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Information Technology for a school Detention System

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Analysis of Own Project Introduction Dr. Watkins and Mr. Cameron (The defaulter administrators) both deal with boys' defaulters and detentions. They currently have a spreadsheet-based system however it has many limitations. These limitations mainly relate to a lack of data validation functions, which disallow the entering of bad or invalid data. Also, as I have included under the heading 'The current system', it relies on manual input too much. They have asked me to design and make a new system which will be much more user friendly so that it can be more readily accessible to other staff. It must also include more automatic features, which will for example automatically create reminder slips for pupils who have overdue defaulters. Interview For my research, I interview Dr. Watkins, one of the schools' defaulter administrators, about the current system and what he would like to see in the proposed system. Me: Hello Dr. Watkins, first of all I would like to ask you how you rate your computing skills? Dr. Watkins: I regard my self as fairly competent when it comes to ICT, after all, I designed the current spreadsheet based system but unfortunately my colleague, Mr. ...read more.


There should be a tool, which will automatically print out these slips for all outstanding defaulters and detentions. Deletion At the end of each year all of the defaulters are removed from the system. Times Defaulters and detentions can be done at lunchtime on Monday, Tuesday, Thursday and Friday and after school on Tuesday, Thursday and Friday and it must be possible to select the chosen time from a list when a pupil comes to arrange a time. Hardware and Software Dr. Watkins and Mr. Cameron both currently have computers with the following specification: * Microsoft(r) Millennium Edition(r) (ME) Operating System * Intel(r) Celeron(r) 755MHz processor * 128 Mb RAM * A 16 Gb hard disk with 7 Gb of free space * Floppy disk drive * CD-ROM drive The computer currently has the following key software installed: * Microsoft(r) Excel(r) * Microsoft(r) Access(r) * Microsoft(r) Word(r) * Microsoft(r) Internet Explorer(r) Users skill level Dr. Watkins is very familiar with IT problem solving as he produced the current, Excel(r)-based system although he has not used Access(r) before Data Flow Diagram The following diagram illustrates in outline the processes of adding and the management of defaulters and detentions: Objectives of the new system The system must perform ...read more.


This would be a good way, which would produce a very effective program, but the only problem would be that it would be very expensive which would not be cost effective, as the defaulter department does not have a budget assigned to it. 4. Using a package and customize - this would be ideal because Dr. Watkins already has suitable packages installed on his machine and I could customize it to the needs of the new system with my current computing knowledge. Chosen Solution My chosen solution will be to customize one of the programs, which Dr. Watkins already has installed of his machine. The options are to use either Microsoft(r) Excel(r) or Microsoft(r) Access(r). These are both available on Dr. Watkins' machine. Microsoft(r) Excel(r) offers the following features: * Data Validation * H Lookup tables Entering Free Data Microsoft(r) Access(r) offers the following features: * Macros * Queries * Data Relationships * Interaction with Visual dBase I think that Microsoft(r) Access(r) 2000 will be the best package because it enables me to meet all of the performance criteria using all of the tools available on it. Testing Plan I will test my system by defaulting a pupil and then printing out reminder slips and record sheets to ensure that their names appear on them. ?? ?? ?? ?? ...read more.

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