CURRENT SET-UP

1. Manual Recording
2. Computer Assisted using Spreadsheet Application

What is SPREADSHEET Application

A spreadsheet is an interactive computer application program for organization,
analysis and storage of data in tabular form. Spreadsheets developed as
computerized simulations of paper accounting worksheets. The program operates
on data represented as cells of an array, organized in rows and columns.
Advantages
Simple to use
Graphics easier to setup
Easy data duplication
Cell formulas & Calculations

Disadvantages
Repeated Data
Data entry
Data validation & Checking
Data sharing / Collaboration
Search and Retrieval
Error Debugging
Upper row limit (65000 for Excel)
Easy data duplication
Formula errors

What is Database Program

A database program is the heart of a business information system and provides file creation,
data entry, update, query and reporting functions. The traditional term for database software is
"database management system"
Advantages
Multi- user sharing
User level Security application greater
Data validation & checking
Strong Search and Retrieval
Can eliminate repeated data
Data entry can be done with strong
validation
Rules can be applied to data
relationships
(i.e. no sale can exist without a
customer)
No upper row limit

Disadvantages
Harder to setup
Expense of Database
Knowledge of Structured Query
Language (SQL) takes time to learn.

 Multiple Presentation formats

Both spreadsheets and databases play a part in the daily operations of

many businesses. While you do not necessarily need to choose between
spreadsheets and databases, they are often suited to different types of
tasks. Understanding the key differences between spreadsheets and
databases is vital if you want to make the best use of either or both of
them. Spreadsheets and databases share some characteristics, but they
involve different technologies. Databases generally involve a higher level of
technical processing.

Techonology To be Used:
Front-end
: PHP, Html, CSS, Javascript
Backend Database : MySql
Proposed System : Web-based Loan Management System
Modules:
1. Loan Processing
2. Collection Module
3. Accounting

Database vs. Spreadsheet

by Karyn Stille
When do you use a spreadsheet, and when do you need a database? Both
application types are used for managing data. How do you decide which
would be more practical?
Spreadsheets
Before the computer, bookkeepers, record keepers, and accountants used
the paper and pencil method along with a ledger or record book containing
worksheets. Information and records were stored by hand and financial
records were calculated manually and entered in to the worksheets. Ledgers
used rows and columns that people learned could be used not only for
financial records, but also for things like scheduling, inventory tracking, and
employee information.
The dawn of the computer age brought applications that could store
information, perform complex calculations, and provide a printed output.
This concept virtually revolutionized the use of the computer early on. The
first application with any real power was Visi-Calc, which later became Lotus
1-2-3. Visi-Calc alone gave businesses a serious enough reason to justify
investing in computers for the office and is actually credited with keeping
Apple computers in business. The advantages of using a spreadsheet
application rather than paper and pencil were numerous - not the least of
which was that when data was changed, totals and other formulas were
automatically recalculated, saving both time and headache. However, VisiCalc lacked functionality in the way of tools available to the user.
Currently, Microsoft Excel, along with Lotus 1-2-3, commands most of the
market for spreadsheet applications. Tools have evolved tremendously since
that first Visi-Calc program. Now users have help available at a click of their
mouse along with tools such as complex formula support, formula and

function builders, sorting and filtering, scenario managers (for "What-if"

analysis), charts and graphs, and extended data formatting tools.
Databases
A database organizes information on a particular subject for retrieval.
Databases utilize one or more tables of information entered by the user to
retrieve data for a variety of purposes. Data can be retrieved through
methods such as asking questions of the data (querying), sorting or filtering,
and pulling information into a formatted report, like an invoice, that can be
printed. Although the tables look similar to spreadsheets, the tables are used
to store raw data. In other words, there is no need to format the information
in a database table. Reports generated from the data in the tables are where
you would want specific formatting. Information in a spreadsheet is
formatted in the actual spreadsheet, and that makes data entry a bit more
tedious.
Databases also involve the use of records to structure the tables. A record
can contain any number of fields. Comparing this to a common phone book,
a record would be an entire entry for one individual, and a field would be
each separate part of the entire entry - like the individual's phone number.
Reports organize the information in an understandable way and can combine
data by performing complex calculations. Databases can also easily manage
a large amount of information and better maintain data integrity. For these
reasons, databases are much more powerful and manageable when handling
a large amount of information related to a particular topic.
The downfall? The downfall is that most database programs are not as easy
to learn and use as most spreadsheet applications and are not as easy to
make structural changes in once queries, forms, and reports are developed.
One must have knowledge of the best way to structure the information into
one or more tables before any tables are used to develop a means of
retrieving the information. The reason for this, is that once saved queries,
forms, and reports are based on the table(s), any changes in the table(s)
structure (like deleting/changing field names) may cause errors in all the
objects based on the changed table(s). So, it is important that the developer
of the database has a clear vision of all types of information that would need
to be included and how to organize it. This, combined with an interface that's
not usually as intuitive as a spreadsheet, sometimes intimidates would-be
database users.
An Example of Database vs. Spreadsheet Use

Now that you are a bit more familiar with the purposes of the two, how do
you determine which is best for your data? Most businesses find that using
both works best. Take a look at the following simple example:
Company ABC needed a method of storing data related to customer sales
where they could print invoices and be able to track orders and customer
contact information. They also needed to be able to quickly calculate what
an increase or decrease in product prices and/or sales would do to their
overall revenue generation along with a way to analyze trends.
First, they developed an Access database to store all of their customer
information and ordering data. They included the following tables: Contact
Information, Products, and Orders. From this they used the tables and also
created queries of the table data on which to base reports, like invoices.
They also created easy to use forms for inputting data and a user-friendly
switchboard for easy navigation. This gave them an efficient way to enter
data, store data, and generate information for invoices, sales by product,
sales by customer, and so on.
Second, they used Excel spreadsheets to quickly calculate what changes in
price and sales would do to their revenue by creating various scenarios.
They could also use their sales information in Excel to analyze trends by
generating charts and graphs. This gave them an easy way to analyze their
data and trends in a tool with understandable and meaningful formats.
What can we gain from this example? As a general rule of thumb, databases
should be used for data storage and spreadsheets should be used to analyze
data.
If you currently use a spreadsheet to store data, ask yourself the following
questions:

Do changes made in one spreadsheet force you to make changes in

others?

Is the sheer amount of data unmanageable or becoming

unmanageable?

Do you have several spreadsheets that contain related information

(such as separate sheets with sales for branches in Los Angeles,
Chicago, and Houston)?

Can you see all relevant data on one screen, or do you have to keep
scrolling to find information?

Are several people accessing the data at the same time?

Do you have a difficult time viewing specific data sets that you want?

If you answered yes to at least two of the questions, you should think about
moving your information to a database application.
In a Nutshell Use a database if...

the information is a large amount that would become unmanageable in

spreadsheet form and is related to a particular subject.

you want to maintain records for ongoing use.

the information is subject to many changes (change of address, pricing

changes, etc.).

you want to generate reports based on the information.

Use a spreadsheet if...

you want to crunch numbers and perform automatic calculations.

you want to track a simple list of data.

you want to easily create charts and graphs of your data.

you want to create "What-if" scenarios.

In most cases, using the combination of a database to store your

business records and a spreadsheet to analyze selected information
works best.

Five Disadvantages of Spreadsheets

1. Above all, Excel is unreliable

Accuracy is difficult, and the increased likelihood of data errors is almost inevitable
with larger quantities of information, or when out of the box actions take place (such as
moving an assets location for example).

Excels lack of validation and potential copy-paste errors make it extra easy to slip in
mistakes.

Precious time is wasted validating and tracking data.

It can be extremely challenging to spot and correct errors, especially with larger
volumes of data.

A computer crash, hardware failure or virus can potentially mess up all your hard
work and set you back like its nobodys business.

2. No Real-Time Asset Data

Keeping your spreadsheet up to date is often a hassle.

Theres no audit trail, which makes it tough to keep your actual asset count and data
in sync, especially when more than one person has access to the file.

Unnecessary time is wasted updating spreadsheets to avoid this problem.

3. Limited User Access

Works fine until more than 1 person starts using or editing it.

Only 1 person can edit the spreadsheets at a time, and doing this from the comfort of
their own phone usually isnt a given.

After the spreadsheet is copied, horrific chaos and confusion often ensues.

There is no system to tell us who changed what and when. So anyone can be
blamed for your mistake (no, that is not supposed to be an advantage).

4. Excel can easily get too complex and limits quick data analysis or a clear
overview

Which makes it difficult to predict equipment need and customer demand.

With too much data it can get complex to be able to see whats relevant.

It can get overly complicated if you want to start planning for the future.

5. Its ugly and boring

Wouldnt it be grand to say farewell to Excels stiff, old fashioned and boring
formatting and to trade it in for an intuitive and slick software tool with an accessible and
well-arranged timeline that instantly shows your priorities?

The fact that you only work with text and cant liven things up with images doesnt
help either.

In a Nutshell

Outdated information renders your Excel useless.

Errors = wasted time + wasted money + unnecessary ulcers.

Time to upgrade, release all your Excel stress and get efficient!

Spreadsheets Vs. Databases

Both spreadsheets and databases play a part in the daily
operations of many businesses. While you do not necessarily
need to choose between spreadsheets and databases, they are
often suited to different types of tasks. Understanding the key
differences between spreadsheets and databases is vital if you
want to make the best use of either or both of them.
Spreadsheets and databases share some characteristics, but
they involve different technologies. Databases generally involve a
higher level of technical processing.

Fundamentals
Both spreadsheets and databases are used to store and manage
sets of data. The basic content in a spreadsheet or a database is a
set of data values. Where spreadsheets and databases vary is in
how they store and manipulate the data. A spreadsheet stores
data values in cells, with multiple cells represented in a system of
rows and columns. Cells can refer to other cells, and the
spreadsheet can include cells that carry out processing on other
cell values. A database typically stores data values in tables. Each
table has a name and one or more columns and rows. A row in a
table is called a record. A single record includes a value for each
column in a table. Databases can enforce relationships between
records in different tables.

Technologies
Spreadsheets and databases generally use different technologies.
The most widely used spreadsheet program is Excel, which is part
of Microsoft Office. Other spreadsheet programs form part of
OpenOffice and GoogleDocs. Database technologies include
Microsoft Access, Oracle, MySQL and SQL Server, among many
others. Some databases are run on servers and accessed over
networks, including the Internet. In most cases, a database will
have a software application built on top of it, providing user
access to the data. Databases are built and managed by software
programmers and Web developers, often using SQL (Structured
Query Language). Database applications can be written in many
programming languages, including Java, PHP, ASP and others.
Related Reading: How to Insert Data From Multiple Excel
Spreadsheets to One Excel Spreadsheet

Processing
Both spreadsheets and databases offer a range of processing
functions. Using these you can manipulate, sort and filter data.
Databases offer a greater range of complexity in terms of data
manipulation, but this must be expressed in programming or SQL
code. However, for basic data processing, spreadsheets provide
users with a range of automated functions, which are accessible
to people who do not have much technical experience. Some data
management needs are only possible using databases, but where
this is not the case, a spreadsheet may provide a more usable
option.

Accessing and Presenting

Access to a spreadsheet is sometimes limited to one person at a
time. With database management systems, however, several
people can access the same data set. Such systems manage
editing of data so that two people cannot alter the same data
values at the same time. This preserves data integrity, which is
harder to manage when using spreadsheets. Output and

presentation varies in spreadsheets and databases. With a

spreadsheet, you can generate charts and graphs using
automated software tools. With a database, such output options
are normally a matter for the application providing access to the
data. Databases generally require a higher level of technological
expertise.