From the Not Just Numbers blog:

There are those who will tell you that every application should be a database and that spreadsheets should never be used, whereas others will look to address every problem with a spreadsheet. How do you decide what is best for your specific requirement?

As with most of these things, neither is right for every application. In this post I want to give you my thoughts about when I believe you should favour either – I would appreciate your views in the comment too, whether agreeing or opposing.

I thought the best way to address this would be as a series of questions about your specific requirement and some comments about how your answer might influence the decision.

I have assumed in the questions below that the decision has already been reached that a bespoke solution is required.

1. Does my application require access (and particularly editing) by multiple users at the same time?
Although there are ways to achieve this with a spreadsheet (for example using Sharepoint with Excel, or if you do not require the functionality of Excel, Google spreadsheets are great at this), a yes to this question should certainly push you down the database route. In most cases, if there is only one user then a spreadsheet is the most cost-effective option.

2. Will large amounts of data need to be held in the application?
If the data really does need to be held in the application, a yes would favour a database, however if the data is already held elsewhere (for example your accounting or ERP system), Excel is an excellent tool for reporting from the data.

3. What interaction (if any) does the application require with other applications?
As stated in point 2, Excel can be an excellent reporting tool from other applications where the data flow is one way (i.e. into Excel). If your application needs two-way communication with other applications, or if it needs to trigger real-time events, such as reminder emails, then a database would normally be more appropriate.

4. Who will use it?
Many users are comfortable with Excel and will find it easy to use, however it is much harder to make “idiot-proof”. If you really want to lock it down in such a way that it can’t be edited by the user at all, then a database may be more appropriate. With a reasonably competent Excel user, the ability to edit and enhance might be a positive for the spreadsheet solution.

5. Where are the users?
If everyone who might use the application is on the same network (and point 1 is not a major issue), then a spreadsheet held on the server might be what is needed. Alternatively, where the application performs a task (rather than holds data), multiple copies can be used – although this may need to be controlled. An on-line database can be great way to deal with multiple users who need to access the same data from anywhere as all they need is a web browser.

6. What is my budget?
In the real world, this one can’t be ignored. Assuming that either approach could address your requirements, it will almost certainly be cheaper to pay a third party to have a spreadsheet built – in many cases you can do it yourself.

I hope this helps. If you need any help in deciding, please feel free to drop me an email. At Spreadsheets by Email we can help you with both spreadsheet solutions and online databases.

As most of our clients are in England and the USA, this weekend was not a good one for us from a football (or soccer if you prefer) perspective. The USA put up a brave fight against Ghana on Saturday night which is more than can be said for England yesterday against Germany.

I can’t take away all of the pain but I will do what I can to ensure that June has not been wasted. To this end, I am offering a 20% discount on almost all of Feechan Consulting’s services if paid for before the end of June.

That’s:

There’s still time to ensure that you remember June for something positive.

Come on England!

Inspired by James Corden’s call on his World Cup Live programme to Back the Beard and not shave until England

return home from the World Cup, I thought I might be able to generate some money for a good cause, Macmillan Cancer Support.

I shaved, as I do every day on the morning of Saturday 12th June, prior to England’s first match and will not shave again until England are coming home. Hopefully after a victorious World Cup Final on the 11th July. I will be regularly updating my Twitter feed with updated photos of my increasing hairiness.

If you’d like to support this worthy cause, so that my hairiness is not in vain, please visit:

http://www.justgiving.com/HairyGlen

Glen Feechan

How much time do you spend trying to work out what Excel formula you need to solve your problem?

Is there something you would rather be doing? Maybe getting on with something more productive – or cracking open a beer and sitting down to watch the match!

Why not let us sort it out for you?

With our new Excel Advice by Email service, you can send us your query and we’ll come back to you with the answer – meanwhile you can head for the fridge!

Alternatively, you can let us build the whole spreadsheet for you at Spreadsheets by Email, and you can watch all of the matches.

Many companies and individuals all around the world are already benefiting from these services and you can too.

You can subscribe to have all your questions answered at:

http://www.spreadsheetsbyemail.biz/excel-advice/

or get us to build your spreadsheet at:

http://www.spreadsheetsbyemail.biz

Go on, enjoy the World Cup on us!

Les Pynn

FC Procurement is pleased to announce the appointment of Les Pynn. FC Procurement saves companies money on their non-core overheads at no cost or risk to those companies.

Les will lead FC Procurement and build on its reputation in the marketplace of matching selected quality suppliers with clients to deliver the savings that make the transaction beneficial for all parties. Les brings significant financial and business experience to FC Procurement following his international career in Canada, the USA and Latin America and since relocating to the UK in 2001.

Les has spent most of his career in aerospace at Pratt & Whitney Canada and Rolls–Royce North America in the USA. He held leadership roles in many client facing business units and managed many companies in several Latin American countries for Carrier Corporation in Miami, Florida, USA.

As a former Finance Director, Les has first-hand experience dealing with cost reduction while maintaining quality, service and value for money.

“I have known Les for nine (9) years since he arrived in the UK” said Glen Feechan, Chief Executive, FC Procurement. “I am excited to work with Les and I am confident that his experience and drive will bring immediate benefits to FC Procurement and, in particular, to our clients.”

Welcome to Feechan Consulting.

As you can see, we are giving our website a brand new look, so please be patient whilst we jazz up the way we look.

We hope you enjoy what we are doing, and please keep coming back to see the finished result and to keep reading Feechan News!

Glen