Fab Food Pix I.T. System

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Coursework 2

Choice of Problem:

I have noticed that at Fab Food Pix, photographic library, a manual filing system is used, I feel they would benefit from having a computer version running help save both time and effort for the receptionists. I have chosen to design and implement a database for Fab Food Pix, Photographic Library. At present Fab Food Pix stores client information on paper, in a manual filing system. The aim of the project is to explore the advantages and disadvantages of computer and paper filing systems to find to most profitable and use it to store the client information in a more beneficial way. The particular problem, which is to be addressed, is that Fab Food Pix stores all client information on paper.

Description of Problem:

        A computerised filing system will help potential users by being more accessible – particular records can be found quickly and easily without having to search through filing cabinets and papers. Also, one computer can store more information than 8 filing cabinets therefore computerised filing systems take up less space. A computerised filing system will store all the specified information in one place, so there will be no need to go from room to or search through numerous cabinets to find the desired information. As well as information being quick and easy to find, searches can be carried out instantaneously rather than having to wade through many manual records. This particular problem is interesting as it provides an opportunity to analyse the information, design and implement different ideas, also to develop, refine and then proceed to test and evaluate the ideas.

Feasibility:

Advantages of a computerised filing system over a manual filing system:

  • Easy to access particular files and records
  • Doesn’t take up a lot of space
  • Easy to edit previously entered information.
  • Terminals can be used; so many people can access the same information at the same time.
  • Whenever the data is updated it is instantly available to everyone using the system.
  • Data only needs to be entered once and it can be used for numerous different tasks.

- E.g. once a pupil’s data has been entered, it can be used to produce; class lists, year lists, option lists (for GCSE) as well as other documents.

  • The system can produce mail shots to pupils’ homes, when used in conjunction with a word processor.
  • Information can be transferred into the system by other means than the keyboard, such as an optical mark reader.

Assessment

        Strengths of the present system:

  • Manual systems can be efficient, if a certain amount of details are known about the desired documentation.
  • E.g. if the surname and address of a person is known, their telephone number can easily be found in a telephone directory.
  • It is also cheaper than a computerised system.
  • No training is needed to operate this system, unlike a computerised system.
  • A manual filing system will not have to be upgraded, as people will always be able to read. Although it will always be argued that upgrading would be more efficient etc.

Weaknesses of the present system:

  • If not enough details are known, finding the desired information can be a long process.
  • Also, if a certain field was known, but not the field the information was categorised under, the only way to find the desired record would be through trial and error of every record.
  • E.g. if a phone number is recorded and the name of the person to whom it belongs is desired, the only way to find it would be either call the number or to look through all phone numbers in the telephone directory. This is because the telephone directory is only categorised in alphabetical order, so finding the name, when the number is known would take and extremely long time.

Objectives

  •  This system will be designed for Fab Food Pix, photographic Library. The project will be carried out in order to make the storage and searches for information more efficient and easier
  • Quantitative objectives

I want to create a well presented data entry screen which incorporates the company’s logo and contact information.

A search must be carried out in less than 30 seconds.

There must be a macro button, which will be used to perform mail merge. When sending invoices etc.

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I want there to be privileged use of the database. Therefore, some people will be able to read, edit and input into the database, whereas, others will only be able to read or edit or input, not perform all three.

I want the user to be able to create new letters whenever needed and perform a mail merge to selected clients.

  • Qualitative objectives

I would like the presentation of the screenform to be attractive.

 

Investigation

        The present system is a manual filing system, this consists of information written or typed onto paper or card and ...

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