The existing system is not user friendly, and tasks take longer then they should do, I aim to tackle this problem, and make the users lives a lot easier, by allowing them to complete tasks easier and faster.
Analysis of the existing
The Existing system is run in Microsoft Access. The database holds personnel information on interested candidates who are interested in joining the Royal Engineers as an Officer E.g. name, address, gender etc. With such tasks been performed like: The generation of letters to candidates, the input of data on candidates.
The existing system hardware is standalone PC that is connected to two laser jet printers. The existing software used is Microsoft access in windows. The hardware is used every day and the software is used all day.
The existing system is not sufficient enough many improvements need to be made to make the system user friendly.
User requirements
- To create a database that can hold information on candidates that want to join the army as an officer.
- To have tasks done in half the time as what they are done in now.
- All information on the candidates is kept secure and confidential.
- Make the system user friendly to all existing users.
- Instead of having information sent via post send it to Microsoft outlook.
- Link Microsoft Access to Microsoft outlook.
Proposed solutions
I aim to make the new system more user friendly to the user and to make there job easier; I propose to do this by doing the following things:
- Linking a table to data that has been selected, so that every time a letter is sent, the time and date is recorded, instead of it been imputed into a table manually.
- Protecting data by:
- Using passwords to allow access to the data.
- Validation.
- Meeting their user requirements.
There are many advantages and disadvantages of using the following systems:
Manual solutions
Database solution
Spreadsheet solutions
Word processing solutions
Above are four tables each one states some of the advantages and disadvantages of using different types of systems, as you can see that the manual system is not as sufficient as computer applications.
Justified software
Justified Software:
For my project I will be using Microsoft accesses and linking it up to Microsoft out look.
Justified hardware:
I have chosen to use the hardware, because it is
Input, processing and output requirements.
Input:
- The input of data from headquarters.
- Mouse
- Keyboard
- User input
Processing:
- The operation of data.
- Displaying the data on a computer.
Output:
- Printing of letters or documents.
- Sending of documents to users.
Objective of the overall proposed system
To achieve my users requirements. Setting the new system so it is user friendly to the user no matter what there level of ICT they are, this will allow them to get the most out of the database and get jobs done quicker.
Performance indicator
The system that I am going to design will be sufficient to the users. It will cut out any problems that the system had before and tasks will be done in half the time. This will be done by using queries, linking tables, and using macros to achieve my users requirements.
Users ICT skills and knowledge
At the recruitment organisation, all users have varied ICT levels and knowledge. This may have an effect on the design of the new system. Some of the problems that may be faced when designing the new system:
- The design of the system may not meet its full potential because of user or users lack of ICT knowledge.
Ways of solving the problem:
- Organisation may have to pay out for training so that the user can be trained to use the new system.
- Make sure that the user guide allows users with little ICT knowledge to use the database.
- When designing the system if the user comes across a problem and doesn’t know what to do they can have a step-by-step guide on what to do. This will be done by, having a call up box, which then can click on, and read the information provided.
Test strategy
My test strategy is to test all data inputs to ensure that they do work how I want them to, so that I meet the users requirements.
Test plan
Data flow diagrams
Internal:
Internal and external:
