Main Problems Outlined:
Time consuming;
Searching methods are inadequate;
Space taken up by current documents;
Cost on paper and storage space;
Affect on customer/staff relations;
Human error;
No backup.
Performance Indicators
The computerised system will make it easy to store documents and searching for relevant information will be made a lot easier. Floppy disks can save lots of information compared to files of paper and also it should work out more cost-effective. It will be a lot less time consuming because input of data will be easier. Only the initial cost of a computer is a problem but eventually it will prove cost-efficient. Should improve customer and staff relations because delivery details and payment should always be correct (unless tampered with) because the computer works out the calculation. Human error will be kept to a minimum because the computer will perform calculations. The only way that error can take place is with the input of data. By using a computer backups can be easily made so no information should get lost. Also the information is a lot safer – the newsagent said that she wanted herself and only one other to be able to access the information being store. By using a password that only she knows the information will be kept safe and away from prying eyes. Her information will be kept confidential helping staff/customer relations. Calculations will be made faster because it will only require the input of data then click on a few buttons. The system should – when timed – be considerably faster than a paper account system and it will be able to highlight areas that are good and bad with a numeric measurable criteria.
1:2 Summary of Research
Interviews/discussions, existing documents
1:3 End-User Requirements Specification
As my client is currently using a paper account system, thus it will be a lot more efficient using a spreadsheet. There are many problems with the current system which I will list, then suggest a solution:
She wanted it so that less storage capacity is going to be used, so instead of storing all relevant information on paper in the back, I will make it so that she has her whole account information on disk. This way she will be able to store a lot more information in a smaller space.
She said that doing the accounts at the end of the night was very time consuming. Searching for relevant information was difficult because she had to revert back to old records, which meant rummaging through the storage. Using the spreadsheet it will be easier to look up appropriate information.
She admits that her maths skills are not 100% accurate and would like it so all she has to do is input the information and the system will perform the calculations. To do this I will require formulae within the spreadsheet – which will make calculations fast and accurate.
When she has been working all day her stress levels are high making her concentration levels low. This results in her making the odd mistake when doing the accounts. Minor errors can be made she admits – which can affect annual readings. Included in her system, she wanted something that would minimise the chance of errors – cell validation should correct this.
She is worried that people could access the system and change it so that all her figures would be incorrect. For that reassurance factor, I will make it so that a password will be required for certain things this way she and whoever she wishes will only have access.
She wants it to be easier to access different clients of hers and if needed, to change their details with ease. She wants to be able to see what papers they want and how much it costs them altogether with VAT and delivery charge. If they order so many papers or have a member card they get 10% discount.
1.4 Input, Processing and Output needs
1.5 Performance Requirements
To use the system one computer will be needed, my client and her partner use this. Considering there is only one computer available (buying two would not prove cost effective) it will need a high amount of RAM and a high processing speed. One of the problems previously was storage capacity, so we will use an 80-gigabyte hard drive – this will be sufficient to store all files created. My client said that she would like printouts of certain information, so a printer will be needed. The printout will be just text and a few graphs, so I suggest that the resolution need be no more than 300 by 300. However, speed is an important issue, she wants it to be relatively fast so the best option will be to choose a laser printer. She will need several floppy disks to hold small amounts of data – however these will not be able to hold large amounts, so to overcome this she will be using zip disks. To access desired information my client will either open saved files from floppy disks or by opening saved files from the internal hard drive.
Currently my client only has a calculator as some form of hardware, which is very limited. For my client to be able to use the system efficiently and effectively it should have a fast processor, at least 128MB of RAM and a large hard drive. For storage purposes money will have to be spent on floppy disks, zip disks and if necessary an external hard drive can be bought to store excessive amounts of information. A printer will need to be purchased preferably a laser printer - they can be expensive but they are worthwhile because they are fast but also quiet. They will want to see how well the shop is performing and it makes it easier for their accountant.
1.6 Training
My client should be able to work numerically to use the system, but great mathematical knowledge is not needed because the system will perform most calculations. The system will be relatively easy to use but some computer knowledge will be needed. My clients skills momentarily are quite limited, so suggested that they may want to attend to classes at an adult/night college or consult reference on system user guides. By doing this they will be able to work the system with ease and they will benefit because they will learn how to deal with more advanced functions. There are bound to be cost issues such as classes may not be free and most user guides you have to purchase, but it ends up cost effective because she will extend her knowledge barriers and she will be able to utilise the software more effectively.
1.7 Summary of System Objectives
The main objectives of the system are:
It will be easy to use,
Calculations will be performed with accuracy,
Calculations will be performed with speed,
Information will consume less space,
Information will not be accessible without the correct password.