GCSE IT Coursework

This will be the data featured in the database for the shop-floor users; it will have the information that will be required to know about the customers.

• Customer Name
• Customer Location
• Customer Telephone Number
• Regular Items that customer may buy
• Subscriptions to magazines and the names of the subscribers
• Average Weekly Shopping Bill
• Papers To be delivered to the customer
• Customer Reference Number

This database will be used on the staff computer in the offices. It will contain data used by the manager to pay staff, and order new stock.

• Staff Names
• Staff location
• Staff Wages
• Hours Staff have worked
• Levels Of stock
• Total Weekly Income
• Total Weekly Expenditure

The reason that I have split my project into two databases is because the manager will not need to know data about the customers, and the staff will not need to know data about the stock and staff names.

Processing

The type of processing that this database will use will be real-time processing, to make sure that all the data in the database is kept up-to-date, as otherwise the stock data may be out of date, so a customer is told that there is a product that is not in stock, is available. I will also include the ability to search for data in the database so that data can be easily found without having to scroll through pages and pages of data. I will also allow the user to be able to sort the data on certain fields so that, they could find the 5 people with the highest shopping bills. In the database I will also use validation checks to make sure data entered is correct, and verification checks so that the data is verified and that there is no chance of it being incorrect.

For data storage, I will be using a hard-drive inside the computer, to store the data. I will also use removable storage in the form of Flash memory, I will use flash memory as it is cheap, fast and it can hold enough data to back up the database. The reason I will use removable media is that if the computer gets a virus, then all the data is backed-up, and so no data will be lost.

Section C: Specification

These are the ways in which I will tell if the database has been successful: -

.

• You will be able to search the database for records, and information, on a paper- based system, you will not be able to do this. E.g. you can search for the customer John Smith, so that they can find the information on him
• The Computer-based system will take up less room than a paper filing cabinet.
• It can be backed up to disks, and stored in a safe environment, so the user always has a working backup of the data.
• If the test database can hold 20 customers and 20 stock items, then the database that the company will use will be able to hold as many records as they need.
• If there are informative error messages to so the user knows if invalid information is entered. And how to correct the incorrect data enter.
• IT has user friendly interface on the front end forms, such as drop down boxes, background and a logo, as well as easy to navigate and use forms.
• If it can use validation checks to check the data entered is within a sensible range. And if it can use verification checks to check that the data entered is the correct kind.
• The security improves, instead of data being held on sheets of paper in an accessible cabinet, the data can be stored and protected by passwords, so confidential data such as people’s address. Since the information is kept in one place, it can be more secure.
• The ability to modify the data held in the database, in case customers move or change details, if a customer changes their address, then it can be easily edited to update the data.

Section D: Design

I have made a design for a data capture form, to collect data about the customer, it is in Appendix 2.

For my design, I will make a relationship between two of my tables, by doing this I can see data that would be appropriate in the other table without opening the other table.

I will only include 25 records in my test database, the actual database will actually hold hundreds of records, but since it only needs to be tested, I will only use 25.

The user of my database will be able to carry out searches; this means that finding data will be more efficient. You will be able to sort the data to make it easier to find the highest value for certain fields. I will be creating a test system, it will contain limited records, as it is only to test that it works. Since the data is stored on the computer, it is very easy to amend and change it data, if it was on paper, it would involve re-writing the record.

Task Order

Section E(i): Hardware

After meeting with my user, the hardware that they said that they required will be a-

• A monitor, They will need a monitor because they will need a way to view their inputs and outputs, I think that they will require a TFT monitor as it is a small shop and it is quite pushed for space, although it is a lot more expensive I feel that the cost is justified as there is not actually enough room for such a large monitor.
• A dot-matrix printer, I think that a dot-matrix printer will be too low quality for printer off many receipts and conformation letters to people having papers delivered so I advised them against that idea and suggested an Ink-Jet printer as it is better quality at a slight increase in price.
• They will need a barcode scanner as it is a shop that sells items with barcodes on them so it will save time because the staff won’t need to remember all the prices of all the products on sale.
• I also suggested a swipe card reader after asking them if they had many people asking to pay by credit card as it becomes inconvenient for the customer if they have any other form of payment.        
• For the specification of the computer, I will use an Intel Celeron 2.0Ghz processor, will use this because it is a good cheap processor, it will run any program, and will not need to be replaced soon.
• I will use 128mb of R.A.M, this is because it is very cheap, and is enough memory to run Microsoft Office and Windows XP.
• The hard drive will be 60 GB, this is because it will give lots of storage, enough to handle the operating system, and other software that they need. And have lots of space left over.
• The operating system will be windows XP, this is because they will need a stable operating system, and XP is the most stable windows operating system. It also has better security than the other operating systems. And will be compatible with more programs.
• I will put a DVD/CD combo drive, this so that they can back-up the data on the hard drive to CDs and DVDs, this will mean that they shouldn’t lose any data
• A keyboard to enter text, e.g. surname
• Mouse to select items in the system forms, e.g. Drop down boxes for product selected.

Section E (ii): Software

My system will need to be able to search for customer and stock records; it should also be able to use validation checks and verification checks. Another feature the software needs is to be able to design front end forms to capture data, and the ability to create relationships between two databases.  The system software should be able to run most programs.

To create my database I will not use Microsoft Word, this is because allow it can create the table to store the data; you cannot create front end forms, validation checks, verification checks. You cannot create relationships between tables; this means that it would not be a very powerful tool to create this database.

I will use Access; this is because it will allow me to create front end forms, validation checks, and verification checks. It is also a very powerful tool to create databases. You can also create relationships.

I could use Microsoft Excel, this would be better than word, as you can create validation checks and verification checks, but you

For my project’s computer I will use the following software. For the Operating system, I will consider Windows 2000, or Windows XP, the reason I am considering both of these operating systems, is because Windows 2000 is cheaper than Windows XP, which is an advantage. But XP will be compatible with more programs. I will use XP as it is the most user friendly OS.

For the system software, I will use Windows XP this is because It will allow the user to use all current programs and software.

I will also advise the use of antivirus software, and a firewall. This because the computer needs to be secure encase all the data is corrupted.

Program Structure

This is a screenshot of the relationship between customer’s favourite items, and the item ID of the stock table. This will allow the user to match customers with their favourite items; I will also link the products picture to the customer’s favourite item, this will mean that whilst entering the data for customers, the form is more colourful as there is a picture.

 I have used the following fields-

E (iii) Data Collection Capture & Input

I have designed a data capture form for the stock in the newsagents. I will use this to get the data from the user into the computer system; it will work by saving the data that is entered into the form into the actual database. This will save time as you don’t have to fill the data directly into the table. It is also more user friendly as he form can look better than the table. It can be more efficient as it allows the user to input data using Radial boxes, tick boxes. I will make 2 main data capture forms; this will be one for the product database, and one for the customer database. I have made the form, with the main information in the centre of the form, the picture is large because it adds colour to the form, the buttons are situated in the bottom right, and they are all placed close to each other to allow easier navigation.  

E (iv) Data Validation and Verification

To verify my data, I have proof read my entire database I did this by I printing off my data, and compared it to the original document; this means that the data I have entered is the same as the data from the source document. I have also spell checked my entire database to ensure that the spelling is correct. By creating validation rules for the data that will be entered it assures the integrity, and will prevent the majority of mistakes, for instance, the validation rule shown above, >0, will not accept any data lower than zero, but if someone enters the data as 600 instead of 500, this will be accepted. Access allows me to create these checks in the validation rule area.

Output Formats

There is a rough paper design in Appendix 1.

I have created this report in Microsoft Access, as it is a very effective way to display data; it displays the information in separate boxes that are titled, so the user is able to get the data that they want easily. I have the title in a large clear font so it is easy for the user to read, it is on a blue background to make it more professional. I created a paper design that I based this form on. It gave me a clear template whilst creating the report.

I have used Validation checks check that the data entered is correct. In the screenshot below, there is an error message showing because the price entered is a negative number.

Section F: Test

To test the database I will use tests such as queries, such as searches and sorts, if these queries produce the selected results then the table has passed this test. It can be tested by sorting the data in the table, and if the expected data is first in the sort, then the database will pass the test, if it produces a wrong record first then it is wrong. I will also create a questionnaire to give to the user, this will allow to find out exactly what is, and what is not working.

This can be used to find any customer with a certain name; it can be used to find a member, when the user Id is unknown.

This test will allow the user to find any

Customers over a certain age, it can be

Used to find people eligible for Retired

Person’s discount, for example. Or to

Check a persons age if they

 Are buying alcohol

If a customer asked for any products under or over a

Certain price, then by using this query, the user can find the

Stock items.

This search allows the user to find the items of stock

That have almost run out, this will mean that the user

Can easily find any low stock, and order new ones.

I have created a sort to sort the customers on date joined,

It can be used to find the first user that joined or the

Newest member that joined, and can be used to find out

Which people have been with the shop for the longest.

This sort allows the user to find the items of stock

That have almost run out, this will mean that the user

Can easily find any low stock, and order new ones.

                                                                This search allows the user to find all the males under 30, this would

Be useful if the shop was launching a

New product aimed at this age range

And wanted to find out how many

Customers it had that would buy the

Product.

User Acceptance Testing

To Ryan Bebbington

I am writing to you to confirm that the database you supplied is working fully. Listed below are Tick boxes with criteria, please could you confirm which criteria have been met.

• You were able to search the database for records, and information for specific people, i.e. the age of John Paul
• The Computer-based system will take up less room than a paper filing cabinet.
• It can be backed up to disks, and stored in a safe environment
• The database holds 20 records of customers, and 20 records of stock
• When data entered is incorrect, or not within a sensible range, an error message appears with a helpful hint on how to enter the correct data.
• The Front end forms are user friendly, and have conveniently placed buttons to save time.

Thank you for your time,

Sincerely

Andy Fordam

Evaluation

I feel my project has been successful, as the database works. I feel that I used the time well although I missed a few lessons and had to catch up on work that I missed, which took time away from the project. The front end forms look professional using the company title, and logo. I am pleased with my project. The only problem would be that I had trouble keeping y report down to 10 pages, and ending up making my fonts very small. I also had problems with relationships before it was explained to me.

• You will be able to sort data. You can sort the data, as shown in my Test Section
• You will be able to search the database for records, and information, on a paper- based system, you will not be able to do this. You can search the database, as shown in my test section
• The Computer-based system will take up less room than a paper filing cabinet. The computer takes up less room than the filing cabinet.
• The data will be more secure as backups can be made easily, instead of having to copy out hundreds of records by hand, you can just copy it to a disk. The data is easily backed up to floppy disks using the floppy disk drive on the computer.
• If the database can hold 100 customers and 100 stock items, this is because it will only need to hold this much. My database held 20 records for the products and 20 for the customers, this is because I did not need 100 records to test my database as it is too much. Also I ran out of records that I could enter into the database.
• If there are error messages to so the user knows if invalid information is entered There are error messages as shown in my Data Validation & Verification section.
• You will be able to search the database for records, and information, on a paper- based system, you will not be able to do this. E.g. you can search for the customer John Smith, so that they can find the information on him
• It has user friendly interface on the front end forms, such as drop down boxes, background and a logo, as well as easy to navigate and use forms.
• It uses validation checks to check the data entered is within a sensible range. And if it can use verification checks to check that the data entered is the correct kind.
• The security is improved, instead of data being held on sheets of paper in an accessible cabinet, the data can be stored and protected by passwords, so confidential data such as people’s address. Since the information is kept in one place, it can be more secure.
• The user now has the ability to modify the data held in the database, in case customers move or change details, if a customer changes their address, then it can be easily edited to update the data.

I if were to make 3 improvements to my database I would password my database to improve the integrity, and because it can store information on customers that people apart from the user is not allowed to see, I would set a minimum length for the password to be, to improve the integrity of the database. I would link it to the internet to allow people to find out information on stock, and what information is held on them in the database, this means that the stock listing of the shop will be available on the internet, which will be useful for the customers, as they can see what they can buy without leaving the house, it also means that they can update the information held on them, i.e. if they move address, they can send an email to the owner of the shop, with the change of details. I would also include a keyboard with hotkeys to input data into drop down boxes, as this will decrease the time needed to enter lots of data. It would also prevent RSI, because the user is using the keyboard less, and doesn’t need to press as many keys.