Microsoft

Office Access and Office Excel

Consultant Report

Managing Business Information

Executive Summary

This consultant report identifies the appropriate data storage software for second-
hand car retail. Microsoft Office Access and Office Excel are the two possible
alternatives.

The main approach is an assessment of both programs in the basis of significant
features. Moreover, a recommendation is made built on the previous assessment. To
conclude the report we illustrate a simple outline design for the selected program.
However, the final model will be composed of a more sophisticated structure.

In the course of the evaluation, we found that Office Access is the suitable data
processor for second-hand car retail. Basing our findings on the scenarios where the
corporation performs.

Contents Page


1 INTRODUCTION ...................................................................................................................... 3
2 ASSESSMENT AND DISCUSSION ............................................................................................. 4
2.1 SPREADSHEET AND DATABASES ........................................................................................ 4
2.1.1 Data Storage ........................................................................................................... 4
2.1.2 Data Analysis ........................................................................................................... 5
2.1.3 User Facilities .......................................................................................................... 6
2.1.4 Security .................................................................................................................... 6
2.2 RECOMMENDATIONS ..................................................................................................... 7
2.3 DATABASE DESIGN ........................................................................................................ 8
2.3.1 Tables and attributes .............................................................................................. 8
2.3.2 Key queries ............................................................................................................ 10
2.3.3 Outline Design ....................................................................................................... 11
3 CONCLUSION ....................................................................................................................... 12
4 REFERENCES ......................................................................................................................... 13
5 APPENDIX ............................................................................................................................. 14

1 Introduction

In the past decade, the software industry has experienced a rise in the area of data
processing and storage. Both Microsoft Office Excel and Office Access entail most of the
sales in the market. However, it is crucial to choose the appropriate software based on the
business purposes.

Office Excel is a program based on Spreadsheet application developed by Microsoft
Corporation. Excel applications are suitable for scenarios where advance data analysis is
required. It provides features such as data manipulation with several different formulas,
modelling tools and macro programming.

Developed by the same corporation, Microsoft Access is a program based on database
management system. Access Database is suitable for businesses storing large amounts of
data. Amongst other features, Access provides relational tables, data integrity and queries.

2 Assessment and Discussion

The car retail industry requires large amount of data to be stored. Hence, it is important to
identify the best-equipped software for this purpose. The selection should be based in the
areas of data storage, data analysis, user facilities and security.

2.1 Spreadsheet and Databases

Sharing similar features, Office Access and Excel are both operational in the areas of data
storage and manipulation. Nonetheless, Access is more specialised in scenarios such as
storing customer information, order details and product specifications. Whereas Excel in the
areas of sales, accounting and budget planning.
2.1.1 Data Storage

Flat or relational data

In terms of data storage, each program has been designed with a different structure.
Microsoft Access offers relational data, whereas excel has been designed for non-relational
data.

A relational database enables organising data in different tables. Each table contains
information on specific areas such as suppliers, products or customers. However, the
different tables will be related through the same attribute. Microsoft Access allows storing
data in an efficient system.

Data integrity or flexibility

Spreadsheet software is intended to be more flexible, unlike Databases where data integrity
is maintained.


Microsoft Access can be configured to use unique identifiers for each table. This feature
enables Access to identify automatically data for queries or reports as well as preventing the
input of data with no identification.

Microsoft Excel cannot support referential integrity, as it is not designed to operate with
relational tables. However, spreadsheets offer different alternatives for data validation.
2.1.2 Data Analysis

Data analysis represents an important aspect on business management. Thus, it is important
to be equipped with fast and effective analysis tools. Both Access and Excel offer various
features on data analysis. However, excel is more specialised in this area.

Queries

Queries are the main way to retrieve specific information from different tables by
presenting questions to the database. Overall, it is a very useful feature for business in the
retail sector.

Access is more appropriate for data that is going to be constantly manipulated and viewed
in different forms. Unlike Spreadsheets, Database use Structured Query Language (SQL)
what enables fast information retrieving, calculated fields and several other features. On
the other hand, Excel provides infinite formulas for data manipulation.

PivotTable and Charts

PivotTable tool enables to analyse and summarise large amounts of data. This tool offers
various ways of data manipulation such as filter, IF statements and calculated fields. In
contrast to queries, Excel provides advanced PivotTable facilities than Access, in which case,
Excel would be more efficient when analysing large amount of data.




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2.1.3 User Facilities

User interface

Excel Spreadsheet has been designed with a simpler interface; this program can be used
with basic knowledge. Whereas, Access Database will need more qualified personal for its
use.

Multi user

Unlike Excel, different users can use the Database at the same time (except for individual
records being used). This feature increases productivity with more than one employee
working at a time.

2.1.4 Security

Both programs provide efficient security with features such as passwords and encryption.
Though, in case of failure, Access is continuously being saved to prevent any data loss.
However, in excel we can set up this feature in advance.

In addition to this analysis, Figure 1 (Microsoft Corporation, 2007) in the appendix shows a
summarised comparison table within several other features.

2.2 Recommendations

Microsoft Access is the most suitable program for this project. In terms of effectiveness and
productivity, Database Management System fits in the parameters of this corporation.

With regard to data storage, relational database in Access provides efficient data storage.
For example, relating Customers Table to Sales Table and Product Table. This method
provides all the information with regard to a customer and its orders organised in different
tables.

Microsoft Access data integrity enables efficient data entry, avoiding fields with no
identification and reducing the error input data. As a fundamental feature, unique
identifiers guarantee recognising every row of data with an exclusive name or number.

In terms of data analysis, Microsoft Excel provides advanced tools. However, Access queries
are very convenient when displaying specific information. This feature enables unlimited
ways of manipulating data.

In addition to this, productivity is augmented by multi-user access feature offered by
Microsoft Access. Hence, other employees can still use the database simultaneously.

With regard to security, by using Access we assume less risk of data loss given its auto-save
system. It is important to reduce risk in case of technical failure.

2.3 Database Design

2.3.1 Tables and attributes

A Database will consist of various tables made up of different fields. Each table will be
related through shared attributes.

Client Table

Client Table will contain all the information regarding the client. It is linked to the Order
Table through the attribute

Attributes
-

CustomerID Customer unique identifier

Fname, Lname, Address, Postcode, telephone and email Customer information

Car Table

Car Table contains all the information with regard to second-hand cars. It is linked to Order
Table trough the attribute ProductID, and linked to Supplier table through the attribute
SupplierID.

Attributes
-

ProducID Car unique identifier

Make, Model, Year, Type, HP and Engine Car specifications

Price

SupplierID Identifies the car supplier


Order Table

Order table contains the information with regard to the sale. Information of the order is
gathered from the remaining tables. Thus, ProductID links to Car Table, and CustomerID to
Client Table.

Attributes
-

OrderNo - Order unique identifier

ProductID Identifies the product ordered

CustomerID Identifies the customer

OrderDate Order date

Supplier Table

Supplier Table provides details regarding the different suppliers. It is linked to the Car Table
through the attribute SupplierID.

Attributes

- SupplierID Supplier unique identifier
-

CompanyName Company name

Address, Telephone and Email Supplier contact alternatives

Employee Table
This table is not part of the business activity, however it contains the information with
regard to the personal.

Attributes

-

EmployeeID

Fname, Lname, Address and Bank account Employee personal details

NI number National Insurance Number

Job Title
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2.3.2 Key queries

Microsoft Access enables users to perform unlimited different queries with any field we
require. For example, in a query on BMW cars you might as well want to display model, year
and engine fields. Figure 2 develops on several examples:

Figure 2: Key Query applications

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2.3.3 Outline Design

Figure 3 illustrates a simple outline design for this project. However, the final model would
require an advanced structure.

Figure 3: Possible outline design

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3 Conclusion

Effective data storage comprehends a positive outcome for the accounting and
administration areas of a company. After a business performance evaluation, we can see
the most appropriate software for this purpose is Microsoft Office Access, fitting in the
parameters of second-hand car retailer.

However, we must take into consideration that both programs can be used in a
complementary way. Microsoft Access provides the data storage aspect and Excel the data
analysis. Hence, software complementation will ensure an effective use of both resources.

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4 References

Microsoft Corporation (2007) Quick comparison Access and Excel, [Online]. Available at:
https://support.office.com/en-ca/article/Using-Access-or-Excel-to-manage-your-data-
09576147-47d1-4c6f-9312-e825227fcaea (Accessed: 23 February 2015).

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5 Appendix

Figure 1: Quick comparison Access and Excel (Microsoft Corporation, 2007)

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