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.

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.

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.”

Birtley based Feechan Consulting Ltd has, in the first year of offering its Spreadsheets by Email service, developed a worldwide client base from Malta to Melbourne and Trinidad to Tallahassee.

The service allows businesses and individuals to have an Excel spreadsheet custom-built for a fixed price, by submitting their requirements on a simple web site. The spreadsheet can be as simple as a recipe cost calculator for a bakery to a complex marketing plan calculator or stock control spreadsheet.

Spreadsheets by Email was the brain-child of Glen Feechan, Chief Executive of Feechan Consulting.

“Back in March 2009, I had noticed the international traffic to my Not Just Numbers blog was growing but that it was impractical to offer them the on-site spreadsheet services I offer my UK clients. I immediately registered the domain name, www.spreadsheetsbyemail.biz and within a week had the website live and my first enquiry – from Zimbabwe!.”

The service is proving very successful in the UK too, but has also generated new clients across the USA and Canada as well as places as far-flung as Trinidad & Tobago, Australia and Iraq.

Nic Reid, President of SalesLabs Inc. in New York said of the spreadsheet he received, “It really is an elegant piece of work. Let me pay you the compliment – and I hope it will please you – that as a former Principal in Ernst & Young I can say with some authority that your mastery of these equations, your attention to customer quality, and the sheer competence you represent is well and truly world-class. In fact, you pulled off a job of coding that even the brightest in EY failed at. You are without peer, I really believe that. Thank you for a job well done. Now send me another invoice – you underquoted the quality, and deserve twice your original fee.”

If you need a spreadsheet for anything at all, just submit your details at http://www.spreadsheetsbyemail.biz and wait for your fixed price quote.

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