PROFESSIONAL REHABILITATION CONSULTANTS (PRC)
INFORMATION SYSTEMS 100
ASSIGNMENT TWO
PROFESSIONAL REHABILITATION CONSULTANTS ‘PRC’
USER MANUAL
NAME - STANLEY TEPEND
STUDENT ID - 7D3B2184
TUTORIAL No. - One
TUTORS NAME - MS.YONG SU TING
DUE DATE - 27th October 2003
Table of Contents
Contents Page
Introduction
After completion of any new systems into the business organizations, it is important to provide a guideline to how the system can be used. Providing simple steps to employees so they can be more suited to use the new program without difficulty. Showing important features and keys that represent important areas in the system.
On completion of the Project Planning, Analysis, and Design Phases, we have moved on to the Implementation and Support Phases as shown on the systems development lifecycle. (SDLC)
(Thomas. 2003, Introduction of Information System IS 100)
PRC has confirmed its two new systems for the betterment of the company.
- Microsoft Excel Mileage and Expenditure Spreadsheet-Car Log Sheet.
- Microsoft Access Database-Payroll System
The core purpose behind these 2 programs is to get accurate readings from the cars being used, why, where and when and at what cost to run them. Also for the employees readings at work and what there total is including there bonus percentage.
Information gained from the Microsoft Excel Mileage and Expenditure Spreadsheet:
- Employee ID
- Purpose
- Expenses
- Date
- Odometer readings
- Destination
- Car Registration number
From Microsoft Access Database-Payroll System:
- Staff name
- ID
- Level
- Job title
- Pay
- State
- City
- Address
- Hours worked
- Phone
- Postcode
Purpose
We are trying to introduce the main objectives of this new database system policies and steps. They are been implemented so all employees can become more aware of the changes to avoid error when using the system. Diagrams and accurate labeling has been shown in this manual ...
This is a preview of the whole essay
Information gained from the Microsoft Excel Mileage and Expenditure Spreadsheet:
- Employee ID
- Purpose
- Expenses
- Date
- Odometer readings
- Destination
- Car Registration number
From Microsoft Access Database-Payroll System:
- Staff name
- ID
- Level
- Job title
- Pay
- State
- City
- Address
- Hours worked
- Phone
- Postcode
Purpose
We are trying to introduce the main objectives of this new database system policies and steps. They are been implemented so all employees can become more aware of the changes to avoid error when using the system. Diagrams and accurate labeling has been shown in this manual so users can feel comfortable to log into in to the system.
Some Rules of Engagement
Employers must use the system within the company’s policies so it is not abused and disrupted.
- Each working departments have different passwords to access and only certain staff within those departments have different capabilities to access. For example, some staff in the Accounting department can only read, others can change data.
- This way only authorized staff can change so it up to date and no confusion accurse. It also is more efficient to all employees.
- All employees are not allowed to change or add any data without top management approval.
(IF THERE IS ANY INCORRECT DATA BASE IN CERTAIN PROGRAMS THENPLEASE LET SENOIR STAFF KNOW SO PROBLEM CAN BE ATTENDED TO IMMEDIATELY.)
(Note) Employees seeking advice on the new systems can be part of the companies training programs which run for 2 weeks depending on how many staff require it.
If the number is big then groups will be divided in to original working departments.
How to use Car Log System
Company staff needs to know some simple information about Microsoft Excel, because the mileage and expenditure of the company cars are created in Excel.
The specific names of the particular areas need to be understood so that user can manage the system easily and sufficiently.
Some of the basic features in Microsoft Excel shown above.
Enter to Car Log Database System
The database of the mileage and expenditure of company’s car are available in the PRC’s website at:
After access into company website, click at the Mileage & Expenditure Excel Spreadsheet to get the database for car log system.
When spread sheet is appearing, there is a front page of the Mileage and expenditure spreadsheet, on the ‘sheet tabs’: you can choose which data you want to view.
Click on either:
- The registration numbers of company cars to find out total mileage, purpose, destination, and cost of the trip for each car.
- Total Expanses including a ‘Bar Chart’ which compares the figures given.
- Total Mileage showing a ‘Pie Chart’ so you can see closely at the differences.
- We have also included the company profits of the last 6 months in another ‘Bar Chart’.
Keeping data up to date
To keep data current, changes and alterations need to be made constantly. If new employee is on or new car is purchased etc.
Also data may be deleted in the case of old employees leaving or changes been made to the company.
- Adding new data: Choose correct column or row to enter new information. Press enter on completion. If data is wrong, press delete on key board. Then save the data by clicking on ‘Save’ button.
- Changing the existing data: click particular column or row then delete button on key board. Follow same steps to add data then save data.
- Deleting data: simply choose the area of data to erase, then click area and press delete. Remember to save the deleted data just in case you have to come back to it.
Print the Car Log Database
Sometimes we need to print out data for hard copy or we need it to support our decision. There are 2 ways to print out the database that you want.
- You can print the database by clicking on the ‘print’ button on the Toolbar Options
- Click the ‘File’ button on the menu bar and find the ‘Print’ option, click it. The ‘Print’ option may pop out; click ‘Print’ when ready to print the data.
Printing is a simple process just by telling the computer what you want to print and proceeding with it.
How to use Payroll Database
Key guidelines about Microsoft Access.
Basic features of Microsoft Access that were regarded important when implementing these systems for the users. These were all important phases when creating a better quicker and more accurate working atmosphere for the staff.
Entering the Payroll Database System
The payroll database system is in the same company’s website that shows we showed early. Simply find the “payroll database button” and click on it. You will then be logged on to the Payroll Database.
You can use same format as when entering into the Mileage and Expenditure Spreadsheet when logging on to the Payroll Database System.
Payroll Database System
This main screen will enable user to perform different functions
The key features that will be shown for what the particular program you want to log in to be shown on the above picture.
To add record for new employee, click on the New Employee Form button.
Screen should look like this inside the New Employees Form system.
To add new Employee Record, simply click on the New Record Button, Fill out all the Fields in the Form. A new Employee ID will be generated automatically by the program so it’s fast.
To add the records for the number of hours worked by employees, click on Hours Worked Form on the main screen.
This will appear:
Just fill in the blank spaces to enter new employee information where applicable and move to next part of the section to fill in.
Accessing Queries
To access the 4 queries that have been designed, click on the 4 different query buttons depending on what you are requiring.
- Query 1 shows the pay rate for the entire employee form highest to lowest.
- Query 2 shows the same data in the Employee Table but it is sorted form employee level, state and postcode.
- Query 3 shows the employee table again but sorted form last name and the state in alphabetical order.
- Query 4 shows the total number of hours and total pay for each employee sorted in highest to lowest.
Accessing Reports
Finally you can create a report that you will need. By doing so, Click the ‘Report’ under the ‘Objects’ under windows page (NOT THE MAIN SCREEN).
The 2 already existing will appear.
- Repot 1 show the amount paid to each employee for the whole year and sorts the employee in alphabetical order by last name.
- Repot 2 shows the total payment for each state.
This gives the company a comprehensive repot on how much money each states expanses are, and the sum of pay for employees over a year more accurately and also gives fast time to change any information.
Adding, Changing or Deleting Record
Lots of ways can be found when adding, changing or deleting a record in Microsoft Access. The main way we usually do it is probably the simplest way, by just add, change or delete record by access in the table. We can do all this activities in Table Data and the system will automatically change all the data in query, form or report.
Add new data – when want to add new data, click ‘Add Record’ button or just directly key in the data in the last row of the record, then save it.
Change existing data – High light the area wanting to change and press ‘Delete’ button on the keyboard, key in the data you want and save it.
Deleting existing data – When wanting to delete the whole data in particular row, just highlight that row and click ‘Delete Record’ on Toolbar options or press Delete button on the keyboard finally don’t forget to save the data.
Printing the Payroll Database
To simply print the report that you want, click on the ‘print’ on the Toolbar options and you will be able to print out. This step is the same the step that you followed to print out the car log database.
You can actually print out any data out directly weather it be a Table, Query, Form or report by simply clicking on the “Print” button as shown above.
You can also check what the data will look when you print it by clocking on “Print preview button”.
References:
James A. O’Brian, 1999, Management Information Systems, Managing Information Technology in the Internet worded Enterprise, McGraw-Hill Companies, Inc., Australia
Thomson. 2003, Introduction to Information Systems IS 100, Nelson Australia Pty Limited, Australia.
Worthington P, 2003, Introduction to Information System IS 100, Thomson, Australia Pty. Ltd.
FAQ’s
How do you create a pie chart in Microsoft Excel?
By choosing the chart icon you want. Pie chart or bar chart, which ever one who prefer that will represent your data accurately.
Can we create a direct link form Microsoft Excel to my web?
Yes it can be done. By creating a Hyperlink form the Excel, you can link anything by using the Hyperlink.
Can figures be calculated more sufficiently and quickly when creating tables?
Good question. Yes, they can be by punching in the cell coordinates with the right formula and there you have a quick and easy answer. You can also just highlight the rest and formula will apply to all automatically.
