2. They have a paper-based system, which is not efficient and information could be lost. (See question 3).
3. A guest list is made for each event, which includes personal details of customers on a piece of paper. (See question 5).
4. The system has to handle personal details of 50-80 customers, which includes their name and telephone number. (See question 6).
5. Asian fusion would like an easily updatable membership system and a ticket system providing two categories of VIP and normal ticket. Also an email system, sending information to members about coming events. (See question 9).
6. Customers are phoned to let them know about future events, which really make the process lengthy. (See question 12).
7. The system is not secure as data is stored in a filing cabinet and anyone could access it. (See question 15).
Context Diagram for Asian Fusion.
Customer details
Payments received
Event details
Capacity for events
Profit and Loss
Finance
Changes to system
Sales report
Customer information
System flow chart
NO
YES
NO
YES
NO
YES
Data flow diagram
Customer booking system
Verbal (customer details)
Verbal (customer details)
Manual
Customer arrival system
Verbal (customer details)
Conformation of details
Fee amount
Receipt and ticket
Profit & loss
Table of data within the system
Restatement of problem
Having done my interview on the current system, the final problems that need to be sorted are:
- The system is paper-based and so lot of information is lost, this leads to not having some customer details for upcoming events.
- It is very time consuming to contact customers by telephone, as there are about 60-80 clients.
- The system is not so efficient, everything is done manually and there is a great risk of making mistakes.
- There is no suitable ticket system that could tell them about availability.
- Finding information on a particular client could be very time consuming.
Justification, of methods of fact finding.
I have used interview to carry out my fact finding this is because I already had some details about the old system but wanted to find out in detail on some specific areas. I was able to obtain more accurate information through the senior management by the use of an interview.
I did not consider using a questionnaire because there is not enough staff in the business to carry out an efficient investigation. I didn’t carry out an observation because I had sufficient information about how the current system works and so decided only to carry an interview which would give me the information I need. However, I could have used observation for cross checking with the facts obtained by my interview.
Investigation and analysis
Having carried out an interview with MR Omar Sharif, I was able to find out what the problem with the current system was and what new he would like to have in the new system. However, I was not able to find in detail what he really wants from the new system.
The topics that I will cover will include:
- interface
- input
- processing
- output
My research will be concentrate on detailed aspects of the system
- colour
- corporate image (e.g. logo)
- open of program
- Close a program
- Security
- Simplicity of the system
Interview 2
- What hardware would you like to use to enter data?
A Mouse or keyboard should be used.
- What colours would you consider using on the interface?
The company colours should be used which are orange with any warm
colours.
- What software packages do you have to carry out the task?
Access and Excel 2000.
- Do your staffs have the knowledge to use the mentioned software?
Yes, they know the basic concepts of both packages.
- Would your staff require training on the new system if it was done on any package mentioned above?
It will depend on the complicity of the system but should be easy to use.
However, it should be user friendly providing user guides and online help.
- What printouts would you expect from the new systems?
The new system should print invoices, tickets and reports.
- How would you like your interface to look like?
Should include buttons e.g. print and should be manual driven.
- Would you be willing to spend on the new system?
Yes. (…..as long it’s not too expensive)
- How much would you be willing to spend for the development of the new system?
Between £500 and £1000.
- What other features would you like to have in your system?
It should be able to send e-mails to existing members.
- Would the system need to be updated regularly and what processing features should be included?
The system will need to be updated regularly and will have to add, delete and calculate simple payments.
- Would you consider having security for accessing the system?
I would prefer a password entry system so only authorised members could access the system.
- Would the system and staff benefit from validation of data?
It would help staff as it would check for sensible and reasonable data. It should also display error messages.
- Does any corporate identity need to be included on the interface?
The interface should include the company logo on every screen.
Fact recording
Conclusion: keyboard and mouse is to be used to enter data.
Evidence: question 1
Conclusion: orange should be used with any other warm colours.
Evidence: interview 2 question 3
Conclusion: The staffs are quite well trained
Evidence: interview 2 question 3 & 4.
Conclusion: the costs should remain under £1000
Evidence: interview 2 question 9
Conclusion: should include company’s logo on the interface
Evidence: question 14
Conclusion: should be able to delete, add and edit records.
Evidence: question 11
Conclusion: to calculate booking fees
Evidence: question 11
Conclusion: should include password for entry to the system
Evidence: question 12
Conclusion: have validated data and show error messages
Evidence: question 13
Conclusion: be able to send emails to existing members.
Evidence: question 10
Conclusion: should include buttons to perform tasks e.g. print form
Evidence: question 7
Conclusion: should be manual driven.
Evidence: question 7
Requirements specification
1. Requirement: allow the user to log on using a password
Evidence: question 12
2. Requirement: able to add details of customers
Evidence: question 11
3. Requirement: able to delete records
Evidence: question 11
4. Requirement: able to edit data
Evidence: question 11
5. Requirement: linked with word to mail merge for sending emails.
Evidence: question 10
6. Requirement: be able to change user details
Evidence: question 11
7. Requirement: an efficient membership system that can calculate booking fees
Evidence: question 11
8. Requirement: A ticket system which could produce both VIP and standard tickets
Evidence: question
9. Requirement: the interface should have company logo on it
Evidence: question 7
10. Requirement: orange and any warm colours should be used on the interface
Evidence: question 2
11. Requirement: should provide with online help and readable user guides and error
messaging.
Evidence: question 5
12. Requirement: should include buttons e.g. print
Evidence: question 7
13. Requirement: a system that is able to tell availability of tickets.
Evidence: question
14. Requirement: should include validation to make the system efficient
Evidence: question 13
15. Requirement: the system should be manual driven
Evidence: question 7
Agreement from organisation to requirements
Requirement Specification Agreement
List of Requirements:
I Mr Omar Sharif, of Asian Fusion, have discussed the requirements and am in agreement that a system that delivers these will fulfil our requirements.
Signed:
Sign name:
Position: chief Executive
Alternative Approaches
Paper based system
Data is recorded on paper either on a form or plain paper. Data is entered manually by the user and then is stored in a filing cabinet.
The advantages of this system is that is easy to deal with and cheap to set up. The costs included the cost of paper and ink.
The disadvantages are, that its not accurate as information could be lost easily, it is not secure as anyone could access it and hard to update.
Flat file system
In a flat file system, each application will have its own data stored in s dedicated file. There will be no links between the files used by different applications and, if a report needed data from several files a special program would have to be written to access the individual files, extract the necessary data and store it in an intermediate file for processing. E.g. a database set up in a spreadsheet stored in a file with no links.
The advantages of this system is that it is easy to setup and simple to use.
The flat file data structure leads to data redundancy, since it is quite likely the two applications will need to store the same data and will do so, each in its own file and possibly using different formats. It also suffers from data dependence and resulting lack of flexibility. The data can only easily be used to serve application for which it was originally intended.
Hierarchical system
The hierarchical data structure organises records into pieces of data called segments. Each segments links to the lower level of child segments. Each child segment will, in turn, link to lower level child segments. Following the links down from parent to child will retrieve a record’s worth of data. In each case there is a one to many link between parent and child.
The advantages of this system are that it is capable of fast searches into a particular area or subject and allow fast creation lists of an area. It also shows a clear structure to find information. Hierarchical database systems are useful when there are large amounts of data that need to be searched quickly and where the data falls into a hierarchy. E.g. Holiday bookings.
However, there are some disadvantages, which are redundant data, reorganising the data can be very difficult and it cannot cross search between branches.
Relational database
Data in a relational database is stored in basic independent, self contained tables. Foreign keys are used to link related data together. This approach provides a very flexible way of handling data. Since the tables are self-contained, new tables can be added and structure of the database can be easily modified.
The liking foreign keys allow the data from different tables to be easily combined so that reports and searches not thought of at design can be created as when required.
The advantages of this database are that it only stores a minimum amount of data. Changes are quick through searched linked tables and also there is no redundant data as tables are linked through primary key. It can easily cross check between data between linked tables.
The disadvantages of this database are that its complex to setup and we have to normalise data before implementing the system.
I think the best solution to my requirements is relational database this is because I have the skills to carry out the task and my end user and I have the software to create it. There are no costs in using this solution and the user doesn’t require additional training on this system other then possibly a user guide. The tables can be linked which I could use to create an efficient membership system and data can be easily updated and added. I have not considered paper based because my end user requires a secure system which this system doesn’t offer. I have also not considered flat file database because there is redundant data and it takes time to search which will be not beneficial to my end user. I have also rejected the use of hierarchical database this is due to a lack of knowledge in how to implement it and would require time in order to use it. Reorganising the data is difficult and it can’t cross search between different branches.
Hardware/ software requirements.
