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  • Level: GCSE
  • Subject: ICT
  • Word count: 4394

Project 1-Database

Extracts from this document...

Introduction

Identify Background Mr Olusola is a pharmacist at Gbayomi Pharmacy. He sells and prescribes different drugs and keeps a record of all the prescriptions and when they need to renew their prescription. However, no matter how accurate and well organised his records are, he cannot easily get enough information out of the customers in time for their next prescription. For example, it would be useful if the renewal of their drug prescription was as a date as well as the day the drug should run out (providing that the customer has been taking his recommended daily dosage). Mr Olusola would then be able to send a letter to the customer whose next prescription is due using mail merge. It is often very time-consuming to manually write the letter and often unprofessional. Problems with the Current System 1. It is quite difficult to update a record using a manual system as the customer may change there phone number or move to a different address. Excel spreadsheets, user information is put into tables so the records are likely to lack consistency. It can also be quite problematic if there are several duplicates of people's details in our records if the person is on more than one prescription. 2. Another problem is that it takes to long to write a letter to the customer to remind them that they need to collect and pay for their next prescription. This is often too long too slow and often unprofessional. 3. Errors often occur when Mr Olusola is trying to calculate the cost of the transactions. This can cause inaccuracies and could cause problems for the transaction of the drugs. There is also the possibility that the customers will end up paying too much or too little for their prescription. 4. If someone has a very complicated name, there could many spelling errors this could cause embarrassment for Mr Olusola and could upset customers. ...read more.

Middle

Report: Supplier's Contact Details Test 8: Enter the number '01046291176' in the query 'Search for customers by post code' Test 9: Enter the name 'Trolovol' in the 'Prescription in Stock' Query Test 10: Enter the supplier name Equinox Ltd in the 'Stock over �15' Query Test 11: Open the report: Customer's Details Test 12: Open up the form 'Switchboard' Test 13: Macro: 'Forms' on the switchboard Test 14: Macro: 'Queries' on the switchboard Test 15: Macro: 'Reports' on the switchboard Test 16: Macro: 'Letters' on the switchboard Test 17: Macro: 'Close Menu' on the switchboard Test 18: Macro: 'Exit System' on the switchboard Analyse Hardware & Software Hardware- I am going to use the following hardware: * A PC (in terms of a computer, mouse, keyboard, monitor) - I am using this because as one is creating a database; one needs to use a computer if one wishes to create a sufficient database. A simple, hand drawn database would be inadequate and time consuming. The data, via the keyboard will be inputted using this system. * A colour laser printer- I am using a toner-based colour printer rather than an inkjet colour printer because inkjet printers are far slower than laser printers and have the disadvantage that pages must be allowed to dry before being aggressively handled; premature handling can cause inks (which are adhered to the page in the liquid form) run. * A black laser printer- Again I am using a toner-based printer rather than an inkjet printer because inkjet printers are far slower than laser printers and have the disadvantage that pages must be allowed to dry before being handled. Furthermore I am only using a black and white printer where colour is not mandatory. Software- I plan to use the following software: * Microsoft Access - Relational databases in access are far more efficient and are at a higher level of class than flat file databases in Excel as they allow you to store, edit, add, remove, search and sort data. ...read more.

Conclusion

IV. There are three reports to show the customer's address and contact details, supplier's contact details and the prescriptions which are overdue. V. There are five queries to search for customers by telephone no, to show overdue prescriptions, prescription in stock, stock that is over �15 (with a given supplier) and supplier's details (by entering their name) * IMPROVEMENTS: * The system could be developed to initiate a monthly warning system of which triggers the automatic updating of data to begin the month. The system would sort out customer and supplier details in case of changes in certain details which have not been currently recognized using another database as a source. There would also be a button to add and sort the details of new suppliers and customers who came during the month. * In the customer, prescription and supplier form the system would automatically reorder the records in numerical order with the details every time a new record is added. This would be unproblematic. Address: 12 Kologhial Way LONDON SW12 7JK Tel: 08007383773 Fax: 08009465787 E-mail:GbayomiPharmcy@hotmail.co.uk Monday, January 11, 2010 Mr Sean Okundaye 12 Kirtley House Thessaly Road London SW8 4XX Dear Mr Okundaye, Thank very much for your database. Because of you we at Gbayomi pharmacy can sort out our records with ease. However there are is a suggestion that I would like to give to you if that is ok: * The system could be developed to initiate a monthly warning system of which triggers the automatic updating of data to begin the month. The system could maybe sort out customer and supplier details in case of changes in certain details which have not been currently recognized using another database as a source. There could also possibly be a button to add and sort the details of new suppliers and customers who came during the month. I do hope you take this suggestion into account. Do not hesitate to contact me. Yours sincerely, Olusola Gbayomi ?? ?? ?? ?? Sean Okundaye Mr Graoui ICT Coursework ...read more.

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