Hey Ross!

This is a good question and it's one that many small businesses face. I've been hired by quite a few shops that need a way to manage information and they often have the same questions that are running through your head.

Here are my suggestions:

1)
I know you know this... but here are the basics.

Microsoft Excel is a spreadsheet program. Spreadsheets are good ad calculating figures, creating charts, tallying numbers, etc.

In contrast, a Database is a way to store data, access information and run queries on that data and information to create reports. Common database programs are Microsoft Access, MySQL, FileMaker, and Oracle.

2)
You haven't provided all of the information that is required to form a proper solution and that's ok. You asked a well worded question, but understand that solutions that involve any sort of income require careful analysis of each variable, input and output. Before you make your decision and solve this problem, ensure that you give it deep consideration. 1 ounce of planning is often worth a thousand dollars in corrections.

3)
I would carefully review the following things with the parking lot owner:

How will information be entered into the system? Will there be a laptop on-site, a PC, do they want a simple rugged handheld device? The software you implement could depend on the way that it is entered.

What considerations should be made for theft, loss or damage of the input device?

What level of computer literacy do people have that are interacting directly with the system? Now and in the future, will they require training?

What language will people best understand?

How will input errors be accounted for? If you're tracking license plate numbers, it's quite easy to transpose a couple of numbers or letters.

4)
Spreadsheet Vs. Database

To preface, this system would be best created as a database. Databases store and retrieve information. Based on your question, that's what you need to do.

Databases however are harder to create than spreadsheets. You could very easily and quickly create a spreadsheet that could consist of a few columns.

A database would need at least a little bit of programming. The fields that make up the database would be named the exact same thing as your spreadsheet columns would but you would need to program some way for data to get into the database.

A spreadsheet will be quick, easy and cheap to create. It will be harder to maintain and more errors / problems will occur with it. A database will take more work to create but is the correct solution for a number of reasons including that in the end, it will be easier to use.

5)
What type of Database?

Microsoft Access isn't a bad choice, but in your scenario, I would suggest FileMaker.

http://www.filemaker.com/

FileMaker is a database creation program similar to Microsoft Access. However, many people find it easier to use and setup.

Here is a quick intro:
http://www.youtube.com/watch?v=25DA5gPP_Ls

Basically, you drag-and-drop the fields you need onto the screen and tell it what type of data will go in those fields.

With FileMaker it would also be pretty easy to implement barcoding. Dell (and many other computer retailers) sell USB barcode scanners and small printers. Input errors and training is always a concern. So, if you built a database that held barcodes (and license plate numbers if you want to get detailed) things would get super easy for the folks who work there.

The process could go something like this:
Employee presses the "Check-in Vehicle" button.
A barcode is printed.
Employee hands driver barcode.
Driver parks.
Driver hands barcode to employee.
Employee scans barcode.
Driver leaves.

All of the time, date, duration, etc information would be automatically entered behind the scenes.

CONCLUSION

Regardless of getting fancy, a database is the most professional way to solve a problem like this. There are a large number of advantages to implement a database where there are only a few advantages of implementing a spreadsheet based solution.

Best of luck with your task, Ross. I hope that my experience here will help you!
Source(s):
I'm and I.T. pro with years of experience.

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