Efficiency and Collaboration Proposal
The benefits of using Microsoft Access in the work environment for the Party Plates Company would be the ease of creating “contacts, issue tracking, project tracking, and asset tracking,” (Software-Matters, 2011). This program would help the company by maintaining the current clients and customers previous orders, attach receipts, shipment orders, and any other documents directly to their profile. The company will be able to forecast future orders and share the information across the company using Windows SharePoint Services. Using this option will help the employees share information, back up the data, and will ultimately keep everybody working in a joint collaborative effort.
The excel spreadsheets that are currently being used work primarily off of memory. If the save icon is not clicked all work will be lost if the program is closed accidently. The same tragedy can happen if there is a power loss as well. The benefits of using access are it works primarily off of storage. The data that is entered is automatically saved and the database is updated. While using access more than one person can work on the same file at one time. Excel only allows one person to use the spreadsheet at one time.
The implantation of the Transaction Processing System will help the company to monitor, collect, store and process data generated from the daily transaction. This system will replace the antiquated system that is in place currently. The data that is collected from transactions are placed into batches. This system is called Batch Processing. Using collaborative software such as Peachtree by Sage will help the company manage their financial transactions. Using this software the company will have access to sales ledgers, purchase ledgers, sales order processing.
In conclusion, the Party Plates Company would have easier access to pertinent data. By manipulating fields and properly formulating the tasks required in an excel spreadsheet, the company can track what is needed in each department and apply it to its database more efficiently. The Party Plates Company can also quickly make reports from each department within the company. For example, if the Supervisor or Department Manager of the Human Resources Department wanted a report on all personnel that had missed more than five days of work over a three-month period, excluding holidays, vacations, and maternity leave.
He or she would simply access the database and simply click the required field to receive the answers desired for the report in particular. With excel alone; this would be more of a tedious task. With excel one could enter the data in fields and have such data imported to access to be stored. This helps every business because the data is saved and can be retrieved at a later date if necessary for reports, strategy building, and brain storming new products or projects.
If a database is built with the proper parameters the product will be more conclusive for the task of the company, or a department within the company that the database is built. In summary the implantations of the various information systems will allow the company to operate more effectively.
- Software-Matters. 2011. Microsoft Office Access benefits. “Software-Matters”. Retrieved from http://www. software-matters. co. uk/microsoft-access-benefits. html.