Problems Of Current System
There are a lot of problems with the current system.
- The whole system is paper based which can lead on to problems because it wouldn’t always be working efficiently.
- Because of the current system being manual, it can be very time consuming for himself and the customer
- If a mistake occurs, then Mr. Singh has to start all over again
- The employee, customer, stock, stock order and supplier details are paper based however the system being paper based is that the type of problems which may occur are such as important papers being messed up untidy or even lost such has supplier details from whom the stock is ordered from, customer details can be lost which are used for a lot of things such as when customers want to order a large amount of stock we can order it for them and when it arrives if we don’t have the customer details then there is no way of getting in contact for the customer to receive goods.
- Some handwriting can’t be read. This leads onto information being read inaccurately, leading to the hardware shop not running efficiently. Another problem is that, with the system currently being paper based, and then the documents can often be misplaced during use.
- Another problem was that my end user didn’t have a delivery van but now he has, the van is required to deliver stock to customers if they wanted it to get delivered to them whether it’s a small order or a big order.
The problem that I intended to solve is that to make a system to find a solution to a lot of problems such as employees pay for this I will create an employee pay system.
I am designing a system, which would help my end user and make his life simpler.
I am going to create a system, which will help B & K Hardware in many ways such as:
- Store Stock Details (Table)
- Store Customer Details (Table)
- Store Employee Details (Table)
- Store Suppliers Details (Table)
- Store Sale By Stock Item (Table)
- Store Ordering stock by looking at product tables and quantities (Table)
- Store Employee Pay System (Table)
- Delete items more than 2 years old (Query)
- Show stock which has a quantity greater than 5 (Query)
- Show all stock which has a quantity less than 5 (Query)
- Workout employee pay (Employee Pay System – Hours Worked) (Query)
- Customer Search (Query) (Query based on a form)
- Employee Search (Query) (Query based on a form)
- Product Search (Query) (Query based on a form)
- Show sales by stock item (Query)
- Show total sales (Query)
- Customer Search (Form) (Query based on a form)
- Employee Search (Form) (Query based on a form)
- Product Search (Form) (Query based on a form)
- Customer Details (Form)
- Customer Order (Form)
- Employee Details (Pay System) (Form)
- Forms Sub Form (Form)
- Main Menu (Form)
- Order Items Sub Form (Form)
- Queries Sub Form (Form)
- Reports Sub Form (Form)
- Stock List (Form)
- Supplier (Form)
- Employee Pay System Sub Form (Sub Form)
- Which Reports To Open (Form)
- Customer Order Details (Report)
- Employee Pay For Hours Worked (Report)
- Employee pay system grouped by employee (Report)
- Grouped By Employee ID & Pay System With Date (Report)
- All stock less than 5 (Report)
- Sale By Stock Item Report (Report)
- Stock List (Report)
- Supplier Details For Goods Ordering (Report)
Qualitative problems
- The system is not user friendly.
- There are paper based employee and customer records, this can cause problems such as the records can be lost or forgotten.
- The system is not organized it is all over the place.
- There is a lot of data in the current system and the system is paper based and paper based sources take up too much physical space for example in a filing cabinet
- It is difficult to use and sustain.
Quantitative Problems
- The system takes too much time
- It takes up to 30 minutes writing letters to get in contact with employees about lateness and work absences.
- It takes more than an hour to work out employee wages because all employees work at different times and different quantity of hours
Constraints
Hardware & Software Constraints
There are no hardware and software constraints because the hardware and software meets the requirements of the new system.
Data Protection Issues
This system contains some data, which will need permission from the Data Protection Authority to store
Security
The only end user of the new system will be Mr Hartij Singh and it will be password protected. He would be the only one to know the password and no one else will be able to access the data without the password and permission of the end user. I will advise the end user to change the password reguraly to have the maximum security.
Time
The new system must be finished by the 1st May 05
End User’s Current IT Skills
Mr. Hartij Singh has a good knowledge of using computers and he is up to date with using the Microsoft Office XP Package including Microsoft access
Special requirements
No special requirements required
End User Requirements
Overview
The user requirements for the new system are the following:
The system must
- The system must be simple & easy to understand also use
- The system must look professional
- The system must produce reports
- The system must have search features
- The reports must be easy to read
- It must be easy to add new users
- The system must have password protection
- A user guide must be provided with the system
- The system must automatically be able to search for customer names and stock names which have been ordered for the customers.
Data Capture Methods
- Mr. Hartij Singh will enter the data using the computer in the hardware shop
- Drop down boxes will also be used so that the end user only selects data that is available
Data Verification & Validation
- Input masks will be used so that Mr Hartij Singh does not accidentally enter incorrect details into the system.
Data Processing
- It must also be able to compile reports
Output Required
The system must produce a list of people in a table that have placed a big order
User Interface
- The system must be easy to use and navigate through
- The system must look professional
Security
- Password protection must be used
- Password will be changed on regular basis to maximize security e.g. every 2 weeks
Data Backup & Archiving
There must be an archive feature in the system
The system must be backed up on a regular basis
End Users Training Needs
I will introduce the end user to the new system. The end user has a good understanding of ICT and he has the skills to use the system, so he will not require a lot of training, although I will run over the system with and give him a user guide, so if he does get stuck, then hw can use the user guide to help him through.
The proposed System
Overview
My new system would do the following:
- Store Stock Details (Table)
- Store Customer Details (Table)
- Store Employee Details (Table)
- Store Suppliers Details (Table)
- Store Sale By Stock Item (Table)
- Store Ordering stock by looking at product tables and quantities (Table)
- Store Employee Pay System (Table)
- Delete items more than 2 years old (Query)
- Show stock which has a quantity greater than 5 (Query)
- Show all stock which has a quantity less than 5 (Query)
- Workout employee pay (Employee Pay System – Hours Worked) (Query)
- Customer Search (Query) (Query based on a form)
- Employee Search (Query) (Query based on a form)
- Product Search (Query) (Query based on a form)
- Show sales by stock item (Query)
- Show total sales (Query)
- Customer Search (Form) (Query based on a form)
- Employee Search (Form) (Query based on a form)
- Product Search (Form) (Query based on a form)
- Customer Details (Form)
- Customer Order (Form)
- Employee Details (Pay System) (Form)
- Forms Sub Form (Form)
- Main Menu (Form)
- Order Items Sub Form (Form)
- Queries Sub Form (Form)
- Reports Sub Form (Form)
- Stock List (Form)
- Supplier (Form)
- Employee Pay System Sub Form (Sub Form)
- Which Reports To Open (Form)
- Customer Order Details (Report)
- Employee Pay For Hours Worked (Report)
- Employee pay system grouped by employee (Report)
- Grouped By Employee ID & Pay System With Date (Report)
- All stock less than 5 (Report)
- Sale By Stock Item Report (Report)
- Stock List (Report)
- Supplier Details For Goods Ordering (Report)
DFD Levels 0
DFD Level 1
Detailed Description Of DFD
- The end user creates a small and a big order
- The orders report is printed and given to the end user
- The end user up date’s stock list
- Suppliers report is printed and given to the end user
- Customers list is updated from the customer details
- Stock list is printed
- The end user calculates the employee pay
Performance Criteria
Qualitative
The system should:
- Be user friendly
- Workout the total payment for the food, which the customers buy in the restaurant.
- Have a attractive modified ‘house style’ (Existing house style from old system)
- Be easy to use, perform and complete tasks
- Include mail merge letter templates to send letters to employees who are absent from work, for any reason.
- Help my end user to organise his work.
- Have a computer based employee register for the end user to monitor employees being present, late or absent for work.
- Have command buttons, which are clearly labelled for easy navigation through out the system.
- Have macros.
- Workout the amount of hours that employees have worked for and the quantity of pay they should receive.
Quantitative
The system should:
- Allow the end user to access the employee and customer details in less than or equivalent to 5 seconds.
- Calculate the total payment for the goods, which customers buy in the shop.
- Let my end user open documents such as mail merges in less than or equivalent to 60 seconds.
- Highlight the employees in the employees’ register who are absent, late or present for work, I will do this by conditional formatting while the register is being taken.
- Workout the amount of hours, which each employee has worked for and the quantity of wages they should get paid less than 5 seconds.
- Let my end user switch between software in less than or equivalent to 5 seconds. I will do this by a user interface.
- Allow my end user to produce letters in less than or equivalent to 20 seconds. This will be achieved by using mail merge.
- Allow the end user to take the employee register in less than or equivalent to 60 seconds.
- Open up in less than or equivalent to 5 seconds.
- Close down in less than or equivalent to 5 seconds.
Task List with I/O/P Analysis
Employee Sub Menu
Customer Sub Menu
Flow Diagrams – Level 0 and 1
Level 0 - Flow Diagram
Level 1 - Flow Diagram
Performance Criteria (end user requirement)
For this project I should be able to perform the following tasks;
The system should:
- Open up in less than or equivalent to 5 seconds.
- Close down in less than or equivalent to 5 seconds.
- Allow the end user to access the employee and customer details in less than or equivalent to 5 seconds.
- Calculate the total payment for the products, which customers buy in the restaurant in less than or equivalent to 5 seconds
- Let my end user open documents such as mail merges in less than or equivalent to 10 seconds.
- Highlight the employees in the employees register who are absent, late or present for work, I will do this by conditional formatting while the register is being taken in less than or equivalent to 5 seconds.
- Workout the amount of hours, which each employee has worked for and the quantity of wages they should get paid less than less than or equivalent to 5 seconds.
- Let my end user switch between software in less than or equivalent to 5 seconds. I will do this by a user interface.
- Allow my end user to produce letters in less than or equivalent to 20 seconds. This will be achieved by using mail merge.
- Allow the end user to take the employee register in less than or equivalent to 60 second
Questionnaire For My End User
1) Do you have any computer skills?
Yes, I have all the basic computer skills and also the knowledge to use different programs such as Microsoft Office 2002
2) What is your present system like?
My present system is paper based which means I have to do a lot of written work. But it causes a lot of problems.
3) Do you have any problems with your current system?
Yes, it’s very slow which means a lot of time is spent on it and it causes stress such as employees’ wages – I sometimes pay my employees incorrectly and I have errors most of the time.
4) What would you like in your new system?
Basically I want you to enter untrue data while you are creating the system but when the system is complete I will transfer the data from my current system into the new one.
5) What hardware do you have available?
Well I have a PC in my office in the hardware store with all the modern components; the PC is new I use it for my personal use. I have all the general programs.
6) What software do you have available?
I have Microsoft Windows XP operating system with Microsoft Office 2002
7) What would you like to have in your improved system?
I want it to look simple and easy to use from and colorful if possible. I would like it to have employees’ details. I would like you to create an application form so if I have jobs available I can give out application forms to people to apply for a job.
8) Would you like mail merges in your system?
Yes I would like mail merges such as employee work absent letter and also a holiday/bonus mail merge has well so if I want to give a holiday or a bonus to an employee I will use the mail merge.
9) Would you like macros in your new system?
Yes, but I am not sure where about in the new system.
10) Would you like formulas to calculate anything?
There will be 1 part in my system which I would only let my employees to use, this will be to workout the payment a customer has to pay example if a customer has bought a tin of paint and some gardening equipment I would like the system to calculate the price for the gods and the total payment for customer to pay. I want my employees to use the new system to calculate goods payments from customers instead of doing them on the till this will be easy to use and efficient.
11) Would you like color schemes in your system?
I would prefer color but not too much only highlight some parts in the system, which are important.
12) Other than you would there be anyone else using your system?
Yes I will let my employees use the system.
13) Are you or another person who will use the system color blind?
No
14) For security purposes would you like your system to be password protected?
Yes I would like to have my system password protected and give permission to employees to access and open up the system to use as a till system on PCs in the hardware store.
15) Would you prefer your company/business logo?
Yes I would, put my existing logo on the system if possible or something else suitable.
16) Would you like to keep a work attendance record for employees to find out who is coming to work more often and who is not?
Yes if it is possible for you to create one for me.