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Excel Project - St. Dominic's Sixth Form College

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Excel Project AVCE ICT UNIT 3 ANALYSIS Background to the organisation & problem: My project is based on a small business called BABU MOTOR MAINTANANCE (BMM). I have interviewed the owner and gained a lot of information on it. BABU MOTOR MAINTANANCE (BMM) is in Harrow. It is a private company. Its location is at a home in the central most part of Harrow (near the main shopping facilities). It has great potential considering it is based in a busy area. The business is not very big at the moment, but is due for expansion later on in the month. The business currently has about 60-70 customers. The founder of BABU MOTOR MAINTANANCE (BMM) was a man named Babu Vadgama. The current owner is Chagan Vadgama. I have chosen this Company because my dad has used them for his repairs, since they have started up. Since then we have got to know them. Even though Mr. Vadgama is the current owner and the investor of the company he is silent in the day to day running of the business. At the moment there are four members of staff in the business. Most of the work is done by the owner but others do help him for bigger or more complex jobs. These include the owner. His name is Chagan Vadgama. The assistant. His name is Tej Vadgama. There are also two part time specialists in different fields e.g. electrician. When the company first started up six years ago, there were only one or two customers to start up with but that number has gradually risen to 70 customers. It is still rising every week. The small business has started seeing profits coming through over the last ten months, mainly due to extra competition in the mechanic field. The 70 customers vary from age and gender. The majority of customers are adults between the ages of 20 to 30. ...read more.


When the assistant try's to work out what the price of each repair should be, it takes him a very long time and is still not accurate. The Company does know how many bookings they need to make in order to break even and whether it will make a loss or profit. When organising a booking it takes the Company a very long time to work out all this data because it's all done by hand. * When the results from part orders are calculated, all the results are stored into a record book. This has proved to be fine until recently when the owner decided that the Company should have discounts for the top ten customers. The books have all the data in them but it is very hard to analyse the results. The assistant has been working out the ten top customers every week, for the past few weeks and he said it takes up a lot of time and is very difficult to calculate the top ten customers for the week. He thinks that it will be even harder to work out the top ten customers of the month and the year. The way that it is currently done is by manually adding up all the incomes of all the customers and then picking and then picking out the top ten. This is done at the same time as the expenditures are entered are into the book and it takes a very long time. Statement of the Problem: Sub-Problems: Since interviewing the assistant of the Company, I have begun to break down the problems that the Company is having at the moment. These are the problems that the Company is having: No. Problem 1. Having to manually search through customer's files to find out different things. 2. Having to manually find out who has/hasn't paid for their repairs over each week. ...read more.


This can result in huge problems for the Company. They would have higher costs if they recruited a new accountant. They would have to build a new room or office for the accountant. All these solutions are reasonable but the best solution for the system would be to use the Microsoft Excel software package. Justification of the chosen solution: After discussion with the assistant of the Company, it has been decided that the best solution for the Company to take is by using the Microsoft Excel software package. The assistant felt that Excel would be most suitable because he knows it quite well; he knows that the features on it are very good. The features that he thinks that Excel has which will be very helpful to the day-to-day running of the Company are: * "What if" scenarios * Writing formulae * Editing and formatting * Using Functions * Macros * Filtering lists * Creating charts Although some of the other packages also have these functions the assistant feels most comfortable with the Excel software, mainly because he has had many lessons on Excel and because he does not know how the other systems work. He thinks that it would be a waste of time learning a different software package when the Company already has Excel installed and because many people know about Excel. The assistant said that it isn't a wise idea to recruit a new member of staff because it could become quite costly and inefficient and the Company would not be able to afford it. User's Skill Level: There will be two users of this system. They are the owner, Chagan Vadgama and the assistant, Tej Vadgama. The owner of the Company is computer-literate and he has good basic knowledge of Microsoft Excel. The day-to-day running will be organised by the assistant and he has good skills. He isn't perfectly sure on the advanced features of Excel but he knows how to create formulas. ?? ?? ?? ?? Sham Bakrania 27/04/2007 ...read more.

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