Database and Spreadsheets of Metropolitan Geniuses (MG) Company

Introduction

The following essay is a summary about the development of a secure and organized database and spreadsheets of Metropolitan Geniuses (MG) Company to be used in the Information System department. The essay will contain development of a sustainable database technology to run the spreadsheets used to list down contractors needed by their clients as MG is a SME company. The essay will give description on how the company prefers to make the database which should have eight named contractor's files which are, database specialist, programmers, website specialists, network engineers, data security officers, designers, analysts, system testers and other. The essay will give a description for the development of a two filed table spreadsheets that contains clients' and contractors' information which are then linked to the access portal. The essay will outline the use of Access database in developing the spreadsheets for the clients and contractors explaining the advantage of Microsoft Access over other form data web servers to share reports with end-users. Spreadsheets and databases share some common characters but databases have a higher technical processing.

They are used to store and manage different types of data, although database is the best used method of storing data as it stores data values in tables which make them appear organized because they are arranged in columns and rows. A single row in a table is known as a record and a single record contains a value for each column in a table. The use of database Microsoft Access is the best as it is accessed over the web because they run on servers. Running of a secure and well accessed database one has to use a well established SQL platform and the database created with a good programming language. Access database offer a good manipulation of data, therefore developing such a database for MG is best suited using this form of database as they require various data in their system and can be able to be accessed by various clients on their access web. Access is a simple database solution for small and medium businesses and works best for even beginners starting to use the application.

MG requested for a table of clients' and contractors' information, description, fields and even fees incurred. This kind of information to be able to be displayed and be organized well one requires Access application as it has good formats and calculates data smoothly. Use of VBA (Visual Basic for Applications) language is the best choice for such process as it will make the instructions needed to be executed easily using this language. Because Access allows importing of information from other Microsoft applications then the previous clients' information and the contractors' information needed can be copy pasted from the spreadsheets information acquired from the contractors like ID, name, and fees incurred are calculated. VBA will be the best language used to validate the data and even detect error. MG as a SME business will need to save on a cost that is why use of Access will provide the best solution as it doesn't need regular monitoring like using the client-server databases. Therefore as a small business like MG will need to invest just ones for an expert to develop a good database using VBA that can even be turned later to an application and not require a complex database at first as it requires only clients' information matched with the contractors' information to be displayed on their access web server. The data are placed in tables with the company which is the client.

The company will contain the fields needed which are almost 15 and a Meta data for each individual field. Then we should have the contractors' that are available to hire.The contractors to be listed are Database specialist, programmers, website specialists, network engineers, data security officers, designers, analysts, system testers and a place for others. The contractors' field should also contain the required Meta data assigned for each individual field. Microsoft Access supports well such requirements for a database and even input of a refresh button for the clients' part in the web access after the tables in the database are being linked as the clients' wages incurred may vary with different contracts given out to contractors. Access application will allow various users to access the portal even the clients not listed on the database therefore help in marketing the company services. Developing of a simple database is the best start for the company because with time Access allows for a room of development as the business grows. The end users might not even notice major changes when such development is done. Using the SQL server is to manage the scalability as many users will be accessing the portal. Keeping the data in tables will make them flexible and sustainable thus introducing one contractor for each client to have a scalable data.

The calculated fields that contain the contractors' hours worked, rate per hours and gross pay can be exported to excel spreadsheets for analysis. Access however allows this kind of exportation to be stored for future reference thereby avoiding loss of data or mismanagement. After joining the tables in Microsoft Access portal an Access Relational Database Management System (RDBMS) provides the task of a flexible reporting and functionality within the application and makes the users' task simple and easy. The best template to use on a share point server and the best stipulated is web-based template. This template will allow all the clients to view and decide on the best appropriate contractor it requires for a specific job. Therefore designing a web database for MG Company is the best process as the blank page can be filled with the tables created in the excel spreadsheets for the clients to access. Access has various features that make it easier for the end user to access the data in a neat and organized way, the ribbon being one of the features that contains five tabs that help in organizing and managing the content in Microsoft Access at the open window. The ribbon contains tabs, groups and commands.

The tabs' group can be customized to suite user requirements, thereby avoiding circumstances where everything fills up the screen at ones and makes it unorganized for users to access information. Microsoft Access also allows data to be created in electronic image files through the EXTERNAL DATA tab on the ribbon. These reports can be access externally by people who don't have Access installed like PDF being opened by Adobe reader and also can be shared on emails. Microsoft also has various features that make the way the reports are viewed with Report view being a very supportive view way. Report view allows users to view part of the report they prefer to view, therefore they can choose which fields they want to view on their reports. Like a specific contractor with their charges per hour.

Summary

It is obvious for humans not to embrace change as it is their nature. Access application though when absorbed in an organization especially in a small growing one is the best solution for a fast and sustainable report keeping and sharing technology that replace use of excel or other web data bases. Microsoft Access is the best step to take from use of excels with the growing digital world. Access offers various features as discussed and it does not require a major skill to develop a database for a business. It comes with the Microsoft software so cost of purchasing another application is reduced. Access is the way to go with the latest version for 2016 having better features to use like tell me feature that guides a user especially a new user planning to start using Microsoft Access. It has a high processing power for even complicated data that need additional outside analysis with the offer of joining SQL server to your Acess software. The use of RDMS assures of exact values being posted for viewers and reduction of error which is a major problem with companies using a normal spread sheet like excel.

Reference list

10 Powerful Features Of Microsoft Access | Edu CBA." eduCBA. N.p., 2017. Web. 14 Nov. 2017. · Microsoft Access Business Benefits: The Perfect Match -...." Access Database Tutorial. N.p., 2017. Web. 14 Nov. 2017.

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