- DTP
- Database
- Word Processing
- Spreadsheet
I will now go through each of them and look at their positive and negative points. This will help me decide which one is best to use for my project.
DTP (Desktop Publisher) – DTP is a package which produces high quality design work E.g. leaflets, posters, flyers etc. I have considered using this package although it is very obvious it is not applicable to this project as it cannot store data in an easy to read format and cannot do calculations, this is not hat I need so I will not be using it.
Word Processing – Word Processing packages such as Microsoft Word are mainly used for writing letters and long strands of text. They can store data but again, not in a suitable format for my end users needs. The packages cannot do any calculations so this is not the kind of package I need.
Database – Database packages include Lotus123 and Microsoft Works, they are very effective at storing information in fields (row and column format) but they cannot do complex calculations. People like the police use databases to store information on criminals. However as this type of program cannot do calculations it is unsuitable for my requirements.
Spreadsheet – Spreadsheets are the next best program for storing information, they have fields in the row and column format and they can do calculations. The calculations can be complex and in the formulae type. This is everything my mum will need for her system and therefore I have decided to use this type of program for my system.
Now I have chosen to use a spreadsheet package I need to decide which type of program I will chose, they options are
- Microsoft Works
- Lotus123
- Microsoft Excel
I have chosen to use Microsoft Excel as it is capable of operating as a spreadsheet as noted above but it can do more formulae than Microsoft Works and I am not familiar with Lotus123. I have Microsoft Excel at home as well as at school, that is another reason for using Excel.
I will be using an anti-virus software package to prevent my end user encountering any virus’s which could destroy important data. I will be using Norton Anti-virus 2002.
The hardware requirements I will require are as follows
- A Pentium iii processor or similar (speed of 400mhz)
- A monitor
- A keyboard
- A printer
- A mouse
My end user will be making backup files of the data for security reasons so she will be using floppy disks. If the data is over 1.44MB it cannot be stored on a floppy, in this case it will be stored on CD.
The hardware identified above and other types have been separated into the following categories.
To find out the inputs I would put into my project I interviewed my end user (see page8) I decided I will be putting the flowing into the system.
- Names (first and last)
- Addresses
- Telephone numbers
- Job (full, half or spring clean)
- Cost
- Date
- VAT
- Total
The data will be input into the fields by my end user although the fields such as VAT and Date will be automatically built into the system, the type of job will be on a drop down list to help make things easier.
The costs of the jobs are shown below.
- Full Clean - £75.00
- Half Clean - £50.00
- Spring Clean - £25.00
The processes I want in my system for my end user are the following things…
- Rank, Count, auto sum, VLOOKUP, IF, use of macros,
The user will enter the following into the system by hand…
- Type of clean
- Quantity
- Customer name and information
The system will automatically update the following…
The outputs I want my system to produce will be…
-
Bills - the bills need to be produced and duplicated by two, this will be built into the macro for print bills. Two will be produced, one for the customer and one for my mums records. Because of the double prints that will be being produced this will mean my printer will need to be a fast laser printer.
Security
My end user will require security to prevent her losing her system or any unwanted visitors stealing information. A password which can lock the system will do this and also I will be making a back up system on floppy disk which will be kept separate from the computer along wit the copies of bills.
Below is a (DFD) data flow diagram for my system.
To satisfy my end user and enable her to get the best out of the system I gave her a questionnaire to fill in. This will enable me to set up the best system possible for my end user. The questionnaire with answers is shown below.
1) What is your problem?
I run a cleaning business, the business has expanded massively over a short space of time and I am still writing out my bills by hand, I would like a quicker alternative.
2) Do you have a computer?
Yes.
3) Do you know how to work Microsoft Excel?
No but I do know I have it on my Pc.
4) Would you like training?
Yes.
5) In a brief explanation what do you want from the system?
I would like a system that will save me time and effort, also something that is more accurate than my brain as I am making mistakes on the bills.
6) What don’t you want from the system?
I don’t want a fancy system I can’t understand and am not confident of using.
7) Is there anything else?
Yes I would like to print out the bills and profit/loss charts for each week.
8) Are there any questions?
No.
Can I have the full name of the company?
Linda’s 5 Star Cleaning.
Thank you or your time.
Thank you.
Key: Blue = Me
Black = End User
After showing my initial designs to my end user I had an interview with her, this is shown below.
Are you happy with the initial designs?
Yes, although I can think of a few changes
What are these?
The colours are a bit too bright and need toning down a bit, the graph needs to be simpler and I don’t think I need a data capture form for my type of job.
Ok thank for those pointers, are there any other things?
No
Any questions?
No
Thank you
Thank you
Key: Blue = Me
Black = End User
Having got feedback form my end user I will be making the following changes
- The colouring will be dulled.
- The data capture form will be deleted.
- The graph will be made easier to read and see the results from.
On the next page my initial designs are shown. These are the ones commented on above by my end user and the designs I will be making the changes to stated above. The changes I will make will be highlighted.
From my initial designs things have not changed dramatically but there are a little changes that have been made, these are as follows
- The colours have changed slightly, this was due to when making the spreadsheet pages, and they looked better after experimenting. Also the user asked for a few of the colours to be toned down due to the brightness.
- The size of macro buttons were changed after it became obvious they were not big enough to notice and easy enough to use.
- The Word Art was changed to a clearer style (from MT Condensed to Arial) this was because the style was not the clearest to read.
Other than the changes made (see above) the final designs shown below are the same as the initial designs.
I think the objectives in the project set were mostly met. I think my project definitely meets the end users requirements. If I was to do the project again though I would make more test plans to make sure there were absolutely no mistakes.
If I was to make a critical comment on my project and to change something I would make a print macro that enabled the user to click on a macro that printed off that page without clicking file – print – ok. This was one thing suggested by the user as well (see below)
My user feed back is shown below, as well as having an interview before the project started I had one after the system was finished. The results of which are shown below…
Are you happy with the overall project, if not why?
I am very happy with all parts except the colours are still slightly too jazzy and I wouldn’t have minded if they were a little duller. Also, the macro buttons are very handy and easy to use although it would have helped if you could have made a macro button to print directly.
Are there any other features you would have liked the system to have had?
No, other than the macro button for printing the whole system created was excellent, thank you
What are the positives from the system?
Everything especially the pictures and style of text used.
What would you mark the system out of ten?
Probably an 8/10 because the print macro was missing and the colours were still too bright.
Thank you for completing the questionnaire.
Looking at my end users comments I think they are very helpful and I understand the users idea that a macro to print directly to the printer would have saved much time. If I were to do the project again I would definitely put this part into the project.
