Moral implications
Moral implications are ethical factors, there are very few moral issues that will be changed, the only one would be the jobs that could be made redundant by the introduction of the ICT system this could be administration staff not been needing if the system is much easier to use and quicker and therefore the extra staff is not needed. On the other side it may also create jobs, the new system make require someone to be employed that looks after the system and has the added responsibility of keeping the system up to date. It is unlikely that jobs will be lost but much more likely that new jobs will be create din the long run as the new system proves successful. There is also the issue that files will become safer and the private information the people will not be affected.
Social Implications
Social implications are problems or scenarios that may have an impact on the public / social aspect of life. Unemployment is a factor in terms of social implications, the problem here would be here that the introduction of computer in to this company may lead to the loss of jobs with in the company to some employees. However in CM electrical there are few jobs if any that would be lost with the introduction of computers in the work place. It is more likely to create jobs such as systems administrator, he would be in charge of the whole ICT system and he would be important if the system is big enough to need one. At the current moment they don’t have a systems administrator the system is looked after by one of the staff and if a problem occurs then a technician is called from the company supplied the current system. More likely the company will appoint one of the more computer literate people to go on a training course to become more knowledge able about the ICT system and computers in general and this should save the company money by making one employ and administrator and have another job. So there I feel there should be no social problems.
Legal Implications
There is only one real legal implication the company will have to look at is data protection act which was introduced in 1984, this act was introduced to protect the information and data of people on computer systems. The information on the database is sensitive to people such address, telephone number. The data will have to be protected; it is also vital to the company. They must ensure that the data remains protected by improving security of the system
Facilities
The whole system has to be introduced the company will have many requirements for the company with software and hardware.
Software Specifications
The firm will require software for the system, the firm will have to hold and update record of its customers, therefore it need to purchase all software it requires, firstly for its computers it needs an operating system such as windows XP. The firm will also needs other application for the operating system such Microsoft office this would most suitable for use with windows as they both made by the same company and therefore they easily compatible, there are other word processors and database programs that the company can use. These would the basic the applications that the ICT system would need to make the system run affectively there also may be additional software required.
Hardware Specification
The firm will require all the basic hardware that ever system needs, the company would require 700-900 MHZ processor this will the basic the firm to will need however they may go for a faster processor to try make the computer faster. The computer will also require a large hard to hold the database and other applications that the computer will need. A minimum of 256mb ram this is sufficient as this will be able to handle the basic needs of the computer and be able to process in time. The company may also require other hardware or peripherals such printer.
Hardware
The firm will have a minimum requirement of computer they will need and all these computer will have the same specification and have the same software loaded on. These computers will set as a network; this will mean all the computer will be linked together. The users will be issued with a logon name and password that they will need every time they wish to use the network. AN intranet will be set up to help users to use the internet on the network, the company will have to have colour screens because it is using a graphical user interface which requires colour screens, the company will also use laser printer because there speed and quality they can produce, they will also have a colour printer when they need to print out documents in colour.
Backup
Backing up the data is critical for a company; by backing up the data this gives a copy of all the data that is stored on the computer. This is done encase the data is lost. Arguably the best method is the tape storage method, in this method all the data is stored on a data disk and then kept for a certain amount of time before being re written on, it is up to the company to decide how often the data is backed up. The systems administrator would do the job and another job would be to make sure there is sufficient supply of tapes with in the premises. Also the company may decide that I wants too keep a certain tape for the future it would be best id this tape is take to a secure location away from the building, this is done in event of a fire or flood which would cause damage to the tapes and database.
Health and Safety
This is a major issue with computers; the employees will need specific equipment for them to keep healthy while working with computers. The equipment need may be specialised chairs that support the back or ergonomic keyboards and mouse mats these pieces of equipment can stop user from getting repetitive strain injury (RS.I) Also the company will have to make sure there wiring and equipment don’t get in the way as to try reduce the risk of injury with the office.
Software
There is only one real program the company will use with the new system this Microsoft Access, this is database application and the company new ICT systems is very much dependant on the database it will have. This database will contain information about customer and stock they have, plus it is in the best interest for the company as it will make it more efficient and speed up the business by moving out of a paper based system.
Security
This is perhaps one of the most important features of the system as this is what stop people from being able to access the data, this is what will keep the data secure. This will be kept secure by passwords that are needed to access the data. All files that backed up in the backing up process will have to be kept secure because these are just as sensitive as the database as they both hold the information about customer and stock. There are cameras already fitted in the offices for security reasons, this will also look after the computers and allow surveillance of the area. This will make is very hard for people to be able to steal property of the company. The company will have to install a anti virus software, this is very important as this will prevent any viruses from destroying important information on the computer each computer will have to have there own separate method of checking for viruses.
Analysis
An interview was carried out with the owner of Cm electrical, this was done to try and suggest intentions for the new systems.
The company at the moment is using a paper based filing system which they feel is preventing them from going forward and they know want to implement this new system and make it computerised compared to there current manual system.
At the moment the staff have to search record by looking through large filing cabinets this is very time consuming and it can lead to files being misplaced or destroyed, the firms has a lot of information and data which they have they have collected over the years they have been open, there is a lot of paper work with in the office are invoices credit notes delivery notes and these all need to be sorted out.
There are new customer everyday who wish to take out an account with the company, the company has take their details and record them and create a folder for them and their invoices.
They’re several ways for the system to be implemented:
Manuel System: This is the system they are currently using, so this I not really an option because this is what the company feel it wants to move away from toward a computerised method. It is can be very easy to make mistakes so it time consuming and can be run poorly by human error.
Excel Spreadsheets. : This is one way of putting the paper based system into the computer, this would be able to hold the information, however it would be very difficult to search through and update this.
Access Database: This system is the best available as it can be very easily implemented, this database will be put on the computer and it can run from it very easily with out any major problems.
Final Choice of Software
The new ICT system will be implemented using Microsoft Access 2000, this application is the best choice form the list above as it has many features that make it better for this project over the others. Some of these are:
- To produce relationships between tables through common fields.
- To create specialised menus designs.
- Sophisticated design features.
- To be able to process task by using queries.
- To prevent accidental changes to data
- Ability to make the data secure by using passwords to be able to access the data
- To be able to produce reports
Design
Database design
This is the procedure of how to build the database the company requires. There will three parts that will essential to the database. These are customer, stock, and price.
Table Design
There will be three tables;
Customer Table
This table will hold all of the information on the customers., each customer will be given an ID number, which will be used in other tables.
Account Details
This table is for the company’s accounts they have with their customer and suppliers.
Stock
This table will show the stock codes and the levels of stock left.
Form Design
There will be three forms for data entry.
Customer Form: This will be used to input details about the customers and show their information
Account Form: This will be used to put in account details about the customer and details about them.
Stock Form: This will used to control stock levels
These forms will be used by the company, the customer forms will be used to enter customer details. Accounts forms will be sued to enter details about customer and suppliers accounts with the company. The stock form will be used to enter stock levels of products.
See Appendix for layout.
Query design
Customer Search query – this will be used to try and find customer details much faster, the company has over 200 customers and by using queries it will be much easier to locate certain customers and some of their details.
Account Search query – using this type of query it will make it easier to search for account details of their customers.
Stock search query – this will be used to search for stock levels and prices
Report Design
There only types of reports these account report and stock report .
Account report will
Stock Report
The report will hold different information on each of them about the specific topics.
Menu Design
The menu will be designed in Access and this will the main page of the system this will allow the user to access which every part of the system they desire very easily. The three parts are Account Details, Customer details and Stock details.
This is the basic out look the menu will take the boxes represent the specific details that the buttons will take you towards. Each area name will move the user towards that part of the system and allow them to look at it. This is the main menu and it vital to the company is it will be important that it is easy and quick to use as for the user.
Implementation
In this section it show how the actual database is created, built and then all put together. This section will include screen dumps to show actual shots of how I designed the system.
Table Design – Account Table
This is where the Account Table is implemented for the firm accounts, the main data in this table is Customer ID, Customer/ Company name, account number, account opening date and buyer or supplier.
The actual table looks like this:
This is the final design and this is where the data is entered for the database in the relevant columns, all the data will be stored in the table.
Customer Table
This is where the customer details and other information, Customer ID, Title, Forename, surname, address 1, address2 , address 3, postcode and home Tel. No.
The primary key is shown customer ID
This data shows customer details and all the information that is needed.
Stock Table
This is where all the information about the company stock entered into the database.
Below show the implemented version:
Account search Query
The purpose of this and queries in general are to make it easier and quicker for the user to be able to search for a specific piece of data from the whole database, by using queries it allows any user to search but what it does is find that specific data rather than having to search the entire database.
In this query I have decided that I want to search all accounts that are buyer not Suppliers. Then you press the button and you find your result on all buyers in the account database. As shown below:
Stock Query
In this query the user is looking to find out information about all stock on the database and can also easily find out about specific
.
In this query it will give the details of any stock required and by typing the code it will be about an exact product the results are shown below
By typing in the Stock code this shows the results for that code which include the name, price and how many left in stock. This is important for the employees when they want to check stock levels.
Customer Search Query
Here the user can search through customer information:
These are the results:
Forms
Forms are used for entering data into the system this is where all the information enter to be stored into the database. This is called a switchboard the purpose is to hold and information put into the options.
Stock Form
This is where all the information for stock is inputted he is the form in creation :
Below is what the user will see:
The same was created for the other two tables.
Account Form
This is were the Account information is put into the database.
This is the format
Customer Forms
This is where the customer information will be put in.
Report
Report are produced to maybe invoices r for other uses, they could be just a way of putting the information into a way it can printed off.
This is an example of how the company can print of a report and what it would look like.
Switchboard Implementation
This is done as it will be the main menu for the company it will give the user options and exactly what it needs.
Testing
The testing done in this section is very much linked with the implementation of the last section. In this section it is testing specific area of the system and its database.
All these test where undertaken and all were successful, all 7 of the test came out with their desired result which meant that the database worked perfectly and there are no problems with it.
Test 1:
Test 2:
Documentation for systems Administrator
The systems administrator of the company will have many tasks to complete before the whole system is up and running. The systems admin will have purchase computer that are to a certain standard and are all-equal. The minimum requirements would be:
- 700-900 MHZ processor
- 20gb hard-drive
- 256mb ram
This would be a good computer for the type of work the company needs them for they would be fast enough and powerful enough to be able to handle the database. The processors will provide enough speed while the large hard-drive will supply plenty of space for files.
Also on each computer the system admin must set up an operating system such as windows and put Microsoft access as this is the program most important to the company. Then the database will have to copied and put on to every computer.
The company has it own security feature built in with the password .
Evaluation
The user of the database were mostly contented with the new system that had been put in place and all the function that were available form the program. The user question felt that it would be very beneficiary to the company and the employees. The user found that options were easy to use and quick to learn and understand. The one area that was of problem was that the user felt that the account tables were a little unhelpful and need more fields to make a more comprehensive database.
Evaluation of specification and completed system
The old system of paper based filing has been removed with the introduction of the new ICT system, all the problem that have been discussed have been dealt with and are know no longer a problem. It now may allow the company to push on and become more efficient and speed up the business.
The company know has many more options within the company in terms of their filing and organisation they can re-structure their system around the software to make there jobs easier and hassle free.
Economic Implications
The new ICT system should save the company money in the long run by saving money on expenditure such filing cabinets and paper. The initial cost will be high with the set up cost and implementation and then the training of the staff to be able to use the software. This should all be worthwhile in the long run when it saves the company money.
Moral implications
There will be very few if any jobs that are lost as many staff will be re-trained for use with the new system.
Social Implications
Unemployment was the major factor in terms of social implications, the problem here would that the introduction of computer in to this company may lead to the loss of jobs with in the company to some employees. However in CM electrical there are few jobs if any that would be lost with the introduction of computers in the work place. It is more likely to create jobs such as systems administrator, he would be in charge of the whole ICT system and he would be important if the system is big enough to need one. The company has not made anyone redundant and instead has created new jobs with system admin and another full time worker to use the system.
Alterations
The alteration I would make would to the design of the system, I would make it more aesthetically pleasing for the users. Also the actual sophistication of the design could be enhanced to improve the systems. Also the relationship between other application or options could be better.
