Man Power Database Management

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					Microsoft Access 2003 is Your Partner


              Proposed by


            BusinessMind



            December 4, 2005
                                                           Table of Contents


EXECUTIVE SUMMARY ............................................................................................................. 3
INTRODUCTION............................................................................................................................ 4
DATABASE MANAGEMENT SYSTEM ..................................................................................... 6
ADVANTAGES OF DATABASE .................................................................................................. 7
       1.     Getting more information from the same amount of data ...........................................................................7
       2.     Sharing data ...............................................................................................................................................7
       3.     Balancing conflicting requirements ............................................................................................................7
       4.     Controlling redundancy ..............................................................................................................................7
       5.     Facilitating consistency ..............................................................................................................................7
       6.     Improving integrity .....................................................................................................................................7
       7.     Expanding security .....................................................................................................................................8
       8.     Increasing productivity ...............................................................................................................................8
       9.     Providing data independence .....................................................................................................................8
DISADVANTAGES OF DATABASE ........................................................................................... 9
       1.     Larger file size ............................................................................................................................................9
       2.     Increased complexity ..................................................................................................................................9
       3.     Greater impact of failure ............................................................................................................................9
       4.     More difficult recovery ...............................................................................................................................9
SYSTEM REQUIREMENTS ....................................................................................................... 10
       1.     Hardware requirements ............................................................................................................................ 10
       2.     Software requirements .............................................................................................................................. 11
       3.     Other requirements ................................................................................................................................... 11
       4.     Employees’ supports ................................................................................................................................. 12
       5.     Management supports............................................................................................................................... 12
DELIVERY SCHEDULE ............................................................................................................. 13
COST ANALYSIS ......................................................................................................................... 14
ABOUT BUSINESSMIND ............................................................................................................ 15
CONCLUSION .............................................................................................................................. 16
APPENDICES ................................................................................................................................ 17
       1.     Microsoft Access 2003 .............................................................................................................................. 17
       2.     Microsoft, Inc. .......................................................................................................................................... 17
       3.     Dell Inc. .................................................................................................................................................... 17
REFERENCES ............................................................................................................................... 18




                                                                                  -2-
                              EXECUTIVE SUMMARY
In this proposal, BusinessMind will provide a Database Management System (DBMS) solution
to your company, in order to increase the efficiency on handling business data. To replace a
“spreadsheet” database for many small companies, provided by Microsoft, Microsoft Access
2003 is one of the best choices in the market.

With the use of DBMS, your company can share data with each user by a network connection.
Because of the powerful features of DBMS, your company can get more information from the
same amount of data under a secure environment. Your company can increase productivity in
terms of money, time and man power after the DBMS helps you to control data redundancy and
balance business conflicts.

Based on our partners, Microsoft and Dell, we will also provide a brief system requirement to set
up a new DBMS which includes hardware, software and other critical factors. For less than a
$150,000 investment, your company can start using a new DBMS for up to 75 users in less than
six months. For additional requirements to fit your business strategy, we are pleased to provide a
proposal for your company in detail.




                                               -3-
                                     INTRODUCTION

Business data is the most valuable information for a company. How to manage business data is
the most critical factor for a company to succeed. Today, many small companies are still using a
traditional method, such as spreadsheets to store business data. Most companies like to use
spreadsheets because of its powerful computation features which can almost accommodate all
kind of calculations for different industries. Therefore, using a spreadsheet as a database to store
business data seem to make sense. However, in the long-term, the company will be aware of the
weaknesses of using a spreadsheet as a database.

    1. Wasting Space
       To store data in a spreadsheet, duplicated data is unavoidable. When you are storing the
       same data in multiple places in different spreadsheets, the extra space results in larger
       spreadsheets that require more space in memory and that take longer to save and open.

    2. Time Consuming
       When a company needs to change data in a spreadsheet, such as editing, deleting or
       adding, it will spend more time in updating. Because of the duplicated data in multiple
       places, to update one single data needs to change the data one by one, and file by file.

    3. Inaccurate Data
       Unless a company assigns only one person to handle all data for the whole company, data
       is entered by different people who could result in inaccurate data. If one customer’s name
       is stored in five spreadsheets and handled by five different departments, inaccurate data
       could happen easily.

    4. Inaccurate Reports
       If one single data is spelled in five different ways, for example, the data on a report will
       be shown as five different companies with five groups of data. Business decisions will be
       made by mistake.

    5. Limited flexibility
       Spreadsheets have limited security features to protect data from access by unauthorized
       users. A spreadsheet’s data-sharing features also prevent multiple employees from
       updating data in one spreadsheet at the same time.

    6. Further Redundancy
       One spreadsheet is designed for a space limit. The more business data is stored, the more
       spreadsheets are required. When all of the data could not be handled by one single
       spreadsheet, the company will be forced to split its data into multiple spreadsheets.
       Splitting the spreadsheets would create further redundancy.

The fact is that a spreadsheet is designed for computation, not as a database. In order to handle
business data correctly and properly, a Database Management System (DBMS) is essential.


                                                -4-
Among the available software in the market today, Microsoft Access 2003 is one of the DBMS
solutions, particularly for small companies.

With more than 20 years experiences in DBMS, BusinessMind has successfully helped over
1,000 companies and organizations streamline their database systems while obtaining over
twenty percent business profits each year. Our customers valued the professional advice we
provided to fit their business needs with the least financial investment and the fastest delivery
schedule. In this proposal, you will have more information about DBMS, its advantages and
disadvantages, hardware requirements, budget analysis and delivery schedule. If you want to
move to the first step to success, BusinessMind can help. No more hassling, just enjoying!




                                                -5-
                    DATABASE MANAGEMENT SYSTEM

According to Philip Pratt’s Concepts of Database Management, he defined that, “A database is a
structure that can store information about multiple types of entities, the attributes of those entities,
and the relationships among the entities” (7). An entity is a person, place, object, event, or idea
for which we want to store and process data. An attribute is a characteristic or properties of an
entity, for example, name, age, weight are the attributes of a person. A relationship is an
association between entities. A sales rep is associated with all of his or her customers, for
example, and a customer is associated with its rep.

In the concept of database management, each entity has its own table. In each table, each column
represents one attribute of the entity. Each row represents a value of the attribute. Table 1 shows
a simple customer table which contains attributes of Customer ID, Customer Name, Address, Zip,
and so on. The Sales Rep column in the Customer Table represents a relationship that the
customer is associated with a specific sales rep in the Sales Rep Table (Table 2). By searching
the sale rep DE2512, for instance, we can easily to know that Michael Lee is the sales rep of
Jackson Lewis.

                                               Customer Table
Customer       Customer                                                                                Sales
                                        Address               Zip        Phone              Fax
   ID            Name                                                                                  Rep
 23625       Jackson Lewis      181 First St, Natchitoches   71457    318-526-2536     318-421-8565   DE2512
  62352      Laura Williams     845 Front St, Natchitoches   71457    318-545-2521     318-854-8522   RW653
                                         Table 1 – Customer Table

                                               Sales Rep Table
                    Sales Rep        Last Name        First Name     Commission      Rate
                     DE2512              Lee            Michael      $23,252.25      0.07
                     RW653             Benson           Jennifer     $38,478.95      0.08
                                         Table 2 – Sales Rep Table

Managing a database is inherently a complicated task. A Database Management System (DBMS)
application is designed to do the job of manipulating database for us. Pratt also defined that
“DBMS is a program, or a collection of programs, through which users interact with a database.
The actual manipulation of the underlying database is handled by the DBMS” (12). By using
DBMS software, managing business data becomes stress-free.

With a DBMS, when a user wants to search all data which is related to one entity, the system can
show the data on the same screen or on a report, although the data is stored in different tables. In
addition, since each entity only has one table, when a user wants to add a customer, he or she
only needs to add one record in the customer table, and the customer would be connected to all
related tables.



                                                     -6-
                         ADVANTAGES OF DATABASE

The concepts of database management have been proven a successful factor for a succeeded
company. After comparing the advantages and the disadvantages of database processing, a
company would still decide to implement a database approach after consideration in terms of
money, time and man power. With reference from Pratt, the advantages of database are:

    1. Getting more information from the same amount of data
       With the concept of DBMS, no matter how many departments in a company, or how
       many different data needs to be stored, all data is stored in a single central database. Once
       a relationship is defined among different tables, data becomes available for everyone in
       the company, and the process of getting it is quick and easy.

    2. Sharing data
       The data of different users can be combined and shared among users, allowing all users
       access to a greater pool of data at the same time. When one user changes the value of an
       attribute, for example a customer’s address, the new address immediately becomes
       available to all users.

    3. Balancing conflicting requirements
       In order to maintain a database to serve all users’ requirements, a Database Administrator
       (DBA) is recommended. DBA is a person or a group of people, in charge of the
       database’s structure in such a way as to keep the best benefits for the entire organization.

    4. Controlling redundancy
       When all users are using the same and only one database, data redundancy can be
       controlled. With the database approach, data is usually stored once, in one place which is
       already sufficient for all users in a company. However, for the purpose in defining
       relationships among different tables, a certain amount of redundancy is acceptable.

    5. Facilitating consistency
       Data ownership should be assigned to each department that is responsible for particular
       groups of data. Therefore, each department controls the access of sensitive data from
       unauthorized users, thus data consistency can be maintained.

    6. Improving integrity
       A database has integrity if the data in it satisfies all established integrity constraints. An
       integrity constraint is a rule that must be followed by data in the database. The DBMS
       will ensure that all integrity constraints are not violated. For example, the DBMS should
       not allow a user to store data about a customer if the sales rep number that he or she
       enters is not the number of a sales rep that is already in the database.




                                                 -7-
7. Expanding security
   A DBMS has many features that help ensure the enforcement of security measures. A
   DBA can assign passwords to authorized users, and only those users who enter an
   acceptable password can gain access to the data in the database.

8. Increasing productivity
   A DBMS frees the programmers who are writing database access programs from having
   to engage in mundane data manipulation activities, such as adding new data and deleting
   existing data, thus making the programmers more productive. A DBMS has many
   features that allow users to gain access to data in a database without having to do any
   programming at all.

9. Providing data independence
   The structure of a database often needs to be changed. A DBMS provides data
   independence, which is a property that lets a user change the structure of a database
   without requiring he or she change the programs that access the database. A good
   example was the correction from a 2-byte long variable to a 4-byte long variable in
   preparing for the Year-Two-Thousand (Y2K). If a program does not provide data
   independence, changing the structure of a database could cost huge business expenditure.




                                         -8-
                      DISADVANTAGES OF DATABASE

Even the best program still has its shortfall, database processing is no exception. According to
Pratt, the disadvantages of database processing are:

    1. Larger file size
       Because DBMS is a program to support many complex functions, it requires a large
       amount of disk space for installation. In addition, all tables and other DBMS’s features,
       such as queries, forms, reports, web pages, are stored in the same one file; the database
       file itself occupies a great amount of internal memory space.

    2. Increased complexity
       A DBMS provides many different functions, so that users can manage data with ease. Its
       complexity functions make DBMS a complex product. Users of DBMS require a certain
       level of training to understand how to operate the program, in order to take all the
       advantages of it. Thus, a sound database design is critical to set up a database; otherwise,
       just a few little mistakes could destroy the whole project. Therefore, an experienced DBA
       involved in the operation of the DBMS is always recommended.

    3. Greater impact of failure
       When all users are sharing and using the data from the same DBMS program, the impact
       would become much greater when the program has problems. If a company’s database
       system is linked up with other systems to serve its customers, the failure of the DBMS
       would affect its customers directly as well. Therefore, every user of a DBMS should be
       trained, and proper security should be set up to prevent unauthorized users to access
       sensitive data.

    4. More difficult recovery
       Again, because of a DBMS’s complexity, the greater amounts of time and man power are
       necessary to recover a failed system. The simplest way to recover a database is to reload
       all data from a back-up file. If the system fails at the time while users are updating the
       database, all data must re-do again. The more data the database stores, the more time the
       recovery requires.




                                               -9-
                               SYSTEM REQUIREMENTS

To obtain the best DBMS, incorporation from the aspects of hardware, software, management
supports, and employees’ participation, are all critical factors. Microsoft Access 2003 provides
affordable DBMS program in the market by Microsoft. The following requirements are based on
the set up of a Microsoft Access 2003 DBMS program.


     1. Hardware requirements
        Windows Small Business Server 2003 supports a maximum of 75 workstations. The
        server computer should include the minimum hardware requirements as shown in Table 3.

        Requirement                      Minimum                                 Recommended

CPU Speed                  300 MHz                                   550 MHz or faster
RAM                        256 MB                                    384 MB or higher (4 GB max)
Hard Disk                  4 GB of available hard disk space         4 GB of available hard disk space

Drive                      CD-ROM                                    CD-ROM or DVD-ROM

                           VGA or hardware that supports             Super VGA (800 × 600) or higher-
Display
                           console redirection                       resolution monitor

                           -   Hardware that supports console
                                                                     -   Keyboard and pointing device
Other Devices                  redirection
                                                                     -   Two Ethernet network interface
                           -   Ethernet network interface

                           -   Some server functionality requires    -   Some server functionality requires
                               Internet access and payment of a          Internet access and payment of a
                               separate fee to a service provider;       separate fee to a service provider;
Additional items and
                               local and/or long-distance                local and/or long-distance
services required for
                               telephone toll charges may apply.         telephone toll charges may apply.
Internet access
                           -   Broadband or high-speed modem         -   Broadband or high-speed modem
                               Internet connection                       Internet connection

Additional items           Dedicated Class 1 fax modem to use        Dedicated Class 1 fax modem to use
required for networking    fax service                               fax service
            Table 3 – Hardware requirements to set up a Windows Small Business Server 2003.
                            Information is referenced from Microsoft.com.




                                                   - 10 -
For each workstation, the minimum hardware requirements are shown in Table 4.

  Requirement                      Minimum                                 Recommended

CPU Speed            Intel Pentium 4 Processor 630, 3.00GHz    Intel Xeon Processor 3.00GHz or faster
RAM                  256MB                                     512MB or higher
Hard Disk            80GB                                      160GB or more

Drive                48X CD-ROM                                48X CD-ROM

Display              17” VGA CRT Monitor                       17” VGA Flat Panel

Networking           Integrated 10/100 Ethernet                Integrated 10/100 Ethernet
                          Table 4 - Hardware requirements for a workstation
                               Information is referenced from Dell.com.


     2. Software requirements
        The minimum software requirements are shown in Table 5 which is based on running a
        DBMS. For additional software, such as graphic and design, finance, or web
        programming, are subject to additional costs.

                    Requirement                                Server                 Workstation

Windows Small Business Server 2003                                

Windows XP Professional Edition                                                             

Microsoft Office 2003 Small Business Edition                                               
                    Table 5 – Software requirements for both server and workstation
                             Information is referenced from Microsoft.com.


     3. Other requirements
        Since the DBMS program is storing extremely important business data, it is important to
        take good care of the server. Thus, an experienced DBA and trainer are required. The list
        below is the minimum other requirements to implement a DBMS.

          -   A Database Administrator (DBA)
          -   A technician
          -   A database trainer
          -   An air-conditioned room with security locking system where the server will be
              placed.




                                                  - 11 -
4. Employees’ supports
   How to design a new DBMS? The most common and important step is to ask the users. A
   database is designed to reduce a users’ workload, and then they can provide more
   efficient performance, so as to achieve the greater profits for the company. Therefore,
   each employee who will be involved in the operation of the new database should
   participate in the project. The more opinions and requirements from the users, the best
   and more comprehensive database will be obtained.

5. Management supports
   To change a computer system is easier than to change the minds of people. In order to
   design the best business solution to achieve the greatest benefits to the company, a
   management team needs to make many important decisions to incorporate the new
   system. We use computers to run a successful business, but still, computers have their
   limitations. Management people need to decide whether to sacrifice some of the
   company’s existing operation procedures, or insist that the system follow their procedures
   with extra monetary investment. During the process to study a new database system,
   supports from the management team directly affect the result. The involvement from
   management people is also a model to show their employees that change is positive.




                                          - 12 -
                                  DELIVERY SCHEDULE

Table 6 is a brief delivery schedule to set up a new database system. The actual duration of each
stage should be according to the actual business and the project deliverable progress.

                        Task                                Duration         Total Work Days

    1. PROJECT DEFINITION                                                        9.5 Days
      1.1 Project Team Selection                            0.5 Days
      1.2 Training Analysis & Planning                      4.0 Days
      1.3 Project Definition Memorandum                     5.0 Days


    2. IMPLEMENTATION PREPARATION                                              77.0 Days
      2.1 Kickoff Meeting                                   2.0 Days
      2.2 Product Installation                             11.0 Days
      2.3 Area Manager Education                            5.0 Days
      2.4 Operation Diagnostic Review                      11.0 Days
      2.5 Prototype Preparation                             6.5 Days
      2.6 Conduct Prototype                                41.5 Days


    3. DEVELOPMENT & CONFIRMATION                                              38.0 Days
      3.1 Development Changes                              28.0 Days
      3.2 Train End Users                                  10.0 Days


    4. IMPLEMENTATION                                                          16.5 Days
      4.1 Countdown to Cutover                              5.5 Days
      4.2 Cutover to New System Operation                  11.0 Days


    5. NEW SYSTEM OPERATION                                                      1.0 Day
                                 Total work days for the whole project:       142.0 Days
                                       Table 6 – Delivery Schedule




                                                  - 13 -
                                     COST ANALYSIS

The cost information is shown in Table 7 which is based on the minimum requirements previous
sections had mentioned for DBMS only. The other requirements mentioned will not be included
in this cost summary. The actual cost will vary based on the customers’ needs.

                                        Item                                       Total Cost

  1. HARDWARE

    1.1 Windows Small Business Server                                               $1,748.00

    1.2 Workstations*                                                              $84,825.00



  2. SOFTWARE
    2.1 Windows Small Business Server 2003 with 5 client access licenses (CALs)       $449.95

    2.1 Windows Small Business Server 2003 with 70 CALs                             $6,311.75

    2.2 Windows XP Professional Edition*                                           $23,246.25

    2.3 Microsoft Office 2003 Small Business Edition*                              $31,496.25



                                                                   Total Cost:     $148,077.20
*Calculation is based on 75 workstations
                                         Table 7 – Cost summary
                        Information is referenced from Dell.com as of 12/04/2005




                                                 - 14 -
                             ABOUT BUSINESSMIND

BusinessMind was established in 1985 by Mr. Michael Sanders. He was aware of the difficulties
for small companies with limited resources to handle business data during the 80s. He started to
use computer applications to help companies manage their important business information, so as
to streamline the company’s operation procedures as well.

In just twenty years, BusinessMind has been growing from a home-business company to a
professional business solutions consultant company. Today, BusinessMind has over a hundred
experienced and creative experts located in over twenty states in the United State. In the past
years, we have been successfully helping over 1,000 companies to achieve additional twenty
percent profits each year. Our customers always value our professional advice with the least
momentary investment in the shortest delivery schedule.

BusinessMind is proud to be a partner of Microsoft, Inc. and Dell, Inc. to provide business
solutions in the areas of networking, business server, database management system, e-commerce,
manufacturing, warehouse management, distribution, supply-chain management, retailing,
financial, human resources management, customer relationship management and more.
BusinessMind wants to help people understand the possibilities to achieve their dreams, and so,
let’s growing together.




                                              - 15 -
                                     CONCLUSION

Although technology has been developing rapidly, there are still many people do not understand
how to fully utilize the existing technologies which are available in the market. Particularly for
small business companies, their main difficulty is how well to manage their business information.
If handling business data improperly, it could cost a lot of money.

With the use of a Database Management System (DBMS), it can easily solve a lot of problems in
handling business data. In addition to the comprehensive and powerful features of DBMS, users
can obtain much more useful information from the same amount of data. Provided by Microsoft,
Microsoft Access 2003 is one of the most commonly use ready-to-go applications for many
small companies. With BusinessMind’s professional service, we can help you to set up a new
DBMS in less than six months with less than $150,000 investment for up to 75 users.




                                              - 16 -
                                 APPENDICES

1. Microsoft Access 2003
   “Microsoft Access has always played an important role in developing data-centric
   applications for the Windows platform. Access 2003 is truly a leap forward from the
   previous two versions and has morphed into a Web-accessible multiuser database”,
   according to CRN, Mario Morejon (MICROSOFT ACCESS: BETTER THAN EVER).

   “The most powerful workgroup database solution and the one most likely to require
   technical (even IT) expertise to use effectively is Microsoft Access 2003. Provided you
   have a modest knowledge of database management and some script programming
   experience, this traditional RDBMS offers a truly flexible package that lets you create
   functional and shareable standalone database applications”, according to PC Magazine,
   Richard Dragan (Microsoft Access 2003).

2. Microsoft, Inc.
   Microsoft was established in 1975 by Bill Gates and Paul Allen. They developed the first
   computer language program, BASIC, to Microsoft’s first customer MITS of Albuquerque,
   NM. Microsoft becomes Microsoft, Inc., an incorporated business in the state of
   Washington in 1981. Microsoft has been motivating and inspiring every day in how its
   customers use its software to find creative solutions to business problems, develop
   breakthrough ideas, and stay connected to what's most important to them. Microsoft is
   committed long term to the mission of helping its customers realize their full potential.
   Microsoft wants to continually evolve its company to be in the best position to accelerate
   new technologies to better serve its customers (Our Commitment to Our Customers).

3. Dell Inc.
   Dell Inc. was founded in 1984 by Michael Dell with his simple concept: that by selling
   computer systems directly to customers, Dell could best understand their needs and
   efficiently provide the most effective computing solutions to meet those needs. The direct
   business model allows the company to build every system to order, and offer customers
   powerful, richly-configured systems at competitive prices. For more than twenty years,
   Dell has revolutionized the industry to make computing accessible to customers around
   the globe, including businesses, institutional organizations and individual consumers.
   Nearly one out of every five standards-based computer system sold in the world today is
   a Dell (Dell at a Glance).




                                          - 17 -
                                   REFERENCES

“Dell at a Glance.” Dell.com 4 Dec. 2005
   <http://www1.us.dell.com/content/topics/global.aspx/corp/background/en/facts?c=us&l=en&
   s=corp&~section=000>.

“Dell Precision Workstations.” Dell.com 4 Dec. 2005
   <http://www1.us.dell.com/content/products/compare.aspx/precn?c=us&cs=04&l=en&s=bsd>.

Dragan, Richard V.. “Microsoft Access 2003.” PC Magazine 24.10 (2005):142. Academic
       Search Premier. EBSCOhost. Waston Library, Northwestern State University,
       Nachitoches, LA. 30 Nov. 2005.
       <http://www.nsula.edu.ezproxy.nsula.edu/watson_library/database/default.htm>.

Moregjon, Mario. “MICROSOFT ACCESS: BETTER THAN EVER.” CRN 1107 (2004):27-28.
       Academic Search Premier. EBSCOhost. Waston Library, Northwestern State University,
       Nachitoches, LA. 30 Nov. 2005.
       <http://www.nsula.edu.ezproxy.nsula.edu/watson_library/database/default.htm>.

“Our Commitment to Our Customers.” Microsoft.com 4 Dec. 2005
   <http://www.microsoft.com/mscorp/articles/business.asp >.

Pratt, Philip J., Joseph J. Adamski. Concepts of Database Management. Ed. Boston:Thomson,
   2005.
“Software & Application.” Dell.com 4 Dec. 2005
   <http://accessories.us.dell.com/sna/category.aspx?c=us&category_id=4020&cs=04&l=en>.

“System Requirements for Windows Small Business Server 2003.” Microsoft.com 4 Dec. 2005
   <http://www.microsoft.com/Windowsserver2003/sbs/evaluation/sysreqs/default.mspx>.




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