User Requirements
The end user will have to know how to navigate Microsoft Excel. A handout explaining how to create macros (if needed) will be created along with the menu system. The user has to know the basic settings of the macro system for example the set up of buttons on the main menu etc. The user will have to study the handout correctly in order to use the menu system correctly.
Overall system structure
Mr. Bat requires an Excel based I.T system that will allow him to input product/member numbers and view the data clearly. He also needs to create invoices.
Analysis of current system
The current System is paper based, all member information is kept in a binder which is stored on the counter, invoices are produced on invoice slips and these are stored in a box underneath the till. Invoices can get lost easily and if the box drops the invoice slips are likely to lose their correct order.
Member information is manually written on pieces of paper, the information contained is Address, Name, Telephone Number, Date of Birth, and Member Number. The member information is then stored in a binder, it is not stored in alphabetical or numerical order. If/when the new member information is needed to be viewed it has to be searched through the binder.
When adding product numbers they are written manually on a product list. The product list is stored under the till. The product list is not in alphabetical or numerical order, when finding a new or old product it is a long process.
When Creating an invoice, invoice slips are used. Order information is manually written on the invoice slips. Mistakes can be made. The order is displayed on the invoice slip, showing what has been ordered, the quantity, and the price including the total. When calculating the total price on a single order, it is a long process because a calculator has to be used.
Below is a flow diagram of the chain of events in the current system.
Creating a New Member-
- New member information is manually written on a piece of paper
- The new member information is then stored in a binder
- Binder has to be searched for new member information
Adding new products-
- New product number and details are manually written on a product list
- The product list is stored underneath the till, it is not secure
- Product list has to be found in order to find a product number, then the actual product has to be found in the list which is not in any order.
Creating a New Invoice-
- New invoice slip is taken out
- Order information is manually entered on the invoice slip
- The invoice slip is then stored underneath the till in a box
- Box has searched in order to find an old invoice
Aims and Objectives
- To make an overall better system to work with, making adding new member information, product information, and creating invoices a simple a fast procedure.
- To make an attractive interface, which is easy to operate. Each process should be fast and efficient.
- To allow the user to access or view member information, product information, or an invoice by simple using macros.
- To allow new products/members to be added/deleted by using a macro. This would cut down on errors, and enable the new products/members to be inserted in the table in alphabetical or numerical order. Also when an old product/member is removed it would be possible for a macro to shift the cells up to fill the gap. At the moment when a new product/member is added it/one is put at the bottom of the list (not in any order)
- To have macros to clear an invoice, update an invoice table, display member information, also to have an exit macro which saves the spreadsheet.
- To provide 100% accuracy when processing the inputted data so that no member is told incorrect information about their results and predicted grades. However I cannot guarantee that the inputted data is correct in the first place, therefore is not the systems fault if it produces the wrong information.
- I will produce drop-down boxes, where only previously entered information can be selected, and column widths only being wide enough for correct sized data to be inputted
Current Hardware and Software
There is no actual computer at the moment for the company but one will be purchased especially for this new system. It will have a Pentium 4 processor with 256MB of RAM and a hard disk of 40GB. The printer that will be connected to this computer is a HP LaserJet 4100 TN. It will come with Windows XP with Microsoft office XP installed on it. The system is very up to date and the system will be up to date to up to three years.
When using the system I will use both my personal computer and the company’s computer. My home computer is also up to date but I have Windows 2000 Professional with Office 2000. I will use 3 ½” floppy disks to transfer data.
Questionnaire (PLEASE TICK)
Do you already belong to a games retailers company?
a) Yes …
b) No …
Is our games retailers company fulfilling your entertainment needs?
a) Yes …
b) No …
What games do you like the most?
a) Action …
b) Adventure …
c) First-Person Shooters …
d) Puzzle …
e) RPG …
f) Fighter …
g) Driving …
h) Sports …
I) Other …
What age are you?
a) Under 10 …
b) 11-13 …
c) 14-15 …
d) 16-18 …
e) 19-20 …
f) 21 + …
Do you enjoy any particular companies games?(E.G Nintendo, Sony or Microsoft?)
a) Yes …
b) No …
How often do you purchase games?
- Every Week …
- Every Month …
- Every 3 Months …
- Every 6 Months …
- Every Year …
- Depends on what/when Games are released …
Objectives of the new system
(Qualitative)
The system must perform the following functions:
- Add Member
- Add Products
- Delete Members
- Delete Products
- The system should be capable of being used by a person has no knowledge of the software application which is being made.
(Quantitative)
- Printing invoices should take less than 10 seconds
- Updating the invoice table should take no longer than 5 seconds
- Adding a new product/member should take no longer than 50 seconds depending on the details
- Clearing an invoice should be instant
- To edit any details should take no longer than 25 seconds
Designs
In this section I intend to look at the different possibilities there are for implementing the new system. I will show my possible solutions, I will show my final solution that I believe will suit the company most.
Design Plan
Rough Sketches
Main MenuMembers
Products
Invoice
Macro Designs
Macro Name: Add Product/Add Member
File Name: MENUSYSTEM.XLS
Description: Creates a new row for a new product, the information has to entered manually using a keyboard. This macro also copies all needed formula’s so that there Is no need to create new formula’s.
Design: The user must click on the button that says ADD PRODUCT/MEMBER and then when the new row is inserted the new information should be added accordingly.
Operation: The macro should be started by clicking on the ADD PRODUCT/MEMBER button on the spreadsheet
Final Choice of design
Main Menu
I think this best suits the company because it is stylish, modern and attractive. It is simple, it shows everything clearly. The rest of the spreadsheet shall carry the same theme throughout.
MAIN MENU
MEMBERS
PRODUCTS
INVOICE