I could also use a barcode scanner to scan in the video information on the package and automatically fills in the correct fields with the videos information.
The advantage of using barcode reading is that is not time consuming and the information is 100% accurate. The disadvantage of using barcode is that it is an extra cost and it will take time for the store to program the details to the barcode readings or to pay the manufacturers more money to program the barcodes themselves and allowing the shop to use them. Also if the barcode on the package is damaged it will not read the information, reverting to manual input methods.
Error Checking
To ensure that the information is correct the staff will send the members an invoice with their details they have inputted and attached is another form to fill in the correct information and then collect it and update the database. For the videos the staff will do daily checks on the database to see any obscure looking information in the database and will edit this info by getting the video and re-entering the video data again. Or the staff will do two copies of information identical to each other because the information will be inputted twice and if they are not identical then one or the other or both are changed with the correct information.
Process of information
The information will be calculated by some calculation validations in the database so that certain data is updated by the computer automatically without any more manual tampering.
However the calculations depend on two of more different kinds of information for it to work. So this information will be manually inputted and updated if needed and the calculation will create and automatically update its data with this other information.
The database will be updated or edited when a video has changed price or new stock has arrived, and when a customers details are incorrect or moved location or changed name etc., or when a customers details are deleted because a ridiculously overdue item.
Information Flow
Analysis of Output Requirements
The outputs that the database will have are, on screen – to see the information as the user edits updates or inputs data. The user on screen will see everything. The table, the form, the report and the queries.
Another on is printed out so that the user can keep and store that as a hard copy is the system fails. The user can print out the table will all the data on it, the queries without the design, and the reports as a document so that they can send them to the customers.
Analysis of Strategies for Backup and Security
The system will be backed up on CD-RW’s daily and on hard disk drives and a server. The database will have an encrypted modification password and it will be write-protected so it cannot be deleted. If a staff member needs to access the database to modify It, then a staff password is needed. It will not open until the password is correct
Design Section – GCSE ICT Coursework Two – Database Project
Christopher Healey
Form Designs
Members Information Design and Field Definitions Table
Video Information Design and Field Definitions
Overdue Rentals Form Design and Query Design Table
Date of Birth Form Design and Query Design Table
Video Rental Information Form Design and Field Definitions Table
Report Designs
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Final Designs
Structure Diagram
Macro Design
Entity Relationships
Final Form Designs
Main Menu
Rentals Menu
Membership Menu
Member Information
Video Database
1980’s Club
Rental Information
Overdue Rentals
Test Plan Designs
System Flowchart – Entering new members
Renting a video
Entering new video’s
Overdue Video’s
Identify Section - GCSE ICT Coursework Two - Database Project
Christopher Healey
Scenario Description
A small, Clapham based video rental store called Starlight Video rents out a range of videos. Each video needs to be catalogued and its details stored. Each member fills out a membership form in order to join the video shop. Once the member completes this form, a membership number is assigned and the form is then filled in a filing cabinet in alphabetical order by surname. The form is then filed back into the cabinet. All the loans are cross-referenced with member and video files. The overdue fee is then calculated using a calculator or calculating device.
Members often ask the sales assistants whether certain videos are in stock and when they due back, or when the new releases are due to release. The sales assistant often answers the question from memory, or finds the information by looking through the files. The manager has three assistants, none of them are computer literate, but are willing to be trained.
This video store has been running for 9 years. 2 years ago they started trading DVD videos for rental.
The Current System and its Problems
There are a lot of problems with the old system. They were that all preferences were documented on paper. This causes those preferences to be a waste of paper and will be hard and time consuming to locate, edit and update it. Also these preferences on paper can be damaged or lost and they would take up a lot of space.
The staff edits and updates the system by sending forms to members so that they can collect the information on paper and then manually input the new or updated information on paper.
Alternative Solutions and their Problems
There are other ways of tackling this problem. They are that they can be: to have cards which contain the member’s identity and every time they rent a video, like a library stamp their issue on a card and the member keeps the card and the video do not have any information to file. This will be done by the store to have 8 digit random numbers issued to every member. On the card the number will match a in their card and use that as proof of membership.
The problem with this method is that the members card could become lost therefore re-entering their details to get a new card and a complete stranger will obtain a person’s details creating a problem of security of the member’s personal details. Also another problem is that it will take too long to issue videos out because of the stamping and also the store can only identify the video rented by its title name which no doubt the store will have many of the same in stock making it harder and longer to search still. And also the store has no evidence of the date of issue and the due date of rental, creating another quandary to keep up to date of their overdue rentals and contacting the members about their overdue purchase.
So now this issue creates and brings up new problems to overcome. The best method to overcome these problems is by ICT methods.
One method is to set up a large server and make their store available online and members can download their chosen videos off the internet with a charge as a streaming video or a video with an automatic expiry timer which will expire when the purchase’s due date passes and automatically deletes or becomes un-accessible. Then the members’ profiles on the stores database will automatically update. This method eliminates the problem of overdue rentals, security of membership profiles, time consumption of issues and the storage of videos files and could be run in a small office or offices becoming an internet only based business. And also can be a worldwide service creating large profits. Therefore this is one of the best methods that overcome all the problems mentioned earlier. However this method can on be done if the business has enough money to invest into this method. For a larger and faster server will be extremely costly and for the customers to watch these videos in high quality the server must be broadband otherwise it will take the customer endless amounts of time to download their purchase. Also not everyone has a computer, an internet service and in this case a broadband ISP to access this service and the video files could be easily modified so that the time expiry on the videos are eradicated so the customer may keep the video illegally on their PC.
The store cannot afford this method in their budget so a new one must be made.
The most affordable and appropriate method is a database on site. This database will contain the membership details of every member and details of every video in stock and will automatically calculate overdue fees of rentals and can edit and update the member and video information on demand. And also will enable the store to notify customers of overdue items by post, electronic mail or telephone.
Training the staff may be a problem because they have to become familiar with Microsoft Access and a computer environment. If the assistants are completely computer illiterate then the store must cope with the old system for at least 3 months.
User Requirements
The user requirements are that, all the video details are incorporated with the database entries, all of the members’ details are able to edit and update easily, the information is able to print hard copies for manual backup and reference, the database can be stored for backup, the staff can easily search to find member information for overdue video rentals and the member information, show the price of rental and total amount of purchases and payments on the members account. Is user friendly and can automatically indicate staff when a member’s rental is overdue on the day.