Transcript 5G-E

No, Thanks, I’ll Use
a Spreadsheet
Introduction
The scenario our group was given was about a
car salesman who prefers using a spreadsheet
than a database.
 He started using a database to keep track of
customers and the models of used cars they
were interested in, but he found it to be too
complicated. (excuses he gave: never worked
right, took forever to build the system)
 He just wants a system were he can just press
a button, and his motto is “keep it simple.”
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The car salesman thinks that only big
car dealership companies should use
databases
 He doesn’t want to share his data with
anyone because he works hard on
developing his clients list and doesn’t
know why he should share it with
anyone.
 He uses a spreadsheet with 4 columns:
name, phone number, car interests, and
notes.
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1) To what extent do you agree with the opinions
presented here? To what extent are the concerns
expressed here justified? To what extent might they be
due to other factors?
We disagree with the opinions presented because
having the spreadsheet doesn’t organize the car
dealership’s information enough and the concerns
expressed are not justified.
 Using a spreadsheet has many disadvantages
including having to recopy data over and over again
to maintain it in separate data files, the inability to
identify data errors, the lack of detailed sorting and
querying abilities, and share violations among users
wishing to view or change data at the same time.
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Advantages of Using a Database
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Can store large amounts of raw data, and
locating information.
Require little or no duplication of data between
information tables and changes made to the
data do not corrupt the programming.
Databases offer better security to restrict users
from accessing privileged information and from
changing coded information in the
programming.
The 2 most important benefits gained by using
a database are the capacity to increase data
integrity and the ease of reporting and sharing
data.
2)What problems do you see with the way that the car
salesperson stores address data? What will he have to do if
he ever does want to send a letter or an email to all his
customers?
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You Store Data Where?
The car salesman should store his data in a more
secure place such as a database rather than a
spreadsheet.
By using a spreadsheet it is more difficult to group
and restore related material.
When too much data is put in a spreadsheet it
makes finding things unmanageable.
You cannot see all relevant data all on one screen.
You cannot pull up data sets as easily as you can in
a database.
Why Should He Use the
Database?
The salesman should use the database if he
wants to maintain long-term records.
 Databases allow you to generate reports
based on the information.
 Databases also make it easier to change
certain information in groups
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 Such as price changes, address changes, etc
How To Send a Letter…
If the car salesman ever wants to send a
mass letter or email to all of his customers
he will have to individually label each letter
before printing.
 If he used the database he would be able to
set the letter and have them printed with
each customers information on it.
 If he chooses to stick with the spreadsheet,
he is going to spend a lot of time scrolling,
searching, copying, and pasting.
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3)From his comments, how many different
themes are in his data? What does this imply
about his ability to keep his data in a
spreadsheet?
Themes
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Name
Phone number
Car interests
 Make and model of cars clients are interested in
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Notes
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Extra phone numbers
Address data (if available)
Email addresses
Spouse names
Date of last phone call
Etc.
…..
By squeezing all of this information into
very few columns on the spreadsheet, it
shows the lack of organization.
 There should have been themes for all
pieces of information so that he could
locate the data with more ease.
 His ability to keep a structured
spreadsheet is poor and unruly.
 With the amount of information given a
database would definitely be the right
choice.
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4) Does the concern about not sharing
data relate to whether or not he uses a
database?
No
1.) A spreadsheet works just well
2.) Took a long time to build the system, and
didn’t work right
3.) You have to have IS people to create it and
keep it running
4.) He gets most of his sales using the phone
5.) When he wants to find something he uses
Excels
5.) Management at the car dealership allows the
salesperson to keep their contact data in whatever form,
how would you justify
that , and what are the disadvantages?
The workers are allowed to use any
form they want if it makes it easier on
them to get the job done.
 As long as the work is organized , neat
and they can get to each customers
information it’s fine with me
Disadvantages
 It will be hard to share information with
others if their not using the same system
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6)Suppose you manage the sales representatives, and you
decide to require all of the them to use a database to keep
track of customers and customer car interest data. How
would you sell your decision to this sales person?
Customer Database is a helpdesk solution.
 Collect and organize all data of your
organization in order to keep track of your
customers and improve your service quality.
 It can manage your marketing, customers,
suppliers, purchase, sales and orders.
 You can enter products purchased and/or
services subscribed to by each customer.
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You can also log issues encountered by your
customers and their resolution.
Logged issues and customer records are
fully searchable.
Database is customizable to your needs and
makes your work a lot easier.
When you get interest or question from a
customer, you can query the database to see
who wanted that product/service of that
certain type and generate a letter to them.
Database will help you take care of your
customers and indirectly to yourself like
never before.
7) Given limited information in this scenario, do you
think a database or a spreadsheet is a better solution?
A database is a better solution in this
scenario because it can organize the data
in a much easier and efficient way.
 Databases are best to use when storing
large amounts of data and locating
information.
 A spreadsheet is not the better solution
because it should be used for “crunching”
numbers and storage of single list items.
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THE END!