Time
- It will probably take a little while to complete the database, as we need to send out forms asking the members of their details and their previous dates with us but first we need their address’s from the filing cabinet, just so the database is update and accurate. This should take a couple of weeks, but if people are delayed with sending back the forms it could take up to a couple of months. Designing the database, implementing, testing and checking that the staffs are happy with the result should take around about three weeks.
Analyse
Appropriate Software Identified
- There are two different database software packages that are available: Microsoft Access and Microsoft Works database. They are both very similar versions, but Microsoft Works is just very simple. As some of the requirements of the company are not possible to implement of Works I will use Access. . A simple flat- file database would be suitable to store the members. A relational database with three linked tables for male members, female members and their dates would make it really easy to find suitable couples and to organise their dates. Hopefully this should avoid the problems they have been having. The plan is to design, a user-friendly opening screen with buttons linking the different areas of the database.
Appropriate Software Identified
- Hardware requirements are a personal computer, mouse and keyboard. All the data will be inputted manually using a keyboard and mouse. A printer will also be needed to print out individual reports on the customers.
Data Collection
- The information I need to obtain and where to get it from:
- Female members – forms sent out and data inputted using a keyboard. (Address’s from the filing cabinet)
- Male members – forms sent out and data inputted using a keyboard. (Address’s from the filing cabinet)
- Details of previous dates – from the filing cabinet, data inputted using a keyboard.
- Details of dates to come – from the filing cabinet, data inputted using a keyboard.
- Must also check for any other useful data in the filing cabinet, data inputted using a keyboard.
There will be some processes carried out on the data, validation and verification checks on the field design, and on the queries in the database.
Flow Diagram’s
- A flow diagram and data flow are attached showing the process of making the database and the flow of data through the database.
Data Manipulation
- The tables required in the system will be Men, Women and Dates. The individual fields in each table will be as follows:
Men (Surname, FirstName, DOB, Age, Address, Interests, Hates, PerfectMate)
Women (Surname, FirstName, DOB, Age, Address, Interests, Hates, PerfectMate)
Dates (Woman, Man, When, Where, Successful)
- The computer makes queries about the similar interests, similar address’s, similar ages, similar hates and matching perfect mates, this way the date should be a success. Three reports need to be produced. To produce the report for the woman, a query will be run to combine data from the three tables. The user will be able to specify the woman’s name and the query will calculate the man’s name and the couples date. The query will be a source of the individual customer. Another report will be for the man and the third one for the company, as a record of their customers dates.
- The three reports should be viewable on-screen with an option to print them. Reports such about the date needs to be sent off to the customers as a record. At other times, information may be needed of past dates with the customers, and the company can view this on-screen. The reports will group and sort some of the information to make it easier to understand.
Output
- The reports and queries should be viewable on screen with an option to print them, as a hard copy will need to be sent to the appropriate customers of the dating agency. At other times, checking whether a certain customer has been on a date with someone already can be viewed on screen. The reports will group and sort some of the information making it easier to understand and quicker to work with.
Backup/Security Strategy
- The database will be stored on the computers hard drive. The manager will do a daily backup on a zip drive or CD-ROM. An additional weekly backup of the whole hard drive to a tape streamer will also be used and it is recommended that the storage is away from the office, just in case of a fire, theft or flood.
The system will be set up, with user ids and passwords, as the company is strictly
confidential of their members. The database could even have another password to
open it; just so all the data is even more secure.
Test Plan
User Feedback of Initial Designs
After designing the initial designs for the database, there has been feedback from the users such as:
- I can see from the field’s design that there is no id number but in the other designs of the forms there are, but I think that an id number is defiantly needed to tell apart people with the same surnames and first names.
- The field for address should be changed into a few different fields instead of just one field, such as Address 1 (and maybe 2), town, and postcode. This will make it easier for the staff and customers to fill in forms, tables and search the database.
- There should be more than one phone number in the table, as the customers may be out and need to get hold of them so a mobile umber field should be used.
- There should not be a perfect mate field in the women/men’s table, as most of our customers don’t know that is why they have joined a dating agency.
- There should not be a successful box on the date’s table, as the reports are printed off for the customers so there is no need for it on the screen.
- The DOB of the customers is not needed, an age field is enough on the tables, and we are trying to have as little fields as possible you see, so it doesn’t take up memory space.
- The menu, report and form designs are all very good, straight forward and correct, so they do not need to be changed,
- Maybe a bit of colour on the paper when you design the forms that are sent out to the customers for them to fill in their details.