Identify
Objective
The objective of the coursework is to develop a spreadsheet application for the Ibis Hotel. In the coursework I will discuss four main steps of software development- Identify, Analysis, Design and Implementation & Testing. Using the application software, the hotel can manage its staff and business efficiently and effectively. The objective of the coursework is to produce computerised business letter (using mail merge and other features instead of using a type writer). This is being done so that Ibis Hotel can publish their good works into the open environment and have more people visiting the hotel. This has been done so that the staff at Ibis Hotel will become more relaxed with their work. I will also create labels for the staff so that the hotel can use it for different purposes. E.g. used at the back on envelopes to give a sophisticated look.
The two objectives of the coursework are - understanding of the software development and to use varieties of tools and techniques to meet the client requirements.
Introduction
Ibis hotel is a two star hotel in Stratford, and has 55 bedrooms, all with bathrooms and toilets. I am going to carry out my coursework assignment on the improvement on the computerisation of the hotel by using Information Technology. The hotel is dependant on a great deal on manual administrative work. I have checked with the hotel and asked if I could computerise the old manual system and improve the popularity of the hotel by using Information Technology.
This problem is ideally suited to ICT, because a computer is very good for both formatting and typing in text and also for creating eye catching colourful graphics.
Ibis hotel is a two star hotel situated in Stratford. Ibis hotel is one of the three other two star hotels in Stratford. Thus, it is a very busy hotel. It contains of 55 bedrooms with bathrooms and toilets, some have attached balconies, which cost a higher rate to the ordinary bedrooms.
The hotel business has been a great success the past four years but the hand written administrative system holds Ibis hotel back. With the new information technology system, the Ibis hotel can do much better.
The appeal
I sent the following letter to the manager of Ibis hotel requesting for conduction on the project on Ibis hotel:
Anjum Kohli
6, Green point,
Water lane,
Stratford,
London,
E15 4NQ
02059361955
2nd February'2002
Manager of Ibis hotel,
Dear Sir,
I am writing to you for permission of helping Ibis hotel proceed and make full use of information technology. I am aware that the Ibis Hotel has been relying heavily on manual administrative systems.
My school has set me a task on word processing creation and manipulation for my GCSE IT course.
If you are pleased I would like to carry out my assignment based on your hotel situation. Please can let me know as soon as possible if I could computerise your system and integrate a database into your hotel business operations.
Would you please reply to me on the above address and let me know if you have accepted my accordance.
Your help is highly appreciated.
Thank you
Your faithfully
Anjum Kohli
Student from year 11
The reply
The manager of Ibis Hotel has accepted my proposal to assist me to help with the improvements on the hotel.
The letter on the next page was sent to me, from the manager of the Ibis Hotel, after I had sent him the letter proposing for the improvement of The Ibis Hotel:
IBIS HOTEL
Northern Way,
Stratford,
London
E15 4NQ
0205361955
0th February 2002
Dear Miss Anjum Kohli,
I have received your proposal for the improvement on the Ibis Hotel. I happen to think that it is a great idea to change all the manual administrative work done in the Hotel into computerized data.
I anticipate that you will be the right person to rely on.
I accept the request you have sent me. And I am waiting to come into contact with you soon.
Thank you,
Your help is highly appreciated by all us.
Please don't hesitate to call or visit if you need more hep.
Many thanks.
Yours sincerely,
Mr Singh
Manager.
The current system
At present the hotel is using file-based system. There is 20 staff in the hotel and some of them are part time and the rest are full time. Each day is divided into 3 shifts - day, evening and night. Mr. Pallet is in charge of the hotel and he is the general manager. He looks after his fellow 3 managers and other staff. All the important information is recorded into separate files like staff salary, pay slip and so on; and stored into the storeroom. From the last few years, the hotel has been using typewriters and in some cases handwritten work has also been done. In the nearby hotels, all are using computerised systems. In order to improve services, the general manager has decided to introduce a computerised system for the hotel. What are the problems in the existing system we will discuss in the section below:
The problem
I have informed the manager of Ibis hotel (Mr Singh) that information technology is a very major fact in the global marketing world and in day to day life and I have written to him to allow me to update all his present manual administrate work into a technological system. He has accepted this accordance made by me to the manager. The written letter back to me was telling me that he had accepted the offer, he had written back and listed me all the problems below, and these are the problems that they are facing now with the manual system. He has asked me to remove all these problems and solve them:
* Corrections that want to be made in the documents are very hard to make, especially on hand written work. The records cant be erased or added easily and often these reports have to be re-written which is very difficult and also takes a lot of time. It also increases the cost.
* Quality of letter (as typewriter is being used) is not good.
* Making copies of files are very difficult. Even if you photo copy or make extra copies of the documents it takes double the space and takes up a lot of space.
* The filing cabinets take up a large amount of space, all the reports or documents take up a lot of space and when a person is in search of a specific file it takes a lot of time to find it as there are a lot of files to go through.
* Finding files can be very problematical.
* Many files can also be lost or misplaced.
* Validation is also a problem. This is because to check many files manually is very difficult.
* Security is not very obtainable.
* Whilst editing any problems it can be very hard to rearrange any disorders, as the whole page will have to be re-written.
* There can also be backup facilities are not very advantageous.
* It is also time consuming making files handwritten of an individual person.
* The company used a typewriter to type important standard letters, to give a sophisticated look. This caused Ibis Hotel many problems such as when typing and an error would occur the whole document has to be re-written.
* There is also a main problem with using typewriters at Ibis Hotel, as many standard letters have to be sent to many visitors or mainly the staff at Ibis. These same letters have to be written again and again. This is time consuming and is a major disadvantage to Ibis Hotel.
The solution
These problems can easily be changed with the use of computers. Many advantages are available in using a computer. The following points mention some advantages of using a computer instead of using manual systems:
* Data can be organised quickly and efficiently.
* Errors can easily be traced and also changed.
* Information can easily be transferred from one person to another, for example: by e-mail.
* Copies of the reports or documents can be easily made.
* Waste of time can be congested.
* Using database by inserting data can make life much easier.
* If you are looking for a specific name or subject it can easily be located by using database.
* Database is a lot easier than a pen and paper because it is much easier, neater, time consuming and errors can be corrected with ease.
* Database allows the use of a password encryption, which means only authorised users with the database password can access files.
* Validation checks are carried out automatically by the database.
The software that will be used
While doing this course I will need many software packages to transcribe all of the data on the computer. The software that is mainly going to be used by me is word processing program because this is the only software or program that will seizure and organise the data.
In this coursework, I have chosen to use word processing program as word processing is highly known for its good use of password protection for the word documents to be prevented from intrusion of files by unauthorized users.
A Word processor is the correct tool for creating letters. It allows the text to be typed in and edited very easily. Fonts can be changed and the spelling can also be checked.
Word processors normally allows 'mail merging', where some constant text can be mixed with varying data and printed as a merged document. This would be ideal for a 'mail shot', because as a single letter with the guest's details to make the letter more personal.
Microsoft Word is a very friendly graphical user interface, it is very quick and simple to use.
The new system must be:
* Fast and accurate
* Not labour intensive
* Cheap to implement
* Simple to use (since most of the staff at Ibis do not have IT training)
* Give the ability to link to other branches of Ibis Hotel.
* Be able to increase the level of customer service.
* Reliable.
Qualitatively the new system must be able to:
* Handle a large amount of data that will include information about staff that work at Ibis, customers that visit Ibis and rooms that are in the Ibis.
* At least ten times more the speed of typing a standardised letter on a typewriter.
Why have I chosen MS Word to work with during this coursework?
MS Word is one of the most powerful family members of MS Office. Up to now it is one of the best word processing programs in the world. It has the following features:
* Easy to use.
* Too many options in the sections of tools, menu bar and features like mail merge, macro and so on.
* Data can be imported from MS Access.
Mail merge
You can use the Mail Merge Helper to create form letters; mailing labels, envelopes, or catalogues. The Mail Merge Helper guides you through organizing the address data, merging it into a generic document, and printing the resulting personalized documents.
Open or create a main document, which contains the generic information that you want to repeat in each form letter, mailing label, envelope, or catalogue.
Open or create a data source, which contains the data that varies in the merged documents - for example, the name and address of each recipient of a form letter. The data source can be an existing spreadsheet, database, or text file, or a Word table that you create by using the Mail Merge Helper.
Objective
The objective of the coursework is to develop a spreadsheet application for the Ibis Hotel. In the coursework I will discuss four main steps of software development- Identify, Analysis, Design and Implementation & Testing. Using the application software, the hotel can manage its staff and business efficiently and effectively. The objective of the coursework is to produce computerised business letter (using mail merge and other features instead of using a type writer). This is being done so that Ibis Hotel can publish their good works into the open environment and have more people visiting the hotel. This has been done so that the staff at Ibis Hotel will become more relaxed with their work. I will also create labels for the staff so that the hotel can use it for different purposes. E.g. used at the back on envelopes to give a sophisticated look.
The two objectives of the coursework are - understanding of the software development and to use varieties of tools and techniques to meet the client requirements.
Introduction
Ibis hotel is a two star hotel in Stratford, and has 55 bedrooms, all with bathrooms and toilets. I am going to carry out my coursework assignment on the improvement on the computerisation of the hotel by using Information Technology. The hotel is dependant on a great deal on manual administrative work. I have checked with the hotel and asked if I could computerise the old manual system and improve the popularity of the hotel by using Information Technology.
This problem is ideally suited to ICT, because a computer is very good for both formatting and typing in text and also for creating eye catching colourful graphics.
Ibis hotel is a two star hotel situated in Stratford. Ibis hotel is one of the three other two star hotels in Stratford. Thus, it is a very busy hotel. It contains of 55 bedrooms with bathrooms and toilets, some have attached balconies, which cost a higher rate to the ordinary bedrooms.
The hotel business has been a great success the past four years but the hand written administrative system holds Ibis hotel back. With the new information technology system, the Ibis hotel can do much better.
The appeal
I sent the following letter to the manager of Ibis hotel requesting for conduction on the project on Ibis hotel:
Anjum Kohli
6, Green point,
Water lane,
Stratford,
London,
E15 4NQ
02059361955
2nd February'2002
Manager of Ibis hotel,
Dear Sir,
I am writing to you for permission of helping Ibis hotel proceed and make full use of information technology. I am aware that the Ibis Hotel has been relying heavily on manual administrative systems.
My school has set me a task on word processing creation and manipulation for my GCSE IT course.
If you are pleased I would like to carry out my assignment based on your hotel situation. Please can let me know as soon as possible if I could computerise your system and integrate a database into your hotel business operations.
Would you please reply to me on the above address and let me know if you have accepted my accordance.
Your help is highly appreciated.
Thank you
Your faithfully
Anjum Kohli
Student from year 11
The reply
The manager of Ibis Hotel has accepted my proposal to assist me to help with the improvements on the hotel.
The letter on the next page was sent to me, from the manager of the Ibis Hotel, after I had sent him the letter proposing for the improvement of The Ibis Hotel:
IBIS HOTEL
Northern Way,
Stratford,
London
E15 4NQ
0205361955
0th February 2002
Dear Miss Anjum Kohli,
I have received your proposal for the improvement on the Ibis Hotel. I happen to think that it is a great idea to change all the manual administrative work done in the Hotel into computerized data.
I anticipate that you will be the right person to rely on.
I accept the request you have sent me. And I am waiting to come into contact with you soon.
Thank you,
Your help is highly appreciated by all us.
Please don't hesitate to call or visit if you need more hep.
Many thanks.
Yours sincerely,
Mr Singh
Manager.
The current system
At present the hotel is using file-based system. There is 20 staff in the hotel and some of them are part time and the rest are full time. Each day is divided into 3 shifts - day, evening and night. Mr. Pallet is in charge of the hotel and he is the general manager. He looks after his fellow 3 managers and other staff. All the important information is recorded into separate files like staff salary, pay slip and so on; and stored into the storeroom. From the last few years, the hotel has been using typewriters and in some cases handwritten work has also been done. In the nearby hotels, all are using computerised systems. In order to improve services, the general manager has decided to introduce a computerised system for the hotel. What are the problems in the existing system we will discuss in the section below:
The problem
I have informed the manager of Ibis hotel (Mr Singh) that information technology is a very major fact in the global marketing world and in day to day life and I have written to him to allow me to update all his present manual administrate work into a technological system. He has accepted this accordance made by me to the manager. The written letter back to me was telling me that he had accepted the offer, he had written back and listed me all the problems below, and these are the problems that they are facing now with the manual system. He has asked me to remove all these problems and solve them:
* Corrections that want to be made in the documents are very hard to make, especially on hand written work. The records cant be erased or added easily and often these reports have to be re-written which is very difficult and also takes a lot of time. It also increases the cost.
* Quality of letter (as typewriter is being used) is not good.
* Making copies of files are very difficult. Even if you photo copy or make extra copies of the documents it takes double the space and takes up a lot of space.
* The filing cabinets take up a large amount of space, all the reports or documents take up a lot of space and when a person is in search of a specific file it takes a lot of time to find it as there are a lot of files to go through.
* Finding files can be very problematical.
* Many files can also be lost or misplaced.
* Validation is also a problem. This is because to check many files manually is very difficult.
* Security is not very obtainable.
* Whilst editing any problems it can be very hard to rearrange any disorders, as the whole page will have to be re-written.
* There can also be backup facilities are not very advantageous.
* It is also time consuming making files handwritten of an individual person.
* The company used a typewriter to type important standard letters, to give a sophisticated look. This caused Ibis Hotel many problems such as when typing and an error would occur the whole document has to be re-written.
* There is also a main problem with using typewriters at Ibis Hotel, as many standard letters have to be sent to many visitors or mainly the staff at Ibis. These same letters have to be written again and again. This is time consuming and is a major disadvantage to Ibis Hotel.
The solution
These problems can easily be changed with the use of computers. Many advantages are available in using a computer. The following points mention some advantages of using a computer instead of using manual systems:
* Data can be organised quickly and efficiently.
* Errors can easily be traced and also changed.
* Information can easily be transferred from one person to another, for example: by e-mail.
* Copies of the reports or documents can be easily made.
* Waste of time can be congested.
* Using database by inserting data can make life much easier.
* If you are looking for a specific name or subject it can easily be located by using database.
* Database is a lot easier than a pen and paper because it is much easier, neater, time consuming and errors can be corrected with ease.
* Database allows the use of a password encryption, which means only authorised users with the database password can access files.
* Validation checks are carried out automatically by the database.
The software that will be used
While doing this course I will need many software packages to transcribe all of the data on the computer. The software that is mainly going to be used by me is word processing program because this is the only software or program that will seizure and organise the data.
In this coursework, I have chosen to use word processing program as word processing is highly known for its good use of password protection for the word documents to be prevented from intrusion of files by unauthorized users.
A Word processor is the correct tool for creating letters. It allows the text to be typed in and edited very easily. Fonts can be changed and the spelling can also be checked.
Word processors normally allows 'mail merging', where some constant text can be mixed with varying data and printed as a merged document. This would be ideal for a 'mail shot', because as a single letter with the guest's details to make the letter more personal.
Microsoft Word is a very friendly graphical user interface, it is very quick and simple to use.
The new system must be:
* Fast and accurate
* Not labour intensive
* Cheap to implement
* Simple to use (since most of the staff at Ibis do not have IT training)
* Give the ability to link to other branches of Ibis Hotel.
* Be able to increase the level of customer service.
* Reliable.
Qualitatively the new system must be able to:
* Handle a large amount of data that will include information about staff that work at Ibis, customers that visit Ibis and rooms that are in the Ibis.
* At least ten times more the speed of typing a standardised letter on a typewriter.
Why have I chosen MS Word to work with during this coursework?
MS Word is one of the most powerful family members of MS Office. Up to now it is one of the best word processing programs in the world. It has the following features:
* Easy to use.
* Too many options in the sections of tools, menu bar and features like mail merge, macro and so on.
* Data can be imported from MS Access.
Mail merge
You can use the Mail Merge Helper to create form letters; mailing labels, envelopes, or catalogues. The Mail Merge Helper guides you through organizing the address data, merging it into a generic document, and printing the resulting personalized documents.
Open or create a main document, which contains the generic information that you want to repeat in each form letter, mailing label, envelope, or catalogue.
Open or create a data source, which contains the data that varies in the merged documents - for example, the name and address of each recipient of a form letter. The data source can be an existing spreadsheet, database, or text file, or a Word table that you create by using the Mail Merge Helper.
