Analysis memorandum structure and content

Databases are essential to the functioning of any organization. Among the most common computer database systems used in organizations like ours include Microsoft Access, Oracle, IBM DB2, Paradox, and MySQL. Currently our office maintains an employee database for payroll purposes using Microsoft Access. Microsoft Access is a solid choice for an easy-to-use yet feature-rich database system. Because Microsoft Access meets the needs of our organization for the time being, I would not recommend investing in any other database software system. After having reviewed all of the above-listed database systems I have determined that Microsoft Access is perfectly suited to the needs of our organization.

We are a small company and database usage has been so far kept to a minimum; mainly we use them for human resources management. However, as our company grows I would like to see the use of databases increase and expand into other departments. Furthermore, I have noticed that few office personnel are familiar enough with Microsoft Access to use it regularly or to its full advantage. Our organization would greatly benefit from a training program that focuses on the implementation of databases. This memo analyses the use of databases in our organization and offers some recommendations for change.

CURRENT USAGE of DATABASES

Databases are a powerful and flexible tool that can be applied to almost any task in any department. However, our organization rarely takes advantage of the potential uses of Microsoft Access in improving organization, accuracy, and efficiency. Currently our organization only uses Microsoft Access to maintain employee records. As far as I know, only two other office personnel besides me are familiar with the employee records database. The employee records database contains basic employee information, including name, address, date of birth, and SSN. Payroll uses the employee records database to mail paychecks and to keep an electronic file of salary information. The employee records database is fully-functional and suits the needs of our small business. No changes need to be made to this database.

However, our inventory records are currently maintained in spreadsheet form. I would like to see the inventory records transferred to an Access database. Using Access for inventory records keeping would allow us to perform on-demand searches for products that are in-stock. As office secretary, I frequently field phone calls from vendors and clients inquiring about the status of their order, availability of existing products, or availability of new products. At the moment I must forward all inquiries to the warehouse, where weak records are kept. As our company grows and our client and vendor base increases, we will no longer be able to afford such unprofessional operations. We also do not maintain a database for clients or one for vendors.

RECOMMENDATIONS

1. I highly recommend creating a products inventory database that can be accessed in the office as well as in the warehouse. Shipping and receiving should also use the database in order that up-to-date and accurate records can be kept. I will have access to this database so that I can correctly and quickly inform clients or vendors about the status of their products. The products inventory database should include item/SKU number; date of acquisition; quantity in stock; item description; number of pending orders from clients; number of pending orders from vendors; cost; selling price; and weight, for the purposes of shipping and receiving. If we maintain the products inventory database, we will not risk running out of items prematurely, or overstocking our shelves. We would also ensure that our pricing accurately reflects our costs.

2. I also recommend creating a database to maintain client and vendor records. Because we are a small and new company, the use of databases in this area has had limited use. However, our vendor list currently tops fifteen, and we have over twenty-five clients. It is becoming increasingly difficult to maintain accurate records of both vendors and clients. Starting the database now will save time in the future and ensure a smooth transition to electronic data maintenance. Information we would include in the client and vendor database would include basics such as company name, address, and contact information. We would also want to maintain records of business transactions so that we will be aware of our best, most trustworthy clients.