After consideration of each method I believe that Microsoft Word offers the best solution to the problem because it has the features needed to produce 1 or 2 good letter templates which will be easy to use and attractive.
User Requirements
The user requirements have been set out in the following letter sent by Andy to me.
Data required
I will need to know the address of the video store so I can put it onto the letter head and letter template. I will need to get this information from Andy Richardson when I go to the store. I will also need to find out the phone numbers and I will need to ask him for the letter templates that he would like for me to enable for mail merging.
Analyse
Report – Required Data Collection
I have obtained a copy of the leaflet Moviez Moviez Moviez, which has been given out to the public a few weeks ago. I have been given details of the address, phone numbers and anything else they want to add to the letter.
I produced a short questionnaire for Andy to give me some information – this is attached.
Based on the information he has provided I produced an initial sketch and I have also written the letter the way he wanted. These are attached. He has looked at these and commented on them.
Appropriate Software and Hardware
The software that is required to complete this project will be Microsoft Word. I will not need any other software because Microsoft Word has sufficient features.
The hardware required will be the computer running the software. This consists of:
- The monitor
- Keyboard for data
- Mouse for data entry
- Colour printer for when Andy needs to print out the letters
- Scanner to scan in logo
Data Flow
Data Input
The existing logo will be scanned in. It will be copied and pasted into Word. The store name and addresses will be input via the keyboard into Word. This is same for the letter data.
Output
The letter templates will be created in Microsoft Word and output in printed form for sending it off to customers.
The final letters will be printed out on ordinary A4 paper. This is most suitable for letters and is also of an affordable price.
Although it would be quiet costly colour ink will be required to print out the letters. This is because Andy would like to establish the video store having a professional look rather than a cheap round the corner store.
The letters can be printed in greyscale also for when Andy has a lot of customers to contact.
Backup/Security Strategy
The computer file containing the final designs must be backed up onto floppy disk at regular intervals. This separate copy should be kept in a different place from the computer, quite far away. This is to avoid it suffering any damages from natural hazards that the computer may come across. For example, this could be flooding or fire.
The file should be backed up onto floppy disk whenever some more work is done on the letter template.
I will also create a password for the letter templates so no one can tamper with the letters or get a hold of the letterhead. I will also make the letter templates read-only so nothing can be changed by accident. The original will not be messed up.
Data Processing/Manipulation
I will scan in the logo from the leaflet Andy has given me and will place it at the top, middle of the page.
I will then place some Word Art over the logo saying ‘Moviez Moviez Moviez’.
I will then insert another text box with the slogan inside it. This will also be placed under the heading and address.
I will then create spaces for the entrance of the following fields:
- Title
- Surname
- Address1
- Address2
- Address3
- PostCode
- TodayDate
- VideoName
- ReturnDate
I will insert a textbox at the bottom of the page, in the middle alignment, consisting of the ‘Moviez Moviez Moviez’ phone numbers.
I will then go to the background of the document, to create a watermark.
I will then save the letterhead and letters as a template. I will set the document to insert the date automatically.
Design
Initial Designs
Letter template letterhead
Letter 1 information
Letter 2 information
User Feedback on Initial designs
I sent Andy my designs and he has sent me a letter, which has all of his opinions and recommendations on it:
He asked me to make the logo a little smaller in size and he also asked me to add a watermark on the letter.
I have done both these things and the final design is as follows after this page.
Final design
Schedule of activities
The deadline for this project is in 3 weeks time. A schedule of activities has been drawn up so that I stick to a strict timetable and finish in time, and not too late.
Test Plan
In order to make sure that the letter template contains all of the information required that there are no errors and that it fulfils the requirements fulfilled by Andy, a test plan has been devised. This will be implemented once the designs have been finished.
Questionnaire
- What is the full address of the video store?
- What are the phone numbers?
- Which colours would you like the letter to consist of?
- What are the subjects that the letters will be based on?
- Are you printing on A4 paper?
- Is there anything else you would like included on the letter?
