Introduction
The main purpose of implementing an Information System (IS) in an organization is to integrate Information Technology frameworks and the organizational processes across all levels such as management, with main objective of enhancing the execution of organizational processes. IS extends beyond the Information and Communication Technology infrastructure with an organization to include the various methods through which individuals in an organization interact with the implemented technology to offer support towards the undertaking of business operations.
This paper presents a proposal for the migration from the Microsoft® Excel® to a relational database such as Microsoft® Access® in order to help in tracking personnel data (Rainer & Cegielski, 2011). In addition, the paper identifies potential collaborative software that may help in improving internal communications and help in streamlining some of the processes for the sales department.
Usefulness of converting data currently help in Microsoft Excel spreadsheets into a relational database using Microsoft Access
In relational database such as Microsoft® Access®, there is only one storage location for all the data and information, which in turn helps in simplicity in updating files. For instance, a single command can be used to update multiple files, which is contrary to the case of Microsoft® Excel® spreadsheets which require manual update in individual files (Grauer et al, 2011). In addition, an integrated storage ensures that information is constantly up to date.
Because of this, there is minimal probability that old data is likely to be forgotten. Microsoft® Access® also eliminates typing errors such as I0 for 10, typing issues such as the aspect of all numbers being perceived as text and any form of unnecessary text conversions are also eliminated (Grauer et al, 2011). Relational database such as Microsoft® Access® also helps in data validation during entry and cross checking with the available data in order to filter values that do not match. All the above helps in minimizing errors in Microsoft® Access® compared to using Microsoft® Excel® spreadsheets.
Microsoft® Access® also facilitates efficient data manipulation by making it easy to alter data, the data format, update and query operations. In addition, Microsoft® Access® facilitates the process of combining different data bases within an organization. MS Access also facilitates an accurate data analysis through elimination of data duplication and offering methods that can be used to link the query to the statistical application package (Rainer & Cegielski, 2011).
Benefits of Using Access at the work environment
In the context of Party Plates, Microsoft® Access® is an added advantage because it does not require advanced IT skills to use compared to other relational databases such as SQL. In addition, MS Access is the most effective tool for uniform update of the data because of the constant need to add and delete data in the database (Grauer et al, 2011).
Another benefit is that there is guaranteed user support from Microsoft during the initial stages of use. In addition, there is the aspect of Future proof basing on the fact that Microsoft Corporation are persistently updating their product, as a result, one is sure that MS Access is not a dead end application package (Grauer et al, 2011).
Microsoft® Access® is also designed to function on a computer network, making it appropriate in the context of a multi-user environment whereby simultaneous users can access the system (Grauer et al, 2011).
The feature of web integration of MS Access comes as an added advantage when the company intends to move towards e-commerce. Microsoft® Access ®is also under constant upgrade, implying that it can be upgraded to meet the changing needs of the organization during cases of business expansion (Grauer et al, 2011).
The Recommended collaborative software for the Party Plates Scenario is i-sense, which is web based collaboration software that incorporates Customer Relationship Management and Enterprise Resource Planning, which are vital for the sales department. Collaboration is facilitated through RSS news reader, email clients and file management.
References
Grauer, R. T., et al. (2011). Microsoft® Office 2010: Volume 1. Upper Saddle River, NJ: Pearson Prentice Hall.
Rainer, R. K., & Cegielski, C. G. (2011). Introduction to information systems: Supporting and transforming business. Hoboken, NJ: John Wiley & Sons.