The company on average would make 20-35 transactions in a day.
Data for the system
This is the data on the smaller class of cars that are designed to hold only two passengers. The price on all five of these cars is set at £167.00 which is very adequate because it can allow the customer to choose whatever car they prefer without having to worry about the price. These tables are a basic representation of the data that is needed to carry out the memos and other end user requirements.
This is the data on the medium class of cars that are designed to hold four passengers. The price on all five of these cars is set at £183.00 which is very adequate because it can allow the customer to choose whatever car they prefer without having to worry about the price. These tables are a basic representation of the data that is needed to carry out the memos and other end user requirements.
This is the data on the economy class of cars that are designed to hold four passengers and is very fuel efficiency. The price on all five of these cars is set at £189.00 which is very adequate because it can allow the customer to choose whatever car they prefer without having to worry about the price. These tables are a basic representation of the data that is needed to carry out the memos and other end user requirements.
This is the data on the compact class of cars that are designed to hold five passengers, are also compact and fuel efficient. The price on all five of these cars is set at £211.00 which is very adequate because it can allow the customer to choose whatever car they prefer without having to worry about the price. These tables are a basic representation of the data that is needed to carry out the memos and other end user requirements.
This is the data on the intermediate class of cars that are designed to hold five passengers. These are the most popular for families and offer the most space out of the range of cars. The price on all five of these cars is set at £319.00 which is very adequate because it can allow the customer to choose whatever car they prefer without having to worry about the price. These tables are a basic representation of the data that is needed to carry out the memos and other end user requirements.
This is all the options the customers get with each car. Therefore the customer can choose what accessories they would prefer on each car if available at their own expenses.
Resources Available
The car rentals company is currently operating with five computers; these are very old and almost useless machines. However they are equipped with hardware such as Printers (312KL) which is a very old, slow printer and unreliable printer which is used for printing invoices for customers. They also have a photocopier (SP320) that is a reliable and can work at a reasonable pace, but is not efficient enough for the company’s high use which means they are spending too much on replacing ink cartridges etc.
The computers and their processing systems which the company are using are currently as stated below:
- Intel-Pentium D processors 1.1 GHz
- Hard drive space 20Gb
- 128Mb of RAM
- Floppy Drive
- CD (CDRW) - Drive
- 15 inch Monitors
They are also using Windows 2000 which is an old operating systems which includes all of offices features however these are not the newest versions or the correct operating system for my software. If this is not acquired then the software will not work, because if my software is to fully function Excel 2003 (preferably) or a version which is released after that must be used.
I would recommend the company to purchase computer units which have the following specifications because as these are the latest or most adequate features needed for the company to process at maximum speeds;
- 2.66 GHz or faster processor
- 1 GB or more of RAM
- 80 GB or larger disk drive
- 64 MBs or more of video memory
- CD/DVD-RW drive (optional but useful)
Also the system needs to be to a required software standard that can be compatible to the software I am designing. Therefore I am recommending a minimum of XP professional or any other operating system which is released afterwards. This operating system will already contain (if installed properly) the programs which are required for my software such as Excel.
Hardware required are the basics which should come with the unit of computers at purchase such as mouse, keyboard and monitor (size of monitor is entirely up to the manager or staff requirements).
Other hardware required is a new printer and photocopier, that can be set to print at different modes and fast speeds in order for the company to be able to print the required design of invoices at the required speed. Therefore I am recommending Lexmark X772e which is a combination of both printer, photocopier and many other features that should all meet the companies requirements.
End-User Requirements
End-user requirements are the things the company using the software would want the software to do. There are both generalised and technical aspects of their needs which I have included below:
- The system needs to be user-friendly and easy to use by the staff.
- The system must allow users to order items.
- A login box which works with a password, username, is not easily by-passed and appears every time the software is opened.
- More then one car and accessory should be allowed to be order per customer. (Maximum will be set at 5 cars for each category).
- Users should have access to their receipt/Invoice before it is printed, in order to double check their order.
- The system must produce a receipt for customers, which should contain all ordered items and their details such as price, quantity, car name and type. Etc
- All calculations need to be automatically done by the software; hence no manual calculations should be needed.
- System must include buttons which allow the user to go back and forth between the sheets in case they change their mind etc.
- Needs to be fast at processing all the different tasks such as invoices or data entries.
- The data sheet and the receipt must be protected with a password so that it can not be altered by customers.
- The recipe must contain the company logo and its details at the top.
- The recipe must also include the users details.
- The system needs to be able to store numbers of documents and information in its database.
- The system must not have any security flaws because this can be a hazard as customer details are stored into this database and would have their personal details at risk.
Input Requirements
This is the variety of information which is input into the system by the staff in order to produce an invoice:
- One type of input is the customers basic information such as their name, address, postcode and titles etc. all of these are formatted and input as basic text or in case of the postcode numbers are used
- The price is another type of input and comes under the currency formatting such as £187.00 and £226.00 etc.
- Another input is their date of birth that comes under the ‘date’ formatting, which is day, month and then year as four digits, and example of this is 22/07/1990 or 14/04/1988 etc.
- Another input is weather the person is a ‘full UK driver’s licence holder’. The answer to this comes as basic text and can only be ‘yes’ or ‘no’. If no the car cannot be rented to the person.
- Invoice number is in the number which is given to every printed order to confirm or if necessary go back to a certain order jus by asking for the number. This is formatted and text/number. An example of this is ‘no.12’.
- There is an option box to facilitate people who are ordering their car online if the tick they tick the ‘online discount’ option an automatic discount is calculated for them.
- There is a selected delivery price, therefore if a customer wants the cars delivered to their destination point they tick the ‘Delivery’ option button and adds a delivery cost to the total.
- As the company wants to award safe drivers they are offering a 5% discount for drivers that have had no claims within the last 5 years. If this applies to any customers they tick this option and an automatic option is calculated.
- Quantity is another input which the user has to select in order to produce an accurate invoice. This is done by using a ‘spinner’ and the user can use what number of the selected car they want.
Output Requirements
This is the range of information which is produced by the system after all the other steps have been taken;
- A complete invoice that is printed which includes all the information that has gone through the steps. This can be given to the customer.
- This invoice must include a grand total which is necessary to the recipe. This is a calculation of all the amount that is taken off because off discounts or put on considering all aspects and inputs.
- There is also a sub total which is also on the recipe this is the total of items purchased in this case cars and all its accessories. This does not include VAT or any added calculation.
- Between the sub-total and grand total the invoice must show all the excess calculations that took place to get to the grand total these include; Delivery, Discount, VAT and claims bonus discount. It shows the percentage and how much by it’s going to affect the total.
- The invoice must include; customer’s details, date, invoice number, company logo and company address. All of these must be located in the top half of the invoice. These must be included in order for the invoice to be complete and professional.
- The recipe must have a list of all the items which have been purchased from the company or in this case the cars that have been rented and the accessories that the customer chose to go with it. Furthermore for all of these items the following must be included; type of car, car name, quantity, cost and total.