As a data management tool, databases are far better than spreadsheets. We present some evidence of spreadsheet problems and look at all the things a database can do better that you might not have thought of.

1. You have lost track of that document. It was just sitting on your desk or in a cabinet somewhere. You saved a copy of it on the computer but in which folder? On which computer?

2. Ask colleagues, search your desk, search your hard drives … . If you find it how much did that search set you back?

3. Time at work costs and in this economy, you have to make every minute count…

4. Where is your data now? Data is everywhere. Successful companies use it effectively. That means knowing where it is and being able to access it immediately. Paper and electronic calendars Email Documents iPhoto Spreadsheets On paper Address Book

5. “ ” Stefan Chauveau Macsimize Consulting Bring it together into a well designed database which will connnect all your data and create relationships between every type of data, then…you will have a powerful and efficient system to take your business to the next level. Data is a valuable company asset.

6. Using spreadsheets as a database? Business experts everywhere agree, spreadsheets are overused in business.

7. Microsoft estimates that more than 70% of Excel users use it as a database. Why is this a problem?…

12. When your data grows or you need better access to it, then it is time to switch to a database. Unite your data! Put spreadsheet data into database.

14. A great database will pull it all together Email Campaign Management Send emails to all your contacts. Great for monthly newsletters and announcements. Contact Management Manage all your personal and business contact information, including addresses, phone numbers, and email addresses. Inventory Manage inventory items such as products, school supplies and household valuables. Research Notes Compile and organize all your research notes in one location. Task Management Track tasks, contacts and status associated with any project. To Do List Organize, track and assign responsibilities for work assignments, school projects, or household chores. Event Management Track event details, invitees, even gifts and thank you notes. Great for fundraisers, weddings, or trade shows. Registration Manage events and attendees. Link attendees to each event. Print badges and manage hotel reservations. Invoices Track all your product and customer details. Create, manage, and print customized invoices for every order.

15. A great database can keep growing as you need it. People Management Measure performance and track goals for yourself or employees. Personnel Records Manage employee data such as hire date, salary, manager, review dates. Expense Reports Track and report reimbursable expenses. Asset Management Track office assets and other depreciable items. Fields could include asset category, serial number and purchase date. Resource Scheduling Manage resources such as speakers, conference rooms, or A/V equipment. Issue Tracking Manage issues by priority and track status and resolution. Time Billing Calculate hours worked, hours billed, and hourly rate for each employee on a weekly basis. Time Cards Calculates hours worked based on start time, end time and duration of breaks. Document Library Organize and quickly locate Word docs, PDF files, sound files, Excel spreadsheets, movies, photos, PowerPoint presentations and more.

16. With the ability to expand and modify the possibilities are endless. A relational database enables you to link or create relationships between all forms of your data, even photos, movies and sound! Photo Catalog Store and organize digital images. Add a keyword to each picture to quickly retrieve the information you need. Product Catalog Store and organize product information. Include serial numbers, prices and pictures of your products.

19. Staff can see all the options from the entry screen

20. Doctors see patient treatment/history, correspondence, appointments. With a few clicks they can write and send FAXES or EMAILS, SCHEDULE events and create INVOICES. This is the CONTACT screen.

21. < A place to input photos and precise measurements taken during examinations.

25. Users click to jump forward or back by 1,7,14,21 or 28 days without leaving day view. This is the DIARY day view for a single doctor. Users click here to view multiple staff side by side. See the results of this on the next slide.

27. Staff choose standard LETTERS from a pull down list or click new to create one.

32. The ENTRY screen makes navigation clear and fast.

33. Here, in the CONTACT screen, staff see complete purchase history, invoices, correspondence and appointments. With a few clicks they can write and send faxes or emails, make appointments and create invoices.

34. One click from the CONTACT screen takes staff to INVOICE screen for a view of purchase history of a customer.

35. This is the PRODUCTS screen. Staff use this for product data such as product description, pricing, supplier details and controlling stock levels.

36. For this client, PHOTOGRAPHS are essential and can be linked to products or clients.

37. With their database this client creates regular REPORTS. Here they can see all CUSTOMERS and their PURCHASES. d d d d d d

38. This report shows SALES by EMPLOYEE which helps manage performance targets and bonuses.

39. Here SALES are broken down by PRODUCT enabling management to identify top selling ranges and items.