ICT Access

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Part 1 – IDENTIFY

Statement of the problem

Mr. Hock is the proud owner of a recently configured estate agent. Mr. Hock invested a large quantity of money obtained from both savings and loans to produce a successful business. Mr. Hock is keen to generate a local estate agent that will enable the delivery of a level of personal service unmatched by larger corporate companies to his clients; he maintains a policy of a personal promise to provide a quality service enabling a stress free move. He employs a mature specially selected local team offering a combined experience of over 125 years in estate agency therefore viewers can be accompanied by staff if required. His employment also extends to Sales Coordinator a specially trained individual member of staff to do all the work for the customer once the sale is agreed and an exchange of contracts is completed ensuring the sale proceeds smoothly to a successful completion. He incorporates competitive sole and multiple agency commission rates representing excellent value for money. When he bought the company 4 months ago he was aware the previous owners earn’t a substantial amount, with high profits. He offers a range of affordable housing, enticing many clients. He wants to encourage a constant supply of reliable clients recommending his services to both friends and family. Often users of the website comment on their experience of the site and he receives e-mails on the online computer located with in the store. He receives personal recommendation which he allows access to by potential clients allowing them to see the ever expanding file of comments from customers very happy with the service that they have received.  His team offer valuations considering numerous factors affecting the sale ability of the property and its current market value, however it would be more appropriate if he could inspect a database of properties currently on sale with them to confirm a reasonable price attracting a prospective buyer this would allow him to cross reference against the agents existing list of potential purchasers currently registered to determine the maximum price they would be willing to pay for a similar property. Although Mr. Hock has a high standard estate agent there are some improvements, which could be implanted to create an effective sales strategy. Mr. Hock requires the production of an advancing recording application displaying the property and client information, to enhance his previous paper based designs Mr. Hock has purchased a new high-speed computer located in store. Mr. Hock wants to develop a system allowing him to locate clients or properties easily these will be presented with in a table listing crucial information relevant to the subject. As Mr. Hock operates the estate agents he has little time to create a design himself therefore he appointed me. The database needs to incorporate easy navigation and a useful supply of property details. The previous owners recorded property details on headed paper and organised them in secure files however Mr. Hock wants to adapt a system, which allows him to search a property or client reference number or distinctive element prompting the details.  

Consideration of alternative solutions

Mr. Hock has acknowledged his existing system is not appropriate for his requirements therefore he is advancing the recording process, which allows the entry of details however the previous paper based designs displaying viewings were recorded within a book, his preferences would be to create individuals files of properties, customers and viewings within an application. Another Method that the current system can be improved is by the organization of files into alphabetical headings and entering them into separate files labeled clearly however this possesses many faults as it would require a lot of space and would take a long time to organize each clients files. An alternative solution is to devise a file within Word processor application generating an easier process to present the clients details, however requiring a large quantity of memory capacity and excluding the performance of client and property searches therefore staff will be requested to extract the appropriate information. A third option would be the use of a spreadsheet to apply properties and clients within a sheet, accessible by all employees. This solution should avoid an increase of time currently consumed however excludes the production on an effective report allowing the presentation of details. Also the features incorporated within spreadsheets make it harder to sort and insert images and it is not possible to search specific information. The final solution evaluates the successful approach of an Access database application allowing the creation of reports, queries, forms, tables and the use of Macros, with a switchboard allowing the user to navigate easily around the with a user friendly interface, therefore Mr. Hock identifies Access as the most successful application to solve his problem.  

Chosen Solution

Finally the use of a computer software package, which allows the construction of an effective database system, will determine the most appropriate form of property and client detail storage. It is better to use Microsoft Access as it more accurate, easier to use and more secured than any other programmes. The system can be easily modified and will constantly be updated with new properties and customers available and other necessary alterations. It also allows added security as the information could be saved in different locations to ensure maximum safety. The database system will enable employees to perform functions which paper-based forms are not capable of doing, for example the staff are able to search individual aspects of the properties dependant of the client’s preferences, this is achieved with the application of queries. An added improvement of a database system would be that it can allow more space within the Estate Agents as bulky filing cabinets are no longer required. Additionally it will allow a faster process, for example if a particular customers details needs to be located staff are able to perform a search where they enter the Surname of the required client, this will then prompt all clients with the entered Surname upon the screen. The use of a database system would be refined and define a specific sophistication coupled with an easier process which the paper-based methods were unable to do. Mr. Hock intends me to produce the database as he lacks the IT ability and time, we have both decided Microsoft Access application would be best for the purpose and would influence the proposed audience. The software package is capable of all aspects Mr.Hock wants to incorporate therefore will be able to produce a successful database and will be uncomplicated for staff  to use.                                                        

User requirements

The user requires the presence of several features allowing employees to appropriately navigate around the application this devises an easier process to depict the necessary information-displaying client, properties and viewing details.

  1. The database requires a simple menu presenting the options.
  2. Date must incorporate links and quires.
  3. Macros are applied to run simple programme commands for example                                                                                                                                                                                                                                                    print forms automatically.
  4. Informative and detailed.
  5. User friendly interface.
  6. Possession of primary keys in both the customer and property    database.
  7. Images regarding the property entered on forms.
  8. Application of complementary and enticing colours.  
  9. Navigation possible with the exclusion of instructions.
  10. 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.
  11. Customer’s names must be listed in alphabetical order to organise the  files.


Part 2 – ANALYSE

Appropriate Software and Hardware

The software components that will enable the correct conduction of the Estate Agency database system include paint to allow the modification and manipulation of images to apply to the forms allowing clients to view the property. I can apply the pictures onto the system by copying and pasting them to make it more attractive and appealing. Jasc Paint shop can be purchased on disk packages or downloaded from Internet sites. This software will be appropriate, as photographs of properties viewed will need to be cropped to allow the application of images to the reports. Jasc Paint Shop Pro will enable an efficient process. This will be able to run on a standard P.C with the use of Microsoft Windows, which needs to be installed allowing the relevance of Access. Access is useful software as I am able to open databases and develop an advanced Estate Agency system.  Internet Explorer can be used to obtain and extract the images from various Internet sites collect and information regarding property details deliver by opposing Estate Agents. Access is required to produce the database. The assistance of Microsoft Access will allow me to enter clients, properties and date of viewing; applying reports form queries and macros.

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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, ...

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