Business Information Systems: Case Study on Pass IT Driving School

This case study analyzes Pass IT Driving School (IDS) and its current use of MS Excel for data management. The assignment highlights the limitations of Excel in handling customer data and the need for a transition to MS Access. The core arguments presented emphasize three key areas: the elimination of data duplication through primary keys, improved data management capabilities, and enhanced data protection features offered by MS Access. The study references several academic sources to support its recommendations, underscoring the benefits of using Access for relational databases, efficient querying, and effective handling of large datasets. The conclusion reinforces the advantages of Access over Excel, particularly in the context of IDS's business needs, emphasizing its ability to streamline data operations, enhance data security, and support better decision-making processes. This case study underscores how a business can improve its data management practices.

Business Information Systems: Case study on Pass IT Driving school (IDS)
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Introduction
Pass IT Driving school (IDS) currently uses MS Excel for storing and accessing data for
their services. The data are mainly gathered from the PassIT customers and are utilized for
resolving the queries for the customer. However, the Pass IT is aware that they are unable to
utilize the data gathered to its highest potential. In spite of both MS Access and MS Excel
capable of handling tabular form of data, it is essential for IT Driving School to switch to MS
Access for fully utilizing the customer data for resolving queries.
Switching from MS Excel to MS Access
The three major reason why IT Driving School needs to switch to Access from Excel are
discussed in the section below:
1. Using large number of data while eliminating duplicate: Customers in IDS are the
unique entity and can be recognized by a specific customer id. However, each of customers
associated with IDS can have more than one record in the system and can ask more several
queries. Storing data in Access often creates duplicate data in Excel that creates difficulties for
resolving queries (Pierce 2016). Access provides significant features named “Primary Keys”.
The use of primary key would enable IDS to link all the information shared by customers.
Access thus allows in speeding up the sort request, searches and queries by the customer name.
Wirawan, Indrawati and Rahmanto (2017) showed that while entering data in Access, it checked
the primary key for avoiding delicacy and restricts the uses to insert duplicate data in the
database.

2. Data Management: The application of Access in the business for IDS increasing the
accessibility of the data that would help in resolving the queries of the customers more
effectively and efficiently. The data stored in Excel are often associated with errors and
inconsistencies. Spelling Mistakes, addition of extra space in the data often creates duplicate in
Excel. Azih (2016) showed that Access prevents these errors by checking primary key. In
addition to that, making change in the one information in Excel, it will automaticity make the
change in database, thus making all the users associated with IDS on the same page. On a
contrary, in case of Excel, the user needs to make the change in each of copy used by different
users.
3. Data Protection: The information gathered and stored by IDS are often sensitive and
needs to be kept confidential. Using Access would provide IDS to password protect and encrypt
the information stored. Brown, Pan and Wiersma (2015) pointed out that would enable IDS in
controlling the visibly of the data stored for business. Excel fails to provide similar security of
data. Furthermore, the main objective of Access is to collect and store large amount of data while
enabling easy queries and report from the same.
Conclusion
Both Excel and Access are capable of filtering data and running queries. In spite of the
similar components and features it is essential for Pass IT to switch to Access, as it provides
creation of relational and multiple tables and helps the business in filtering, removing, adding
and modifying large amount of information.

References
Azih, N., 2016. Microsoft Access and Microsoft Excel Skills Needed by Office Technology and
Management Lecturers for Quality Service Delivery. International Journal of Business and
Social Science, 7(5).
Brown, C.C., Pan, D. and Wiersma, G., 2015. Advanced Data Analysis: From Excel PivotTables
to Microsoft Access.
Pierce, J., 2016. MOS 2016 Study Guide for Microsoft Access: MOS Study Guide Micro Acces.
Microsoft Press.
Wirawan, A.W., Indrawati, C.D.S. and Rahmanto, A.N., 2017, June. The Development Of
Digital Learning Based On Microsoft Access Subjects Archives To Improve Student Learning
Outcomes In Office Administration At Vocational High School 3 Surakarta. In Proceedings
Education and Language International Conference (Vol. 1, No. 1).