Analysing the "Good Old Days"

Intro:
In the 1970’s the expenses for a small business were entered onto analysis paper (see Fig. 1.2.4). A date, description and amount were entered in the first three columns and that the figure was double-entered into an analysis column on the right. Individual expenses (e.g. postage, food, sundries and stationery) could then be analysed dimply by adding the columns. An automatic check was made on the accuracy of the addition as the individual columns had to sum to the same as the amount column on the left.

Around the same time one large multinational organisation with an HQ in London might employ over 100 managers in the finance area to set, manage and control the budgets for the European area. The managers used techniques similar to the small business. They entered budget figures onto A3 analysis sheets, which were typed up as required by their secretaries. These were then used as the basis for analysing what would happen given different sales performances, different commission rates, different interest rates etc. These were well-paid, well qualified and skilled accountants who were able to work quickly and efficiently to analyse potential changes using the latest calculators and replicate them quickly with only a tiny proportion of mistakes across all columns, and down all rows.

The speed at which they worked necessitates continual retyping so the secretaries were also kept very busy. When sheets were returned they had to be proofed, but as the managers were skilled and the secretaries well trained and highly efficient for the most part there were only a few occasions when the sheets had to be retyped. A dramatic change occurred in the early half of the 1980s to this organisation when microcomputer software became widely available.

Tasks:
Two different applications that could be used by a small buisness to improve upon the database systems that were used in the 1970's is Microsoft Access and Microsoft Excel. A small buisness could use excel to format their data in a useable way. It is also much easier to add the data into the cells rather than writing them on paper. It is also easier to change details when the data is in the cells. They could also use access to format their data in a form of a database which is easier to read and you can link access and excel.

Advantages to Excel rather than a paper based tables is the fact that you can easily edit the data in the cells and move them around. Also, you can do math easier if you need to use mathematics as there is no error in the answers but there may be on paper copies. Advantages to Access rather than a paper based database is the fact that you can format the data much easier. You can also link Access with Excel so you can easily transfer data across. Databases can also use forms to show a visual aid of the data so it is easier to read. An advantage to Excel rather than Access is the fact that in Excel, you can merge and add cells which can be easier to make databases. However, an advantage to Access rather than Excel is the fact that you can add alot of data very quickly if you know how to add the data. Also, the spreadsheets and databases can be saved to the hard drive which means that you have a log of it. Even if the hard drive fails, you can back it up on your computer.

Secretaries' and Typists' employment was affected by the advent of these office packages because using Excel and Access is easier to use rather than a paper based version. This, therefore, meant that typists were not in as demand as more people are using the office packages. Secretaries will need to be trained in how to use these office packages so people who don't know how to use these office packages will become un-employed. Secretaries which had formerly written budjet figures onto A3 sheets would be out of the job as the new technology would have taken its place. The Secretaries' and Typists' were trained from years of experience and were replaced by stardard workers with I.T. skills. Overall, the job prospects for Secretaries' and Typists' declined because of the new office applications.

New job oppertunities that were opened up due to the advent of office applications are mainly people who have I.T. skills. Possibly people who have taken a degree in I.T. would be more likley to get a job rather than a person who lacks I.T. skills. Also, people are needed to work the office applications which therefore enhance employment oppertunities. Overall, i feel that more people will loose their jobs rather than gain jobs. Although there are some people with I.T. skills, a vast majority of people don't meaning that it takes longer to train someone than someone loosing their job.