We decided to use to use a computerised system using Microsoft excel. We chose excel because it is very quick and easy to use. It can store a huge amount of data and can be very quick to access. If one piece of data is change for some reason, then by using excel it will automatically add up the sums and do the calculations for you. Also if you use colour than it can be very useful for making things stand out and make it clear.
This is my excel spreadsheet using colour to make things stand out.
This is the formula for adding the fees together. If I decide to change any number above the highlighted cell the total will automatically change.
Also using excel you can highlight the data of your chose and make it into a chart. Which shows the data at a glance
Design of the ICT system
yes
No
No
Yes
The top diagram is called a top-down diagram this looks at the whole system by braking down the main tasks into smaller tasks. This diagram shows what has to happen but not how things will happen.
The second diagram is called a system flow chart it shows how the data moves.
Hardware resources required
To put the accounting system into place the school will require, two pc’s and printer and a server, a route and a hub.
The reason I would suggest this printer is because it is very quick and efficient. It also increase the productivity of your workgroup with the high-performance HP LaserJet 4300 series printers. These printers offer faster, more powerful printing and a higher duty cycle. Use any printer in the series to print even your largest volume jobs quickly with
Print speed of 45ppm. Customize the printer to fit your ever-change business needs by adding networking and a variety of paper-handling and finishing accessories.
An Hp robust and built to last, HP Pavilion PCs
offer a price and performance range to suit every
school budget. Backed by HP brand quality and reliability,
HP Pavilion PCs complement HP's school of imaging products,
offering customers a complete home computing solution.
All HP Pavilion PCs are Internet - ready and come with special ISP
(Internet Service Provider) offers.
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I suggest they have a router is because it gives multiple access to the Internet. The sever is than connected hub and all the other computers are connected to that.
Software Resources Required
Microsoft Outlook
This program allows the bursar to write memos, diary’s calendars and it is even possible to write reports on it. This would help the bursar a lot as he can use them a lot, so by having the finance sheet on the computer it allows us to have all these programs.
Microsoft Power Point
It is presentation package, which may or may not be necessary.
Microsoft Excel
In order for the bursar, to use this system it must be easy to run and very quick. The good thing about excel it that it automatically adds up your sums for you.
Microsoft Access
This was not use to set up my school, but it is also very good as it can store and huge amount of information from text to currency.
Microsoft Word
Word can be use in many ways, the great thing is if you do not no how to spell a word than you can take a guess at it, then right click and a multiple chose of word will come up for you to select one from. If you are doing a title then, it can make the it look better and more exciting if it is in colour or in bold or even in a different font. By using word this can very easily be done simply by highlighting the text and selecting the necessary icon on the menu bar.
Windows xp
I have used this when design our system, as it more up dated than windows millennium or 2000 there for it is the quickest and easy to use.
Data Collection
Department …………………………………………………………………
Name………………………………………………………………………..
(Estimating year from 1 September 2003 – 31 August 2004 )
Number of
Textbooks…………………………………………………………
Files ……………………………………………………………...
Paper…………………………………………………………….
Videos/Cassettes…………………………………………………
Board pens………………………………………………………
Budget on item………………………………………………………………
Delivery Time………………………………………………………………
Contact Number…………………………………………………………….
Any other Requirements…………………………………………………….
Signature
£
The reason I designed this kind of data collection sheet is because it is very easy to understand and it has all of the information that it needs on it. And it hard takes up much paper.
Data Verification And Validation
Range check
This is the check that the data is within a specified range. For example when typing in a persons mouth of birth should be a number between 1 and 12.
Presence Check
This makes sure that important information has actually been entered. For example a customer record might have to include their phone number, so the software won’t allow the phone number field to be left unfilled.
Check Digit
This checks that the numerical data has been entered accurately. The final digit of a number is determined by a formula that uses all the previous digits. So if the number’s been entered incorrectly, the check digit will be wrong. A good example is the ISBN number in a book- the last digit is a check digit.
Data Type check
This checks that text hasn’t been put where numbers are needed. The best thing about validation is that it’s automatic so it id quick and easy to spot the errors.
Here we show that if you type text in the formula cell where it is meant to be numbers it comings up #NAME?
Here in the number box instead of typing 52 I have put it in words this is wrong so it comes up with #VALUE!
Verification
Proof reading
This is when a person reads the data that has being entered onto the spreadsheet they check the input a make sure it is the same as the original. Any incorrectly entered data will be edited.
Double- entry
This is when twice two different people enter the data. Then the computer compares the two versions. The computer will then pick up on errors.
Data Structures
Note 1: The fees can vary for example the days girls fee is £4,000 a term where as borders pay £6,000. There are also weekly borders that pay £5,000. If the girls have got a full scholarship than they only £1,000 and single subject scholars that pay £4,000 per term.
Note 2: At St Catherine’s they are many different ways of rising money for example people who are willing to donate money to the school. Also during the holidays the school is let out. When a school play is put on the school keep a percentage of the money and gives the rest to charity. Another way to rise money is to have sales.
Note 3: the money that is made has to go school trips and the heating to keep the school warm, the food, it also goes on school activities, and all the stationary that needs to be brought each term. At St Catherine’s a lot of electricity is used on lights and computers ect, and many different things in the boarding house. Money also goes on the Internet, Gas and oil for the obvious reasons.
Note 4: The salaries alter with the amount of responsibility for example the Head should get paid the most then Deputy head, Head of department going right down to the ancillary staff.
Note 5: This brings us to the department budgets; the ICT and the PE department will need more than the English department, as they need to buy a greater amount of things.
Note 6: The profit/loss is the amount of money the school has gain and lost though out the year. The start is how much money you have started with and end balance is how much you have at the end.
Output
When it comes to printing out the spreadsheet it has to be put into landscape so that it can all fit on.
The reason I have used guide lines is you can see what is in each cell it also makes it easier to read. If you use column and row headings than it look better also you know exactly what is in each row or column.
On the spreadsheet some things are more important than others this can be shown by using colour. Colour also makes it more clear.
For example the numbers in red are negative numbers it is important that you can see when they turn from negative to positive.
By using page set p it allows you to have your headings and column and row titles. Before the spreadsheet is print each cell is formatted if it is numbers then you need put it into currency.
Testing
This is a screen dump to show that at the beginning the school was indebt -£588,878, so we sacked some staff by doing this it means we have to pay less people. With in three month this system gets the school out of debt.
But by doing this it makes the parents cross because they are paying so much money and by increasing the amount of, it means the lessons have more pupils in.
Beginning of the year
End of the year no long in debt
Another way of doing this is to increase the school, fees but again this will make the person who pays the bill unhappy.
This is before the fees have raised, the school is in debt.
This is a screen dumb when each fee has been raised by £1000 this get the school out of debt much faster.
If there were more students in the school than more fees would be paid therefore more income, but the lesson will then have more students in which will make people angry.
This is a screen dump of the number of students at the moment.
This is a screen dump with an increase of students this shows how much money has been made.
User Documentation
This screen dump shows how to
use excel.
When you click on excel this spread sheet will come up. Using the open file tool this will allow you to open the St Catherine’s school accounts.
The amounts will be kept on a CD in order to put these accounts on the computer, you have to in stole the program to do this you simply follow the instructions.
Evaluation
We reached our aim and got the system up and running with in the space of three and a half weeks which was our specified time limit. This also includes time for testing the new system.
My system has also proved to be easy to use, my spreadsheet is easily and clear to understand. The end user which is the bursar he didn’t need much training to understand the system, but there could have been a for modifications such as, there could have been more detail.
For example the food instead of just putting food I could have put:-
FOOD
Breakfast
Break
Lunch
Super
Also the fact that break costs less than lunch super and breakfast because the pupils only have two biscuits and a mug of hot chocolate. The same goes for school trips etc.
Another thing that I could have done is to change Dep to Dept which is a better way of shortening this word.