As a data management tool, databases are far better than spreadsheets. We present some evidence of spreadsheet problems and look at all the things a database can do better that you might not have thought of.
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Databases versus Spreadsheets-do you know where your data is?
1. You have lost track of that document. It was just sitting on your desk or in a cabinet somewhere. You saved a copy of it on the computer but in which folder? On which computer?
2. Ask colleagues, search your desk, search your hard drives … . If you find it how much did that search set you back?
3. Time at work costs and in this economy, you have to make every minute count…
4. Where is your data now? Data is everywhere. Successful companies use it effectively. That means knowing where it is and being able to access it immediately. Paper and electronic calendars Email Documents iPhoto Spreadsheets On paper Address Book
5. “ ” Stefan Chauveau Macsimize Consulting Bring it together into a well designed database which will connnect all your data and create relationships between every type of data, then…you will have a powerful and efficient system to take your business to the next level. Data is a valuable company asset.
6. Using spreadsheets as a database? Business experts everywhere agree, spreadsheets are overused in business.
7. Microsoft estimates that more than 70% of Excel users use it as a database. Why is this a problem?…
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12. When your data grows or you need better access to it, then it is time to switch to a database. Unite your data! Put spreadsheet data into database.
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14. A great database will pull it all together Email Campaign Management Send emails to all your contacts. Great for monthly newsletters and announcements. Contact Management Manage all your personal and business contact information, including addresses, phone numbers, and email addresses. Inventory Manage inventory items such as products, school supplies and household valuables. Research Notes Compile and organize all your research notes in one location. Task Management Track tasks, contacts and status associated with any project. To Do List Organize, track and assign responsibilities for work assignments, school projects, or household chores. Event Management Track event details, invitees, even gifts and thank you notes. Great for fundraisers, weddings, or trade shows. Registration Manage events and attendees. Link attendees to each event. Print badges and manage hotel reservations. Invoices Track all your product and customer details. Create, manage, and print customized invoices for every order.
15. A great database can keep growing as you need it. People Management Measure performance and track goals for yourself or employees. Personnel Records Manage employee data such as hire date, salary, manager, review dates. Expense Reports Track and report reimbursable expenses. Asset Management Track office assets and other depreciable items. Fields could include asset category, serial number and purchase date. Resource Scheduling Manage resources such as speakers, conference rooms, or A/V equipment. Issue Tracking Manage issues by priority and track status and resolution. Time Billing Calculate hours worked, hours billed, and hourly rate for each employee on a weekly basis. Time Cards Calculates hours worked based on start time, end time and duration of breaks. Document Library Organize and quickly locate Word docs, PDF files, sound files, Excel spreadsheets, movies, photos, PowerPoint presentations and more.
16. With the ability to expand and modify the possibilities are endless. A relational database enables you to link or create relationships between all forms of your data, even photos, movies and sound! Photo Catalog Store and organize digital images. Add a keyword to each picture to quickly retrieve the information you need. Product Catalog Store and organize product information. Include serial numbers, prices and pictures of your products.
20. Doctors see patient treatment/history, correspondence, appointments. With a few clicks they can write and send FAXES or EMAILS, SCHEDULE events and create INVOICES. This is the CONTACT screen.
21. < A place to input photos and precise measurements taken during examinations.
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25. Users click to jump forward or back by 1,7,14,21 or 28 days without leaving day view. This is the DIARY day view for a single doctor. Users click here to view multiple staff side by side. See the results of this on the next slide.
33. Here, in the CONTACT screen, staff see complete purchase history, invoices, correspondence and appointments. With a few clicks they can write and send faxes or emails, make appointments and create invoices.
34. One click from the CONTACT screen takes staff to INVOICE screen for a view of purchase history of a customer.
35. This is the PRODUCTS screen. Staff use this for product data such as product description, pricing, supplier details and controlling stock levels.
36. For this client, PHOTOGRAPHS are essential and can be linked to products or clients.
37. With their database this client creates regular REPORTS. Here they can see all CUSTOMERS and their PURCHASES. d d d d d d
38. This report shows SALES by EMPLOYEE which helps manage performance targets and bonuses.
39. Here SALES are broken down by PRODUCT enabling management to identify top selling ranges and items.
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Notes de l'éditeur
It is a common office scenario and we have all been there ………….
Contacts in your address book software or in a rolodex Correspondence, letters, contracts, faxes, maps, drawings and diagrams in a filing cabinet Financial data in spreadsheets Important dates and a diary
Here are some of the most common tasks a database will handle for you. A good database will put all these business functions together and relate them all to eachother, And give you and all your staff access to this information where ever they are (Remote access) Later we will look at some examples of how companies incorporate these into a database
Many people don’t realise all the uses a database can have. It can take on any role you can think of. Many of my clients only see the possiblities after the database is installed in their offices. Then I get the call-can we get it to do this? The great thing about this type of database is that it is flexible so you CAN start off with one database and add and relate more functionality later as you need.
LPSA This practice needed a place to hold pre-operative notes, diagrams and drawings. The database we created allows them to quickly record measurements, patient condition and proposed treatment. For each patient there is a complete record of all proceedures carried out and by whom, with results documented by photos, diagrams and interview.
problem When employees write to clients or suppliers, where are those documents stored, how are they tracked down when needed and who is backing them up? These were the uncomfortable truths facing the management of this publishing company. Quotes, contracts and letters sent to clients could be originated in any number of programs. Documents were stored on individual machines. Loss of data was not uncommon. Access for others time consuming.
The Macsimize solution An essential part of our solution was a letters database. Every letter, whether created from scratch or selected from a standard list, is linked to a contact, so there is a record of exactly what was sent, when and by whom, then backed-up automatically and available across the network. Other documents(contracts, artwork, editorial from the magazine) not created within the database can still be stored, attached to a particular contact and viewed with one click
solution A diary database helped a doctors practice reception and medical staff schedule quickly and accurately. The database works over a network so information is available to all in the practice. Doctors input times they are in surgery or able to see patients. Appointment types have a time value so reception staff don’t over book. Many doctors can be viewed on a single screen to coordinate support staff like nurses and anesthetists.
SENIORS NETWORK problem Email is a cost effective way to communicate with your clients, but when there are 10,000 to be sent, our clients found their mail program was not a good choice. One bad address stops the whole exercise. Their clients complained about repeat mailings and staff were tired of hitting the send button. Solution An database that emailed was the simple solution. We designed a contact database and imported the contact data. Their staff now do a find to isolate the contacts they are writing to and click the send button once. The database does the rest. A bad address is reported but does not stop the whole mailing
