- Graphs must be available for lists of selected information and an appropriate graph should be produced.
I detailed in the user documentation how graphs could easily be created in step-by-step form and tested that they could be successfully created.
- An interface page with the school logo must be used to incorporate school image.
I did create an interface page and included the school logo on it. I also designed buttons to attach macros to the interface page.
- Macros must be used to make navigation easier.
I attached macros to all the buttons created on the interface page and added a button and attached a macro to all the other pages to allow the user to easily access the interface page.
- The spreadsheet must also easily allow for the input/deletion of new pupils.
I designed the spreadsheet in such a way that pupils could be easily added and removed from classes.
- Percentages must be calculated automatically for the appropriate data in each cell.
I created formulae which successfully calculated the percentages and updated automatically with the addition/deletion of data.
- Calculations should change according to the data that is in the appropriate cell.
Through mainly using the Subtotal function and other advanced versions of functions I was able to successfully create a spreadsheet which would update automatically when new data was added or removed.
- Rank ordering used to highlight high/low achievers and make searching and comparing easier.
When I designed my spreadsheet I began to consider not using the rank order function. I eventually came to the conclusion that there were enough functions in use such as average and the report note function to highlight underachievers and that was the purpose of including this function so I did not bother to include this function.
- Drop down boxes must be used to minimise the amount of typing and eliminate the change of misspelling and lower the risk of human error.
I did use list boxes throughout the spreadsheet and when testing found them all to be functioning correctly and very helpful.
- Validation rules used to minimise the chance of human error when possible.
I did use validation rules when possible and they all worked correctly and prevented invalid data from being inserted.
- Unique passwords must be used to ensure the spreadsheet is secure.
I left the Principal with a generic password ‘1234’ and gave him the instructions on how to change it; I suggested that he provide each teacher with a different password to increase security.
- Forms should be used to allow data to be easily put in and also minimise the change of data being inserted in the wrong column.
I did not include forms as I found in was quite easy to put in data the manual way and in order for list boxes to be used forms could not. I also reviewed the benefits and disadvantages to including forms and came to the conclusion that they would confuse staff too much, so I did not include them.
I believe that through closely working to meet the original objectives, I have created a spreadsheet that is fully functional, easy to use and meets all the Principal’s requirements.
Through closely sticking to my design specification and my original plans I was able to constantly keep the design process progressing. Although when I actually came to including some of my original plans they caused issues and I even left some out such as the forms.
Throughout my designing of the spreadsheet I encountered many problems and difficulties which I had to quickly overcome to keep on schedule. I concentrated on all the tasks and eventually successfully overcame all the problems and kept on schedule.
As the Principal also had a lot of free time on his hands and it is quite a small school I was able to work closely with him throughout the process and we were both constantly adding and removing new functions.
In total I had 6 weeks to design a fully functional spreadsheet and I found this the major disadvantage in the designing process. If I was to undertake another operation similar to this I would definitely not commit to a 6 week design time. I felt that the time factor held me back at times and constantly kept me under pressure and stopped me from adding new functions which I thought could be used but would take more time to implement.
I also have password protected the entire spreadsheet to comply with school regulations and the Data Protection Act 1998. This ensures that only people who have been allocated a password can access the private information stored within the spreadsheet.
I am very pleased with the design of my spreadsheet and I think the colour scheme worked well and from my detailed documented tests I am now truly confident that any function I have included in the spreadsheet is working correctly.
I am happy with the accessibility and functionality of the spreadsheet and believe it is very user friendly due to all the user aids incorporated such as; macros, list boxes, error messages, validation rules, input messages and many other factors.
I truly believe that I have worked to my full ability in the designing and completion of this task within the time scale. I have managed to also produce detailed user documentation and technical documentation and have tested every function in detail.
I feel I have provided a good solution to the Principal’s original problem and I believe all the users of this spreadsheet will be happy with its functionality and its user-friendly ethos which is promoted throughout the spreadsheet.
When I presented the finished product to the Principal and gave him a tour of the spreadsheet he was immediately impressed with the quality and could not wait to get the spreadsheet into use within the school.
If I was to complete a task like this again in the future possibly for another school or business I would definitely need a lot more time as I feel that if more time was available for each part of the design I could advance the quality of the spreadsheet.
I understand that if this spreadsheet was to be mass produced there would have to be many amendments and improvements made to the spreadsheet to make it a valid competitor in the market.
To conclude I believe that I have met all the objectives and believe I have provided a valid solution to meet the schools needs. I would like more time to further perfect my system but clearly this is not possible but however I am extremely pleased with the way my spreadsheet turned out.
Main Strengths:
As I had GCSE experience in designing spreadsheets and I was accustomed to using Microsoft Excel, this gave me a great advantage. It also meant that I was also familiar with all the functions and could easily see places to use them throughout the spreadsheet. I also had the ability to work closely with the Principal and worked closely under his guidance which kept the process constantly moving in the right direction.
I worked closely to my action plan to ensure sufficient time management was given to each process in the designing of the spreadsheet and as I had already composed a detailed design specification, I was able to work closely to it.
Major weaknesses:
The spreadsheet could not be worked on at home due to software incompatibility as the schools Excel software was outdated and was in a different format; therefore this put me under intense pressure. This also meant there was a lack of time due to the fact that the spreadsheet could only be worked on within the school.
Also although constant meetings with the Principal helped me ensure the spreadsheet was best designed he was constantly making amendments which were very time consuming. I also still had to make an appointment with the Principal each time I met him which also wasted vital time.
Also the fact that I was not able to get the rank order function to function properly is also a major weakness.
I believe the key to designing a successful spreadsheet is working to a detailed specification, therefore if I was to undertake a similar project I would spend more time on the design specification.
I also believe that good time management skills are vital to ensure targets are met on time.
I believe that I have met the objectives I set out to do and my solution is easy to use.
If doing this project again I would like more time. I realise now that the time spent on planning and design was invaluable to me. I would also test every single function and user aid used. I also got some feedback from the Principal and his staff. Their comments are useful and I would certainly use them if doing this again.
Overall I am pleased with my finished project.
Candidate Name: Shane McCudden Centre Name: St. Eugene's College
Candidate Number: 5032 Centre Number: 71979