a level ict project

General System Objectives

• The new system must exceed the standards of the current system, while using as much computer technology as possible
• A user interface must be achieved by incorporating a graphical user interface, i.e. windows, icons, menus and pointers
• The majority of manual methods performed in the current system must be converted to automated actions in the new system
• The system must be reliable, since important information will be held on it
• Defence measures must be performed to prevent hackers and other unauthorised personnel from gaining access
• Validation and Verification checks should be performed on the essential data, that if entered correctly could cause significant problems
• The complexity of the database must be kept to a minimum so that only basic computer training is required of the employees
• The system should entail of a quick and easy for data entry
• The final result (output) information should be able to be viewed in various formats, e.g. forms and reports
• Navigation while looking for files should be easy, for example, by entering filter specifications
• The new system should be able to be easily backed up using various storage mediums, e.g. compact disks
• The database should be future proof, meaning that it can be expanded to meet future needs

Qualitative objectives

• The system should have the capacity to store all of the information regarding customers and their vehicles
• Specific records of customers should be able to be located with ease
• Information should not need to be entered twice, if possible it should become automated if it is a routine process
• Price calculations should be done automatically, or specific charges should be apparent as soon as the information is entered, if the prices are pre-recorded
• Filter techniques, i.e. queries should be available for searching the database for records with specific characteristics
• Past data should be as easily accessible as the current data
• Processes are performed quickly easily by the user as well as the computer system
• The information created must be of high quality to maintain the business’ integrity
• The database must be easy on the eye, i.e. attractive, to discourage boredom and promote enjoyable use
• Access to system must be obtained with minimum obtrusiveness

Quantitative Objectives

• The system should store information regarding over 500+ different customers, 2000+ jobs descriptions and 50 employees
• The system must be able to operate for at least 3 years before having to transfer past data
• The information regarding any data subject must be accessible within 5 mouse clicks
• A maximum of 3 days training must be needed for a user to operate the fundamental features of the database

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Input – Process – Output of the Proposed System

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System flowchart of current system

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Design

Possible solutions for the new system

A potential solution to the problem presented to Victor, is to develop a strict manual system, consisting of important protocols. He could hire a specialist employee who would enforce these laws and introduce more if required. The specialist employee would draw up a system which would involve strict steps for the garage workers to follow, and could provide incentives such as appraisals or even punishments. Moreover, the specialist would be providing printed templates and forms as a form of data entry. The system will emphasise prominent steps to ensure the success of the system and maintenance of its integrity. This is a satisfactory system mainly because of its cost-effectiveness, namely due to its low cost and ability succeed. Plus, the system doesn’t require any special training, since it’s similar to the current system already in place; this meets the requirements of easy data entry as well as navigation, allowing the system to produce maximum productivity with virtually immediate affect. However, there’re noticeable disadvantages, it doesn’t meet Victor’s primary objective being computer based, which hinders his plans for advancing with technology through his business, therefore it is still liable to the faults of the current system. In addition, there’s no verification or validation, there's no method to ensure data is entered correctly or accurately, as a result errors will be more frequent and miscalculations can be made when charging prices, sending information to customers or providing financial accounts. The solution is also limited to one form of output, written format, results cannot be presented as tables, graphs or diagrams, plus, the data won’t be able to be sent as an email, it’s limited to post and paper. Navigation would also be ineffective; the employees will still be required to search through large amounts of paper, which is time consuming and stop the user from doing other work. More secure and effective means of security cannot be implemented to insure integrity. This is due to the system’s simplicity, the best security is to place the documents under lock and safe, or place security guards, which cost money. Solely tedious forms of backup are available, which includes copying out, or photocopying information. Paperwork time will be doubled by copying it out and increasing amounts of cash will be spent on photocopying.

A further solution is to use generic database software to develop a database containing information containing numerous entities, which will illustrate their characteristics by using selected field names. A successful database will provide an automated data entry system complete with pre recorded field names, which the garage employee can respond to with customer/vehicle/job information. The advantages this system can provide include numerous validation as well as verification functions. Various checks, e.g. presence check, which insures data is entered in a selected cell, can be easily activated to insure all necessary data is inputted. Verification functions provide accuracy by prompting the user to enter information twofold, the second entry is checked with the first entry and differences are made evident. This function will prove imperative when entering important information e.g. bank account details and passwords. Providing the advanced features of the database software is exploited a successful interface can be displayed, activities the system and user need to perform can be done by selecting the appropriate icon. Minimal training is required to maintain and operate the system, since easy to follow wizards are supplied, which provide instructions on how to make tables, field names and their types, etc. Plus, the querying function is an essential tool when searching the database using filters, criteria can be inputted and the database will immediately provide relevant results. There’re various formats for the processed information to be view, for example, in form and reports, enabling dynamic and robust viewing for the user. Since the system is computerised backup devices such as external hard disks and compact disks are available for use to provide rapid data transfer. However, there are disadvantages, such as the price of developing such a system with so many advanced features being used, specialist personnel may be required.

An alternative solution is to use a generic spreadsheet application to input, process and output information. Calculations will be automatically made by the system using the various formulas, which can be inserted. Templates can be created and saved before hand, for example the questions asked for customers, e.g. name will already be laid out in a spreadsheet. The user will just select the file; fill it out and ‘Save As’ to keep the template as well as the sheet containing the customer information. This would be a successful system since it aids Victor’s ambition for a computerised system. Various validation techniques can be implemented, for example range checks, which prompt the user when data that is extraordinary or significantly low data is realised. This will drastically minimise the amount of errors made human users. Moreover, depending on how the spreadsheet file is developed an accommodating user interface, consisting of macros and hyperlinks can be created to represent a graphical user interface. This will in turn allow users to better understand how to navigate through the system and perform specific operations productively. Using a typical generic spreadsheet software, functions are available to represent the data already in tabular form into numerous other formats, e.g. bubble charts, area charts and pie charts. This will enable data to be viewed in various ways to allow the viewer to reach different conclusions more conveniently.

Since the system is computerised, more secure security measures can be implemented, the file can be made read-only, so that it cannot be edited unless permitted by an administrator. Plus passwords can be put in place to restrict unauthorised access to sensitive areas. The system can be easily backed up using storage devices such as compact disks and flash memory sticks. Both storage mediums provide quick and effectual data transfer. Disadvantages include the large amount of training that is required due to the minimal assistance the software itself provides, there are no wizards available to walk the user through developing a system relevant this scenario. Therefore, training will be a large overhead cost. In addition, inserting new records and entities of customers will prove to a time and storage space operation, partially due to the fact that spreadsheets are not specifically designed for this kind of use, although a successful system can be developed using it, providing the developer possesses the relevant knowledge.

The solution I have chosen to follow is the generic database solution. This choice is justified since database software has been designed specifically for this problem. The solution will minimise the costs spent on training since the basics of the system are explained using wizards. Information can be easily formatted to be viewed in different formats and can be accessed by effortlessly navigating through system following the descriptions given by icons and window names. Moreover, it is the only solution which provides a productive method of system searching, namely the query function. The query function is so easy and effective to use training is not necessary to do it, the help provided in the software package will suffice.

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Data Flow Diagram of proposed solution

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Normalisation

For the database, I have used normalisation to formulate the most effective design possible for a relational database. The initial attributes are as follows: employee name, employee contact number, employee work plan, employee position, date employed; job name, vehicle name, vehicle registration, customer name, customer address, customer contact number, employee 1, employee 2, garage job description.

1st Normal Form

The two tables represented will be represented in standard notation as:

EMPLOYEE (Employee ID, name, address, contact number, work plan, position, date employed)

GARAGE JOB (Job ID, vehicle ID, vehicle registration, vehicle name, customer name, customer address, contact number, employee 1, employee 2, job description)

These two tables are to be linked together by a common field, which is the employee name or ID. However, it may appear that 1st normal form hasn’t been reached because of the repeating employee field, (i.e. employee 1 and employee 2); this isn’t true because these two separate fields are required to show the names of the one or more employees who took part on that job. The employee ID and Job ID are primary keys which eliminate redundancies allowing records to be uniquely identified.

2nd Normal Form

To get into 2nd normal form I required a 3rd table that links the entities in the employee and garage job tables. The tables represented in standard notation above aren’t in 2nd normal form because, for example, employee work plan is not dependant on the employee ID. Therefore I need to introduce a third table that acts as a link; this will be the employee work plan table. The tables will be as follows:

EMPLOYEE (Employee ID, name address, contact number, position, date employed)

EMPLOYEE_WORK_PLAN (Employee work plan ID, employee work plan description, approved by?)

GARAGE_JOB (Job ID, vehicle registration, vehicle name, vehicle manufacturer, customer ID, customer name, customer address, contact number, employee 1, employee 2, job description)

Now the table is in second normal form, as no column that is not part of the primary key is dependant on only part of the primary key.

3rd Normal Form

After the reviewing the current table the vehicle name and customer name aren’t dependant on the Job ID. Therefore they need to be removed to reach third normal form, this has created:

EMPLOYEE (Employee ID, name address, contact number, position, date employed)

EMPLOYEE_WORK_PLAN (Employee work plan ID, employee work plan description, approved by?)

GARAGE_JOB (Job ID, Employee 1 ID, Employee 2 ID, Customer ID, Vehicle ID, Job description)

CUSTOMER (Customer ID, customer name, address, contact number, vehicle ID)

VEHICLE (Vehicle ID, registration number, name, customer ID)

This is now the most effective way of holding the data, as the are no attributes being duplicated, and it contains no ‘non-key dependencies’. This will allow data to be more consistent throughout the database, the structure of the tables are able to be easily manipulated to allow me to enter as many entries as I can. Plus the structure enables complex queries to asked relating to data from various tables.

Entity – Relationship Diagram

Above is an entity relationship

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System flowchart of proposed system

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Macro Design

Macro design to open the table of customers:

• Macro Action is to be OpenTable
• The table name to be selected is Customer
• The view should be set as Datasheet
• The data mode shall be set as Edit

Macro design to open the table of employees:

• Macro Action is to be OpenTable
• The table name to be selected is Employee
• The view should be set as Datasheet
• The data mode shall be set as Edit

Macro design to open the table of employee work plans:

• Macro Action is to be OpenTable
• The table name to be selected is Employee Work Plan
• The view should be set as Datasheet
• The data mode shall be set as Edit

Macro design to open the table of Garage Job:

• Macro Action is to be OpenTable
• The table name to select is Garage Job
• The view should be set as Datasheet
• The data mode shall be set as Edit

Macro design to open the form of Customers:

• Macro Action is to be OpenForm
• The form name to select is Customer
• The view should be set as Form
• The window mode shall be set as Normal

Macro design to open the form of Employee Work Plans:

• Macro Action is to be OpenForm
• The form name to select is Employee Work Plan
• The view should be set as Form
• The window mode shall be set as Normal

Macro design to open the form of Employees:

• Macro Action is to be OpenForm
• The form name to select is Employees
• The view should be set as Form
• The window mode shall be set as Normal

Macro design to open the form of Garage Job:

• Macro Action is to be OpenForm
• The form name to select is Garage Job
• The view should be set as Form
• The window mode shall be set as Normal

Macro design to open the form of Vehicle:

• Macro Action is to be OpenForm
• The form name to select is Vehicle
• The view should be set as Form
• The window mode shall be set as Normal

Macro design to ask the database to sort customers by their surnames:

• Macro Action is to be OpenQuery
• The query name to select is Customer sort (last name)
• The view should be set as Design
• The data mode shall be set as Edit

Macro design to ask the database to find jobs according to the amount charged to the customer:

• Macro Action is to be OpenQuery
• The query name to select is Amount charged
• The view should be set as Design
• The data mode shall be set as Edit

Macro design to ask the database to calculate the commission amount for each employee:

• Macro Action is to be OpenQuery
• The query name to select is Commission calculator
• The view should be set as Design
• The data mode shall be set as Edit

Macro design to find employees and/or customers by their address:

• Macro Action is to be OpenQuery
• The query name to select is Employee/Customer address search
• The view should be set as Design
• The data mode shall be set as Edit

Macro design to find specific garage jobs:

• Macro Action is to be OpenQuery
• The query name to select is Garage Job
• The view should be set as Design
• The data mode shall be set as Edit

Macro design to find manufacturers of the vehicles registered in the database:

• Macro Action is to be OpenQuery
• The query name to select is Employee/Customer address search
• The view should be set as Design
• The data mode shall be set as Edit

Macro design to find manufacturers of the vehicles registered in the database:

• Macro Action is to be OpenQuery
• The query name to select is Employee/Customer address search
• The view should be set as Design
• The data mode shall be set as Edit

Macro design to find manufacturers of the vehicles registered in the database:

• Macro Action is to be OpenQuery
• The query name to select is Employee/Customer address search
• The view should be set as Design
• The data mode shall be set as Edit

Macro design to find a vehicle by its registration:

• Macro Action is to be OpenQuery
• The query name to select is Vehicle License Plate search
• The view should be set as Design
• The data mode shall be set as Edit

Macro design to find a vehicle by its registration:

• Macro Action is to be OpenQuery
• The query name to select is Vehicle License Plate search
• The view should be set as Design
• The data mode shall be set as Edit

Macro design to show the report of all customers:

• Macro Action is to be OpenReport
• The report name to select is Customer
• The view should be set as Print
• The window mode shall be set as Normal

Macro design to show the report of all employees:

• Macro Action is to be OpenReport
• The report name to select is employee
• The view should be set as Print
• The window mode shall be set as Normal

Macro design to show the report of all the employee work plans:

• Macro Action is to be OpenReport
• The report name to select is employee work plan
• The view should be set as Print
• The window mode shall be set as Normal

Macro design to show the report of all garage jobs:

• Macro Action is to be OpenReport
• The report name to select is Garage Job
• The view should be set as Print
• The window mode shall be set as Normal

Macro design to show the report of all the vehicles:

• Macro Action is to be OpenReport
• The report name to select is Vehicle
• The view should be set as Print
• The window mode shall be set as Normal

     

Data Validation

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Data Security and Integrity

The area which the garage operates in has never experienced any threatening weather conditions, as a result only a small backup plan has been formulated in order to keep peace of mind. A backup will be stored on external hard disks; regular backups will be made of the data in the system. The method that will be employed is the ancestral method. This involves the first saved backup being called the son, which becomes the father when another backup is made called the son, when the third backup is made the earliest backup can be deleted, and the process continues. If the original file is incapacitated there are two more backups.

Data integrity involves the accuracy of the data. To ensure that errors are avoided, data entry will be limited to those authorised to do so, these personnel will be instructed and well trained in the correct methods of inputting data into the system. Plus there are numerous validation rules placed all around the system too ensure input is reasonable and reduce the chance of mistypes or other errors during operating procedures. In addition, once information has been printed out it will be inspected and reviewed for possible errors that may need to be investigated. This will be important when sending out documents contains the audit trails, since unexplained figures can lead to legal punishments.

Furthermore, physical security will be put into place. An alarm system will be put into place to protect unauthorised entry by burglars. The serials numbers of all essential equipment used, for example the central processing unit, will be recorded to make identification easier when police identify stolen property. The location of the computer will be hidden from view so they aren’t easily seen from the outside. Moreover, doors shall be looked when the rooms aren’t in use and windows should be closed typically by blinds to restrict view into the premises.

The last line of security is the passwords that are set, different passwords have been set for each user, and each user has specific privileges assigned by Victor. Passwords are useful to prevent authorised access, i.e. hackers. The passwords will be at least 12 characters long to make harder to guess. The password will be immediately encrypted by the computer to prevent other onlookers from gaining the knowledge. In addition, passwords should be kept secret and changed regularly, preferably every ninety days

Project Schedule

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Test Plan

This is the testing section, its purpose is to draw out any apparent failures and discover what parts of the system don’t work. Errors can be discovered and corrective action can be carried out remove these errors. In order for the system to be a success it primarily needs to be able to process any inputted data correctly. The test plan table states all parts of the new system that have been specified in the previous sections that need to be checked.

Within this test plan I’m going to test the essential procedures and functions that allow the database to maintain its integrity. The database is designed to begin taking data from the beginning of 2007; therefore previous data won’t be entered, this is because entering all the previous data will be a tedious and time consuming process, therefore it’s more likely for mistakes to take place. Consequently, the test data will be the same as the previous data but with some changes. To test the system, I will be using a wide variety of data, so that as many errors can be found, so that the end solution is as bug free as possible.

Primary purpose of this test plan is to highlight any apparent errors in the system that requires immediate attention. Plus to ensure e all the different functions of the database are functioning at a satisfactory level so that any (reasonable) data can be accepted, and to test whether the original requirements of the system have been put into practice.

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Implementation

This section of the coursework entails a step-by-step construction of the system using screenshots accompanied by annotations.

 

                                                                                                                                                                                                                                                                                                                                                                                                        

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Tables

The following is a screenshot of the table design for the Vehicle table.

                                                                                                                                                                                                                                                                                                                                                                                                                                                

                                                                                                                                                                                                                                                                                                                                                                                                                                                        

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The following screenshots display the design of the employee table.

                                                                                                                                                                                

                                                                                                                                                                                                                                                                                                                                                                                                        

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The following screenshots illustrate the design of the customer table.

                                                                                                                                                                                                                                                                

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The following screenshots depict the design of the employee work plan table.

                                                                                                                                                                                                                                                                                                                        

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The following screenshots show the design of the garage job table.

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        

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The following screenshot is an example of a table, and the annotations refer to all tables in the database.

 

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Relationships

The following screenshot shows the relationship between the various tables in the system.

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Macros

The following screenshots show the macros included in the system

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                

                                                                                                                                                                                                                                                                                                                                                                                                                                                                

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Queries

The following screenshots show the queries contributing to the end solution:

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Forms

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Reports

Security

Switchboards

Database Start-up

Testing

Test plan table

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Test Evidence

The following screenshots accompanied by text provides evidence for the tests that are successful. After each type of test the user input has been included in the form of a user comment, at the end of the section a summary is given based on the questionnaire which can be found in the appendix.

T1

T2

                                                                                                

T3

                                                                                                

T4, T5

                                                                                                                        

T6

        

                                                                                

T7, T8        

        

T9, T10, T11

T12, T13, T14

                                        

T15, T16

                

T17, T18

                                                                                                                                                                        

T19, T20, T21

                                                                                        

T22, T23, T24, T25, T26                

                                                                                

T27, T28, T29, T30, T31

                                                                                        

T32, T33, T34, T35, T36

                        

T37, T38, T39, T40, T41

                                                                                                                

                                                                                        

T42

                                                                

                

T43

                                                                                        

                                

T44

                                        

                                                        

                                                                                                                        

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T45

                                                                                                

                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        

Corrective Action 1

The complications are shown under T9 and T10 on page 8, the system needs to accept 2007 records rather than those of 2006.

                                                                                                                

                                                                                                                                                

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Corrective action 2

                                                                                                                                

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End user testing

When developing any solution for an end user it is essential that they are involved at all stages of development so that all requirements are met and advantageous feedback can be acquired. Worksheet based on the requirements of the system has been devised for the end user, which they are to complete and provide feedback on. The worksheet is kept short and minimal to avoid taking up too much time of the end user.

Worksheet

Before attempting to complete these tasks it is necessary for the user guide to be read fully so that the know how to undertake the tasks can be gathered.

1. Open the customer table in normal datasheet view, and alter the house number of the third record to ‘999999’.

2. Open the employee work plan form in normal form view, and change the rate of pay for the first record to £10.00.

3. Open the employee work plan form in normal form view, and insert a blank new form sheet. Ensure that it is identified as employee work plan ID 4; specify the rate pay per hour as £6 when working on Monday, Wednesday, Thursday and Saturday.

4. Observe the layout of the menus by looking through and accessing as many switchboards as possible.

5. Open the vehicle report in normal report view, and select the print icon.

6. Close down and Open up the system.

7. Insert a blank CD-RW and backup the database.

Thank you for taking the time to complete this worksheet, your contribution is highly appreciated.

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Results and feedback of the user from the worksheet

The following regular text represents the opinions of the end user after completing the worksheet shown in the previous page, whilst the italic text represents my own analysis and review.

Question 1-I managed to reach the customer table with ease, it only took around 2-3 clicks to get there. The third record (the 3rd record down the list) was easy to find, and was easily apprehended before entering data. However, I did realise that if I was required to find the 241st record for example, it may have taken a much longer time to find since I would have to skim down the table for an extended period of time. Upon entering the data I was unable to past the 5th character so the full completion of the task was unfeasible.

The feedback from the end user suggests that the validation techniques to ensure the reasonable entry of data is apparent in the database, which meets ICT requirements set out in the analysis section of this study. Furthermore, a problem has been identified, as the database grows with more records, individuals records may be hard to find when looking at the table alone. To defeat this problem the user must make use of the customer search query, where an identifying feature can be entered, e.g. customer surname, and the corresponding record will promptly appear.  

Question 2-Using the navigation utilities, i.e. the switchboards are obviously going to be an integral factor when using the system for day to day tasks. Once gaining access to the first employee work plan record I was able to change the rate of pay per hour to £10 without any prompting from the system.

The results of this question signify the failure in one of the ICT requirements. £10 is boundary data so would usually result in the user being asked to enter the data again to verify that the entry was deliberate. This contributes to the limitation of the program and what it is unable to do.

Question 3-By now using the menus was becoming second nature, they are very simple to use and get to grips with. This allowed me to open the employee work plan forms relatively easily, the user guide clearly explained how to create a new form sheet to enter a new record. The remaining aspects of the task were completed without any problems.

Using this feedback I can conclude to say that the system is user friendly as the end user states that the interface is easy to recognise, consequently they have become proficient in its use, which helps the user to be more productive and get more out of the system. Moreover, the comments suggests the accomplished of the easy input ICT requirement set out by the end user, since they have just demonstrated that they were able to enter raw data without any faults. This is vital when trying to reduce time consumption so that the workers can concentrate on working with the vehicles that with the system.      

Question 4-Flicking through the menus (switchboards) I can see that they boast having the same format, regarding the layout and the placements of titles as well as links. In my opinion, the menus are quite boring and plain and lack imaginative flair; it would be prudent to add a background that relates to the business, e.g. pictures of the business site, employee portraits and vehicles.

The comments suggest that I have succeeded in providing a consistent layout but failed when attempting to produce an attractive database. From reviewing the amount weight that the user put on each one the boring and non-attractive background is an influential factor in the system’s success. Therefore effort needs to be made to alter the background using pictures and other graphical images that relate to the business and provide a more vibrant atmosphere. However, the need for a consistent layout must not be forgotten so that one problem isn’t dropped for another.

Question 5-I used the switchboards to reach the vehicle reports, they were shown through the visual display unit, using the user guide I figured how to print the select document. Subsequently, numerous sheets containing information regarding each of the vehicles in the database were produced in hard paper format; however, every other sheet was a blank sheet. To solve this problem the troubleshoot section of the user guide was extremely advantageous, and the instructions given eliminated the problem.  

User feedback illustrates continued praise for the navigation utilities. Moreover, it suggests the achievement of the ICT requirements that specifies that data needs to be able to be accessed and viewed in numerous format. The reports were first able to be viewed as temporary information using the visual display unit, and then a permanent copy was supplied by the printouts. This allows the user to utilise as well as view information for multiple purposes, thus increasing the systems functionalities and chances for successful implementation.

Question 6-As specified by the user guide I selected the ‘Exit’ link shown on the main menu (default switchboard) to close down the system before being prompted to save the changes made. To open the database I simply accessed the file in the ‘my documents’ folder and gained full access by firstly inserting my username and password. 

The purpose of this question was to establish feedback regarding how easy it is to open and close the system whilst taking into account the security measures. The comments suggest that the database is uncomplicated to close down and the user can benefit from being prompted to save the changes, as the possibility of accidentally losing any important alterations to the database is immediately eliminated. Furthermore, it is evident that the ICT requirement to implement effective security has been realised as the user is prompted to enter their personal username and password, which only allows authorised users and prevents the illegal entry of hackers into the system.

Question 7-To complete the seventh task and backup the database I followed the simple instructions stated in the user guide, which was followed and completed to a ‘T’.

This task was inserted to ensure the accomplishment of the requirement for an effective backup protocol. The end user seems satisfied with the backup protocol in place to act as a contingency plan if the business was to be threatened by external factors that are out of their control.               

 User Guide

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Contents

USER GUIDE        

INTRODUCTION        

GETTING STARTED        

System requirements        

Installation        

GENERAL USE        

Using the switchboards        

Inserting new records        

How to search for a customer        

Searching for a vehicle and its driver        

Adding a new user and modifying a password        

Calculating commission        

Searching for garage jobs        

BACKUP PROCEDURES        

TROUBLE SHOOTING        

I installed and saved the system but certain aspects are not shown/I can’t find the program        

I can’t open the password protected file        

I am unable to save changes to the system        

When printing or previewing the reports, there’s a blank page each one        

When searching for queries I am not getting the records I want        

I have set up a relationship but I don’t see a sub datasheet        

I am having difficulty creating/modifying a primary key for my table        

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Introduction

Victor’s garage system has been built upon Microsoft Access 2003, which is a modern application suite providing programs and additional utilities that have been exploited to serve the requirements of the end user. This user guide will give step by step instructions on how to perform the fundamental tasks that can only be related to this system alone. These tasks range from how to start up the application to troubleshooting errors that are most likely to occur, and including numerous other essential tasks that allow efficient as well as effective use of the system.

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Getting Started

This chapter dictates the first steps into using this system, illustrating the working area that will be used in the day to day usage of the program.

System requirements

Minimum requirements:

• Operating system: Windows® 98
• CPU Type and speed: Pentium® II 450 or equivalent
• Hard Drive space: 40MB
• Memory: 16MB
• CD-ROM Speed: 4x or faster
• Audio: Speakers not required
• Printer: Required
• Internet Access: Not required
• Applications: Microsoft Access 2003 is required

Recommended requirements:

• Operating system: Windows® XP
• CPU Type and speed: Pentium® III 450 or equivalent
• Hard Drive space: 200MB
• Memory: 128MB
• CD-ROM Speed: 4x or faster
• Audio: Speakers not required
• Printer: Required
• Internet Access: Not required
• Applications: Microsoft Access 2003 is required

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Installation

The system has been compressed as well as encrypted, which has resulted in the size of the file being 1.34MB, which is relatively small, this includes the small number of test data that has been used. Victor’s Garage system has been stored on a CD-R, to begin installation follow these steps:

1. Insert CD-R into compact disc drive located on the processor of your desktop computer
2. Wait a few seconds for auto run to take it course; a window will appear containing the file, as illustrated in the screenshot below.

3. Double click the file (encrypted implementation.mdb), you will then be prompted with a username and password, which has been supplied directly to the owner of the garage.
4. Once inside the database, the file can be saved to the computer, by clicking (), a drop down list appears, click (), the file can typically be saved as Victor’s Garage system.

The CD can still be used as a fundamental backup medium, in case of a system restore operation, etc. the CD can be kept to start over again or even compare to any future systems that may be developed.

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General use

Using the switchboards

The switchboards have been constructed for navigation purposes, to allow easy access to all areas of the data base. Ways to different sections of the system all follow the same concept, as an example, how to view the employee work plan report using the switchboards will shown below in a few simple steps.

1. After logging on the main switchboard will already be displaying, to reach the employee work plan report click the view reports button, which is emphasised below.

2. You should now be on the report switchboard, to reach our objective the view employee work plan link must be selected, which is shown below.

The final result is the employee work plan reports being showed in print preview mode

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Inserting new records

Inserting new records can be done by entering new data into the tables, however the form method is much easier and user friendly with a more appropriate interface. This section will describe how to enter new records using forms. Since all types of records being inserted follow the same concept, example will be used, which will be how to insert a new customer record.

1. Using the techniques and switchboards shown above, navigate until the customer form is opened
2. Whilst looking at standard toolbar, click the insert button and select the new record function, which is shown below.

3. Subsequently, a fresh form page will appear which you can now use to enter a new record in, as shown below.                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        

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How to search for a customer

When using the system for day to day use, the situation my require you to find a particular record of a customer, for example, to take a survey on the type of customers the garage serves, or the data subject may want their record deleted, which has to be obey chiefly due to the Data Protection Act. This section depicts the various ways to search for individual or groups of customer records. The following steps illustrate this method.

1. Using the switchboards, starting from the (main menu) default switchboard, select the following link: ()
2. You should now be on the searches and queries switchboard, select the () link, this should take you to the following location:

3. Above shows the customer search query, each criteria box in the row is labelled with a number, each one will be explained and related to how it can be used to search for customer records:

1. Customer ID, if known you can enter the unique reference number here, which will display a single record, providing it actually exists
2. Customer surname, enter the surname here and corresponding records will appear, customers may have the same surname so hypothetically there could be more than one record
3. Address Line 1, to get the full benefits of this function, the exact address must be entered, partial entries won’t give the proper information
4. Telephone number, once again the full 11 digits must be entered correctly, since it is a relatively large entry, errors are more likely

Note: upon inputting the data into one of the criteria boxes, click the run button which is shown in the above screenshot behind a translucent blue box. 

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Searching for a vehicle and its driver

 

One scenario may be that a car has been found with limited available information; subsequently this information can be inputted into the system to gain the corresponding data. The steps necessary to achieve this are as follows:

1. Using the switchboards, starting from the main menu, click ()
2. Once on the searches and queries switchboard select (), the following window should now be displayed on your screen:

3. Similar to the options shown in the previous page, numerous parameters can be entered in the criteria row, when searching for a vehicle and its customer. The different numbered options shown above are described alone:

1. Here the vehicle name can be entered, if the full name isn’t known, the first few letters can be entered followed by a wild card, (e.g. As*)
2. Alternatively the manufacturer name can be entered, if the full name of the manufacturer isn’t available for some particular reason, the first letters of the name can be entered followed by a wild card, which is illustrated in the screenshot
3. If the licence plate is the sole piece of data available it can be entered here, there is only one licence plate per car, so the result display only one vehicle record

Note: upon inputting the data into one of the criteria boxes, click the run button which is shown in the above screenshot behind a translucent blue box.

Adding a new user and modifying a password

As the business grows and the work load increases, new employees may need to be employed consequently they need to be given appropriate levels of access to the system. The following steps describe how to add a new user and assign/modify passwords.

1. As illustrated on the right click Tools on the toolbar
2. Select the security button
3. Finally click user and group accounts, you should now be in the location shown in the below screenshot

4. Insert the name of the user new user into the name bar
5. Suggest what group they are put in by adding or removing groups from the available group to the ‘member of’

To change the password of this new user they must be logged on the person changing it must have the correct privileges.

6. Click the change logon password bar which is shown near the top of the window
7. As shown below enter the specific password into the corresponding bars

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Calculating commission

Commission is the fee or payment made to a worker for the services to a body. The subsequent steps state how to calculate the commission for each garage job.

1. Access the searches and queries switchboard by selecting () on the main menu
2. Select the () link located near the top of the searches and queries menu

You should now be viewing the design view of the commission calculator query, shown in the screen shot below. Depending on how many garage jobs you want the commission query to calculate different parameters are required. The following steps process all garage jobs.

3. As illustrated in the below screenshot, leave the criteria row blank and immediately press the run button

4. As shown above the ‘enter parameter value’ will appear and you will prompted to enter the commission rate, this function doesn’t understand percentages, so decimals must be used to represent them. 10%=0.1, 25%=0.25, 78%=0.78, 100%=1, in the above screenshot 80% is represented as ‘.8’
5. Once the commission rate (decimal) has been entered click the OK button, and the results shall be shown in table view, as sampled below

 

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Searching for garage jobs

Whilst completing the details of a garage job, particularly the description field, the first one or possibly words must be default entries depending on the job. For example, if the job is to with the tyres, all other jobs of this kind must begin with tyre job, this necessary for easy garage job searches. The following steps state how to effectively search for jobs.

1. Using the switchboards access the searches and queries menu
2. select the () link to reach the query in design view as shown below

3. Enter in the criteria box in the job description, the job you are looking for, for example if you are looking for paint jobs enter: Like “Paint job”, if you are looking for more than one job enter: Like “Paint job” Or Like “Tyre job”
4. Finally select the run () button

The results are shown in normal table view, as illustrated below

                                                                                                                                        

Backup procedures        

Periodic backup is needed, which involves regularly copying files and keeping them away from the original in a safe place. The following steps illustrate how to backup the system onto a system.

1. Insert a CD-RW/CD-R into the CD-ROM drive
2. Open Victor’s Garage system
3. Save and backup the system on the CD by selecting the  option in the  menu, which is illustrated below

4. Use the default name given and click save, to successfully backup the database, which is depicted below as a screenshot

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Trouble shooting

I installed and saved the system but certain aspects are not shown/I can’t find the program

The most likely reason for this is that the program hasn’t been installed properly or certain files have been deleted or gone missing. To solve this problem follow the subsequent steps.

1. Quit all running programs
2. After clicking the  button open the
3. Find the file and delete it
4. Access the original or most recent backup CD and insert it into the CD-ROM drive
5. Proceed to follow the steps of installation 

I can’t open the password protected file

All passwords as well as user names are case sensitive; therefore it matters whether the caps lock in on or off. When entering the username and password check to see whether the caps lock is on or off, retype the password to make sure it wasn’t mistyped.

I am unable to save changes to the system

When accessing the system straight from a CD-ROM it is opened as a read-only file, as a result changes cannot be made. To save changes it needs to be saved under a different name to the original by using the  button on the  menu, as shown below.

When printing or previewing the reports, there’s a blank page each one

To solve this ensure that the width of the report as well as the margins (left and right) don’t go over the paper size dictated in the page setup in the file menu, which can be accessed as illustrated below.

 

The size of the report can be adjusted by width or by the margin, as shown in the subsequent screenshot.

When searching for queries I am not getting the records I want

If you find yourself in this situation check the data you are looking for, if it contains unusual characters, the criteria inputted must account for it. Alternatively a wildcard can be used to suffice for characters you are unsure of; if a wildcard is already being used make sure it is used for the correct type of data.

Furthermore, check that the criteria entered is correct, looking for any spelling errors including extra spaces or characters.

I have set up a relationship but I don’t see a sub datasheet

This scenario has occurred because the value of the sub datasheet name property has been set to none, which results in no sub data sheet being created. To create a datasheet the value of the sub datasheet name property to auto.

I am having difficulty creating/modifying a primary key for my table

Try setting the primary key whilst taking into account:

• All columns part of a table’s primary key must have unique values
• The primary key must have at least one column and unique data value
• A primary key cannot created using a text, image, or bit data type

 

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Evaluation

This section of the project will involve evaluating the system based on the qualitative and quantitative criteria as well as the requirements of the end user stated in the specification (analysis) section.

“Validation and Verification techniques are important to any important system, especially one which handles and records the allocation of important assets of the customers as well as businesses”

Validation and Verification techniques were a requirement directly specified by the end user. To meet this requirement numerous validation rules have been put on field data entry that limits input to reasonable data only. For example, the rate of pay per hour only allows £10 and below, this is because no worker gets paid more than £10 per hour at the garage. Similar rules are in place all around the database, which displays a message highlighting the unreasonable data input if the validation rule is violated. However, verification techniques were not incorporated to a satisfactory degree. The only verification apparent in the database is when a password is being set of changed, where the user is prompted to enter the password in twice to prevent mistypes by checking the second entry against the original entry. However, in other places where verification would’ve been advantageous it hasn’t been used, this is due to the limitations of the software application being used.

“Victor emphasised the importance of an effective and straightforward data entry process, which involves entering all the information regarding the customer details, car specifications, etc”

Easy input was an additional requirement of the end user. To meet this objective various methods have been utilised to make entering information easy and problem-free as possible. When working with queries the user guide clearly illustrates how to use them, only a few letters are necessary plus a wild card. This makes data entry easy as well as quick, which gives the end user the opportunity to do other tasks. Plus, the areas where user input is required can be easily identified to the viewer, this is done by clear field names and guidelines, or dialogue boxes that prompt the user directly, for example, the commission calculator prompts the user with a commission rate directly.

“The user interface involves the way the receiver identifies the information conveyed to them. A consistent layout will allow comfortable usage for employees when using the system”

A graphical user interface has been implemented to meet the requirement for an attractive user interface. The database follows a green colour scheme and the tables enjoy a blue colour scheme, with an Arial font style. These changes make the system more eye catching and less boring, since the user will have to working with the system on a daily basis, the system would benefit from being ‘fun’ to use to avoid workers being bored and more prone to make errors. Moreover, workers have the option to place pictures of cars that they are working on, which can be viewed on the forms as well as the reports. This can act as a visual aid and provide more variety and enlivenment when looking through records.

It is probable that the information inputted and processed will need to be viewed in different forms of output, primarily through the visual display unit (the monitor).

Victor requested that the information could be viewed in different formats. The system allows data to be viewed as output from a visual display unit or a hardcopy from a printer. The reports have been purposely modified and created to allow for simple print previewing and act as a hardcopy when appropriate. This will be beneficial when requiring a permanent piece of information to send or just show to a government agency of proof as transaction or for a customer who wishes to have the documents related to them. Tables and forms allow easy viewing on a visual display unit (monitor), which is ideal when information is only needed temporarily.

Navigation of the system is preferred to be as uncomplicated as possible, due to the limited computer literacy available

The primary response to easy navigation is the switchboards. Only a small network with a minimal amount of links and menus has been made to make moving through them as uncomplicated as possible considering the available computer literacy. All links are marked with clear and concise descriptions so there is no confusion when choosing a button and links are easily comprehended. The switchboards also have a consistent layout to avoid confusion and make it easier for the user to recognise the menu and know what action to take, this will allow a steeper learning curve and the user becomes more effective in the systems use.

“The security of the data is essential, due to the large amount of sensitive data regarding customers and their vehicles”

The user requirements also emphasised the existence of a competent security system due to the quantity of sensitive information regarding data subjects and their vehicles. To act towards this the database is equipped with passwords for separate work groups, which gives users their own username, password and set of privileges. Workers at the bottom of the hierarchy are given limited access since they are novices, so they are prevented from accidentally deleting software or wrongly manipulating records. Whereas experienced workers and the Admin have full access since they are proven to be competent in use of the system. Furthermore, the database has been encrypted, which makes it more difficult for unauthorised users to read the database and the file cannot be read without the decrypting key. This reduces the risk from hackers and other authorised hackers whilst providing reliability as well as integrity.

“Backup protocols are a necessity in the event that the master copy is lost or destroyed”

The user guide supplied in this project outlines the backup protocols necessary in case of an event that destroys the master copy and provides a written teaching on how to use the database. The backup strategy involves saving the data regularly on to a compact disk and storing it in a safe location away from the original, so information isn’t lost and production can continue with minimal disruption to the business. The user guide uses simple language to allow the users with little computer literacy to comprehend how to perform day to day tasks using the system.    

• The new system must exceed the standards of the current system, while using as much computer technology as possible

General system objectives stated that the new system must exceed the standards of the current system, while using as much technology as possible. Evidently, this objective has been accomplished in numerous respects. The new system uses advanced computer hardware whilst utilising the most current Microsoft office software, i.e. Microsoft Access 2003. The previous system took up an excessive amount of physical space when storing paper-based records and files, the new system eliminates this problem, all the data is saved on a comparatively small space (i.e. the hard drive or a compact disk), and allows Victor to use the space for other equipment from cars to assorted car parts. Furthermore, efficiency has been greatly improved, previously certain records were hard to find and files could be easily lost or misplaced. The new system provides functions to remove these worries, searches and queries can be made by entering minimal input which can locate specific data within seconds. This greatly saves time and can allow employees to concentrate on other business functions such as fixing cars. Furthermore, data cannot be lost unless the user purposely deletes the record, in which case the end user is aware of any data being lost and can act more precisely and appropriately.

• A user interface must be achieved by incorporating a graphical user interface, i.e. windows, icons, menus and pointers

General system objectives also specified that there must be a user interface that incorporates a graphical user interface, i.e. windows, icons, menus and pointers. This objective has been achieved fully; operating system that is being used, i.e. Windows XP, by default uses a pointer as part of its graphical user interface. All aspects of the database, namely the tables, forms, reports are viewed in windows to make them easy to view and differentiate from each other. Switchboards represent the menus, a network of menus has been made to allow navigation, and icons represent the links to different parts of the database. Therefore the system is an effective solution in meeting this requirement.  

• The majority of manual methods performed in the current system must be converted to automated actions in the new system

Another of the general system objectives was to automate as many previous manual methods as possible. This objective has evidently being completed with all manual process being eliminated. For example, calculating the commission no longer requires intermediate maths skills and a calculator, the user can simply enter the commission rate (and specify the garage job ID where appropriate) and the system quickly gives the correct result with 100% accuracy. Furthermore, the previous system involved searching through loads of files and records in order to locate information regarding a data subject. Now the user can simply enter a minimal amount of data, for example, an ID number or a surname, and the corresponding data is revealed within a second. The database doesn’t make mistakes and always produces the correct information providing the correct data is inputted (GIGO [garbage in, garbage out]).  

• The complexity of the database must be kept to a minimum so that only basic computer training is required of the employees

The end users have little computer literacy so reduced database complexity is a general system objective, so that only basic computer training is required. To make the database easy to user a graphical user interface has been incorporated so the user can easily get to grips with system and can identify functions using the window names, icons, descriptions, etc. Although advanced features have been used, even beginners can put them into use. For example, the queries use various calculations but only simple input is required by the user.

• The system should have the capacity to store all of the information regarding customers and their vehicles

Qualitative objectives required the database to have the capacity to store all of the information regarding customers and their vehicles. The testing section provides proof of this objective being accomplished; the amount of records allowed to be saved is only restricted by the amount of space on the hard drive which is several dozen gigabytes.

• Specific records of customers should be able to be located with ease

Several queries meet the objective of specific records of customers being able to be located with ease. The user can simply enter the ID number and the system can accurately locate the record immediately. Even if the full details are not available, the wild card function can act to remove this problem and still produce the same results with accuracy as well as reduce input time.

• Information should not need to be entered twice, if possible it should become automated if it is a routine process

Qualitative objectives also stated that information should not need to be entered twice; if possible it should become automated. This objective has not been completed; if a new vehicle record is being created that has the same customer/employee details as another record the same details will have to be entered again. The only solution I could think of was to make macros that automatically entered previous information, but considering the amount of details regarding employees and customers, an exceeding amount of macros would have to made, and new ones would have to be made as the database grows. Not only would this take up an increasingly amount of storage space between it would unnecessarily increase the end user’s work load.

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• Filter techniques, i.e. queries should be available for searching the database for records with specific characteristics

Numerous queries have been made using filter methods that allow searching for records in the database with unique references. The queries include ones that allow the user to find garage jobs according their price, for example, jobs that charged below, equal or above £29.99 can be found. Garage jobs can also be located according to their description, all descriptions start with the same couple of words, e.g. repainting a car or giving another coat of paint would first be described as a ‘paint job’, so that is all that needs to entered and subsequently all related records show up. Other queries include searching for customers and vehicles by their surnames and manufacturers respectively, which both use the same concept.

• Access to system must be obtained with minimum obtrusiveness

Qualitative objectives specified that the system should be accessed with minimum obtrusiveness. When meeting this objective I had to consider security since making it too easy to access could make the system vulnerable to outside ‘attack’. Therefore I decided to place just password protection before gaining access, this requires quick entry by the user each time the program is opened and only takes a few seconds to carry out.

• The system should store information regarding over 500+ different customers, 2000+ jobs descriptions and 50 employees

The system has performed successfully when evaluated against quantitative objectives, which is shown in the testing section. The objectives include being able to hold over 500 customer records, 2000 job records and 50 employee records. Test data was entered and copied and pasted to replicate large numbers, and the changes were accepted and saved without any interruptions or complications.

• The information regarding any data subject must be accessible within 5 mouse clicks

Quantitative objectives also specified that information regarding any data subjects must be accessible within 5 clicks. The testing section should that information can be reached within 3 clicks, this is due to the easy to use switchboards that avoid complexity and provide speedy access to different areas of the system. Even as the database grows, minimal manipulations to the switchboards are required.

Additional quantitative objectives included being able to view information in a secondary format within 10 seconds of viewing it in its original format. Once a report has been opened it already view in print preview mode, all the user has to do is click the print button located on the toolbars above and put the printer on, and the documents will be produced in physical paper back within a few days.

System limitations

Limitations are apparent in particular aspects of the database; one of the requirements was to provide easy input. However, this isn’t achieved when the commission rate is being entered. The problem involves the user being unable to enter percentages, only decimals are accepted. This requires the user to have extended numerical skills which may require further training. Plus it takes more effort to convert the percentage to a decimal so mistakes will be more frequent. I do not know how to configure the application to accept percentages or the application itself is incapable of doing so.

Additional, limitations include the results of queries. At the moment only minimal small amounts of information are shown once a query is run. So information that a user may be looking for may not be shown, which may result in the user having to quit the query and access another table or form causing excessive time consumption. The cause of this limitations mainly lies with me, since I had the means and the know how to prevent this from occurring, hence the fact that a solution would be easy to develop for future enhanced versions of the system.

Further limitations include the absence of any reasonable amount of verification techniques in the database to check accuracy of inputted data against the original; this prevented me from achieving certain tests in the task plan. The main reason is that the possibility of using verification methods is not enabled with Microsoft Access 2003. If this is the case future models may have to be created using alternative software so that all the ICT requirements can be met to produce a more optimal solution. Alternatively, I may not possess the expertise to deploy verification facilities; therefore I would need to gain access to all user documentation and online user support to discover how to eliminate the restriction on how I can meet the requirements.      

End user evaluation

To discover the remaining limitations of the system and what modifications could made for future models I have interviewed the end user to provide some suggestions, the interview can be found in the appendix, whilst the analysis of the main points have been stated below.

The interview signifies that the end user is content with the system as the vast majority of objectives have been fulfilled, which have been fully explained in the previous three pages. The system has been weighed against the requirements and has been successful. On the other hand, there’re some limitations and suggestions that the end user has made concerning the final system.

The lack of verification has been highlighted as an issue boundary data that has been entered that may possibly be incorrect go unchecked as a result, so the system is more prone to errors. Microsoft Access doesn’t provide any functions to respond this problem as a result it cannot be solved, the user has to be relied upon to not make mistakes. Alternatively, the new version of Microsoft Access, i.e. Microsoft Access 2007, which is released later this use could be used to solve this issue.

Additional limitations include the lack of information shown after running the queries. At the moment queries only produce limited information for example, just the Customer ID, surname, first line of address and telephone number are shown from running the customer search query. As result if the user wanted to see what vehicle they owned, they would have to quit the query and find the customer’s record in the long list in the customer table.

The end user gave a couple of suggestions to consider for any future models. The system should be more visually appealing, a simple colour scheme and pictures of cars are not enough, if any part of the system should in depth it should be the visual aids. At the moment it is colourful but it will be boring within a short space of time. Inspiring backgrounds that encourage workers to work harder would be a worthwhile image that should be used.

Moreover, the end user suggested that more information should result from queries. When searching for customers by their last name, their entire record should appear. This can be easily completed by adding more field values whilst in the design view of the query. By doing this the end user doesn’t have to record the customer details and go looking for the rest of the customer’s information in the large list in the customer tables.

 

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Appendix

Interview with End User

ME

UNCLE VICTOR

What service (or product) does your business provide to the public?

My business is a garage which repairs and checks damaged and older vehicles.

What is your current system designed to do within your business?

The system in place at the moment is designed to record customer information, the job information as well as who carried out the job.

What are the general procedures for this system?

Before the job has been completed an employee records the customer information and what is wrong with the vehicle. Once the job is complete, the price charged and how the problem was rectified is recorded.

How often do you and your employees perform the tasks within the current system?

The frequency ranges, depending on the amount of cars we have coming in. It can range to twice a week to 4 times a day.

Apart from you and your employees is there anyone else involve in this system?

No.

What data is captured and then entered into the scheme?

Customer details, the vehicles problem and how it was sold, the employee’s information and the price charged is gathered and entered in the system.

After the procedure have been carried out what is the end result?

A sheet of paper (or report) containing the information.

Is there any processing involved in the system?

Apart from the calculation of the price, no.

What is the level of security for the system?

Security is minimal; most of the documents are stored on site (at the garage), which is locked when vacant as is my house where the older archives are stored.

How and where are the archives stored?

They are stored at the garage and at my house.

Is the system backed up in anyway?

No, no copies are made.

Have there been any problems with this system?

Yes, data is becoming unreliable, difficult to enter and very slow

For the new system are you planning to purchase new hardware or software or do you already have what you require?

Apart from the data needed to enter we don’t have any necessary equipment, such as personal computers and printers.

How good are yours and your employee’s computer literacy?

I have substantial computer experience, but the employees have next to none.

What is it you are looking for in the new system?

Speed, reliability, accuracy and easy to use.

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Evaluating the system with the end user (interview)

ME

END USER

Did you find accessing the system easy enough?

Yes, it didn’t take me long to access the system

Do you prefer the new system to the old one?

The new system is definitely more preferable, mainly because tasks can be done much more quickly and effectively with minimum effort

Have you discovered that there’s less manual and tedious work involved?

I am pleased that I no longer have to rack my brain to work out calculations, or spending ages looking for files on the shelves

Did you find entering data into the system a challenging task?

I found that it took some time to comfortably enter information; I had to refer to the user guide a few times before I was able to do it on my own

Were you satisfied with the amount of security measures in place?

I feel that the encryption and passwords are more than enough to ensure security since I haven’t had any problems with the previous system’s security which had next to no security compared with the new system

Do you feel the database has been constructed with too much complexity?

Once I first opened the system it was slightly intimidating with my little computer knowledge, although the user guide was a big help when problems arose. During day to day use I got the impression that complexity was not going to be a problem

Does the capacity of the database suit the amount of data being saved?

Yes

Did you find the user interface appealing?

I found the interface to be pretty boring; there are no features that I felt impressed with regarding the colour scheme, backgrounds and pictures

Were the navigation utilities, i.e. the switchboards easy to use for day to day use?

The switchboards are the easiest and enjoyable to use

Are there any remaining limitations that came to your attention?

I noticed the lack of verification taking place went inputting data, plus the results of queries should reveal more information.

Are there any suggestions you can provide for future model enhancements?

The user interface should look more visual appealing, with more pictures and logos. The results of queries shouldn’t be just limited to a data subjects ID, it should also include all other information about them.

 

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