To create my data capture sheet, I used the program Microsoft Word as it is the most appropriate software package for my task. For my database I used Microsoft access.
While creating my data capture sheet in Microsoft Word, I used the following features:
- Wordart to create an attractive heading
- I inserted my logo to create a corporate image
- Changed the style of font making it clear and easy to read
While creating my database in Microsoft Access, I used the following features:
- Searching the database very quickly
- Sorting out the database into ascending order- for example, sort the database into alphabetical order by surname
- Creating an input mask for the telephone number to stop the employee from entering too many numbers
- Making a validation rule. This will validate the data going into the database using validation checks. It will ensure the data is the correct type, checking to see if the data is reasonable, sensible, appropriate and allowable.
- Selecting a key field (eg. a membership number) so that each record can be uniquely identified.
- Printing records, for example all members in alphabetical order grouped by membership type.
- Coding data. By doing this I will take up less memory space. For example f=female m=male. Doing this will allowed quick entry.
The advantages of using Microsoft Access are:
- Takes up less space than a filing cabinet
- Easier and quicker to search records than having to sort through a lot of records in a filing cabinet
- Easier to edit data on screen than using tippex on paper
- Easy and quick to edit the database
The advantages of using Microsoft Word are:
- Makes documents seem more professional as they are word processed.
- You are less likely to make a spelling or grammar mistake- there is a spelling and grammar check,
- You can make multiple copies of your document
The disadvantages are of using Microsoft Access are:
- Computers can crash. When this happens no one can access system
- The initial cost the software and the hardware is very high
- Megavideo will have to train all the staff to use the system
The disadvantages of using Microsoft Word are:
- It can be very expensive to buy
- It could crash and you could lose your work
I could have used a desktop publishing package such as Microsoft Publisher to make my data capture sheet. I did not because I could use features such as wordart, autoshapes and spell check on Microsoft Word.
My chosen solution for the data capture sheet was effective as the information in it quite was clear and easy to read, as was the font. The information was also easy to read. I think that I could have improved how clear the information was in the data capture sheet as it was printed out in black and white but I had made it in colour, meaning it was quite hard to read. On the database, I think I could have improved it by putting the information in a more logical order. Doing so would have made it easier to fill in.
If I could do this task again I would have put the information in the database in a different order to make it easier to use. I would also of changed the colours on the data capture sheet so it was easier to read.
