Budgeting for a trip.
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GCSE ICT Project MS Excel Budgeting for a trip Eliana Tacconi 10c2 Part 1-Identify Statement of the Problem My friend Thomas Edmondson and I are planning a trip in the summer holidays to Bologna. We need to work out the different costs for accommodation, food, transport and amusements. The user for this will be Thomas Edmondson. I am going to do this in a system because it would be difficult to work out the costs and keep it all in order in a written document. Using this system will allow us to work out our budget and sort everything efficiently. Consideration of Alternative Solutions There are some different ways in which this problem could be solved. 1. We could write and calculate everything by hand, this is the method we were originally using but we need a better system. 2. A special program could be written to do this. This is time consuming and I do not have the right skills for it. 3. I could use a database package. Each person's budget and expenditure could be stored but this isn't as well suited to the requirements as some of the other options as it would be difficult to do calculations on here. 4. A spreadsheet could be used. Separate worksheets can be used for accommodation, transport, food and amusements. Chosen Solution I am going to use a spreadsheet because: 1. If prices or budget changes the spreadsheet can be easily edited and any related figures will change automatically.
the cheapest) is displayed on the user's screen Output The output for the system will be that the system is displayed and used on screen. It could be printed out but if this were done the system wouldn't be able to calculate the options. Backup/Security Strategy The computer file containing the final system must be backed up onto floppy disk. This copy should be kept at a different location from the computer in case there is a fire, theft or flood at the premises. A backup copy needs to be made each time the system is updated. There should be password security on the computer so that people using the system cannot change any of the formulae. This can be done by protecting the worksheet so that nothing can be changed without a password. If anyone attempts to make a change to the worksheet Excel will ask for a password. The password should be at least six characters long and not a common word that could be easily guessed. Part Three-Design Initial Designs I drew up the following initial design system: The spreadsheet will calculate the cheapest deal on the figures that we input. The information for each section is stored on a separate sheet. Each of these sheets contains tables of formulae, which will calculate the cheapest deal. The system will then sort the table of figures by 'total bill' and perform the lookup operation to post the result back to the entry form for the user to see.
Test that tables are correctly sorted. Input data 100, 25, 10 Expected result I only had two problems, a spelling which was corrected, and I couldn't enter the password on the school computers so I sent this home and entered it there. Part 5-Evaluate Evaluation of Initial Objectives The system has a bright user interface, displays the information within three seconds and handled all of my figures efficiently. The system didn't incur any additional hardware or software costs. The system has five different sheets, showing accommodation, transport, food, amusements and a data entry screen. Tom said that the system was easy to update, he found it easy to use and he thought that it was accurate. All figures were rounded to two DP and I used validation, a macro and a drop down menu. All of my objectives from my user requirements have been achieved. User Feedback Tom was quite pleased with the spreadsheet and said that I fulfilled the requirements well. He also said that different people had different budgets so this was difficult to solve, we just added everybody's budgets together and entered this but Tom said it would have been good if we had thought of a different way. His letter is shown below Suggestions for Improvement To improve this system I may have devised an individual system for each person so that their budget wasn't a problem, as some people could afford what others couldn't, I would then incorporate all of this into a bigger system. I would also try to present the system better by removing the gridlines, using more colour and adding pictures of the different options.
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