Forms: These are the data entry forms and I am able to decide what data is required for each customer.
Validation
Checks: These are designed to check the accuracy of the data. They rely on only limiting the type of data that can be entered into a field. For example, for the “sex” field, the computer can be programmed to accept only “M” for male and “F” for female. Any other data would be rejected. This would avoid any mistakes.
These are the main features of a database and are the primary reasons why I have chosen a database package as opposed to, for example, a spreadsheet package. A spreadsheet would not have the same level of organisation and efficiency. In addition, databases are easy to use and are capable of storing a great deal of information, and this is ultimately what I want to do – store information and specific details. There is no doubt in my mind, that a database is the most suitable package for solving the problem.
ANALYSE
My database will consist of three tables. They will hold:
- Information on customers
- Information on all the different types of classes you offer
- Details of which members are attending each class.
It is important to hold information of customers because this will come in useful when advertising. Lewis Healthworks need to know their customers well; it is the key to a successful business. The customer data will come from the customers filling out their details in a form that will then be entered into the computer by an employee. Although this will be time consuming, the information will only have to be entered in once, thus being more efficient in the long run.
It is important to hold information on classes that Lewis Healthworks offer because when customers want to book a certain class, they need to know when and what is available. This will be presented in a clear manner, much more organised than if it was on paper. It is also useful to know what members are attending what class because this will provide Lewis with extra background information. Furthermore, it will inform Lewis what classes are popular. Discount schemes could also be introduced for members that attend classes regularly. This information too can be deduced from this database. Overall, these three databases can be cross-examined to have detailed information on the customers and the classes. This will be of great advantage to Lewis Healthworks and help them a great deal in maximising their business.
The tables below show the fields that each database will hold:
Database 1: Information on your customers
Text featured in bold indicates which fields are the primary keys.
Database 2: Information on classes offered
Database 3: Information on bookings
Diagram showing the relationship between Tables
Input – Process – Output Diagram
Problems that I might encounter
I do not think there will be many problems that I will encounter, as I am familiar with Microsoft Access and know how to operate it. However, as I will be creating numerous relationships, there are potential problems that may occur. For example, once a relationship is created, no changes can be made to, for example, mistakes can be made with the form titles – they may not agree with the relationship titles. This would result in the relationship not functioning properly. I will attempt to avoid this problem by ensuring that I do not create my relationships until I am completely satisfied with the tables and forms. I will then ensure that I do not accidentally change any details that may affect the relationships.
DESIGN:
Why is it important to have each category of data in my system?
Members Table: The membership number is essential in this table because it is the primary key that allows the relationships to exist. It also makes each customer record individual – there will be no two customers that have the same membership number. The remaining categories serve the purpose of allowing the center to have numerous ways in which they can contact the customer. They can ring to adjust bookings or just as easily send information to their home or e-mail address.
Classes Table: Similarly to the membership number in the members table, the class reference number is also a primary key and is essential in linking the three tables together. The remaining categories are general information of the classes that the customer is likely to want to know when he or she makes a booking.
Bookings Table: This is where the customer actually makes a booking, so therefore this is where the tables are linked and there are three primary keys. The membership number of the customer that is making the booking, the class reference of the class they wish to book and in addition the date they wish to book the class for. There will not be two bookings where all this information is identical. The remaining categories in the table are not essential, but just provide the customer and center with extra information that makes the booking more clear.
Will my system be successful?
At this moment I am pretty sure that my system will be successful. I have taken all potential problems into consideration. The only issue that may have to be addressed in the future is whether the workers at Lewis Healthworks will be able to operate the system. They may have to have an introduction session to allow them to get familiar with the database. However, this would hopefully only have to be done once.
How is my system user friendly?
Microsoft Access is in itself a very user-friendly program. It was specially designed to be clear and easy to use with a distinctively good layout. Furthermore, there is an index of help options that can be referred to at any time if a problem is encountered. My database itself will compromise of very easy to use forms. They will have a clear title and it will be clear where the data is to be entered. The whole system will make sense and be very logical. The data capture forms will be specific and clear in the information that is to be entered.
What makes my system very User Friendly is the use of good colours. For example, in the forms, there is a different colour for the criteria, and a different colour for the data. This makes it easy for the user to distinguish where the data is to be entered.
The fact that all the forms have titles also makes the system user friendly. It is easy to see what needs to be selected to reach the forms. The language used is also very basic and specific. There are no “arty” words that may confuse the reader.
The use of macros make the system incredibly easy to use. There is a front page with buttons leading to all the data capture forms. This saves time. The use the of the “back” button also links all the pages together which also saves time because there is no need to exit the form and to get back to the front page. It can be done with jus t a click of a button.
What happens to the Information at each stage of the process?
USE/ IMPLEMENT
How did I make my Tables?
I have to create tables so that information can be entered into them. The following instructions show the process I went through to make my tables:
Once my tables have been completed, I am able to fill out my forms. An example of a form is shown below:
Example of a form:
Testing
Now that I have produced my dadtabase, I need to test it to ensure that it works. I will do this by doing numerous queries. I follow the steps that I have described earlier.
Query 1: I want to get a list of all the female members, and their details.
Query 2: I want to get a list of all the male members, their names and membership numbers
Query 3: I want to get a list of all the members that are over 30 and live in London, I want to find their names and addresses, so I can send them information on a special class that is running for older people.
Query 4: I want to find out a list of classes that are on thursday with Sharon.
Query 5: I want to get a list of the the people who are over 35 and have made a booking
Query 6: I want to get a list of the members tat are booked in for an Advanced Circuit training class
Now that I have made sure that my queries work, I wantto check that my validation checks also work. I made a made a validation chch for the “Sex” category. I made sure that only the words Female or Male could be entered into the form. The screen dump below shows what happened when I tried to enter “M” instead of “Male” It proves that my validation check workers.
A User Guide showing how the System should be used
- Open MS Access by clicking on the Start button at the bottom left of you screen and selecting “Programs” and then “MS Access”
- Open the file “Healthworks” by dragging down the “File” toolbar and selecting Open. Then choose the file and click “Open”
- Enter customer records, by selecting the “Forms” icon on the left hand side of the screen. Fill out a new form with the details and ensure it is saved.
- Make a customer booking by using the booking form. Enter the booking that the customer wants.
- Use queries when specific information is needed. To make queries, select the “Queries” toolbar on the left hand side of the screen. Follow the process that is shown by the screen dumps.
- When necessary, view a booking. Do this by selecting “Tables” from the left hand side and selecting the “bookings” table
- When necessary, produce a report for Lewis Healthworks. Follow the process shown by the screen dumps.
- At closing time, close the system by either pressing the “exit” icon (a small X), at the top right hand corner of the screen, or, alternatively, selecting “Exit” from the drag down menu.
EVALUATE
I have found that my system is very effective in solving the problem. It has created a suitable data holding system that is organised and efficient. The only problem that I may now encounter is the training of the workers at Lewis Healthworks. However, this problem will be easily overcome, as it is very likely the workers already have a basic understanding of Microsoft Access.
However, as with every system, it is likely that there are improvements that could be made to increase the effectiveness of the system. For example:
- By using more advanced software, I could extend the database, to interact with other programs and also store more data (it will have a greater memory)
- If the workers had a greater skill level, they could learn how to use the more advanced features of databases. For example, the use of macros.
- I could use vertical lookups to interrogate the data more.
- I could change the currency from dollars to pounds or even euros, so that it is suitable to be used in this country. It does look rather unprofessional when the reports are printed out and all the prices are in dollars.
- I could introduce mail merge as part of the system. This would be of great advantage to Lewis Healthworks, as they could use the information from the member’s table (such as address) and send out letters to those addresses, quickly and efficiently.
Questionnaire to evaluate System
I asked a possible user (a receptionist working at Lewis Healthworks) the following questions to discover the effectiveness of the system.
Do you already have knowledge of Microsoft Access?
Yes, I have an in depth knowledge of Microsoft Access and am confident in using it.
On a mark of 1 – 10, how professional does the system appear?
The system looks very professional, I would give it an 8/10
On a mark of 1 – 10, how easy is the system do use? Is it at all confusing?
I think that the easy layout of the system makes it very user friendly. The front page and the use of macros are very helpful. I would give it an 8/10 again. I cannot find anything particularly confusing, but I do feel that if I did not have a prior knowledge of Microsoft Access, then I would have some difficulties with familiarising myself with the system.
Do you think that this type of system would be of benefit Lewis Healthworks? Is it better than the current system?
I myself find the current system very hard to use and often get frustrated with losing important papers with customer information. I feel that this system would be much easier to use and would help Lewis Healthworks become more technology – orientated. After all, we are in the 21st Century! Computers are everywhere!
Are there improvements that you would make to the system?
As far as I can see, the designed system covers the vast majority of the aspects the paper based data system has. However, I do not think that all the features of Microsoft Access are used to their full extent. For example, I would recommend that mail merge is integrated into the system because, at Lewis Healthworks, we do send out many letters.
Therefore, overall, what rating would you give the effectiveness of the system?
I would definitely give it no lower than an 8/10. I sincerely hope that Lewis Healthworks implement a similar system as soon as possible.
I asked my user to attempt to create a query to find customer information on all the male members. A print out of the query is provided after this sheet. I asked my user how easily they created they this query.
I found the creation of the query incredibly easy. The easy layout of Microsoft Access helped me a great deal, and I was able to interrogate the data, and get the information I needed in less than two minutes.
