Appropriate hardware necessary to allow the access application to work effectively:
You need a good high quality computer with a C.P.U with a Pentium 4 processor or greater with a minimum 240 MB of RAM. However this is not compulsory but using this will make the system easier to understand and quicker to access. A monitor that is a minimum of 15” CRT, so the users can clearly depict all information displayed within the application and avoid mistakes. A Keyboard is required for the user to type in customer/property and date of viewings details and the ability to search, edit different customers/properties. With out a keyboard the system is unable to work productively. To use the system a wireless optical mouse is needed enabling the selection of the list of clients, properties and viewings, it is also required to allow the user to navigate around the introduction switchboard enabling to opt which process to enter. The digital camera stores all the photographs of properties that need to be uploaded onto the computer for the Property Reference therefore the estate agents have photos of the properties to allow the customers to view. A printer is necessary, as the system will be designed with different macros that print out information for the user that they may want to print. A printer is necessary to produce reports and details in the form of a hard copy.
Data collection and input
Mr. Hock requires the essential information to determine the systems features allowing it to be simple to use and effective for his employees. The information required allowing the correct construction of the system incorporates:
The tables display the customer, properties and date of viewing.
The individual field in each table will be as follows:
Customer Table [Customer ID, Surname, Address, Telephone number, Price range]
Property Table [Property ID, Location, Type, Price, Facilities, Extras]
Viewings Table [Customer I.D (Primary Key), Property I.D (Primary Key), Surname, Telephone number, Date]
The production of two reports is required as the estate agency will need both customer and property reports. A query will be devised to combine data from the 3 tables. The user will be able to specify the Customer details and properties and date of viewing relevant to the individual client will be prompt.
Data manipulation
Mr. Hock wants to apply images to the Access application system to attract clients and devise an appealing system, these will be obtained from numerous Internet sites however many possess a hyperlink attachment which Mr. Hock requires the removal of therefore allowing the illustrations to be copied and paste direct to the forms.
I am going to design three forms showing this information what I am going to put in my tables. I will be including the Companies logo and colour scheme in the form as said in the user required in section 1. It’s easier to read off of the forms as there simple and clear to understand.
In order to produce a set of reports needed to run ‘Dream Homes’ I am going to have to make a set of queries. I have asked Mr. Hock and he states the queries that are most often asked about from both customers and employees are:
For customers I am going to make query’s to enter the- enter county, customer I.D, Customer surname, customer telephone number, First name, price wanting to view and type.
For properties I am going to make these queries:
Enter the location, bathrooms, bedrooms, type and price.
I am going to design enter queries, I will do this by going onto new query and onto design view and I will design it by myself. I will also design some And/or queries as sometimes you might need two pieces of information to find out what you are looking for. Following the production of the queries I am able to design the reports. I can do this by using report wizard what runs through with you how to design your own report. The reports will show me information what I have designed the report and query to ask me. I am going to design macros that can then print out the reports.
Data flow for the property table:
Property Property details
Price and
location
Data flow for the customer table:
customer customer
details
N Name and
address
Output
The Access application system Mr. Hock is looking to produce will require certain functions, to make it a success. He conducts a meeting with some of the employees and financing members of the Estate Agency so he has an opportunity to hear their expressed opinions on what the finished system should be like. From there meeting they determine the systems requirements, which are:
- The system must be easy for employees to use.
- It must be quick and effective to use without the guide of instructions.
- The online shop must be presented clearly creating a successful simple to use system.
- Apply working Macros, Reports and Queries.
- An enticing colour scheme and background to system which apply with the company colours.
- Big clear texts and headings so user can see what they are selecting.
The output aspects of the system are the graphics and colour. The different devices used to enable the user to view a specific property or customer details table displayed on the system include a monitor which is the main source of allowing you to see, another output device is speakers which allow sound the be heard although on Mr. Hocks system it is not necessary as he is not using sound on his system, as the instructions are self- explanatory and un-aided by sound. Sound is only necessary to add interest and is not vital to control the system. A printer is also required to enable the efficiency of print macros this allows the printing of reports. Mr. Hock recently invested in a a fast high quality photo printer with the introduction of several new features allowing a combination of copying, scanning, faxing and printing. Mr. Hock also frequently uses a projector during his meeting to discuss and display the profits obtained however it is not needed to allow the system to work correctly.
Back up and Security Strategy
Mr. Hock’s system will need to be protected to do this files will be saved on a floppy disc for security reasons; it will not hold a high percentage of capacity on the disc as it an Access database. Mr. Hock will take the disc home with her every night to keep if safe in-case of fire hazards or other dangerous hazards that could jeopardise the information or even loose it. You will also need a password to access the system to she can keep potential hackers out. Mrs Heart is applying a virus protector so when she needs to use the internet she will be protected from pop up emails. The site is also protected from users entering cells in which only Miss Heart can enter therefore resisting information change. To make the Microsoft access secured so no hackers or viruses from the computer can damage or steal the system I am going to make a list of security actions we can take so this can never occur:
- Each night once the company has finished one days work then someone can save the data on a floppy disk and put the floppy disk in a completely different building from the computer. This will be in case of a fire/flood or someone stealing the computer or the computer being damaged.
- Also I am going to design the system so there is a password to get into it that only company members will know. This will prevent hackers. The password will be unique and include numbers therefore excluding the risk of potential hackers, he will also have to have it at regular intervals during the month so it is has added protection, he will not be able to record it or write it down incase it is discovered and an unwanted user is able to access the system.
Part 3 – DESIGN
Initial designs
I have constructed three designs which I am aiming the Access system to reflect, following I will devise a survey regarding the drawn designs to depict the overall preferred design which I will modify and enhance as my final design. I will firstly decide how to draw these designs of forms by Mr. Hock’s selection of colours from his choice, however I can elaborate the designs although the significance of the opted aspects must be featured. The three designs will be of the same form and it will be one of the forms for the housing. I chose this because so I can find out what size of picture is preferred aswell, as I could not do this if I did the survey on designs for the clients. (The client form does not have a picture). To enable the correct conduction of sale techniques the staff must be able to navigate through the system and show clients in depth information regarding the house, which may interest them. The system must be easy to use as it will be referred to frequently therefore must look professional and attractive. The application of digital photo images, font styles and colour schemes will be required to achieve this. There will be 3 forms for data entry, they will be buying properties, viewing properties and the customer detail entry.
Mr. Hock is aware of the intentions of his system and recognises it will not be viewed by clients therefore the exclusion of enticing and appealing features is allowed, however the system must be clear and possess simple decoration. It will be used by the numerous employees to locate both customer and property. He wants apply the company colours consisting of neutral pastels as a background to the system devising a fresh design which if desired he can expand to be witnessed and used by customers. The company uses pastel colours as the system will be used by all age groups therefore this will appeal to a wide audience and avoid any offence or age restrictions. Mr. Hock is considering investing in touch screen kiosk desks allowing clients to search and add properties currently available excluding the assistance of an employee; this enables a quicker process for customers and increases potential profits, therefore the system would need to possess enticing and interesting colours and fonts to attract an appropriate audience. If Mr. Hock extends his computing technology displayed within the Agency he would have to incorporate a quick and easy system which all users, inexperienced or experienced without the use of guide or instructions this is to avoid any possible confusion. Mr. Hock encouraged all employees to complete a questionnaire recording their preferences and concerns about the manageability, appearance and usefulness of the system allowing enhancements if necessary. This allows him to view his employee’s opinion on the system and suggest any alterations they feel necessary to the initial designs to assist in improving sales or manageability.
User feedback on initial designs
To secure and excel Mr. Hock’s profits he needs to produce a system which supplies both employees and relevant clients with the suitable information and details coupled with engaging embellishment to captive the correct audience. Mr. Hock intends the questionnaire to be completed by his staff however in the futures wishes to lengthen the questionnaire to clients to enable a varied and accurate account of both employee and customer. He constructs the questionnaire from a series of significant questions allocating a clear depiction of user requests. Mr. Hock’s questionnaire will surround my 3 paper-based designs querying the most reliable to attract customers and usability supporting the views of personnel. The questionnaire is completed by 15 employees. Here are the results of her survey:
Based on the user feedback of my designs I conclude that design 2 offers the most suitable features to the staff of the Estate Agents. Therefore this is this system, which will be most appropriate for the conduction of the necessary properties incorporated within the system. From the above graphs I can extract that the Design which obtained the majority of votes.
To access the preferences of the 3 designs Mr. Hock encouraged the completion of an opinion table regarding the 3 designs I created, this allows Mr. Hock and me to view and determine any possible changes which can be enforced to further enhance the system. 15 staff were questioned on the 3 designs.
Which design offered the most suitable features for the systems usability?
Which design did you prefer overall?
From the above graphs I am able to view that Design 2 is the preferred design therefore this design to be extended and devised as the actual system once modified slightly and created. To allow me to extend my knowledge of employee opinion I feel it necessary to construct a series of questions regarding Design 2.
From the questionnaire Mr. Hock will deduce aspects which members of staff feel necessary to include this will allow me to compose a design applying these requirements.
- Does the system possess easy navigation enabling a quick and easy conduction of viewing client and property details?
- Do you find the system appealing?
- Does it incorporate enticing features? Do you feel these need to be extended to allow customers to view the system?
The following graphs were obtained from the results of the questions used to depict the employee’s opinion.
Overall out of all three designs I believe that Design 2 is the most appropriate to use in an Estate Agents. From the questions I asked the majority of people choose Design 2 as the best of all questions. This shows that Design 2 is the best and most appropriate. Evidence of this is demonstrated in the above pie charts.
The design which was perceived to be most popular was Design 2 as it obtained the majority of the votes, which I observed from the survey above to extend my research on the popularity of this Design I further investigated the aspects which were included. To successfully do this I created the following questionnaire.
Here is the copy of the finished survey I gave to people.
The above bar chart displays the opinion of staff which experienced the aspects of the Database. The feedback has been made into a bar chart so I am able to view which aspect needs further improving. All of the aspects gained the majority of excellent feedback however the ‘Colour Scheme’ criteria has gathered one poor response; this allows me to deduce that this aspect needs to be enhanced.
As Mr. Hock’s Database System is intended for the use of the staff from the Estate Agency I needed to design the Database so it was simple to use as this would encourage more staff to successfully produce a property sale purchase the and this would result in more profit for Mr. Hock. I achieved this by applying colours which allow the identification for example pastel or vibrant colours, such as pink, yellow and blue. I also used tables and cells for the forms, this enabled a neat and clear appearance which I believe will allow an easier search add or edit process. I also used colours that I though would represent the Estate Agents these are the one Mr. Hock previously suggested. Additionally I used reasonable sized buttons on the switchboard to allow users to be successfully transferred to their intended destination.
Menu Structure Diagram
Test Plan
The breakdown of solution into subtasks on my system:
- I opened Microsoft Access Application and I began by applying the relevant information with the specified details and the correct data types for example OLE object for the property image. In the field Customer ID and House ID I ensured I incorporated primary keys enabling the depiction of unique data. In the Field name I entered the significant headings to my Estate Agency. This is an individual account of information which relates to the other fields, I then selected the Data type e.g. Autonumber, Text and Date/Time relevant to the opted field. My primary keys are Customer ID and Property ID.
- I then applied the client and property details within my tables; this consisted of the following customer details [Surname, first name, date of birth, address 1, address 2, town, county, post code, telephone, mobile number, email address and price range]. And the property information includes [Price, location, type, bedrooms, bathrooms, garage, garden, extras, facilities, double glazing, central heating and pictures].
- I developed the design aspect which enabled me to apply colours, the companies opted colours were neutral pastel colours these allowed a clear separation of the ‘ ‘ Estate Agency, against other local agents. I allocated a certain colour scheme throughout to simulate the company’s colours, the font will be maintained to avoid confusion.
- I linked the two above tables together in a ‘Viewing table’; some were look up tables, for example house types, these were typed in with the options whereas others required the entry of text to successfully work.
- The queries were then made for certain aspects of the system. For example bedrooms and type, or customer name. These queries were a range of normal queries or and/or queries where there can be more than one preference.
- I then made reports for a selection of these queries. When the preferences for the queries have been entered reports are made showing the results. I then designed macros to be placed on these to make it easier to print the information and produce a hard copy of the details.
- I then made a switchboard to make it easier to add or edit or search for certain requirements. I did this by going into the database utilities, opening a switchboard manager and constructing it from there.
- The final aspect of the system were the macros. I initially constructed about 7 of these, to perform various tasks. These included; to open parts of the system as forms, tables and queries, also to open a part in the print preview or to actually print a form or report.
The three tabled designed that are required to make this database are shown below:
These three tables are defined as each of the following tables:
Customer Table
Housing Table
Viewing Table
The Forms I produced from these tables are shown below in full colour. They were made and amended depending on the survey results that were previously obtained. The colours used were the coloured preferred by the community, to continue the colour scheme they were replicated in all 3 pages of the switchboard. By linking them in with one another I am expressing that all of the forms are set to a few colours, this allows clients to depict the company’s colour scheme. These colours are mainly lemon yellow, pale blue and pastel pink. This therefore is aimed at a wide audience, as pink is preferred by the female element, blue by the male and yellow is neutral. Mr. Hock advised me on these light colours as he feels like work well with one another and wants to continue the company’s colours throughout the switchboard. The final design I have produced is a simple clear way to type or display various information. Also I gave the forms with a picture (Viewing and Housing forms) a significantly sized image, which is not over dominant however applied an attractive feature to intrigue the audience.
Final designs – justification
The design fits all of Mr.Hock’s needs and enables the database to store necessary information. It is password protected therefore only allowing authorised users to enter the system. It matches the company’s colour scheme and looks very well organised.
Part 4 – IMPLEMENT
My finished design has been implemented on Microsoft Access catergorised into specific groupings to enable staff to easily access the precise aspect they require, for example Edit, Search and Add under the property and customer headings, offering simple yet bold designs.
Finished design
Part 5 – EVALUATE
Evaluation of Initial Objectives
Objective 1
The system must have password security. The system must be secure from other users. The system should be protected applying security therefore only allowing authorised employees to enter the system this could be achieved through the application of passwords preventing hackers accessing the data.
Applying password protection enables only the authorised users to access the system. The password box is prompted as soon as the system is activated, the request of a password enables only intended staff access.
Objective 2
The system must be interactive enabling the staff to successfully co-operate with the system allowing the deduction of suitable properties for clients.
The system is interactive and is able to be controlled by any authorised member of staff; therefore they are able to apply a user-friendly interface to devise an appropriate application package.
Objective 3
The system must incorporate a series of buttons in order to correctly navigate through the database.
The system used a wide variety of buttons in order to pass through the system, enabling them to save, exit and search buttons within the database and these aid their ability to navigate around the database easily.
Objective 4
The system must contain photographic copies of the properties features.
This objective was successfully met as the clients are able to view the images through selecting the property forms; these contain individual versions of the property.
Objective 5
The system must include the essential property details: price, quantity of bedrooms and bathrooms, extras which will entice the client into the purchase of the property and must provide information regarding the local community.
The system has applied all the necessary information and has also included other details which offer the potential owners more particulars making it versatile and able to perform all functions stated.
Objective 6
The system must enable the user to extract a hardcopy of the form therefore take a printed version of the age they request. Macros are applied to run simple programme commands for example print forms automatically.
There is a print button on every page which has a house for sale and this makes it possible for a customer to take home a photo of the property that they may wish to view.
Objective 7
The database requires a simple menu presenting the options.
This avoids the added expense of staff training which may be required if the system is complicated and they employees possess no advanced I.C.T skills therefore developing a simply system allows all to easily use the database correctly, efficiently and with ease.
Objective 8
Date must incorporate reports and quires.
Quires and Sorts options allow the use of simple processes to determine how to interrogate a database. A sort allows the user to choose a field, and the records are then sorted into order using the entries in that field. Sorts can be done by using text fields and numerical fields. With text fields, the entries are sorted into alphabetical order by giving the letters a numerical value (e.g. A=1, B=2, Z=26). Sorts can be either ascending order (with the lowest value first), or descending order (with the highest value first), however such advanced sorting is not required for Mr. Hock’s database. This also allows the conduction of searches. A search is when the computer looks for data meeting certain conditions. To do this, the user uses a query- which is a list of requirements the computer is commanded to look for. Me. Hock uses these to search for properties meeting specific conditions required by the potential owner e.g. 5 bedrooms, 3 bathrooms and 2 living rooms. He uses both advanced and simple queries. The simple queries tell the database to look for records that meet just one condition.
Reports can either be screen based or printed dependant on which one the user requires. Record-format reports display each record of data completely separately. They’re useful if the user requires to view each record on its own. You can format reports by using different fonts, colours and styles. If the database format options are limited, you could export the data into a word processor or desktop publishing package where they are more options. Also if required database software will allow calculations to be performed on the data, and the results displayed as part of a report.
Objective 9
Informative and detailed.
The system must display detailed information regarding the property to allow as customers to
Objective 10
The system must possess a user friendly interface.
A user-friendly interface will encourage users to use the system more.
Objective 11
Possession of primary keys in both the customer and property database.
Images regarding the property entered on forms and the application of the companies.
The use of primary keys allows a unique account this is used in both Customer ID and Property ID
Objective 12
Application of complementary and enticing colours.
The use of attractive colours will intrigue users and apply a constant interest to the database, it also always the database to offer unique features of the company applying their company colours, which defines the company from other local estate agents.
Objective 13
Navigation possible with the exclusion of instructions.
This avoids any added costs as employees do not require training to use the system, Mr. Hock only employs those with basic computer capabilities therefore instructions are not necessary to use the system efficiently.
Objective 14
Customer’s names must be listed in alphabetical order to organise the files.
This devises a quicker process allowing the staff to modify the appropriate client details with ease; files can be located easily as they are arranged in a manageable order.
Website Address:
Telephone Number: 01206 345841 Fax Number:01206 648543
Employer: Mr. Hock
Branch Location: Chelmsford
23 Trinity Walk
Eastlow
Chelmsford
Essex
Dear Miss Hibben,
I am writing to compliment you on the completion of the designing aspect of the ‘A.H estate agency’ company’s database system. The company is extremely grateful of the effort you produced with in the database. You excelled in the production of the database and we recognise your hard work and are keen to reward you with a substantial payment for your generosity in developing the company’s system. This will be received by cheque on the closing date of 11/04/07. The A.H Estates Company congratulates you on the database you composed. A meeting was conducted to discuss the completed A.H estates agencies database you produced. The department observed areas in which you could further extend and improve and located some high quality features on the database, which were well thought through. The following are several improvements, which could be applied;
- Firstly we were all immensely satisfied with the professional appearance you incorporated with in the database system to further improve this by applying the companies logo to all pages of the switchboard however understand that you used it on the necessary pages.
- Secondly the font could have been made larger throughout the switchboard to avoid the occurrence of eye strain, as the members of staff can be required to use the computers for prolonged periods of time.
Excluding the improvements there is an array of superb components displayed with in the database stock page you designed and the department all agreed that the system was a total success and will succeed in intriguing customers. Below we have listed some of the qualities we like best;
- Firstly the properties available on the system are clearly presented under bold headings in separate categories, which allows my clients to clearly view where they can locate their chosen perfume.
- Secondly I approve of the sites easy usage as this will appeal to the less experienced customers visiting allowing them to navigate around my site accordingly which would be useful for my many customer
- Thirdly we commend of the use of colour schemes as the staff all feel they were suitable for the target audience and were presented to a high standard, this also applied interest to my individual pages enticing a maximal degree of customers.
- Finally the designs you created were successful and exposed eye-catching schemes which would attract large quantities of users to increase overall profits. We are very pleased with the factors involved in the online stock page.
We would like to thank you once again for the completion of A.H estate agents database system and will recommend your services to others requiring a reconstruction and redesigning of their current system. We ate grateful for the effort you devoted towards the companies database.
Yours sincerely A.H estate agents Company
Company manager Mr. Hock
Mark Hock
User Feedback on Solution
The estate agents were given the final system to trial and observe how effective it would be if they used it. They offered the following comments on the completion
Further ideas for improvements
There are many factors that could be further improved within the database.
- Firstly by applying a print macro on every page and not merely just the property reports Mr. Hock and his staff would be able to print out any page of the system with ease, avoiding following the print process, they would just have to activate the hyperlink and a hard copy of the page would be produced.
- Secondly by increasing the font size, staff would be able to navigate around the system easier as it would be presented neatly allowing it to be easy to read.