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Fab Food Pix I.T. System

Extracts from this document...

Introduction

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. ...read more.

Middle

Quad Speakers and Headset and Optical Mouse and a 56 Kbps V90 Modem. The software, which could be used to design the database is; Microsoft Word 2000, Microsoft Desk Top Publishing 2000, Microsoft Excel 2000 or Microsoft Access 2000. The computer that will be used in the work place will be a Power Mate I-Select XL2 P1400. This computer has an Intel Pentium 4 Processor with 1.4 GHz, 128 MB RDRAM and a 40 GB Hard Drive. It has 17" NEC CRT Monitor (15.7" viewable) a 10/100 MB Network Card and a Software Package. Although four programs have been mentioned, only one program can be used to create the database. So, I will now proceed to investigate the different types software mentioned to find which is the easiest and most effective to design, implement and use. I predict that word will not be exceptionally beneficial when used to create a database as it was preliminarily created as a word processor. Any database that is created is in the form of a table, in which no searching or sorting can be done. Microsoft Word 2000: Name Address Direct Line Company No. Company Amount Paid D. Smith 34 High Rd Finchley N23 GHI 0207634523 02078964050 Radius �14,000 P. O'garro 10 Low St Highgate N34 BFG 02096541233 02074456879 Dragon �17,500 T. Hill 9 Middle Av. Crouch End N76 SKH 02074321899 02086751235 Findus �23,900 This database was complicated to create and it is not possible to type in for instance, T. Hill and for the computer to then search and display the fields connected to that particular field. So, therefore, my prediction was correct and Microsoft Word 2000 is not appropriate to use in order to create a database. The same is true for both the desktop publishing (Microsoft Publisher) and the spreadsheet programs, on the desktop publishing and word processing programs little can be done in the way of sorting the data for both these programs. ...read more.

Conclusion

The validation rule for the Client ID field is 'Auto Number', this means the computer will automatically fill in this field with a unique number, there will only be one each number. This rule prevents a Client ID number from being entered more than once. Other fields have been set, so that unless information is entered, the user is not able to progress any further. Relating the Database In order to relate the two tables effectively, the primary key field 'Client ID', in the Client Details table was made an automatic number (i.e. all the numbers included in this field were unique.) this primary key field was used as a foreign key in the Job Details table, which was not an automatic number, as a client could have numerous jobs with the same photographer. Therefore, I created another key Job Dates, this key along with the Client ID key made each record unique. Building a Macro Button How do you do that sir?? Sir says 'open access' User Guide. 1. Opening Microsoft Access It is possible to open Microsoft Access from the desktop by simply locating the icon on the desktop and double-clicking on it. However, it is also possible to open it through the shortcut in the Start menu: 2. Opening the Database Once the right side of the mouse is clicked, the program will open. This screen will then appear: To open a previously created database, click OK after highlighting 'Open an Existing Database'. Then clicking on client database and click 'OK' 3. Entering into the Forms This screen will then appear: Depending on which database is needed, either 'Client Details' or 'Job Details' will then be double-clicked upon. This will subsequently open the selected database. The screen will then proceed to the display below if 'Client Details' is selected: Troubleshooting Guide This guide will help with problems, which may be experienced while using this particular database: * If a Testing To make sure the database works to it's full potential ...read more.

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