The system objectives are:
- To ensure that the client’s personal information is kept safe.
- To ensure that the data is easy to edit.
- To ensure that the data is legible.
- To ensure that the data is easy to retrieve.
Analysis.
They could use a spreadsheet or database to store the member’s details.
Possible solutions to their problems include:
- The company could re-train their staff so that they can complete the forms quickly and clearly, this would mean that the problems of not having the time to add or change member’s details may be solved. However, this would not solve the problems of security and lack of backup copies and handwriting may still be an issue.
- The company could replace the current pen and paper filing system with something that is more secure, for example, using a cabinet with more secure locks and photocopying the documents. However, this could be costly as the company would have to spend a lot of money photocopying documents each time they are changed. It would also take a lot of time.
- They could store the data electronically, for example, in Microsoft Excel, this way, it will be quick and easy to add or edit data, they can make backup copies of the data easily, they can password protect and use a laptop to ensure that the data is safe at all times, and there won’t be any problems regarding handwriting. Also, using something like Excel would mean that the personal trainers wouldn’t have to do the calculations for each client, instead; these would be done on a computer. However, it may be costly if the company does not already have sufficient equipment.
Overall, Ms. Lass should store the data electronically because it solves all the current problems (the time taken to add or edit data being too long, the lack of backup copies, the lack of security, and the issues surrounding handwriting.). It would also mean that the calculations needed for each client’s plan would be done quickly on a computer. However, in the short term, it may cause a few problems, one being the cost of setting up the new system, as the company may need to buy a computer etc, and the second being that the staff may need retraining in order to effectively use the new system. Whilst re-training the staff would solve a few problems, others, such as the security, would remain. Replacing the current pen and paper filling system would only add to the current problem of it being too time consuming.
Specification
Five things the new system should have are:
1. A password.
This is important as it stops unauthorised access to client’s personal weight-loss plans. This also prevents people from accidentally editing data. Security was on of the things Ms. Lass was concerned about.
2. The system should be capable of performing calculations.
This would help to save more time, as the personal trainer wouldn’t have to do and re-do them each time a new member signed up, or a current member’s details changed.
3. The data should be easy to retrieve.
This is important as Ms. Lass was concerned about the time taken up by retrieving the data in the current pen and paper system.
4. The system should look good and professional.
This is important as it will not only be used by the company but also by clients, which means that a professional but aesthetically pleasing system is required.
5. The basic information, for example, a client’s BMI should be in legible writing.
This is important because it saves time when a trainer is looking through a client’s plan. It also prevents confusion and a client following the wrong plan due to the trainer not being able to read the handwriting.
Design of the ICT system.
Systems Flowchart.
Data flow diagram.
Implementation – Hardware.
EI SYSTEM 104 DESKTOP PC - INTEL CELERON D 351 PROCESSOR + 15" TFT MONITOR
£339.99
Product information:
Intel Celeron D 351 Processor
Microsoft XP Home Edition
3.2MHz, 533MHz FSB
256MB DDR RAM
80 GB Hard Disk Drive
CD Rom Drive
Integrated Graphics
6 USB Connections
1 PCI Slot
15" TFT Monitor
EI SYSTEMS 3085 Laptop - EI SYSTEMS 3085 INTEL CELERON M 410 PROCESSOR 1.46GHz LAPTOP
£349.99
Intel Celeron M 410 Processor 1.46GHz
533 MHz FSB
1 MB Cache
256 MB RAM
40 GB Hard Drive
DVD Rewriter Multi Drive
15.4" Widescreen Display
Microsoft Windows XP Home
128 MB UMA shared graphics
1 year free warranty
Whilst the PC has more memory and USB ports than the laptop, I think that Ms. Lass should choose the laptop, as she said that she would like to be able to take the data with her to ensure that it is safe. It also a DVD Rewriter, meaning that although she may not be able to back up the data on a memory stick, she could use a DVD to store it. Another advantage of choosing the laptop is the fact that it will save space in the office and trainers can take it into the gym with them when they review their clients’ plans.
Peripherals.
TBC
Implementation – Software.
Now the software Ms. Lass will use to create the database has to be considered. I have chosen to compare Microsoft Access and Microsoft Excel.
Microsoft Access
Microsoft Excel
Ms. Lass should use Microsoft Excel because it meets all her needs, she can organise data easily, can do calculation to work out a client’s target weight etc and it is easy and quick to input the data. All of these advantages were things that Ms. Lass wanted in the specification. Also, the only disadvantage is the same as with Microsoft Access, the fact that some members of staff may not have used the software before and would need training.
