Chosen Software and Justification:
I have chosen to use Microsoft Access. Excel can be used as a database however it is more suited to performing calculation or ‘data modelling’ functions. In Access or FlexiDATA there are complex searches called queries, which produce quality reports and convenient data entry forms. You can also improve the database by making it ‘relational’.
A relational database application such as Access is better than a flat file database programme, such as Excel because it means spending less time on data entry and fewer errors.
Access is not the only relational database application; you can also link tables in FlexiDATA too. However as the user does not have this software package, FlexiDATA cannot be used.
Furthermore, Mr Browne and his employees have basic skills of using Access compared to FlexiDATA therefore it is better suited.
Date Collection:
Data will need to be collected from certain people so the system can be implemented successfully. Below is the information that needs to be collected.
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Three data entry forms will be made in word, they are named; member details, payment details and book details. This information will be collected from Mr Browne.
The data capture form for the book details looks as follows:
The Book Table:
Like the above data capture form, two more will be made by using word for the member and payment details.
- User Requirements
- Collect images of books from the internet to make the forms user friendly
- Information about the queries Mr Browne wants to make
Below is a diagram displaying the information that I will collect and where it will be displayed on the system.
Data Manipulation:
- The data will be entered into the tables.
- Record will be made.
- The tables will have a relationship.
- Member ID Query will be made.
- Make Query in design view.
- Insert fields Member ID and Member Name.
- Save
- Run
- The queries will then be put into a simple report.
- The reports will be printed out.
The tables will allow me to get appropriate information to make reports and forms, which will benefit the users.
Computer Input and Verification Checks:
As a majority of information will be entered into the system, it is crucial the information that is entered will be checked and verified to minimise mistakes. The information that will be entered will be in the tables and the details after the system is implemented.
Below is a table of the computer input and how it will be verified.
Below is a table to illustrate the uses of validation through the input masks and combo boxes.
Computer Output:
The computer outputs will be the reports from the queries, which will be printed off by using a computer.
The information, which has been processed by the database, can be displayed to the user in a number of ways. Below are a number of possibilities of outputs and their advantages and disadvantages.
Choice of output devices and justification:
As the systems output are reports from the queries made I believe the inkjet printer will be appropriate. The reports will only be looked over and then put in the bin therefore a cheap maintenance printer is required. The inkjet printer is a better option compared to the laser printer, as it is cheaper to maintain, moreover the print cartridges are also cheaper. Mr Browne will be content with spending the little extra cost because it will be cheap and helpful.
Furthermore, the touch screen VDU is not appropriate as there are many disadvantages with this device that are costly and inappropriate, therefore a normal VDU will be required as it is less expensive and Mr Browne has it already.
Data Flow Diagram:
Validation for Password
Mr Browne wants to open up the database system. The system will ask for a password.
Validation for data entry for Member table
Verification for Password
Verification to double check information
Flowchart to update Surnames:
Flow Diagram of the entered data:
Below is a flow diagram of how the reports will be made.
Backup Security:
The system will need to be stored onto a CD-ROM, if the file is too big, this should be stored at a different location to the bookshop in case there is a fire, for example at Mr Browne’s home.
Furthermore, every time a new member joins the bookshop or details are being changed, the database should be saved to the hard drive. Therefore every week, a user must update the CD-ROM. This will keep the system up to date and organised.
There should be a password on the computer therefore any unauthorised persons cannot access the system. Mr Browne and his employees should change the password every 6 weeks therefore this will minimise the risk of hackers.
