Efficiency and Collaboration, Business Proposal Example

Introduction

This paper sets out a proposal for implementing new management information systems for Party Plates.  The paper considers the existing use of Microsoft Excel and how a more holistic integrated office solution might be adopted by networking Microsoft Office 2010 edition within a Windows 7 Server environment.  The emphasis being around using the relational database of Microsoft Access.

Converting data from excel to access

Spreadsheet applications like that of Microsoft Excel are a powerful means for users to manipulate and share data. They have the advantage of being shared throughout the organization.  Microsoft Office however is an integrated suite of software applications that has additional powerful applications including the relational database of Access.  By slightly changing the architectural configuration of the Local Area Network (LAN) it is possible to gain more flexibility from the Excel spreadsheets by migrating then to an Access Database.  This provides a more structured set of data than that of the Excel tables and facilitates more integration and sharing of data between users of different departments.  By incorporation of a SQL server you facilitate report writing and a wider freedom in the manipulation, access and reporting of data. Equally this enables the use of Wide Area Networks (WANS) and as such widens the horizons and possibilities of remote communication to the network. (PCA, 2011)

Benefits of access in the workplace

There are numerous benefits to the use of a relational database like Microsoft Access in the workplace; consider the following:-

• Flexibility – The ability to store and retain dynamic data and the flexibility of reporting on this. This facilitates queries on the database that provide more flexibility over the manipulation of data for management reporting purposes;
• Custom reports on the fly – The ability to easily design new queries and the ability to store these programs for future use. As opposed to Excel where it mostly involves the creation of a new workbook or spreadsheet application;
• Data Storage – Access is the preferred choice for data storage as it is easy to create access databases and retain the information as opposed to the concept of cutting and pasting within Excel workbooks.

Future collaboration and integration

The software suite (Microsoft Office) also comes with a number of Office collaboration tools.  This includes the use of ‘ ONE NOTE’ an open plan free form organizer that allows you to categorise and store files or notes from any of the Microsoft applications like Word, Access, Excel, PowerPoint, Outlook  and Publisher.  It captures voice, data and image software which will be of particular interest to the Sales and Marketing department.  The software OUTLOOK provides such facilities as e-mail, shared calendars and communication software applications that will facilitate streamlined office communications and reduce the need for paperwork in the organization.  Microsoft Office provides the ability to standardise on one set of integrated software applications providing a common set of data and communication standards between the different departments in the business

References

PCA. (2011). Convert Excel To Access Databases. Retrieved 9 28, 2011, from Application Migration Solutions: Converting Excel to MS Access Database: http://www.pcapps.com/database-services/conversions-and-migrations/excel-to-ms-access.aspx