- Be easy to follow and understand where guides can be implemented to make the clients understand how to use each section of the database. For example, when the clients click or put their mouse cursor over a certain area, a little pop up will appear describing briefly what to do or enter in that area.
- Where information can be saved and stored easily by being programmed to save the data in a set amount of time limit or manually by using functions such as macro by clicking on the button, automatically saving the files in the database keeping it secure and backed up and always ready to access at a later stage.
- Be designed to keep information secure by either having a password that can be used by both clients or by having a locking system where it can only be accessed by a password, keeping it secure from anyone else changing any information/data in the database.
- Be time efficient where the database can do many functions at once. For example certain functions can be designed and programmed to let you do certain things such as print, save and work out mathematical calculations with effectiveness and ease automatically by a click of a button.
How the clients system runs and is handled
The current system of the client is confined to an appointment book and a computer to save and note down customers details and records. This system is very time consuming, which could also be prone to error, so therefore a new system is required.
Both clients use the book to record the time/date of the customer’s appointment. When the customer contacts the clients, the clients take down a brief description of the problem and store the information on the computer. After the clients visit to the customer to examine their problem, they record a detailed description of the problem on their personal laptop. They return either with the hardware from the customer or not and decide if they need to order new parts or equipment for the problem, before doing so they contact the customer to see if he/she will agree. The clients accept the charges on their customers by cheque, credit/debit card and cash only.
Both clients share a normal computer in their office, and both have portable laptops each. Both clients work separately from each other but share the information.
Entity Relationship Diagram
Below is an entity relationship diagram to show you the relationship between the different areas of the present system of the clients.
Sections
The clients have no separate sections/departments in their system as it is a small owned based company functioned by two people only. But if the clients wish to expand their company in the future, a new functional system is required to be set to adapt further to a wider context of the business, to increase the size of the company.
Definition of current system
Boundaries and constraints
I have talked with my client and agreed how the new database will be set out. The client would like a database where all information can be used but they do not want the system to be very complicated to use.
Scopes and objectives
Scope
I can see there are a number of problems with the client’s current database, which are:
- Information flow of system is slow
- Different forms of techniques to run system (e.g. hand written appointments, files/records saved on computer)
- Work more difficult
- More space and time used
- System not organised
- Accessing system too slow
- Cannot not look at files in one place
- Files may not be secure
- Current system makes work progress slow, which could make the clients lose customers
- Current system increases work load
Objectives to problem
I have studied the problem areas on the current system of the client and have thought of a database, which could counter these problems, which is to design and include the points below in the database for the client:
- Design a database that saves time and space
- Reduce workload efficiency
- To be able to secure files/records
- Make access to files/records much easier and quicker
- Files that are used by one source and accessed at the same time
- A database that can restrict non-personal from looking at files (e.g. Password)
- Efficiency of Information flow much quicker
- An organised database
Deficiencies of current system
Main features
The main feature of the current system is the information about the customer, their name, address, telephone number etc. What I will need to do is to set up a database where all the information about each section, is separate from each other making it easier for the client to follow and understand.
Major tasks
The major tasks that I will undertake is to develop a new database from scratch. I will first collect all the relevant information from the client to put in the database. Then I will have to do the designing phase, where I will decide what goes where and what needs to be added, how am I going to set out the information and details so the client can easily follow it and understand it. What kind of the security the client will have to use, e.g. password, protection etc. What backup, will I recommend to the client etc.
Hardware and Software used by clients
I have asked the clients, what current computer they have and are using. They have given me detailed descriptions of the hardware and software they are using. They said they have one personal computer in their office, which they share, and a laptop each.
Personal computer
The personal computer in the office has windows 200 NT Operating System, 64 MB Ram, 7 GB Hard-drive and a 450 MHz Processor.
Client 1's Laptop
Client 1's Laptop contains a Windows XP version of an operating system, 128MB Ram, 15GB Hard-drive, and 550 MHz Intel Pentium 3 processor.
Client 2's Laptop
Client 2's Laptop contains a Windows 2000 operating system, 256 MB Ram, 10 GB Hard-drive, and 1.1 GHz Intel Celeron processor.
Hardware and Software requirements for the clients
Software needed
To run software, which you could use or create your own database (e.g. Microsoft Access 2000) you need the following operating systems:
- The recommended system is Windows 2000 Professional
- Microsoft Windows 98
- Windows 98 Second Edition
- Windows Me
- Windows NT 4.0 with Service Pack 6 or greater, or Windows 2000 or greater
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On systems running Windows NT 4.0, the version of Internet Explorer must be upgraded to at least 4.01 with Service Pack 1.
Hardware needed
Computer/Processor
The recommended system is Windows 2000 Professional on a computer with a Pentium III processor and 128MB of RAM. Pentium 133 MHz or higher processor required.
Memory
RAM requirements for Microsoft Access depend upon the operating system used. Plus an additional 8-MB of RAM for each Office application running simultaneously for Windows 98 and Windows 98 Second Edition. 24 MB of RAM for the operating system; for Windows Me, Windows NT Workstation or Server 4.0, 32 MB of RAM for the operating system; for Windows 2000 Professional, 64 MB of RAM for the operating system.
Hard Disk
Hard-disk space requirements will vary depending on configuration. 170 MB of available hard-disk space is required for the default configuration of Microsoft Access with 115 MB on the hard disk where the operating system is installed. The client without Windows 2000, Windows Me or Office 2000 SR1 will require an extra 50 MB of hard-disk space for the System Files Update. Custom installation choices may require more or less hard-disk space.
Drive
CD-ROM Drive
3.5 Floppy Disk Drive
Zip Drive (optional)
Tape Drive (optional)
Display
Super VGA (800x600) or higher-resolution monitor with 256 colours.
Peripherals
Microsoft mouse, Microsoft IntelliMouse or compatible pointing device.
Miscellaneous
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Multimedia: Multimedia computer required for sound and other multimedia effects. Hardware accelerated video card or MMX processor will provide improved graphical rendering performance. Pentium II 400MHz or higher processor, 128 or more MB of RAM, close-talk microphone and audio output device required for speech recognition.
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E-mail & Internet: Microsoft Exchange, Internet SMTP/POP3, IMAP4, or MAPI-compliant messaging software for e-mail. Microsoft Exchange Server required for certain advanced collaboration functionality in Microsoft Outlook; some Internet functionality may require Internet access via a 14.4kbs or greater modem or a high speed connection, and payment of a separate fee to a service provider; local charges may apply.
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Handwriting: Graphics tablet recommended for handwriting input features.
Techniques that will be used
Visual basics
This is a programming language and environment developed by Microsoft. Based on BASIC language, visual basic was one of the fist products to provide a graphical programming environment and a paint metaphor for developing user interfaces. Instead of worrying about syntax details, the visual basic programmer can add a substantial amount of code simply by dragging and dropping controls, such as buttons and dialogue boxes and then defining their appearance and behaviour.
Although not a true object oriented programming language in a strict sense, visual basic nether less has an object-oriented philosophy. It is sometimes called an event driven language because each object can react to different events such as a mouse click. A visual basic enables users to quickly build prototype applications.
Validation and verification procedures
The database for the client must contain validation and verification procedures in order for it to function and work effectively. Below are the definitions of some validation and verification procedures, which will explain how the system works.
Validation
Validation is when you enter one piece of data and it cannot be named different to what the data is. For example, if I enter a data of someone's date of birth in the database, that specific data cannot be entered as text, name or number, it can only be entered and accepted as a date.
Verification
Verification is when you enter the data and it has to be verified, by you or the computer automatically. This is done, when you enter the data in the database, the computer automatically checks if that data you specifically entered is correct by matching and finding the field name of the data.
Statement of user requirements
Below are the details of the user requirements for the two clients. The clients will nee a database that:
- Has separate sections for each different area, e.g. Customers, this will lead to the customers name, telephone number, address
- All information must be automatically displayed for the clients about the customers in an organised detail information list
- The clients must be able to print reports or information manually, without any complication
- Must be able to enter or add information in the database them selves
- All details of information must be set out in an organised manner, in order to make the database easy to follow and understand
- Links to other pages must be set out simple as possible
- Must have a function, which shows that you can save (backed up)
- Must be kept secure (password protection)
Advantages involved
- Flow of information is much more quick and efficient
- Data is kept secure
- Data can be accessed at anytime
- Data can be backed up
- Data can be manipulated
- Data base can be easily configured and changes if wanted
- Chance of increasing business, e.g. more people employed
- Better customer service
- Saves time and space
- Increases flow of money
Disadvantages involved
- Clients may not actually use the new system and waste the time and money spent on it
- Computer may get damaged stopping and destroying the system from operating, losing any information, which is not saved or backed up
- Virus/bug may destroy information
- Cost of setting up the system
- The time it may take for me the developer of the database to create it
- The clients will have to train themselves and any other staff to use the new system
- The clients and other staff will have to get use to the new system
Cost benefit analysis
The total cost will be expensive but in the end the database will be beneficial, below are the reasons:
- Information flows much quicker, saving time.
- Information can be secured, stored safely without hardly using any space, making it easier o find.
- Information much easier to be analysed.
- Automatic calculations, saving time.
- Information flow is much more accurate and efficient, making chance of business expanding further.
Bibliography
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Objects and Databases: Book By Petr Kroha
- An introduction to database systems: by Chris J. Date
- Specification and feasibility: Written by J. Jennings
- http://www-ccs.cs.umass.edu/db/databasesites.html
