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.”

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.

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.

Advantages of Using a Database 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?

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 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.

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 Name Phone number Car interests

Make and model of cars clients are interested in Notes

Extra phone numbersAddress data (if available)Email addressesSpouse namesDate of last phone callEtc.

….. 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.

4) Does the concern about not sharing data relate to whether or not he uses a database?

No

1.) A spreadsheet works just well2.) Took a long time to build the system, and

didn’t work right3.) You have to have IS people to create it and

keep it running4.) He gets most of his sales using the phone5.) 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

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.

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.

THE END!