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Designing an new IT system.

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Section 1 - Analysis 1. Introduction LKS Electronics sells household electronic goods such as televisions and DVD players, mainly through mail order. The business is owner by Mr LK Smith. The company has been around for 2 years and it is starting to rapidly expand, it currently has a customer base of around 2500. It currently has one office in South Croydon; they do not require a very large site or many locations as items are sold mainly by phone. The company has 8 telephone sales staff, 3 packaging staff, 1 stock controller, 1 finance and credit control, 1 transport person, 1 caretaker and the manager. The good are sold to almost anywhere in the United Kingdom, they hope to expand... The customers phone up the company to make an order, a member of staff answers the phone and writes down the details on a form. The company obtains the different items it sells from different warehouses. They always keep most popular and common products in stock and when the stock falls to a certain level/something that is not in stock is ordered, they order the number of units required from the warehouse. A delivery company is hired to deliver the orders to the customers. At a certain point in each day, for all the transaction not yet completed yet, the order forms are processes, item(s) ...read more.


When a customer calls us, a member of the sales team answers the call and fills in a form according to the item(s) the customer orders. During this, the employee checks whether there is any in stock and if not, whether there is any in stock in the warehouses. This is done by checking which warehouse(s) stocks the item(s) required by the customer and then phoning them and finding out if they have any of the required item(s) in stock. There is only one copy of the completed form (it is tedious and time consuming to create duplicates) and it may be lost. Q. How is this information stored? A. We have a filing cabinet system and the forms containing the details of the transactions in order of the date of order. However, forms may be placed in the wrong section of the filing cabinet by accident easily. The information can only be accessed from one location. It is also very difficult to analyse the information. Q. How do you show what products you have on offer? A. We send catalogues containing information on all the products we sell to all our customers every time a new one is produced (usually, once a month). We advertise though magazines, there is a small list of what products we sell in the advert and the customer phones us up to receive a full list (the catalogue). ...read more.


relate to the current system as well). Key 6. Constraints and limitations System boundaries (scope of proposed system) Software The business already have Microsoft Access installed on all their machines with the Microsoft Office package and all the users have familiarised themselves with it slightly so it would be the best choice, buying another database program would be pointless as the users would have to familiarise themselves with it and it would add to the cost. Mail merge could be done with Microsoft Word, which is another advantage of using Access. Hardware The business already has enough PCs that are more than capable of running the new system. 100Mbps Ethernet cables will be required to network all the PCs together so that the system and the data can be shared and identical on all the machines. The printers can also be shared; anything that needs printed can be done directly from any machine rather than through just one machine. A relatively cheap colour laser printer such as the HP Colour LaserJet 1500L will be bought to for fast printing needed to produce the monthly catalogues. The current dot-matrix printer can be used for printing off invoices. User's level of information technology skills The users have the keyboard skills required to use the new system and are as said before, familiar with Access and also with Word, which will be used with mail merge. The new system will have an easy to navigate interface so will not require much training or familiarisation to use. ...read more.

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