Problem 2
My father wants to send a letter of warning to all those who have not paid their payments by their payment deadline. If he did this using his present method of search he again would have to go through all the records looking at every single payment deadline in each record. Making a note of all those who have not paid. He would then place the detail of those customers in a template letter which he had typed out before. Again looking for the information is tedious and takes a long time.
Problem 3
When a new customer wants my dad's company to cater for an event for the first time he has to make a new record of this customer's details. The data will come from the details the new customer gives us. At the moment the details are given to my father through the phone. This means that the secretary has to write down this information in rough while the customer gives her the details then she has to write them out neatly and place them into the card file/filing cabinet. This too takes a long time and the information can sometimes be misheard so it is not efficient.
Manual solutions
He can create a manual filing system were he can use a card file or filing cabinet. There can be alphabetical dividers in order of the customer name so if my dad wanted to look up the details of a particular customer he would just have to look up the record under the customer's name which will be easier because everything is in alphabetical order.
He can create another filing system but this time the records are in chronological order (in order of when the events took place). One month after the date of the event is the payment deadline. So for example if it was the 12`h November and my dad wanted to check which payments had not been paid by the deadline he would check all the records under the date 12`h October. If anyone had not paid he will have to write and send the letter off using the same method as before.
My dad can make a template form for all the new customers to fill in. All new customers will be required to fill one of these in and once they have the form can be sent back to the company and the secretary can input the new information and make a new record. This way the information is more accurate.
Advantages
:: This is a lot quicker then going through the records book.
:: This is also a cheaper solution.
Disadvantages
:: If someone wanted some information they would have to go to the room the filing cabinet/ card file is in.
:: Only one person can look at one file at a time.
Computerized solutions
He can also create a computerized database. All the records can be inputted into this database and my dad can do a search for the particular customer's name. The customer's details should appear on screen.
For looking for customers who have not made they payments by their payment deadline he would just needs to do a search for non payees. The results can be printed off (for my dad's own records) or placed into word and letters can be written by mail merge.
A template form can be sent out to the new customer to fill in and when we receive the filled-in form the data can be inputted into a computerized form and a new record will be made.
Advantages
:: Search results are shown instantly
:: Backup copies of the data can be made easily.
:: Information can be quickly and easily retrieved from the database (much quicker than searching a filing cabinet).
Disadvantages
:: Computerized databases require training to use and produce.
:: There are more security related problems e.g. someone can hack into the system.
I have chosen to use a computerized database because it is this quickest and most efficient solution and also because:
:: They allow large amounts of information to be stored in a relatively small space.
:: Information can be quickly and easily retrieved from the database (much quicker than searching a filing cabinet).
:: Data can be re-sorted very quickly into any desired sequence.
:: Information can be kept up-to-date with very little effort.
:: Large amounts of valuable information can be used by the management of a business
:: Selective information can be obtained very quickly e.g. a list of customers who live in the Alwoodley area.
Objectives
1. The user should be able to get a list of banquets, weddings or parties happening in a specific month and get a hard copy of the information.
2. The user should be able to get a list of non payees.
3. They should be able to mail merge reminder letters these people.
4. I want to create a well presented data entry forms that incorporate the company's logo and color to enter customer details.
5. The user should be able to get a list of customers who wants extra services in a specific month (e.g. Champagne in March) so they know how much stock is needed to be booked.
6. The user should also be able to search for a list of events happening in a specific month and mail merge the results to create a letter.
7. The user should be able to create a password protected system to hold all the data on the computer securely.
8. They should also be able to create a user friendly front for the secretary to use which allows her to edit, add and open records.