In information systems, the main aim is to make data storage and retrieval very simplified and fast. Most of information systems use relational databases to store their information due the many advantages attached to these database management systems. In the actual implementation, the first question to think is the categories in which the database users can be divided (James, 2012). This can lead to two categories where one is the administrators and the other for other users like sales personnel. This helps grant and deprive access privileges so as to secure data. The other step is to divide the products being sold into brands and giving each brands a unique code of identification. This helps in simplifying data filling process when serving a client. The other step is defining tables for the users, customers, products and other factors like a table for returned goods. The number of table is dictated by the number of datasheet classes used in the earlier storage system (James, 2012).
After defining the column titles for each of the tables, start your database designer and create a database with the most appropriate descriptive name. Create in this database the tables you have defined giving each of the columns the best names. These names should be descriptive and well phrased to avoid bias. Integrity is also enforced to ensure that only the intended data is entered in the table. This also allows for easier retrieval mostly in cases where the data to be retrieved does not involve any names only codes.
After enforcing the intended constraints and data integrity tools, the next step is to create any relationships which might be necessary. These relationships help ease the process of cross table referencing and data query. For example, a person may be in need of knowing the total goods returned and the customers who returned them. This would mean that the person in need of the information will have to query data from returned goods table and customers table and the best way would be to use cross referencing using foreign keys (Moffat, 2011).
The next step is rather tricky since it depends on the interface type to be used. For my proposal, I would opt for Microsoft access database system. This is due to flexibility and scalability of the application to e produced. Also, cross referencing is very much simple in this software pack. In some other larger database systems, one may opt to use a third level programming language like C# and embed MySQL statements so as to manipulate the database (James, 2012). Proceeding with MS access database, the step of creating user interface involves use of forms. They are a graphical representation of the database and are friendly to the user. Forms are mostly used to enter and query data. Closely connected to form creation is query design. This allows for a person to create queries on what is required to be output at any moment. Lastly, one may be in need of having periodic reports on sales. This is very easy with report query in MS access. This in turn will simplify the whole process of tracking sales and keeping records. Retrieval is also very simple since a use will only need to know the customer number to retrieve all transactions associated with that person (Moffat, 2011).
Since communication is also very vital in the sales department, I would also propose for the use of instant messaging routed within the sales department server. This will require only instant messaging software. The other work may be done by turning on some operating system features like sharing to enable rapid data sharing and acquisition from other computers in the network or the server.
References
Moffat S. 2011. Learn Access: Microsoft Access 2010. Ventus publishing company
James A. 2012. Decision- making support systems: theory and practice. Ventus publishing company
