENDOR_NAME varchar(40),
INVOICE_NO varchar(15),
INV_DATE date,
AGING_DATE date,
CHECK_DATE date,
CHECK_NO varchar(8),
DOC_TYPE varchar(2) NOT NULL,
COMP_NO varchar(8) NOT NULL,
DEPT_NO varchar(8),
DOC_NO varchar(10) NOT NULL,
OPT_DATA varchar(22),
1099_IND bit,
FY_FM varchar(6) NOT NULL,
ENC_FM varchar(2) NOT NULL,
PROC_DATE date NOT NULL,
TRANS_ID varchar(18) PRIMARY KEY NOT NULL

Here's the fields in the massaged data:

Fund
Appropriation
Appropriation Title
Program ID
Program Description
Organization ID
Organization Title
Object
Object Title
Vendor
Vendor Name
Document Number
Effective Date
Amount

A rough guess would assume:

Fund == DEPT or maybe MOF
Appropriation == TRANS_CODE or ACT or COMP_NO
Appropriation Title -> mapping table to Appropriation
Program ID == PGM_ID
Program Description -> mapping table to Program ID
Organization ID == PROJ_NO
Organization Title -> mapping table to Organization ID
Object == OBJ
Object Title -> mapping table to Object
Vendor == VENDOR_NO
Vendor Name == VENDOR_NAME
Document Number == DOC_NO
Effective Date == PROC_DATE
Amount == AMOUNT

Now, the really important fields are the ones we've already used for the expenditures data:

VENDOR_NAME,
AMOUNT,
FY_FM,
VENDOR_NO,
DEPT,
DEPT_DESCRIPTION,
DIV_VAL,
DIV_DESCRIPTION,
OBJ,
OBJ_DESCRIPTION,
PGM_ID,
PGM_DESCRIPTION

Of these, DEPT and DIV seem like the ones we don't have good answers for.
So, long story short, in order to get anything up on the site immediately without getting the data in the proper format, we'd have to build a one off and you'd have to provide a spec for it. Does that make sense to you?"