Questionnaire for customers
(Tick the box of your answer)
- How often do you visit the shop?
Everyday Twice a week Every week Other (please specify)
- How often do you buy food while visiting the shop?
Always often not as much
- Do you mind waiting to purchase what you want as there is a manual system or would you like if they did something about it?
I don’t mind I hope they did something about it.
- What types of food do you but the most?
Crisps Frozen foods Chocolates/sweets
Dairy products other. If other please specify.
- What types of drinks do you buy the most?
Fizzy drinks Juices Mineral water Other (please specify)
- Would you prefer a simple computer in the shop, so you can find out what items are in stock that you need and where you can find them in the shop?
Yes No Don’t mind.
- Would you prefer that whatever items you buy you can check how much the total cost of you purchase is so you can limit yourself?
Yes No Don’t mind.
Thank you for your co-operation.
Dear Mr Patel,
I am currently in year 10 and studying Information Technology. Due to this I have to produce a piece of coursework that is based on databases. I have chosen to create and construct my database on a local corner shop. I know of your shop and I know it is regarded as a well-known shop.
I am writing to you that would you be kind enough to send me some information concerning the accounting details of your shop. By this I mean can you send me some information on how much stock is needed for your some and if my system will help the needs of your shop.
I would be most obliged.
Yours sincerely,
Parin Sheth
The student creating a piece of coursework.
Questionnaire for the manager
(Tick the box of your answer)
Name:
Age:
- What kind of method do you wish to operate the database system in?
Touch-screen Using a mouse Using a keyboard
Other (please specify)
-
How many computers would you like?
Three Five Other (Please specify)
-
How many files would you like to create on the database?
100 200 300 Other (Please specify)
-
Who would you allow to use and access these computers?
Staff members Customers Only yourself
Other (Please specify)
- Would you like to issue reward cards for the members so they come more often?
Yes No
-
Would you like your customers to be members for your store?
Yes No
Thank you for your co-operation
Questionnaire for Staff members
(Tick the box of your answer)
- Would you prefer having a computer to use to store information?
Yes No Don’t mind
- Does it take time coping out information and finding it?
Yes No
- Would you like to store as much data as you can instead of written paper work? (E.g. all foods and drink products in the shop)
Yes No
- How often would use the computers and database system?
Everyday Every week Other (Please specify)
- Have you used a computer and database before?
Yes No
- Would you want me to teach you everything to know about my database?
Yes No
- Do you find it difficult using the manual system right now?
Yes No
Thank you for your co-operation.
Interview with the manager.
Myself; How long have you been working in this shop?
Manager; Well, I have been working in this shop for 1 year.
Myself; Am I correct that right now you have a manual system?
Manager; Yes that is correct.
Myself; Does it take long for you to write down all the details of items? I also suppose you have to keep them in a safe and secure place so you don’t misplace or loose them?
Manager; Well yes it does take long for me to write down everything (food prices) and put them in a secure place as if I loose them then I would have to rewrite it all out and it is very tiring for myself.
Myself; So would you prefer having a computer system and saving everything on the computer and floppy disks instead of writing it down? My computer will never loose information if work is backed up.
Manager; Well in a way yes I would prefer having a computer as it would save time and also sleepless nights, but the only problem is that wont it cost too much money for these computers?
Myself; Well, to tell you the truth, yes it will cost you money but in the long run it will save money, time and efficiency. Personally I believe to have a computer would be a wise and clever decision.
Manger; Yes you are right but for me to use these computers I will have to be trained as well as my staff.
Myself; Yes of course, you don not need to worry I will train them and yourself to use and occupy my computer system.
Myself; How are you using your system right now?
Manager; Right now I am jus storing details and shop information on paper, in which I have paper work to so everyday. All this paperwork is kept in shop files.
Myself; So as you need a computer system kind of a system would you like for me to put on to the system so you can store the information needed?
Manager; Well on this system I would like to store listings and prices for all products, members names and easy access to saved documents that’s all.
Myself; Well, that is all the information I need to know for the time being. Thank you for your time and co-operation.
Manager; Okay then, thank you and I look forward to seeing you again.
Myself; Yes we hopefully will. Bye
Manager; Bye.
Graphs and Analysing.
In my questionnaire I asked questions. I have picked the relevant ones and by drawing and analysing them. I have drawn graphs for these relevant questions and drew up graphs.
Analysis of Customer’s Questionnaire.
1. Do you mind waiting to purchase what you want as there is a manual system or would you like if they did something about it?
I don’t mind 4
I wished they did something about it. 6
2. Would you prefer a simple computer in the shop, so you can find out what items are in stock that you need and where you can find them in the shop?
Yes 4
No 2
Don’t mind 4
3. Would you prefer that whatever items you buy you can check how much the total cost of you purchase is so you can limit yourself?
Yes 7
No 1
Don’t mind 2
Analysis of Staff Members Questionnaire
- Would you prefer having a computer to use to store information?
Yes 4
No 1
Don’t mind 1
2. Would you like to store as much data as you can instead of written paper work?
(E.g. all foods and drink products in the shop)
Yes 5
No 1
3. Have you used a computer and database before?
Yes 6
No 0
4. Would you want me to teach you everything to know about my databases?
Yes 6
No 0
5. Do you find it difficult using the manual system right now?
Yes 1
No 5
Analysis of Managers Interview
When I last spoke to the manager of the corner shop the details and information I collected were that he has been working at the shop for just over a year. The manual system in use right now is very tiring and takes very long for him to store and find information needed. He is into having a computer and would find it easier if he had a computer but he is worried about the price difficulties as the price is defiantly going to be high, but I have explained to him that it will be better and will save money in the future so the cost of these computers wont effect him as much. He asked me if I could train his staff members. In which I said “I will teach them the basics of my system as well as him” and he was pleased to hear that. I asked him what he would he like to store on my database, and all he wanted was the basics in which he could store information such as food products, drinks, price listings and things like that. This is an easy package for me to supply to him and it will be very simple for them to use. He has agreed on the computer system and is looking forward to them. I am happy with the information I received from the manager and I am looking forward to supplying him with my system and databases.
Evaluation of graphs
Customers
Question 3
It told me that, 6 customers compared to the 4 want the shop to do something about the waiting time for them to purchase the items. So the computer system may help in their shop. So the cause as more customers prefer a computerised system than a manual.
Question 6
I got the same results as 4 people don’t mind, 4 would said yes and only 2 people said no to my question which was would you like a small simple computer in the store.
Question 7
I asked that would you like the check the price of your items purchased and also the majority answered yes.
Out of all of these graphs and answers to my questions, the results I received were that the majority of the customers would like a computer in the store and prefer it.
Staff members
Question 1
The graphs results made it clear to me that out of the six members I asked 4 would like to have a computer in the store as it would be easier for them to use.
Question 3
This graph told me that nearly all of the staff members would like to store information on the computer than written work.
Question 5
I asked if the staff members had used a database system before and the answers were that all six of them had used them. This result I got will make it easier for me.
Question 6
This basically told me that they want to know as much information on my database system as I can provide to them. I found from this that these members are more than eager to use and work on my system.
Question 7
I asked them if they find it hard to use the manual system in which the reply was that only 1 of them finds it hard and the rest find it easier. All this tells me is that they also know the manual system and can use it any time if just say the computers crash.
In these graphs the received results were that also the staff members would prefer to have a computerised system in the store.
Specification of Solution
In this part of my coursework I will include various ways to solve the problem of the shops manual system. The shop will need to transfer all their information from their manual system into my databases, in which I will create.
Out of this there is a problem, which is that all their information on the manual system will not be able to fit just on, one database as it might be to must information and even if it does it will be much disorganized. So I will have to create a few databases for them to store more information, keep it organized and easy to view.
There are a few solutions to the problem that the shop and its manual has. I believe the main reasons, to this problem, which will be the most effective for the shop, will be;
- Re-writing all the manual systems in to the databases.
- Put everything in order so it can be viewed easily and also maintained by the staff appropriately.
- That the data can be changed and updated easily and without any problems.
System Objectives
Below are a series of system objectives which I have produced. The system which I created must be able to perform the following tasks to be helpful for the shop. They are:
- Allow details of customers, employers and any suppliers to be imputed, edited, stored and also check easily.
- Allow anything saved and stored to be checked and searched without any errors occurring and easily.
- Allow queries to be used without errors and delay of the results of which can also be edited.
- Allow names and addresses of customers and members to be viewed without delay or errors.
- It will be very efficient, neat, accurate and easy to use.
- Can create many files and also delete them. With easy access.
- As their can be two databases, one can store addresses and customer details whereas the other can store suppliers and product information.
- Products can be easily stored and viewed and searched quickly by entering only the name and it will come up.
- Prices will also be stored on the database and will come up easily.
Performance Criteria
The following criteria will be used to evaluate the success of my system in the shop. They are:
- The system must be able to store all customers, members and suppliers information which should be stored.
- On database can save up to 1500 addresses and names, this is more than enough for the shop. But can also expand with the help of another system I have created.
- It will only take about 10-15 seconds to open up a record or file and to search for records and files.
- Can delete any record or file within in 40-50 seconds no more. This is will very time efficient.
- To do anything the most time taken will be up to a minute no more. This will be very time efficient and the staff members will find it easier.
- It will be very easy to use and no problem should be caused if correctly used.
- The computer will be very fast and not waste time at all for the staff members.
- The work will be saved correctly and very easy to use and view by anyone.
- My database will be much organised and all files will be in an orderly set manner.
Design of solution
I explained what solutions solved my problems earlier and resulting from that I have designed an outline of what my aim is for my solution. The following shows a flow chart in which the steps are shown of how I will create and design my database.
- To create the first questionnaire that I will ask the staff members of the shop. This is the information which is required for my database. I will need a computer to do this.
- I will then ask another questionnaire to several customers of the shop.
- I will then create a questionnaire for the manager of the store and also have an interview with him.
- I will then evaluate the answers and information I received and take in information I believe is vital to create the database.
- As this is completed I will check if the data is valid and then implement it. (Train someone how to use it)
- I will verify if all the information and functions are ready and easy to use. It should be up to the adaptability for the standards of the shop.
-
I will then train all the staff members and manager to use my database which will be easier for them to use.
- Finally, I will evaluate the created databases and see how well they will work in the shop.
This flowchart will enable me to begin my database quite easily and in a systematically manner, in a way it will act as a guide to me. This method is to see if my databases are working as are needed to be. The questionnaires will display evidence of the research
And will be the foundation of the whole database and therefore is very important. This is all because the questionnaires provide me with vital information to create and also to go into my databases. The databases would have a major effect on the output format and determines to be essential to maintain all records and details.
When the questionnaires are completed only then will I create my databases. These databases will be regularly checked by me to see if there up to date or not and is adapted to the requirements of the shop. To help the users I will train them obviously and make it as much easy for them as possible.
My database
Customers Products Suppliers
ID……………………………. ID…………………………….. ID………………………
Surname……………………… Name of product………………Name of company……...
Pre name(s)…………………… …………………………..…… ….……………..............
Address……………………….. Bar code…………………….... Types of products……...
……………………………….. Expiry date…………………... …....................................
Post code……………………… Type of product………............ Special offers………......
Telephone…………………….. ……………………………… …………………………
Mobile………………………… Telephone……………....
Email address…………………. Fax……………………..
This table I have shown will be how I will set my database and it will be very similar to it. I will make them like this so it will be easier to use and is very simple. This is how they will be stored and kept in a sufficient manner. Due to this no information shall be lost or untidy. This will be time efficient, easy to open, easy to edit and to enter information.
Implementation of solution
Resources
The hardware and the software are the main resource which I have used, in which is essential because one can’t work without the other working.
Hardware is the actual pieces of equipment in an information processing system that we can touch and see. Examples are:
Software are the programs which are written to assist computer users, they cannot be touched. Examples are:
The hardware that I used
Pentium three was the system I have used, which has the speed of 1 Giga hertz
256 mega bytes ram (random access memory), 39 Giga bytes hard drive. It also has a sound card, graphic card and network card. A 17 inch monitor, standard floppy drive, a 52x speed CD-ROM and access to the internet. The printers I have used were the colour desk jet 693c (HP), monochrome 600 (HP), monochrome laser jet (HP) and colour laser printer (IBM). The mouse and then keyboard input all the information. Here are the peripherals I used:
- Keyboard- it is a device, which each and every computer has, which enables the input of data by pressing the precise keys on the keyboard.
- Mouse- It is also an input device designed to fit under the palm of a hand while it is being moved around on a table or mat. It is around the size of a human palm and very easy to use. Moving the mouse produces movements of a cursor or a pointer on the monitor screen. It is provided with one, two or three buttons.
- Monitor- it is in other words called a screen, in which allows us to see the processed data and it is an input device as well as an output device. For the use of a computer a monitor is needed, so the monitor is a vital part of a computer.
- Printer- this is another peripheral device, which produces the hard copy of the document, which I chose on the screen.
- Central processing unit (CPU) - of a computer is the main part of the computer. It contains the processor, the main store and various circuits needed to communicate with devices outside it. It is the part, which will process all my data and without this their would be no computer.
- Disc drive- this is the part of the computer that allowed me to read the data, which I stored and saved on the floppy disc.
- Floppy discs- it is a light, flexible magnetic disc held in a protective jacket, which is easily transportable unlike the hard drive that cannot be moved from one place to another. This is a form of backing up data and allows me to save data, which I find very efficient. This is necessary, as anything could happen to my data and information stored as the computer could crash and the data and information could be erased somehow and therefore you should carry a backup copy of your data and store it on your floppy disc that can be used on any computer and at any time.
The Software that I used:
- Word processor- this important programme that I used, helped me to type all the data and allowed me to save important files and data onto my computer and floppy disc. I could also use various formats and functions. I could show, edit and print my data. I will explain this software in more detail in the resources section.
- Spreadsheet- this programme allowed me perform tables, calculations on cells or groups of cells and display financial information in rows and columns.
- Databases- this programme enabled me to produce my two databases, it gave me access to a structured set of records using various keys and contain facilities to sort data into different orders.
The types of software I have used are ROM (Read Only Memory) and RAM (Random Access Memory). ROM is the information on the computer that cannot be altered. It can read from or written to, an example is the function of computer programmes. RAM is the information or data that can be changed. It can read from but not written to, an example is a document or file.
I used Windows XP as my operating system and I used three main programmes, Microsoft Word, Access and Excel.
Microsoft Word- is a programme for producing and editing text, it allowed me to write out all my documents. I used this software a lot as it was very vital to me as for one reason It had a particularly function called spell check. This enabled me to check all spelling errors I made on my document. This made work easier and efficient as every time I would make a mistake it would be underline in red. Also all the grammatical errors would automatically show up on the monitor.
Functions such as bold, italic, underline adjusting the font, are given on word. This is very vital as this makes the document look more suitable and professional. I was able to change the way the text is displayed, for example, in the middle, left hand side or right hand side of the page. This software is very simple and was necessary for me to use.
Microsoft Excel-is a spreadsheet programme, which displays information in the form of a table. In which this programme is very similar to a database, but with a major difference.
