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Investigating the current system at a new car company.

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Introduction

I am going to be investigating the current system at a new car company. I will be analysing all problems to find all discrepancies to which I can alter and if needed bring in a new system to fit its job. I can carry out my investigation in various different ways, by carrying out an interview, investigating using an observation, questionnaire, or a discussion. I will be carrying out this investigation to find the needs of my client. I need to know what sort of a system he needs and what I can include in a new system. I will be analysing the current system to find problems I can change in the new system so I will be able to find the best system for my clients needs. There are so many ways in which I can investigate the current system being used; Interview, questionnaire, group discussion, and an observation. One method of investigating a system is by creating a questionnaire for the current user to find out about how the system works. For example in the questionnaire I could ask how the user is recording all the information and if he feels it is adequate enough. Using a questionnaire would be useful as it is quick and simple. This method of investigation requires a set of questions which will be answered by the client and sent back to me. This is a good method of investigation as it gives me an insight into what the users think of the current system. The best thing about this method of investigating as it is quick and easy. Investigating using questionnaires are not always effective though. I may have to limit the number of questions I ask as the client may not be able to give a large amount of time to answer a large number of questions thoroughly. It is also possible for me to have one set of inaccurate answers which mean this type of investigating will not be satisfactory for what I need to do. ...read more.

Middle

The output is the product of what has been put into the system. These are very important to ensure the business can work. In the current system there are these inputs, processes and outputs although it is not very advanced as everything is paper based. My client collects all input from customers, car invoices and from other invoices if needed. On all recorded information there are inputs which my client will collect: > Customer details which include; > Forename > Surname > Address > Current car registration > Birth details > Insurance/license details > Finance bracket > Car details will include; > Car company > Colour > Year of registration > Registration > First or second hand? > Petrol or diesel? > Accessories (Satellite Navigation etc.) All this information is put together and is processed to leave us with the customers and cars put on the system which is put through a number of steps like being given an n ID which can be processed to give an output like a membership card. In the current system there are many processes: > Member ID > Car ID > Matching customer to car (matching customers to cars they want) > Search for members > Search for cars > Edit current customer details > Delete customer details or entire customer account > Add customer information or add new account Through this an output will be created within the system like the membership card: > Membership card > Lists and relevant information on Members > Lists and relevant information on cars > Receipts > Invoices > Posters > Adverts and brochures > Fliers > Price lists > Reports > Finance details All of these outputs have a use: * We can use a member card to ensure we have details and records of the customer. * Lists of cars and members are needed to find any information needed during a sale. * Receipts and invoices are needed to complete sales and keep records and proof of purchases. ...read more.

Conclusion

> Using this means that only a few computers are needed which does not take up a lot of space although it may be costly. > Spreadsheet software often has different functions which are useful. This shows how a spreadsheet system is beneficial and will be a large improvement from the paper based system as it fill be easier to record and keep track of information but this system also has many weaknesses like having to create many spreadsheets for many different things as there are so many inputs and outputs which are needed are not always easy to create when the system used is a spreadsheet software. Another method of solution is bespoke or database. A bespoke system is one which is tailored to the business and I feel s though this would be very costly and time consuming as the staff would have to learn to use the system. I am now going to analyse the database system and see which of the three methods of solution I should chose then explain why I think it is the best. A database system is the system which will suit the business most. There are still many advantages and some weaknesses of using database software. > A database can hold a lot of information and tables can be created for the client, car and sales. > It is quite easy to use although it does take some training. > It is fast, and easy to find necessary information. > It will cost money to buy the software and buy the computers. > It is easy to produce outputs like forms using the inputs. > It requires little space. > It is the system which will benefit this business the most. > Information can be secured with a password. For all of these reasons I have chosen not to improve the current system or adopt the spreadsheet software. I feel that the database will be fast, easy and secure and will be the best system for the business. ?? ?? ?? ?? Jai Malhi-9P GCSE ICT Data Handling Project EL - 1 - ...read more.

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