b) Software:
The user will need to use software to run the system. The following is a list of software that the user will need, I have also stated why the user will need to use that particular software.
The packages that are used above will be good for this job because they are low priced - therefore cost efficient, and also because the data can be transferred between applications and the formatting will also be the same - this enables the user not to get confused.
In addition, the operating system must have a good memory management, as it needs to be able to store up to 500 members on it. It also has to communicate well with the user, so that the user knows how many there are. The version of software that will be able to do this is Windows XP - this is because it is quite recent and its graphical interface is also very easy to use.
Starting the system:
(for all the instructions below I have also inserted screenshots next to them to help you figure out what is needed. )
SECURITY AND PASSWORDS:
You will be asked to enter a password. The password is currently “nikiowen” but you should change this as soon as possible. This is so you change it to something that you remember and something that others are not likely to guess. It should contain a mixture of both letters and numbers. To change the password you will have to open it in exclusive mode (this is an option you can check when you select AccessMemberTbl. Mdb as the file to load.) then select Tools, Security, Set Database password.
The main menu
When you have entered the password, you will see the main menu appear, as shown below:
BACKUP PROCEDURES -
You should take daily back ups of the database on to a floppy disk, which should be stored in a secure location with a weekly backup stored off site. Backups will be done using Windows Explorer. It would be great if a trust employee took the disks home as well as yourself.
7. TROUBLE SHOOTING -
QUESTION - nothing is printing out, when I press the print button. What should I do now?
ANSWER -
- Check that the printer is on
- Check that there is enough paper in the printer
- Check that there is enough ink cartridge in the printer
- Check if there is a paper jam
QUESTION -The system freezes
ANSWER -do one of the three things:
- Check that the cables are not loose.
- Press the 3 buttons on the keyboard at the exactly the same time which are Control, alt and delete, this is to refresh the system
- Restart the computer
QUESTION - A message appears saying “Enter Mr or Mrs or Miss or Ms or Dr”
ANSWER -enter one of these options, as this is an option box, and it is necessary to use one of these options.
QUESTION -a message appears saying “enter fulltime, off-peak or weekends”
ANSWER - enter one of these options, as this is an option box, and it is necessary to use one of these options.
QUESTION -a message appears saying, “Index or primary key cannot contain a Null value”
ANSWER -enter a member ID to restore this value.
QUESTION -
ANSWER -
Glossary
BACK UP - a back up is a second copy that is created in case of an emergency such as, the first copy cannot be opened, and so the back up copy can then be used. If there were no back up copy then the user would have a big problem. This is why it is necessary that you have back up copies of the system and all its contents.
COPY - this is a way of duplicating data from a particular place, usually to paste it somewhere else.
DISK DRIVE - a piece of electrical equipment that passes information, to or from a computer disk. There are many disk drives such as A:/, C:/, and U:/
DATABASE - this is a ordered collection of data files that have been organised and stored in a computer system. Databases can be set up in different ways, for example, the simplest are tables with a row for each record (a set of related items such as the individuals name and address) and a column for each filed (the categories within each record such as last name, titles, address, town, etc.
DRAG - to use the mouse to move an object appearing on one part of the screen to another position. The object to be moved is chosen (selected) and marked, e.g. by highlighting text or putting a boundary around the area of an image. This is often called drag and drop.
FIELD - this is a category in a database, generally equivalent to a column in a table. Databases contain records (which are like rows in a table) which have some of the same fields of information but for different individuals, e.g. a database for this club of members has a record for each member which contains the fields ‘Name’, ‘Title’, and ‘Membership Type”.
FIELD SIZE - this is where in a field you can choose how many characters (letters/numbers) can be entered in, e.g. you can have a field size of 4, and this means you can only enter a maximum of 4 characters.
FLOPPY DISK- this stores the information for the computer (backup)
APPLICATION PACKAGE - A program designed and written to fulfil a particular purpose of the user
OPERATING SYSTEM - A basic software that enables the running of a computer system.
CPU - this stands for a Central Processing Unit
KEYBOARD - a set of keys on a computer, which allows a user to enter data (this is called an input device)
MOUSE - a small hand -held device, which controls the cursor. This is used to draw, select the cursor and also to use to moving drawing pictures.
PRINTER - this is a device that connects to the CPU and prints out specific documents from applications.
INPUT MASK - this is a pattern for entering data.
MAIL MERGE - this is where parts of the letter i.e. the address will automatically appear and can be changed to the next address with one button. The rest of the letter is already written up.
MENU - this is a list of options from which a user can select, this could be for opening a program or a file.
QUERY - this is to find all the records to satisfy the criteria that you have entered.
REPORT - this is a way of inputting data and viewing it on the screen, and then printing it out. This is mainly for the manager and the secretary of the company to analyse.
CONTACT DETAILS -
If you have any problems with the system, you can contact me: either at my home address or on my home/mobile telephone number. You can also send me an e-mail if any problems arise, I will contact you back as soon as I get it.
Nikita Kevat
3 Perry Barr
Aston
Birmingham
B48 8AM
Telephone number -(0116) 2730309
Mobile number -(+44) 07743410088
Email address -
INDEX -
Adding a member
Application package
Back up
Copy
CPU
Exit
Floppy disk
Hardware
Keyboard
Laser jet printer
Main menu
Microsoft Access
MemberID
Messages
Monitor
Mouse
Operating system
Paste
Printer
Printing
Software
Searching for a member
Windows XP
