Observation
As well as doing a questionnaire I observed a day with the training team and discovered what really happens. First of all I noted that there wasn’t a proper timetable of when training would be done. This was done on the chance of whether there was enough time to take employees off of the floor and management were not happy with that arrangement at all. This meant that sometimes not enough staff would be on the shop floors. None of the record training cards were kept in a safe place. They were just left on a shelf in an office, which was not even kept locked. During my observation I also saw the training cards and half of the information on them was not legible-this meant incorrect decisions were made. Some of the training cards had hardly any notes on them and I could see no notes about the training done on a few of the employees who had started at least a month ago.
2.2 Problems with the current system
There are a few problems with the current system and these are: -
- Record training cards are lost
- No back ups of the record training cards
- Decision-making is usually incorrect due to the record training cards being lost.
- There is no level of security for the managers and the training team.
- Handwriting is sometimes unreadable.
- The offices are not locked up when not in use.
- One copy of the training cards only.
- Manuel methods are to slow
- There are sometimes duplicated record cards if the lost cards are re-found.
- Large amount of data.
3. Requirements of the new system
3.1 General objectives
My client Mr. Laurie Kelly would like to keep details about all staff old and new. In addition all details about training and how often training has to be done has to be kept. Finally Mr. Kelly would like details of all the employees progress within the company and training scheme. In addition Mr. Kelly would like two levels of security-one for the higher level managers and one the other day to day logging of training. Also a number of backups are needed. One of these must be off site.
3.2 Specific objectives-Quantitative
The database of training must: -
- Be able to filter out different levels of training.
- Be able to show all employees in one minute.
- Be able to delete a member of staff after they have left the company in two seconds.
- Be able to enter a new member of staff in no more than two minutes.
- Be able to change the employee’s rate per hour in less than ten seconds.
- Be able to show the employee’s details in ten seconds.
- Only be changed and adapted by the management and training teams.
- Not close if someone accidentally clicks outside of it.
- Flash a warning when deleting an employee to make sure that this is really what they want to do.
- Have separate passwords and user names to enter the database.
- Be able to produce queries of experience and training for promotion prospects.
- Be able to produce a report of all the staff and where they are up to on their training.
- Be able to produce a report on all the training and how often it is to be re-done.
3.3 Specific Objectives-Qualitative
- Employee’s details should not be duplicated.
- The database must be up-to-date.
- The system will be automated.
- The new system must allow for quick data entry.
- The new system must be presented in a processional manner.
- The new system must be user friendly.
- A user guide needs to be with the new system.
4. Performance Criteria
Staff details = quantitative
Training details = quantitative
Staff and training progress = quantitative
Clear user interface = qualitative
Passwords = qualitative.
4.1 SWOT Analysis
SWOT analysis stands for strengths, weaknesses, opportunities and threats. Some strengths that I have noticed are that some members of the training team and managers have a basic understanding and knowledge of computer systems. This means that only training for the new system will be needed with the applications used. The user guide will also come in handy. In addition I have seen willingness and enthusiasm towards the introduction of the new system. Some weaknesses that I have noticed is that some staff do not have a good computing knowledge and therefore need training right from the bottom. This means that they are opposed to using the new system. Some opportunities that I have noticed are that the system is set to be introduced by the late spring. Furthermore the system will help find staff training cards quickly and also let the training team produce a timetable of when employees are due for new training or re-training. Some threats that I have noticed are that the deadline might lead to a rushed system that may not function effectively. Therefore time management is essential. Also the less computer literate staff may find that it takes them longer to use the new system, as they are unfamiliar with it.
5. Constraints
5.1 Hardware
The hardware at NEXT in the training office and around the store is an apple 1 Mac machine with 333mhz processor, 6GB hard drive space and 32MB Ram. They also have a laser printer and scanner.
At home I will be using a Compaq PRESARIO PC with a 333mhz processor, 37.1GB hard drive space and a 32MB Ram. I also will be using a laser printer.
The hardware at college will be more than perfect to operate the database.
5.2 Software
The software at home, at college and at NEXT is Windows 2000 and I will specifically be using Microsoft access. In addition I will be using Microsoft word too.
5.3 Users I.T skills and knowledge
All the training staff and the managers have a basic understanding of computers. They have them in the offices and, especially in the training office, they don’t get used. They can all do basic word documents but I feel that some basic training on using Microsoft access and Visual Basics 6.0 would be extremely helpful. This is where the user guide will come in handy, as it will take all the staff through the system step-by-step. In addition I feel that external training may benefit the NEXT Company so that all members of staff feel confident using the new system. The user interface needs to come across as friendly and non-intrusive so that employees will not be scared to use the new system to obtain maximum results.
5.4 Legal Implications
As the company deals with data that is of a personal nature the company has to comply with the Data Protection Act. This deals with eight points. These state that personal data must be: -
- Fairly and lawfully processed
- Processed for limited purposes
- Adequate, relevant and not excessive
- Accurate
- Not kept longer than necessary
- Processed in accordance with the data subjects rights
- Secure
- Not transferred to countries without adequate protection.
This Act automatically processes personal data. This means that the data is from living identifiable individuals.
To be able to comply with the Data Protection Act T he company must register with them. This can be done online at . The Data Protection Act 1998 requires every data controller who is processing personal data to notify them unless they are exempt. Failure to notify is a criminal offence. Otherwise you can register by the phone on 01625 545 740 or by requesting on the home page of the website.
6.Project Plan 1
Notes on Gantt diagram.
- Within the “interview user stage”, I will get in contact with the user and ask him questions relating to the old system. In addition I will give questionnaires out to members of the training team.
- Within the “analysis stage”, I will look at the old system in more detail. This will include examining the inputs, outputs and processes, observations and more interviews. In addition it will include the use of data-flow diagrams.
- Within all of “the design stages” (tables, menus, forms, reports, test plan) I will look at the way all of them will be set out and the usage of validation rules and primary/secondary keys.
- Within the “implementation of the prototype”, I will see how the user feels about the new system and whether it is suitable for them.
- Within the “adjust design stage”, I will see whether the designs need adjusting for the user.
- Within the “Test system stage”, I will test the system with some pre-written test data to see if all of the passwords, validation rules, validation texts, find, print buttons etc actually work as they are supposed to.
- Within the “write user manual stage”, I will tell the user how to actually use the system. It will include the passwords required in it to.
- Within the “show to user stage”, I will show the new system to the user and if any adjustments need to be made these will be done. They will be done in the “make final adjustments stage”.
- Within the “evaluation stage”, it will show whether the user requirements have been taken into account and that I am aware of any weaknesses in the new system.
6.1 Data Flow Diagram level 0
7. Proposed System
I would like to be able to produce a computerized system so that all the requirements are met. I have decided to do all of my work in Microsoft Access 2000. This is because Microsoft Access has some very important features that will be helpful to me whilst designing and implementing my computerized system. Some features that are useful are the queries and the reports and the macros. I want to make a computerized system that will keep all of the training record cards in one place that will be easy to find. In addition this system will be used my managers using a different access password to make MIS decisions, such as promotion prospects for employees. In addition I would like to add a graphical user interface so that staff can use the new computerized system to its full capacity. Furthermore two levels of security are needed. This is also another feature of Microsoft Access as Usernames and Passwords add to the security of the system. Furthermore the user interface will seem less confrontational to the less computer literate people, as they are not stuck with different bits and pieces.
8. Design.
- Consideration of solutions
There are various methods of implementing this new system. These are listed below: -
- Manual system
The current system is manual and having another manual system would prove to be extremely time consuming because new staff who join the company and staff who leave the company have to be thrown away. This wastes paper in the long run but is also very large to keep. It will also take a long time to write out every new member of staff and their training abilities.
1.1) Benefits
- Hardly and training for staff will be required.
- Current working processes will only be slightly changed slightly whilst improving the efficiency of recording staff training.
- Entering new staff and training will be easier and quicker in this solution
- System will be secure as the filing cabinet holding all the staff training details will be locked
- Easy to implement
1.2) Drawbacks
- Would take up a great deal of physical space due to the filing cabinets
- Human errors and more likely to be made
- It is likely to be more expensive as a lot of paper will be used
- Separate filing cabinets will have to hold details about employees and details about the training and details about the timetable.
- Spreadsheet system
This would enable a list of employees to be held another list for the training available and finally a timetable of training. However it would be extremely difficult to design a data entry form. In addition it is quite hard to format reports in Excel.
2.1) Benefits
- Reduces the paperwork and physical space of a manual system.
- Simple interface, so the user will get a grip with the solution quicker
- The keyboard can be used for all data entry into the tables.
- Any calculations that need to be done can be done automatically so this eliminates human error
- Professional looking printouts can be produced
2.2) Drawbacks
- Simple interface that is not efficient enough when compared to other systems
- No automatic way to confirm that a letter has been sent out or an invoice sent out
- It will be very difficult to actually implement the system because many formulas and macros will be needed
-
The deadline for completing the system may over run
-
Programming system
This would enable the employee to input data effectively and also link up with the database in access. Programming language would have to be used and “bugs” can easily be found in the system.
3.1) Benefits
- The user interface will be user friendly
- Special code will be used to add, delete and edit training and people
- Less space will be taken up than the manual system because it is all on a computer and not in a filing cabinet
3.2) Drawbacks
- The code will be complicated and there will be room for human error
- There is no referential integrity
- There is no wimp intuitive interface
- Will take a long time to train the staff how to use such a system
- Bugs easily detected in system
- Access Database
The system can be conveniently implemented using access, which uses relationships to link up the tables. This piece of software is already on the companies’ computer and is available on the college network and it is on my home computer.
4.1) Benefits
- Reduces the amount of paperwork and physical space.
- The use of forms means that in the long run data entry will be more efficient and easy than the previous systems that I’ve looked at.
- Validation rules and text ensure that the correct type of information is added.
- The final solution will resemble an actual professionally designed piece of software. A switchboard can be used for this.
- Reports are readily available to the user.
- To actually implement this solution, although more complicated, it will be easier than the spreadsheet solution as many tools are already in place in the Microsoft Access.
4.2 Drawbacks
- More training will be required for this solution than any other.
- The user may have to use the mouse a great deal more.
8.2) Final Choice of software
The system will be implemented using Microsoft Access 97. This is because it is a far more sophisticated solution that is available to us. I have come to the conclusion that the package has many features that can be used to the full advantage to improve the system for the user. These are listed below: -
- Tables can be related by a common field
- A menu system can be used to help the user move around the system.
- Forms can be designed for easy data entry.
- Validation rules and text can be used to prevent the user from inputting mistakes.
- A link to Microsoft Word can be created to produce letters to notify staff of training that is due to be re-done.
- Report facilities can be used for managers to make MIS decisions and also to see if the new system is effective.
- It can produce multi-table queries.
- Macros can be written to customise the database.
- Finally it can provide the user with on-line help.
9.Database Design
9.1 Entity Relationship Diagram
There are three entities in the database, which are shown related above.
The employee table has many timetables and the timetables consist of different training from the training details table.
9.2 Table Design
The three tables are defined below: -
tblEmployee
- The primary key is the employee ID- this is because this number is given to the member of staff automatically when he/she joins the team.
- This will be used to add, edit, delete and find staff.
tblTrainingDetails
- Training ID is the primary key- this is the unique number automatically given to the training.
- This will only be used to add, delete or edit training.
tblTimetable
- Employee ID and Training ID are both secondary keys.
- This will be used to devise a timetable of training for employees.
9.3 Form Design
frmEmployeeMain
A form with a sub-form. Used to input employee details and which training they are going to do. (Source: tblEmployee for main form, tblTimetable for sub-form.)
(Form shown on the next page)
This table below shows what the command buttons actually do: -
frmEmployeeMain
frmTrainingdetails
A form to add, edit and delete details of each type of training. (Source: tblTrainingdetails). This is only used for the above reasons.
(Form shown on next page)
The table below actually shows what the command buttons do: -
frmTrainingDetails
frmEmployee
A form to add, edit and delete employees. This form contains more information about the employees than frmEmployeeMain. This is purely to see how many employees there actually are. In addition it has all their contact on it to. (Source: tblEmployees)
(Form shown on next page)
The table below shows exactly what the command buttons do: -
frmEmployee
9.4 Report Design
The following reports will be required: -
rptTrainingDetails
This Basically shows he user what training they have to offer at the present moment. It also includes when the training should be re-done and where the training is held.
rptEmployeeDetails
This shows the employer the employees that work within the company and all of their personal details. This is for a safety measure in case employees are needed my managers quickly. It is summarised by the floor that the employee works on for ease of use by the managers. This can also be printed off so each floor can keep an up dated list of the employees who work on each floor.
rptTrainngDays
This shows the employers and the managers what training courses their staff has been asked to go to, to improve their skills. The report gives the date of the training and where the training will be held. It is easy for the staff that input the data to see that all staff have been added to training.
9.5 Query Design
As the company section I am dealing with doesn’t include any payments or invoices I will not be using queries that calculate anything.
- qryEmployee displays the employees in alphabetical order. This is for ease of use for the employers to find the employee that they want.
- qryDaysSummary displays all of the employees who doing the training, what training they are doing and when they are going to do it.
- qryTimeTable displays briefly the training staff are doing.
9.6 Macro Design
I will be using several macros. These are detailed below: -
- One of the macros that I will use will maximise the screen that I am using. To do this I am using the code “mcrMaximise”. As soon as the form opens the screen will maximise.
- Another macro that I will use will be used to view the reports. A dialogue box will open asking which report you would like to see. The name of the code that I hopefully will be using is “mcrViewReport” this will open the form, which displays the reports. There will be two command buttons. One with “OK” written on it and another with “Cancel” written on it. Once you have selected a report and then clicked on “OK” the report will pop up. If you don’t select a report you can click on “Cancel” and the dialogue box will close. I will call this macro “mcrReports”.
- Another macro that I will be using is to open the form in the place to add an employee or edit an employee. Hopefully the name of the code that I will be using will be “mcrAddEmployee” and “mcrEditEmployee”. These will be attached to command buttons and when the button “Add” is clicked on the form will open on a new record ready to have data inputted. When “Edit” is clicked on the form will open in edit mode so that any editing can be done. I will call this macro “mmnuEmployee”.
- Another macro that I will be using will minimize the actual database and display the main switchboard. The code that I will use will be called “Minimize” as this is what will minimize the actual database. “OpenForm” will be the name of the code that actually opens the swirchboard. I will name this macro “AutoExec”.
The Code, conditions and actions that will be used will be shown clearly in the implementation stage.
9.7 Menu Design
The menu will be created using Access’s switchboard. The following is the structure that I hope will be created.
Notes
On the Employee Menu: -
-
Add a new employee will open frmEmployeeMain in edit mode so that all employee records are available, but the form will open ready for a new record to be entered.
-
Edit/delete an employee will open the form in edit mode but the cursor will be in the surname box so that a search can be started using the find button.
On the Training Details menu: -
-
Add new training will open up frmTrainingDetails in edit mode at a new record so that staff can input the new training after the last record.
-
Edit/delete training will open the form in edit mode but attention will be pulled towards the find button to locate a particular record and then edit it or delete it will be made possible.
On the Timetable menu: -
-
Edit Timetable will open frmTimetable1 in edit mode so that any alterations can be made to the timetable.
- Print Timetable will give the staff the chance to print off the timetable to display and send out to the employees.
Security
The database will be password protected, because it is important that no one except top management and the training team have access to the database. Members of the training team will do most of the data entry.
Test Strategy
The test strategy will include: -
- Testing all the command buttons
- Testing the effect of inputting invalid and extreme data
- Testing all the individual objects i.e. forms, queries, reports, macros
- End user checking the system to make sure that it meets the end user’s requirements.
- Testing the validation rules and validation texts.
Test Plan
The following tests will be performed on the new system.
Test data set 1.
Test Data 2.
Plan of Implementation
