The Running of the System
Once the system is accessed, a password is needed to run it, (password displayed on back of user documentation), after the password is entered the switchboard of the Database will automatically appear this gives quick access to all the forms, and reports which I have recommended:
Security
The system is password protected, and when the administrator runs the system, the following appear, requesting for a password to proceed:
This will make the system secure from unauthorized users.
Furthermore, the system will be secure enough to not allow a user to export/copy data from within the system. In addition, changes to the systems layout or design will be protected and will only be able to be modified by the administrator. For the Administrator to change the Password he must open the Database in exclusive mode:
Back up policy
As explained before in the ‘Facilities’ section, I will be using a CD-Re-Writer, as this will allow the systems administrator to make regular back-ups. Theses regular back-ups should be done monthly, weekly, or even daily. These back-up files should be kept secure and ideally in locked fireproof rooms in a different location to the microcomputer.
Therefore, the back up policy procedures will be as follows:
- Back up the system files on a Compact Disk using a CD-Re-Writer (Theses regular back-ups should be done either monthly, weekly, or even daily)
- The Back up files should then be placed secure where it is locked up in a fireproof room which is in a different location to the microcomputer
- The first back up file should be named the ‘Son’, then when a more recent back up has been taken that should be called the ‘Son’ , and the first backup would now be called the ‘Father’, then once again on the next backup, the names should change again, the new backup should be named the ‘Son’, then the previous ‘Son’ should be named the ‘Father’, then the previous ‘Father’ should be named the ‘Grandfather’. Once the next sets of backup files are taken they should replace the Grandfather, Father and Son. This system is called the Grandfather, Father, Son method of making backups.
Note: every back up file should be in a different location
Development and improvement of system
If the systems administrator, for some reason, wished to further develop the system or change the layout/design, firstly when logged on to the computerized system have to select (Tools/Startup) and the following should appear:
Contact Details
If the Administrator is having problems with the system, or just wants to ask questions referring to the Database, he/she may contact me the developer/designer of the database:
Mr. Eden Simpson;
Email:
Telephone: 07754765223.
Documentation for the End-user
The Database is used to simply store all the relevant Employee’s details which would be good use to the Managers of Somerfield Stores Ltd. It is stored as a computerized Database to enable quick search times, easy access to needed data, good organization and easy out put as you can simply view the Data on screen or just press print.
This Database stores Employees details, it also stores which department they work in, in the Supermarket and it stores data on the Employees job specification.
I am now going to demonstrate what happens when the reports and forms are opened and what you can do with each of them.
All Reports will open in the same format:
All reports are in the same format, I will give an example of what the Reports look like once they are printed out and they will be included with in this documentation.
The Forms on the switchboard are as follows:
This is Form Employee, named ‘Employee’s Details Form’ on the Switchboard. This Form will allow you to view the contact Details of the Employees and edit and make new records and save them as employee’s details in the report.
The other form which will be used is Form Department, as listed on the switchboard as Department Details Form:
When running these Queries in the Database, a box will appear asking for a parameter value, this refers to what Data needs to be entered to identify the correct data, for example, Query Search by Department name:
As you can see above the Data will be pulled out referring to which department is entered so if a different department was entered, for example if the Checkouts department was entered:
All employees in that department will be located; it works the same on Query Search by Department ID.
If the User of the Database needs any additional help using the Microsoft Products help is available in Microsoft Access:
If the user requires any additional help he/she should visit:
or ask the systems Administrator to provide help.
