- Generate a unique ID for each product added into the database
A unique ID for each product that is entered into the database is automatically generated.
- Generate a record for product details entered into the database
When details of an item are entered into a Products form and the ‘Add new record’ button is clicked, then a new record is generated for that data that has been input.
- Show the new product table when a product has been added
The same applies to this as applies to customers.
- Show the new product table when a product has been deleted
The same applies as above.
- Generate a unique ID for each staff member added to the database
A unique ID is generated for each staff member that is entered into the database is automatically generated.
- Generate a record for each staff member added into the database
When the details of a new member of staff are entered into a Staff form and the ‘Add new record’ button is clicked, then a new record is generated for that data that has been input.
- Show the new staff table when a new staff member is added into the database
The same applies to this as applies to customers.
- Show the new staff table when a staff member is deleted from the database
The same applies as above.
- Generate a unique ID for each sale that takes place
A unique ID is generated for each sale that takes place is automatically generated.
- Generate a record for each sale that takes place
When the details of a sale are entered into the Sales form and the ‘Add new record’ button is clicked, then a new record is generated for that data that has been input.
- Show the new sales table when a sale has been added into the database
The same applies to this as applies to customers.
- Update the stock levels for the item purchased after a sale
The same applies as above.
- Produce an error message if the customer doesn’t exist
When a sale is conducted, if a customer ID doesn’t exist in the Customers table but is entered into the Sales table then an error message is produced.
- Produce an error message if the item isn’t in stock
An error message is not directly produced if an item is in stock, but when a staff member uses a query to locate an item to reduce the stock by 1, they should notice that the stock level for that item is already 0.
- Correctly archive data from the sales table
Data can be archived from the sales table using two queries that have been created: an append query and a delete query. Data older than 28 days in the Sales table is appended to the Archived Sales table using the first query, then data older than 28 days in the Sales table is deleted using the second.
Summary table of requirements specification
Here is a table to summarise whether or not the original requirements specification has been met or not:
Signed: _____________________________________
User response
In the Implementation section of this project I issued the staff at the shop with a copy of the new system and a questionnaire to fill in about using it. Here are the results of the questionnaire that I obtained.
The main menu is easy to follow. True / False
10 0
Comments towards this statement indicated that the main menu was very easy to follow and needs no improvement.
It is easy to navigate around the whole system. True / False
10 0
Comments on this question also indicated that it needed no improvement. There was indication that each area of the whole system is accessible via the main menu.
The layout is consistent. True / False
10 0
There were no comments about this statement.
The text throughout the system is easy to read. True / False
10 0
Comments stated that font was large enough to read, and that the contrast in colour with the background was significant.
The colour scheme is appropriate. True / False
10 0
Comments say that the colour scheme is consistent, simple and attractive to the eye.
The system is secure enough. True / False
2 8
Comments towards this statement indicated that when the system is run, the whole system is accessible and therefore a password should be required in order to gain access to the system.
Your user-guide is easy to follow and read. True / False
10 0
Comments mainly say that the user guide is straightforward and easy to follow. It explains how to use the system sufficiently.
Command buttons are all in a suitable place. True / False
10 0
Comments explain that command buttons are in a logical order and are well laid out.
All of the drop-down lists work. True / False
10 0
There were no comments about this statement.
All of the correct information is stored. True / False
10 0
Comments mainly say that data is entered into forms and is successfully stored in tables.
Reports are sufficient and have a good layout. True / False
10 0
Comments say that the layout of the reports is consistent and the reports show sufficient information.
All dates stored within the system work correctly. True / False
10 0
Comments mention that the date is automatically entered into the sales table, and all other dates within the system correctly work.
The validation rules work. True / False
10 0
Comments say that validation minimises errors when typing and makes the user aware that they have made a spelling mistake.
The validation rules are helpful. True / False
10 0
Comments say that spelling mistakes and typing errors are minimised due to the validation rules that are in place.
Almost all of the questions received fully satisfied answers. The only exception was that the database was secure enough. This received a slightly negative response along with suggestions that the database should have a password. This was originally included in the design of the project but was left our during the system development stage. The problem was, however, rectified and the system was accepted.
Good points, bad points and possible extensions
From my evaluation so far and the user’s questionnaire, I am able to create a list of good points and bad points of the system:
Good points
- The switchboard allows easy access around the whole of the system
- A professional-looking colour scheme has been created to give the system a sense of consistency
- On-screen text is clear and easy to read due to a simple font and high contrast to the colour of the background
- No faults were detected in the user guide and everyone seems to be able to use the new system
- Error messages are clear so that they can be corrected when they occur
- Validation on fields improves reliability of data that is entered into the database and validation rules are found to be useful
- Some areas of the database have automatic data entry, such as ID fields and some date fields, reducing the amount of work for the end-user
- It is quick and easy to enter data due to the forms that have been created
- Drop-down lists are available on some fields to make it easier for the end-user to enter data
Bad points
- Backing up can be quite slow and time consuming due to data transfer on to the particular USB drive that was purchased having a slow transfer speed. Burning data on to discs, and also removing data from discs, is slow
- Having to run two queries to archive data is tedious, as it would be much easier to only have to run one command in order to do it
- Archiving data is easy to forget and it would be useful to have a reminder every 28 days
Limitations
The system still has some limitations, despite the fact that it has been improved greatly, with improved efficiency and much less chance of errors being made. Here is a list of limitations that the system has, and also some of the system requirements that were not completely fulfilled.
- There is no automatic alert to tell the user that stock levels are low and that more need to be ordered in
- Paper has not been completely eliminated from the system. Reports are used to create lists of data to store in an archive, or to give information to the stock control manager when ordering new stock without having to load up the system
- The system is not able to produce reminders every time data needs archiving
- There is no error message generated when a user is entered into the database again
Possible extensions
There are still extensions that could possibly be made to the system, and time and funds permitting, these are still possible to implement at some stage. Here are some of the extensions that could be made:
- When carrying out a sale, it would be a good idea if the stock levels could automatically be updated to reduce the stock levels by one. An alternative to this would be to allow the user to reduce the level of stock via the sales form, rather than having to locate the correct record using the products form
- It would be a good idea for the database to produce a reminder every 28 days to remind the user to archive old sales. This would reduce clutter in the database and decrease the amount of time it would take to look at data in the sales table
- To allow the stock control manager to create a list of stock that needs to be ordered in automatically so that he could send this to the manufacturer. This would greatly reduce his workload
