Problems with the current system
Most of the data were been stored by paper and any thing might happen to it. Problems that you will face : can’t read handwriting, hard to find persons record, lost, mislaid, damaged, stolen, messy to edit, time consuming to write new card, what does she do with old records?, only one index, letters have to be written individually.
Analysis
What data needs to be entered by the user?
We held our current data in paper, which held date like name, age, sex etc.
What processing is required?
The data will be required to store in the hard drive of the computer. Searches, quires, mail merge and also and pieces of data in order.
What are the output requirements?
Monitor and printers will be required
The data will be updated when a new member enters or there is a change in the old member’s address. They will hold about 100 or 200 records. The main people who will go on this data will mostly be the receptionist or the club manager. We are going to use the stand alone system due to the amount of members we have got in our club. The data should be access straight away when there is someone waiting.
What are the advantages or disadvantages of improving the current system, or introducing new paper base system?
The advantages will be the new system will make our life much more better and quicker access to data. This allows us to save the amount of spaces and time. And the disadvantages will be when you forgot to save some data, when there is a power cut then all the data will be gone and will need to be retyped.
What are the advantages or disadvantages of introducing a computer based system?
I have decided to introduce a computer based system because………….
Specification
Things that will be achieve:
- The customer wouldn’t have to wait for long, about 5 seconds.
- Making our life easier.
- Update data quicker and easily.
- Enable people to look up for information only if they have password.
- More free space when you insert all your data onto the computer.
If I can achieve all of the above my project will be a success.
Flowchart
First the application forms are printed out. The club’s members are asked to fill them up. The information is then transferred to the pc by typing in. After typing in the information, check if it is reasonable. If no, an error message will appear and you have to type in the information again into the pc. If yes, check it against the data with the form. If mistakes appear again then you have to type it up again. Type till there are no mistakes and save the data. Go to mail merge and print off letters to the members.
Software and hardware
In this section I’m going to recommend the hardware and software to my end user in a swimming club. Examples: Hard drive, Ram, Monitor, Processor, Printer, etc.
