AQA GCSE ICT Specification B

Problems with the current system

The current system is complicated with many opportunities for human error to occur. It is time consuming, and all processes must be done by hand. These all affect the efficiency of the company, and significantly reduce its profits through human errors and mistakes.

Results of discussion with user

Output 1: Receipt

Output 2: Delivery Note

Output 3: List of Customers and Orders Between Two Dates

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Possible Solutions

Solution 1 –Improved Current Solution

Solution 2 – Spreadsheet Based Solution

Solution 3 – Database Software Solution

Final Choice of Solution.

My final choice of solution for the new system is option three- a database software solution. I have made this decision because I believe the database offers what my client is looking for in a system. A database would provide a way in which data could be handled instantaneously with little fuss. Costs and unnecessary complications can be minimized by effective planning and analysis of the client’s needs. A database offers the most benefits of any of the three solutions, and the price to pay is very small. Once the database has been set up and is fully functioning, it will need less maintenance than the other two options. Spreadsheets and manual files can be difficult to update as the company grows; a database is very flexible and simple with regard to imputing new information. It can change and adapt as the business expands because there is no extra difficulty in having a million records on file. In a manual filing solution however, a system with a million records would be near impossible to manage, let alone the extra space and staff requirements.

 Databases can be extremely powerful and yet incredibly simple. They take little maintenance or expert knowledge if correctly implemented. They are extremely flexible and in the long run, the most cost effective of the three solutions. This is why I have chosen option three as the most viable system.

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Specification of Solution

System Overview

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Operational Scenario

We would like a simple layout, easy to get used to, with clear font.

We would like to be able to create a complete new order on one sheet.

We would like to be able to access ready made delivery notes and receipts from the new order screen.

We would like to be able to search for old orders and information easily by order number.

We want to be able to create order summaries and sales reports between any two dates.

We want to print every sheet straight from the program.

We would like the company logo to appear at the top of every sheet.

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Evaluation Criteria

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Design of the ICT System

Table Design

Table1

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Query Design

Query1

One Customer

Dates

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System Navigation

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System Tasks

1. Open System
2. Main menu displayed
3. Choose option:

1. Create a new order (Go to 4.)
2. Search previous orders (Go to 8.)
3. Create a sales summary (Go to 10.)

4. Enter order details:

• Order ID
• First Name
• Surname
• Title
• Address 1
• Address 2
• Address 3
• Address 4
• Home Phone
• Mobile Phone
• Email
• Colour
• Personalization
• Personalization Character Count (Calculated Immediately)
• Payment Type

• CC Number
• Primary Cost
• Personalization Cost
• Total Cost

5. Choose option:

1. Open receipt
2. Print receipt
3. Open delivery note
4. Print delivery note

6. (Repeat 5. or go to 7.)
7. Return to new order screen, then:

1. Choose another option from 5.
2. Return to main menu
3. Exit

8. View previous orders
9. (Go to 5.)
10. Dates entry form displayed
11. Enter start date
12. Enter end date
13. View Sales summary
14. Choose option:

1. Print sales summary
2. Return to main menu
3. Exit

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Implementation

Hardware and Software Required

Hardware Required

Acer Extensa 26+17”

• Intel Celeron D 430 Processor
• (1.8GHz, 800MHz FSB, 512KB Cache)
• XP Professional Operating system
• 512MB Memory
• 80GB Hard Drive

£329.99

HP Deskjet D1460 - Inkjet Printer

£18.99

Software Required

Windows XP Professional comes with the hardware.

Which includes Microsoft Access

Justification of Hardware Choices

The hardware represents the best value business computer available. It is new, which means parts and servicing will be readily available, it has enough running capacity to work fast and safely- not crashing. It is of a similar design to the average home PC, making it very easy to use. It is relatively cheap, yet powerful enough to keep up with evolving software technology in years to come.

System Requirements for XP Professional

PC with 300 megahertz or higher processor clock speed

128 megabytes (MB) of RAM or higher recommended (64 MB minimum supported; may limit performance and some features)

1.5 gigabytes (GB) of available hard disk space

Super VGA (800 x 600) or higher-resolution video adapter and monitor

CD-ROM or DVD drive

Justification of Software Choices

Functionality: Windows XP is a modern and powerful operating system. The vast majority of people are more familiar with it than with MS Vista, and research shows that the additions made in Vista are more conveniences than essentials. It comes free with the hardware and there are many updates available. If the business wanted at some point to upgrade to vista, this is easy to do and cheaper than buying vista from scratch. Microsoft Access is far more powerful and easy to use than Excel. It offers more powerful computing power and a more secure system where the user does not have access to the mechanics of the program.

Robustness: Due to the Intel Celeron processor the operating system will be able to manage with lots of data and will not crash.

User support: Microsoft is a global company with a vast user base. Their customer support system is equally huge to cope with all of those customer’s problems.

Data collection, data capture and input

Techniques Employed To Enter Data

Text Boxes

Combo Boxes

Command Buttons

Justification

Text Box: Allows the User to enter data of any value within the validation boundaries. Useful for details such as Name and Address where there is any number of possible answers. The user is not limited in their response, except by validation boundaries, e.g. 7 Characters for a postcode, 16 for a Credit Card Number, which prevent the user making errors.

Combo Box: Allows a limited selection of responses available to the user. It is quicker to find the chosen answer and prevents the user typing invalid data. Useful in details such as Colour and Payment type. More convenient than a list box as it takes up less room on the form, allowing all details to be condensed into a simple, clear, user-friendly display.

Command Button: Performs a single function. Very simple, as it provides no room for error. Each button is clearly labelled and defined. Useful for opening and printing forms and receipts.

Data validation

Presence Check

Applies To

Order ID

First Name

Surname

Title

Address 1

Address 2

Address 3

Post code

Home Phone

Payment Type

Credit Card (If ‘Payment Type’ = Credit Card)

Start Date

End Date

Evidence of Implementation

Justification

The company must have enough information about the customer to create, deliver and bill the customer’s order correctly. The fields necessary to do this should not be left blank. The system prevents this from happening.

Length Check

Applies To

Credit Card Number

First Name

Last Name

Home Phone

Mobile Phone

Evidence of Implementation

        

Justification

The length check enables the input of irrationally long entries to be recognized and prevented. For instance, a credit card number can only have 16 characters. If a user added an extra character by mistake, the system would recognise this as a 17th character and not allow it.

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Format Check

Applies To

Email Address

Postcode

Evidence of Implementation

Justification

A format check ensures that the email address or postcode added is of the right format, i.e. they must be lower case and upper case respectively. Were the user to input an email address in caps, the system would recognise the problem and create an error message.

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Output format

Receipt

 

The receipt on the left was created by the Microsoft Report wizard. It contains all the necessary information, but does not carry the company logo. It is not clearly laid out or properly labelled. The receipt was formatted to create the one on the right; this carries the company logo and is very clear.

Delivery Note

The note on the left was created by the Microsoft Report Wizard. It contains all the necessary information, but does not carry the company logo. It is not clearly laid out or properly labelled. The note was formatted to create the one on the right; this carries the company logo and is very clear.

Sales Summary

The list on the left was created by the Microsoft Report Wizard. It contains all the necessary information, but does not carry the company logo. It is not clearly laid out or properly labelled. It is also carried onto three pages. The note was formatted to create the one on the right; this carries the company logo and is very clear, It is also fitted on one page.

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Testing

Evaluation Criteria

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Test Plan

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Testing Against The Test Plan

Test 1, 2 + 12

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Test 3, 7

        

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Test 4

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Test 5

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Test 6, 10, 7

Failed (Test 6)

Success (Test 10), (Test 7)

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Test 8, 7

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Test 9, 10, 11

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Evaluation

Criteria 1

Criteria 2

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Criteria 3

Criteria 4

Criteria 5

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Criteria 6

Criteria 7

Criteria 8

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Criteria 9

Criteria 10

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Criteria 11

Criteria 12