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  • Level: GCSE
  • Subject: ICT
  • Word count: 2801

Produce a project involving the use of communicating and handling data.

Extracts from this document...

Introduction

Choice of Problem For my GCSE I.T coursework I have to produce a project involving the use of communicating and handling data. I have narrowed my choices down to the following three. This is because I can easily gather all the required information to be able to complete my project: 1. A database of all the patients in a dentist's surgery 2. Details of customers at a hardware store 3. A leisure centre The problem I have decided to solve is not the easiest of the three although as I have said I can easily access all the data. Description of Problem Currently there is a paper based file system. It is very time consuming and often leads to late nights at the surgery. This old system takes up a lot of time especially when the records are put back in the incorrect place. These brown envelopes take up a lot of space. This record system is very prone to fire attacks and can be lost easily if they fall out of their brown envelopes. Changing Addresses of patients is also a problem, as the records become very messy and tippex is the solution to overwriting old data. The files are stored in high piles in cupboards and when a patient comes to the surgery the records must be found to check the patient's medical history etc. These files are difficult to replace and need to be updated which is difficult as it makes a mess of the paper. There are many hazards against the records, which include: * Fire may destroy them * They may get stolen * As time goes on the paper could become fragile * They may get lost * ...read more.

Middle

Microsoft office 2000 would be the obvious choice as it has many applications such as: > Word > Access > Excel > Publisher > Power Point Data Collection, Data Capturing and Input I have decided that the main inputs of data will be: > Entering patients' details, which would need an appropriate data collection from that matched the data input and that would allow you to do this. Linking the database fields to the input boxes on-screen. > Financial details such as profit/loss so the dentist can see how the surgery is performing. > Problems that patients are suffering from e.g. Toothache. I therefore need to produce a database containing these details. I have decided that a straightforward Access database would be easiest to use. Two spreadsheets would be easier as one sheet could contain females and the other males. It reduces the time taken by possibly half, as you would not have to scroll down as much. Data Verification and Validation All of the data I have collected from the head dentist about the old paper based record system I have checked and gone through and compared with what was on the screen. The errors that had been made were easy to see as it had the same layout as the entry on the screen. To feel 100% sure I printed off the database and read through it thoroughly. There were few mistakes apart from a couple of addresses were entered wrong. I therefore edited this so that it was correct because if it stayed wrong the output form the database would be incorrect and sending reminders about forthcoming appointments would be sent to the wrong addresses to people who have nothing to do with the surgery. ...read more.

Conclusion

But if you are entering the correct data for the correct field then you may be typing in more text than the limit allows. You will have to change the limit by: > Opening the database. Select 'View' then 'Design View' > Click on the problematic field > Towards the bottom is a whit bar with the words 'Field Size' > If you change the number in the bar, the field size will increase. . Evaluation Of Solution The project now needs to be examined thoroughly to see if it has fulfilled the criteria need by the surgery. Before starting this project this criteria was used: > User friendly to the user. > Will the system work properly > The speed of the new system compared with the old paper based one. User Friendly As the receptionist and the dentists are not very I.T literate it was crucial to make the database easy to use or else they would have a lot of difficulty entering and editing data. Therefore this came in consideration. It is now unlikely that they will encounter problems now. Will the system work properly There are no problems with the system in terms of entering and editing data. The security on the computer as it requires, a password is needed to access the databases and documents. Therefore problems should be at a minimum. The speed of the system The amount of time taken to sort data will decrease. There is a huge improvement in the amount of time taken to 'Edit' the data. It takes about one minute to do this, which is a huge improvement on the old paper based record system. Therefore the solution is successful. Rob Davis ...read more.

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