Problems caused before IT was used
Mr Smith is the manager of the “Game” store in Ilford. As Ilford is getting a more popular area and there are many more customers going to Game store and so Mr Smith is getting problems within that store as it doesn’t have any computers in that store and so there are many files that important and which they have only 1 copy and some are also been misplaced. “Well there is no time to waste”, says Mr Smith as there is always a big queue in the store and all the staff tensed up as they have to write up their receipts.
Another problem is that everyone who is a good customer of “Game” is sent a form to complete for a game card. Once a customer purchase a game and shows there card the staff will sign up on a slip and write how many points they have and so that is also using up a lot of time. Recently Mr Smith has noticed that many of the customers make there own slips with a signature of their staff and adds more points to it to get a better discounts.
Consideration of alternative solution by using ICT
One of the solutions for Mr Smith can be to set up the computers and also set up a scanning system on the computer, which can scan the price of the game and also give a receipt once a customer purchases any items.
Another solution can be to have a bar code scanner for the game card as it will give all the details of the customers and also give the points they have earned by purchasing the games. To input all the information about the customer Mr Smith should use Microsoft Access that can help his staff to work faster and peacefully
User Requirements
Mr Smith has given me a sample of their customer details and also expectations how the new system should be.
- Customer names should be written in an alphabetical order
- It must take less than 10 seconds to make a change to enter a price of an item
- The system should be secured and protected from hackers
- The system should be able to print out documents
- There should be an back-up copy made every time a document a saved
Part 2 - Analyse
Appropriate software and hardware
There are two kinds of software available for the business one of them is Microsoft access and the other one is Microsoft word. With the Ms Access the company will be able to keep the records of the customers where it lives. With Microsoft word Mr Smith can type up any documents needed such as letters to their special customers.
Hardware requirements are a basic PC package with a keyboard and a mouse to input all the data into the computer. The PC should be fast and have more hard disk space for all the files to be saved. A printer will be needed to print all the documents.
Data collection and input
Mr Smith will need to enter the following data:
A list of customer details. This will be inputted every time a new customer fills a form for the game card. Each customer will be assigned a unique ID for example: 250. Once the game card has been swiped through the machine, on the computer there will be all the details of the customer.
Details of each document. This will be keyed in when a document is produced, the data will be the document title, a short description and the date produced.
- The points obtained by each customer. This will be keyed in every time a customer hands in their game card and purchases a product.
The computer will automatically validate most of the data such as customer ID, Document ID and Document date because they will be of a present type for example Autonumber or data.
Data flow
Once there is a new customer, Mr Smith will enter the details of the customer and the details will be sorted by the surname of each customer and will be stored in a customer table in the database.
When there a new product arrived at the store Mr Smith will enter the details of the product, Give an ID number and the date that it was arrived.
When a new staff is employed at Game then Mr Smith will enter staff details such as: staff ID, Staff address and type of work and store it in a staff table
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Mr smith will enter the type of salary each staff gets such as: the hours they work (per week) and how much they get paid per hour and keep it stored in a salary table in the database
Having entered the product details and customer details, Mr smith will enter the product amount for each customer as they purchase an item. The price is calculated once a customer purchases a product.
Mr Smith will now enter the wages he pays to his employees and also calculate the tax paid