What is a Database?
A database is a collection of related information. Often times they are referred to as relational databases. The reason is that any one piece of data in the database is related to other pieces in some way. This is the power of a database, once properly setup, you can use it to do almost anything.

You may not be aware of it, but you likely use databases every day. Anyone who has ever used programs such as "Quick books", "Simply Accounting", "Maximizer", "Outlook" etc. has used a database. Any program that can store data and retrieve it for you is a database.

Knowledge is Power
Everyone knows that knowledge is power. It is simply not possible to decide on the right course of action unless you have knowledge to base that decision on.

Databases where designed for the specific purpose of storing data in a relational format. This format allows the data to be easily referenced using SQL (Structured Query Language) and correlated into a useable format. A user need not know SQL, it is the job of the programmer to build a database application that is both intuitive and easy for any user to make use of.

Imagine if you could tie into a single application all of your purchasing and sales information along with customer and supplier info. You would then be able to generate reports that tell you exactly how much or what type of material certain customers use at different times of year. This would allow you to better prepare for upcoming purchases.

With a database based POS (Point Of Sale system) that is properly designed, you have the ability to minimize your paperwork at the end of the work day/period. With the click of a button, you could generate a single report that shows exactly how many individual sales where made, how much GST and PST was collected and what stock you are now low on.

The types of database applications that could be generated are almost as diverse as the types of jobs that exist. The limitations are based only on how much work you want to save yourself.

Spreadsheets
While not nearly as powerful as a database, spreadsheets can still be very powerful tools. It's sort of like comparing an Assault Rifle to a Pistol; the Assault Rifle (Database) may be capable of firing more shots, but the Pistol (Spreadsheet) still kills. While a somewhat crude analogy, it gets the point across.

Sometimes, you don't need a full blown database application. When this is the case, a spreadsheet may do the job. If you just need to track the expenses on a small project or your business just doesn't need a POS, then a spreadsheet system will likely get the job done.

A well designed spreadsheet can do many of the same things that a database can. You can have one section of data refer to tables of reference data that you have programmed into other worksheets. This allows you to generate small reports or invoices from a very small amount of reference data.

With the integral VBA (Visual Basic for Applications) that is present in Microsoft Excel, Spreadsheets can be mad very powerful indeed. Like databases, the limitations on what you can do with a spreadsheet are limitless (almost). It is still not as powerful as database so don't get carried away.

There is a transition point at which it becomes more practical to build a database than a spreadsheet. However, this point varies for each project. To best determine what is the best course of action, you are encouraged to schedule a sit down session with one of the geeks to hammer out exactly what it is you need to do. Once this is done, the proper path will be chosen.

The Consultation
Whether you have decided it is time to bite the bullet and have an application designed, or just want to explore what would be involved in getting one build, I need to hear from you.

Get in touch with me via phone or email to schedule an appointment so that we can go over what you need done in detail.

You need to be prepared to answer a lot of questions during this meeting. So that I might serve you best, I am going to need a fundamental understanding of how this application is going to be used and how it integrates with your business.

With this in mind, I would like to assure you that nothing of a sensitive nature learned in this project will be revealed to anyone outside of yourself or those who "Need to Know" during the project consultation and execution.

Database Applications
What follows is a brief list of some different types of applications that databases can be used for. This list is by no means an exhaustive one. It would simply be impossible, and beyond the scope of this page, to list all the possible uses for a database in today's world.

I encourage you to read the list below and then keep this information in the back of your mind as you go about your daily routine. It is quite possible that you will discover one or several tasks that could be made easier through the use of a custom designed database. If this is the case, make some notes as to what you think it should be capable of doing and give us a call. You may be surprised as to how quickly one could be put together for you.

• POS/Inventory Management
  When using a custom designed Point of Sale system, you can more easily manage the day to day affairs of your business as well as better manage your inventory.

  The POS knows exactly what you should have in stock, what you have sold and how much money was made on that item. When properly managed, the POS will be able to generate reports for you that tell you exactly what you sold, what need to be ordered, how much taxes you collected, etc...

  A custom designed POS also allows you to create your own personalized Sales receipts/invoices. With your own logo enhanced letterhead you can distinguish yourself from others with something that looks more professional.

  Month end and year end reports can be generated at the touch of a button. No more pouring over books and piles of paper work at years end. Just push a button and wait for the printer.

• Project Management
  Large projects can be a pain, especially if you are managing many at one time. Purchasing of materials for different projects. Tracking employee labour on individual projects. Equipment fees and rentals, it all adds up to a mountain of paperwork.

  If all this information is entered into the computer on the day that they occur, then it becomes easy to manage. Individual projects can be tracked and have status reports generated at a moments notice. Imagine being able to click a button and see a report generated that shows total project costs to date against projected final value. You would know if you are ahead or behind the ball ahead of time.

  As an option, you can calculate how much material of different sorts will be needed for different projects and input these predictions into the computer. As each milestone is completed, you can compare these predictions against what was actually used. This could tell you either how accurate your predictions are or how efficient your work crews are.

  Track materials used by each crew, including waste materials. Some of that waste could be recycled but often isn't. Over time see how much this recyclable material adds up to. If one crew uses 25% more materials that another they may appear to be getting more done. If however, they produce 30% more waste than the other crew, then maybe they need to slow down. A database would allow you to accurately track this over time.

  Machine rentals may seem like the way to go in some instances. However, you could track machine rental costs over a long period and compare that against the value of said machine. Your may find that you would be better off purchasing said equipment.

• Incident Tracking
  Sometimes you just need to track when you did what and have it easily accessible. Instead of tracking individual incidents via extensive paperwork, why not put in a database that would allow you to do searches that pull up that data related to type of incident or based on the site.

  Whether you work in the security field or are a consultant, you need to keep an accurate record of what you have done and who you interacted with. No two jobs are i denticle and you need to make sure that your data is stored the way you need it to be. By putting it into a computer, this data is always at the touch of a button and can easily be correlated with related information without any special effort.

  Need to prove to your client that you told him on three different occasions that he needs a camera in specific location. With a report generated before you go out to talk to him as to why the system didn't pickup the burglar you can clearly show him that their was a known hole in his system and that he was aware of it.

• Client Tracking
  Need to know when the last time that spoke with a given client is. Want to know what you spoke about with that client the last three times. Want to do this without going to the filing cabinet or digging through your computer notes. Put in a database.

  You could generate a report at the touch of a button that tells you all the clients that have been more than 3 months (for example) since last contact. You could then jump right to the one of your choice and see what the last thing you talked about with him was. You could also see all the pertinent data you have on this client including what his business is and why you are doing business with him.

  The program could show you that in the last three times you called the client, he talked the talk but didn't walk the walk. From this you will know that calling him again is likely a waste of time. It is also likely that you would see that the last 2 time you talked to client, he bought large amounts of material from you and is now likely to be needing more.

  A client could tell you to call him on a certain date. If this is the case, you could enter this date into the database, and the system will remind you on that day that you need to make contact.

  Track referrals. Many times a client who is happy with you will refer a friend or associate to you. When this happens, you can record this through the power of the relational database. When this is done, it allows you to see that certain clients may have referred several of his or her friends to you. When this happens, you know who to send gilt baskets to at Christmas time.