Statement of the problem
The problem is that because she is not the most organised of people, she has arranged her models in alphabetical order in a file cabinet, which is extremely bulky. Each of her models has a folder. In this folder there are: each model’s details are hand written on a piece of paper (this includes name, age, height, weight, hair colour, eye colour, nationality and address all in no particular order), a recent photo and past clients. Also because of successful business, many models are signing up. It takes approximately 15 minutes to create a new folder for the client and add the details. It also takes time to edit someone’s details if let’s say one had changed their hair colour. It is also hard to pick out one particular model with specific attributes. For Example, one client may want an average size redhead. In this case, the secretary has to sort through the many folders to see the photos and search the sheet for the details. This can take up to 30 minutes. After the files have been sorted through, they have to be put back in alphabetical order. When the letter of confirmation has been received, it is put in the file. The files are not durable and they constantly need to be replaced. The client also has to be added to a separate filing cabinet. Just like the models, the clients have to have all their details written down and put into a folder. To record bookings, an A4 piece of writing paper is also put into these folders so every time the client requests a model, the details of the booking is noted down. Jenny provided the model with a list of the bookings in the coming weeks. She also needs to write to models that haven’t had a booking in the last 3 months to see if they wish to remain in her agency. Therefore, the modelling agency is a sluggish organisation that can vastly improve earnings if organised better with a better system.
Manual Alternative solution
To improve the current system the data relating to models, clients and bookings needs to be organised and stored in a more efficient manner allowing quicker searching facilities to identify individual records that match a specific criteria. Jenny needs to be able to find specific model details quickly or models that match a clients requirements.
A manual alternative would be to have cards with colour coded stickers grouping together model attributes. This would massively reduce the amount of time it takes to sort through the files. The stickers, for models, would include something like a brown sticker for hair and a blue sticker to show that the model is between 5’ 9” and 6’. For clients, it would be that the better if they are stored in alphabetical order. Bookings can be recorded in an appointment book with the client name, model name, data and time entered clearly. Overall, using an I.T solution is quicker, easier and more secure than the paper and pen method.
Two alternative software solutions considered
- A Spreadsheet program may work because
- The files are durable and the need for storage space is minimised considerably.
- The models name, age, etc can all be entered into one table.
- A spreadsheet is normally used for complex equations such as calculating staff wage and VAT.
- It is used for multiple equations. For example, if you change something in the January table, the values in the February table will change.
- It can be used by big organisations such as banks or it could be used for small businesses such as bakeries.
- Images and photos can be imbedded in the records.
- Graphs and charts can also be created to display the numerical values and trends.
- A database solution could be used. The main features of a database program include:
- Able to add/edit or delete records.
- Able to create relational tables
- Able to create custom drop-down menus
- Able to create input masks
- Able to create validation rules
- Able to create forms
- Able to create reports
- Able to have macros
- Able to do simple calculations
- Able to make many queries to search through multiple tables and provide data from related tables.
Selected Solution
I will use the data base solution because of its effectiveness to the problem. The ability to add/edit or delete records will be useful to add models or delete them. The relational tables will be useful because information from the models table, the clients table and bookings table will be needed for a mail merge. The drop-down menus will be useful so that forms will be entered more easily. The input masks would be used to help ensure that when, for example, a date is entered, an extra digit would not be accepted if the user entered it by accident. The validation rule can be used so that invalid information, such as a date after the present date, could not be entered. The ability to create forms will ensure that the user is presented with a user friendly way of entering data. The reports function will be useful to present the clients list of models used in the past. Macros can be used to make sure that things get saved automatically. The simple calculations would normally include things such as simple percentages. However, this would be irrelevant to my project. And finally, the queries would be useful to the user as it could provide an easy way to pin-point the model.
Quantitative objectives
- The user needs to be able to produce a list of specific models for a client (e.g. a blonde who is over 5’ 3” for a small newspaper article)
- Upon the above, the user needs to be able to create a mail merge to send the specific models notices and confirmation slips of where and when the model should be. The address fields also need to be merged to print off the address labels.
- Needs to allow the user to add or edit a model’s file
- Needs to allow the user to add or edit a client’s file
- The system needs to be able to store at least 15 models records
- The system needs to be able to store at least 10 clients records
- It must not take longer than 1 minute to display a list of models with specific attributes and identify a particular model.
- Print a report listing all current clients in alphabetical order must show contact name and number
