There are two tennis clubs close plus a cricket club. Last year half of Kenton Tennis Club members transferred to Belmont Cricket club, however at that time half of Kingsbury Tennis Club members transferred to Kenton Tennis Club, so basically Kenton Tennis Club regained the amount of members. Nevertheless it is very obvious there is a lot of competition between the three tennis clubs and also there is competition between Kenton Tennis Club and Kenton Cricket Club, for people who require leisure activities they are spoilt for choice between the two clubs.
Here is Kenton Tennis Club.
At present, Mr Patel has been facing a number of problems with the paperwork of the tennis club, as there is so much of it and not enough of space to store it.
He has informed me that there is a tremendous amount of paperwork not only for the running of the tennis club such as electricity bills, heating bills etc; but also for the member’s information such as address, credit card details etc.
One of Mr Patel’s assistants told that all the details of the members have to be written by hand and if say a member changes there address the whole information on that certain member has to be written out again so to keep it up-to-date. Also if there is a mistake on any of the member’s information then again it has to be written out, this is very time consuming and it’s a long slow tedious process.
Moreover the paper work has to go into huge filing cabinets, which clutter up valuable office space and causes there to be less space in the room.
Due to having loads information in the filing cabinets when you need a certain members information it takes a great deal of time to find their file as you have to spend the time to search for it amongst other files.
Finally the tennis club cannot tell if they are making a profit or loss by just looking at paperwork that is a good reason to use Excel, as it will be clearly readable whether the Kenton Tennis Club is making a profit or a loss.
I will hand out a questionnaire to Mr Patel to fill in; also I have made to questionnaire for the end user who will be using the program. I will use a blend of open and closed questions to get a more in depth answer into what he would like.
I have also interviewed the end user to find out what he would like out of the system and what he would want from the system.
From the results of the questionnaire I found out that Mr Patel, the manager of Kenton Tennis Club knows how to use the computer and has no problems in using a computer and has used Microsoft Office and we know from the questionnaire he has used Microsoft Excel and Microsoft Word.
I also found out that at this present moment in time the member details and accounts are written by hand which for Mr Patel is very frustrating and time consuming and it annoys Mr Patel to have filing cabinets cluttering up his office space.
The Kenton Tennis Club has more than four hundred members in its vicinity which means there is a lot of member’s information that has to be stored and doing that by hand must be very aggravating.
Mr Patel has a lot of problems that he would like me to change by introducing Microsoft office to the Kenton Tennis Club, it will solve many of his problems such as give him more space and it will be easier for him to store member information in the computer.
He would also like me to make the end application that I chose to tell him which members haven’t paid there membership fee’s on time and send them a letter to remind them or to find out why they haven’t paid.
He would also like the new system to be able to do a number of things such as to be able to save important work, and to be able to delete non- relevant information, he would also like to keep records of past members.
From the results of the Interview that I had with Kundan Mepani, the end user who will be doing majority of the computer work for Kenton Tennis Club, I found out that she had qualifications in both computing and accounting.
She thinks there is financial disorganization due to majority of the accounts and member details being done by paperwork
I also found out that there are a number of things that she wants from the new system these things include the system to be able to print out letters by using mail merge to members that have not paid their subscriptions and for it to be reliable.
I also found out that she would like some form of user guide for the other members of staff at Kenton Tennis Club this is in case that she is not there so some other member of staff can do things on the computer with the aid of an instruction booklet.
The main problem with Kenton Tennis Club is financial disorganization; due to having to do the accounts and all sorts by hand the club tends to lose information due to having so much paperwork. This means that the accounts cannot be done properly due to some information being lost hence that will lead to people leaving it, however it is an illegal operation to keep untrue accounts this leads to financial disorganization.
It is very hard for Mr. Patel to make back-up copies of all the information, as it is very tiring to write the accounts out by hand let alone once, twice is too much (they are using manual method to store information e.g. writing by hand member details, doing accounts etc) and it would be very boring. They have to look through mountains of paperwork, which is very time consuming for Mr. Patel and his staff
It is obvious from the questionnaire that Mr. Patel filled he has trouble with paying the staff wages as he cannot tell how many hours each employ has worked for that month. He cannot track the details he wants instantly.
As I had previously stated in the background to the club it has competition with other Tennis clubs, which are situated locally to Kenton Tennis Club, this in itself is a problem as the amount of members in the club tend to decline then increase and the tennis club does not have the time to look through lots of files to take out the ones of members that have left.
It is hard for the Kenton Tennis Club to plan events such as summer fairs, charity balls, and award ceremonies. Also it is very hard for the Kenton Tennis Club to keep track of the present member details.
