System Analysis Report

2. Scheduling personnel

As each day comes to an end, every individual member of staff is given a scheduled rota for the subsequent day

Entries are made at the end of every lesson; the entry will give a recording of any change in personal details.

The completed schedule is given to the receptionist at the end of each day.

3. Collecting Fees

All fees MUST be paid/received at reception on departure.

4. Paying Providers

Each provider is working on a self-employed basis; these providers are paid at a percentage of the fee charged to the clients. Each fee can vary depending on the service in which is provided. The provider WILL NOT be paid if the appointment is not kept or recorded.

5. Requirements of the new system

1. Enable user to enter and store client data easily.
2. Enable user to enter and store personnel data easily.
3. Enable user to enter and store booking data easily.
4. Enable user to enter and store revised schedule data easily.
5. Give the ability for the user to access daily booking on screen and check availability.
6. Give the ability for the user to produce schedules automatically.
7. Give the ability for the user to produce reports in which lists fees, percentages and totals calculated for each, individual provider of which is either in full or in summary.
8. Give the ability for the user to produce reports of which list staff and client details.
9. Give the ability for the user to produce reports of which give client details of their bookings and procedures.

6. Constraints of the new system

The program must run on the following, currently owned hardware.

• Intel Pentium 4 Processor (2.66MHz)
• Windows 2000 Professional
• 256MB Ram (Minimum)
• 40GB Hard Drive Space
• 64MB Graphics Card
• 17” Monitor
• CD ROM Drive
• Internal 100MB Zip Drive
• 3 ½” Floppy Drive, Keyboard, Mouse
• Microsoft Office Professional 2000

7. Present system deficiencies

The problem with the current system is that it causes many unnecessary blunders. The most common and obvious mistake made is that the existing system is inaccurate and many double bookings are made. Other problems within the system are that it is time consuming when looking for specific details i.e. staff/client details, loss of data and availability of accurate reports for staff etc. The ability to transfer and copy data is not available unless it is to be written out in full again, this is thought to be extremely time consuming. There are also many other minor errors and problems with the present system.  

8. User skill level

As of now the staff within the business has basic understanding in ICT, therefore the new system will need to be user-friendly. Initially the users will need to be trained on the system, this should not be too difficult as it will be accessible and also a user guide will also be included with the new system.

9. Advanced features to be used within the system

The new system will include many advanced features to make the system as user-friendly as possible; these features will include user-friendly data input forms with validation and a menu form. An important characteristic of the new system is that macros will be used to make the system all round more accessible. Finally reports will be available to observe on screen and print to gain knowledge and understanding of overall summary i.e. daily rotas/bookings for the staff.