- How big would you like to expand your business?
- Would he like to go on-line, have a website
Questionnaire For Interview
- What do you want the new system, to achieve from this company?
- What kind of information does it have to handle?
- Have you got any computers already?
- What kind of software do you use on your computer?
- How much information would be processed in the company, on a daily bases?
- Does the company output a lot of documents, if yes then would you want to upgrade it so you could output a lot more?
- Who uses the computers, what position are they in?
- How many customers does the company have in our present database, would you want to increase it, if so by how much?
- How often is the database updated, does the company frequently delete records?
- Are the updates one by one or in batches?
- How are the errors handled, how do you check for errors?
- Is security an issue, does the company need passwords or limited access to some or all the system?
- What do you think the problems are with the current system?
- What would you like to change about the current system?
- How much can the company afford for the new system?
- How many more staff would the company like to employee, and would they want a computer access for each of them?
- Do you the user have a particular solution in mind, or any suggestions how the system can be upgraded?
Summary Of The Interview
There are a number of weaknesses in the current systems. During the interview, some new relative points came up. These are shown and discussed below.
Mr. Davis does not want anything to complicated; he does already have a Pentium computer at 333Mhz and would like to use it if possible, but he can upgrade if need be. He has three people working for him so far his son and a sectary how does have a little knowledge of computers and can use Microsoft Word 97. He would also like a general manual for everyone to use for all the key systems that the travel agent will use. There need to be some detailed manuals for receptionists. Mr. Davis does not mind taking more staff on, as he wants to expand his business anyway but not more then the business can handle. Mr. Davis uses the phones a lot so will need to have a basic questionnaire for the receptionists to fill out when a phone call is made, on average he has about twenty enquires a day about holidays. He also has a large database of previous customers who can be sent new information and adds. He would also like a website which can help him bring in more business.
He would like some sort of mapping software, to know where in America everything is including large city airports and main tourist attractions.
Problems With Current System
Sending previous customers new information
With the system the already have, when a customers phones in to book a holiday or to make a enquiry, there details are written down and filed in a cabinet if it is just a booking then it is put in a easy access cabinet but if it is a sell then it is put anyway for storage. This then means that it is hard to find the documents again, if they are needed and you cannot send out any other information on new holidays or special deals. Even if they did want to send information out to customers they would have a lengthy job looking for names and address through the files.
Tracing previous orders placed by a customer
Each time a customer phones in, they are automatically asked for name and address, this information is then stored for long-term reference in storage cabinets, taking up valuable space and time storing them. Then when you need to access the information. It is very complicated and laborious task, to look through and gather the information. Alternatively, even find the information that you need.
Lack of information about customer base
With the system they have the amount of information you can access when it has been filed is poor. You cannot really find out how much one customer comes in and how frequent a user the client may be, which could lose the company a lot of money as there customers can go to different travel agent instead of yours. Access to summarized information of this kind could be useful for planning future stock purchase, marketing campaigns and so on.
Objectives of the new system
The objectives may be stated in both quantitative and qualitative terms.
- All staff should have easy access to computers.
- There should be a fast and easy way to access customer’s accounts, with details like name, address, and how many time they have enquired about holidays.
- Data entry should be quick and easy as possible, maybe with a questionnaire.
- I should be easy to access, past jobs including destination.
- There must be easy access to a database of insurance companies, hotel and other key holiday items.
- The system should be able to send a stander letter, using mail merge for advertising and other purposes.
- The staff/users should be able to make standard letters and send mail merge
- All the files should be organized in folders, and any old systems must be taken off.
- All staff should have some basic knowledge of the system and how to use it.
- The systems database should be in an easy access layout e.g. alphabetical or by dates.
Data Flows
Customer Enter Customer Customer Details
Details
Send To Check If Flight Is Details Of
Customer Available Flight
Calculate Price
Calculate Price
Constraints and limitations
System boundaries (scope of proposed system)
The system is to be developed is a customer information system; it is intend to replace the old system rather then try to enhance it. I will be linking it to the Internet for wider advertising, it will also have some kind of website for extra business. It will also have a large Database to hold all customer details. Also some kind of mapping software, this will be used for finding all big cities and main airports on the maps.
Software
The customers has requested to have the latest software, which would be Microsoft Office 2000 so I have advised them to go for this product. She will be able to use Microsoft Access 2000 for the database and the Word section for typing. I have also advised them to go for Encarta World Atlas, which will help them find destinations and near by airports. I have also advised Mr. Davis to get some anti virus software and some utilities software.
Hardware
In order to run Microsoft Office and be able to run Mail merge on Microsoft Word, a PC 486 or Pentium with minimum of 8Mb, and preferably 16Mb, will be required. A fast processor such as a P120 will be needed if the system is not going to appear slow in switching between screens.
I have advised them to go for more powerful computers so they can run new software e.g. Pentium 3, 600Mhz, 128 Mb ram, this computer would be used as the main computer of the business holding all the main information it.
Mr. Davis already has a Pentium 200 8Mb, which will be suitable for some basic work, so it can still be used.
User’s level of information technology skills
Mr. Davis son has some good keyboard skills, although he not the fastest for data need to be inputted they will need a professional reception how can input all the data at an efficient rate.
Consideration Of Possible Solutions
A database package would be the best software for this problem, Mr. Davis has not requested anything for it to be done on but think we should go for the whole Microsoft Office package because it would work out cheaper and give better recourses, for the whole company. Anther reason for using Microsoft is that is easy to get hold of and runs on windows.
Access is very easy to pick up on with some basic instructions here are some of the good points on why I have chosen access and Microsoft Offices Package.
Using the Microsoft Access, it will be possible to:
- Set up the necessary table and relationships
- You can use Macros to run tasks quicker
- Use Visual Basics modules to enable fast searches for a particular customer and past jobs
- Make and save queries to select certain customers for mail merge
- Link with Microsoft Word to enable new letters to be composed and to perform mail merges to select customers
- Has a massive space for databases