ICT (double award) - Business systems portfolio.
FINHAM PARK SCHOOL ICT DEPARTMENT
GCSE IN APPLIED ICT (DOUBLE AWARD)
BUSINESS SYSTEMS PORTFOLIO
Centre Number
20444
Centre Name
Finham Park School
Candidate Number
Candidate Name
Daniel Chapman
Specification Code and Title
494 - GCSE in Applied ICT (Double Award)
Unit Code
4873 - Business Systems Portfolio
Date Set
03/03/03
Hand In Date 1
0/03/03
Signed (Teacher)
Returned Date 1
7/03/03
Signed (Student)
Hand In Date 2
24/03/03
Signed (Teacher)
Returned Date 2
31/03/03
Signed (Student)
Final Hand In Date
07/04/03
Signed (Teacher)
SECTION A
Grade
Criteria
Evidence
Verified
Mark
GG
FF
EE
Identify and make brief comments about one use for each organisation.
State the information requirements of some of the systems.
List hardware and software used for at least one system.
DD
CC
BB
Produce several sentences on each use of ICT for each organisation.
Produce several sentences about the info requirements, hardware and software needed for most of the systems discussed.
BB
AA
A*A*
Recognition of why the organisations need to use ICT.
Clear explanation of how the organisations use of ICT meet those needs.
Detailed explanations about what the systems consist of.
Total
Section A
Introduction
I will be looking at two company's that I have had chance to study there ICT systems. I will be trying to see how ICT has improved their work rate and productivity, also to see if there software is up to the job it is required to do. The two different companies are Linde Hydraulics UK Ltd, which is a small engineering company that employ about 25 - 30 people. The other business is Holiday Inn in Aylesbury; this is a franchise and is a member of a larger hotel group, Six Continents. They are both in different sectors in the industry and should both have different uses for ICT.
Linde Hydraulics
Linde Hydraulics is a small business that sells and repairs hydraulic pumps, motors and parts. They have a clientele of around 1500 people. They use a lots of ICT systems, with a range of software and hardware.
One of the most used features of the company is the network, the building has been wired so all the rooms have a network port. This enables all the computers to be connected to the main server; the server has a 60 GB hard drive, which can enable large files to be shared across every computer in the office. It can also be very useful for communication; messages can be sent via the network to a specific computer or through an email service.
Since the company sells large amounts of goods and services (such as repair by an engineer) they take a large amount of quotes and orders off the phone. For this they have had a special program written for them which enables them to manage the stock they have and what stock they will have in. It will record the order and produce a slip that will be sent to a printer in the store, which will then be taken up by a store man who will proceed to pick the item and prepare it for shipping. The address of the customer is also printed off in another printer in the stores, which they are able to fix onto the box that the product will be shipped in. For quotes the system will produce a quote slip that will either be printed and faxed, or emailed depending on the customer. The program will then reserve the product for the required amount of days until the customer has agreed or disagreed on the price. This software also has a lot to do with the financial structure of the company; the program is able to record all the financial transactions that take place with the orders and quotes. This one program solves many issues that Linde would have without the use of IT. It also takes the incoming orders and can tell the store men where to place the item, and deduct the cost of buying them from the current balance.
They also use CAD machines to draw diagrams; this is a computer solely for the use of drawing technical diagrams. They only use this to load up drawings of new products and if they find a fault they can rectify it and send it back to the designers. It is also connected up to a special printer that is designed for CAD printing. Even though they have CAD machines the facility does not produce any produce so they do not use CAM.
Software at Linde
* Office 2000 - this is the software that all the general office tasks are performed on. All letters, faxes emails, graphs, charts, presentations are done on the various features of the program.
* AutoCAD 2004 - this is the CAD program they use. It is a special program for business that designs things.
* JBS-8 - this is the program that deals with all the quotes and orders, finances, and purchases. If they did not have this program or when it goes down, they have problems operating since the masses of problems that it solves. There would be so much paperwork and even if one piece went missing it could stop the whole order or purchase etc.
* Lotus Email - this is used to send some internal and external email. This is used when a non-professional email is sent; when a professional one is needed it is usually produced in Microsoft Word.
Hardware at Linde
* They have 18 desktops; they consist of 1.8 GHz Intel Pentium 4 processors. 256mb DDR ram, and 40 GB hard drives. These machines can run all the necessary programs and hardware they are required to. They are all fitted with a 10/100 Ethernet adapter, which enables them to connect to the network at speed. They all also include a keyboard, mouse and a 17-inch TFT monitor's.
* There are 3 laptops which have been upgraded to the spec of the desktops; they also have an Ethernet adapter and a 56k modem which enables them to connect to the network from an outside line.
* There is a server rack which controls the computers connected to the server
* There is a Firewall; this is a very important piece of hardware that stops any unwanted intrusions onto the system. It also stops viruses and worms being downloaded.
* There is one server which all the computers are connected to. It has a 60 GB hard drive 2 GHz processor and 512mb DDR ram. This enables a lot of processes to take place at any one time.
* They also use a T1 line. This is a very quick high-speed Internet line that can operate at nearly 1mb per second, which enables file transfer across the net very quick.
Holiday Inn
Holiday Inn is one of the largest hotel chains in England. It is a member of Six Continents, which is also one of the biggest hotel chains in the world. The branch / franchise I have studied is the Aylesbury Branch, it was opened in the 1980's and has a bar and restaurant a joining. This is more the tertiary sector of the industry since they do not really provide you with a product, so there uses for IT are going to be different.
The main program that is used to check people in and out is called Opera, this
is a program that is widely used between hotels. This will record the main data that is needed to make reservation, address, credit card, details, name, etc. This is also used to keep a check on what room certain people are in and what they have spent in other aspects of the company i.e. restaurant. Without this system there would be lot of problems trying to check in a large amount of guest since all the details would have to be stored on paper, and you would not be able to use other systems in conjunction with it.
The Micros system is the main catering program that Holiday Inn use, this system has many different jobs. When a customer orders some food or beverages, the employee uses a touch screen to enter the order; now the bill can be sent to the Opera system and can be added to the room bill or just a straightforward money exchange. Once this has been done the system has a stock list and will remove the item off the list. This is useful because at the end of each day the system can be checked to see what stock they are running low on, and will be able to order some more before they completely run out. With out the system the food stocks would have to be checked every day, you would not be able to add food bills to your room bill. Also the waiter would have to make sure he wrote everything you ordered down carefully since without the touch screen all records would be on paper.
Another main system that they use is Holidex; this is a system that is worldwide, between all of Six Continents. This program connects all the hotels together; this can be useful when an alternative booking has to be made. This can be done when used in conjunction with Opera. It also lets u monitor how many rooms are free in different places.
They also use programs like Microsoft Office to produce certain documents like flyers and leaflets. They also use Office to make internal and external ways of communicating, this can be a letter or memo or fax. This though is not used very often in external communication.
There are other systems operating like the security system, which uses a camera and monitor, which can be classed as an IT system.
Software for Holiday Inn
* Holidex - this is an important piece of software for monitoring the status of hotels across the globe.
* Opera - This is the software used to check people in and out of the hotel. It can also be used in conjunction with other pieces of software to calculate the total bill size.
* Micros - This is the catering program, this just monitors how much stock they have and how much a customer has spent, and this can be used in conjunction with opera.
* Microsoft Office - this is just used as a general utilities program.
Hardware
* PC - This is for the use of Opera, Holidex and office
* Touch screen - This is used for Micros
* Printer - This can be used for a variety of things, printing bills and other documents like memo's and letters.
* Magnetic strip reader - this is a payment method; it will read credit and debit cards.
* Monitors - these can be used for a variety of things; they will be used on the PC's, security, etc.
* Scanner - these can be used to produce ...
This is a preview of the whole essay
Hardware
* PC - This is for the use of Opera, Holidex and office
* Touch screen - This is used for Micros
* Printer - This can be used for a variety of things, printing bills and other documents like memo's and letters.
* Magnetic strip reader - this is a payment method; it will read credit and debit cards.
* Monitors - these can be used for a variety of things; they will be used on the PC's, security, etc.
* Scanner - these can be used to produce documents with office.
Both companies use IT, and rely on it but they are used in different ways, since Linde is a small engineering company, there IT use is more to produce documents and files, and manage customer details too. Where the Holiday Inn uses IT to manage customers, this could mean their details or booking them into a hotel, or working out how much their bill comes to.
FINHAM PARK SCHOOL ICT DEPARTMENT
GCSE IN APPLIED ICT (DOUBLE AWARD)
BUSINESS SYSTEMS PORTFOLIO
Centre Number
20444
Centre Name
Finham Park School
Candidate Number
Candidate Name
Daniel Chapman
Specification Code and Title
494 - GCSE in Applied ICT (Double Award)
Unit Code
4873 - Business Systems Portfolio
Date Set
0/03/03
Hand In Date 1
7/03/03
Signed (Teacher)
Returned Date 1
24/03/03
Signed (Student)
Hand In Date 2
31/03/03
Signed (Teacher)
Returned Date 2
07/04/03
Signed (Student)
Final Hand In Date
28/04/03
Signed (Teacher)
SECTION B
Grade
Criteria
Evidence
Verified
Mark
GG
FF
EE
Describe content and layout of at least two documents from each organisation.
Your descriptions must include key features - i.e. logo, address - of the documents.
Your descriptions must refer to elements of presentation such as use of colour.
DD
CC
BB
You should also identify the purpose and intended audience for each one.
You should evaluate whether the design of the documents does or does not match its intended purpose.
BB
AA
A*A*
You will also study documents from organisations other than the two you investigated.
You will be able to write about the standards that are expected in professional documents.
Total
Introduction
I will be looking at how business's design and produce their documents for internal and external use. I will be seeing how different types of companies use different styles in their documents. The main companies that I will be looking at are 'Linde Hydraulics Ltd,' 'Holiday Inn Ltd,' and 'New Coventry Mazda.' I will also be looking at the purpose of the documents, the layout and what the document contains i.e. company logo, and the company address. If the document looks of a professional quality; by this I mean is the information clearly set out meaning the information can be taken in quickly and effectively. All the required information is visible, i.e. Company contact information, company logo etc. Colour is an important issue, only the colours of the company should be used. If other colours are used they need to be in moderation, and not too vibrant, if these criteria's are not met the document looks amateurish. This can put the recipient off reading the document and does not make a good first impression.
Holiday Inn Documents
Opening Times
The document contains the 'Holiday Inn' logo, which is Holiday Inn written in their own font and in green. It also has the branch name under the logo. But it does not contain the company address, phone number or any kind of contact information for any of the bars restaurants room service etc.
This is a leaflet, which informs people of the opening times of the hotel and its other features such as the room service, restaurant and bar. The document is in a simple format, which is easy to read, and the information can be found and understood quickly. This document is aimed at people who visit the hotel, bar and restaurant, and want to know what times they open close and other information e.g. when rooms are available for private functions. Between each different section there is a space and all the tittles are in bold so they are easy to define.
The document has a high standard of quality even though the document is simple. If the layout was not so simple and it was cluttered people would find it hard to read and just leave it. This could annoy customers and could result in a loss of business for the company.
Holiday Inn Memo
The document is for internal use for employees only. At the top of the document on the left it has the company logo again with the branch name underneath. On the top right it has all the contact information for the company e.g. phone number, address, fax no., and website.
The document has a good layout, stating who the recipient is, who the document is from, what the subject is on and the ability to add a phone number to contact the sender. Also it states if a carbon copy has been sent to anyone else e.g. the manager. After the sender receiver information there is a clear defining line that separates it from the subject information. The purpose of the document is to inform the employees to changes in the working environment, changes to the company procedure, or just to remind people to do a certain task. The document also incorporates the company motto at the bottom of the document.
The intended purpose has been met in this document, it is clearly laid out and easy to read. The information of the sender and receiver are clearly definable and there is an option to add a contact number. The document has a professional quality being able to incorporate all the required aspects and not clutter the document.
Linde Hydraulics Ltd. Documents
Linde Hydraulics Ltd is a German company who specialise in Hydraulics. It is part of a bigger company Linde AG that is based in Germany.
Linde Invoice
A specialised program that has been written for the company has produced this document. This document has been intended for the use of the customer and the store staff at Linde, and the document has filled all the required criteria's, clear and easy to read and has all the information on it. The purpose of the invoice is to inform the customer of the goods and services they have had and how much they owe the company for this. At the very top of the document it has the company logo which is Linde written in their own font in a royal blue. Just below that it says what kind of invoice it is. This is good so as soon as the customer sees it he knows what the document is. Below that it has two addresses, the one the invoice will be sent to, and then the address of where the part is delivered two, e.g. the customer might want the part delivered to there warehouse but the invoice needs to come to their office.
Then you have the order number, despatch note no., warehouse no., and transport type. This is purely for the use of the people at the stores in Linde to know what part they need to select and what type of transport they need to arrange.
The next section is the description; this is where any further information is added and what product / service has been ordered. This will tell the customer the quantity and how much each unit costs and the total cost. Near the bottom of the document there is the address of the company and the contact information. Also there is a note saying for all legal details turn overleaf.
On the back of the document there is the legal details clearly printed and stated.
The paper the document has been printed on has had to be specially made to fit in with the program. Only the information about the product and its address has been printed on the rest of the information was already on the paper.
Linde memo
This is an internal document used on noticed boards and to remind employees on certain new procedures and rules. I have two samples of different memos; neither of the memos has been produced professionally. One has been produced on Microsoft Word and one on Lotus Notes. They are extremely simple and put across the message easily.
They have MEMO clearly written across the top and the sender receiver information just below this.
New Coventry Mazda Documents
New Coventry Mazda is a franchise owned by 'The Millennium Motor Group Ltd' who has franchises with other car companies.
Memo
This is an internal memo for the use of employees only. The memo does not seem to have been published professionally or look of professional quality; it is quite simple with the company logo at the top. This is just "Millennium Motor Group Ltd" written in a basic white font with a black filled in rectangle as a background.
'Memo' is clearly written at the top with the sender receiver information, the subject of the memo and who has a carbon copy of the document. Then there is a clear defining line after this to separate it from the contents.
At the bottom of the page it stated the page number but no other information. It covers the purpose to inform employees of the company and I think that is why the company address is not on there. This looks like it has been produced in a program like Microsoft Word with a template.
Invoice
This is an internal and external document; its purpose is to inform the customer how much they owe for the services and parts / components that they have received. This would be used by the office as a reference and by the customer as a bill.
This has been produced on a specialist program that is used by car companies to print invoices and to monitor their accounts. At the top left of the invoice it states the company address and contact information. On the right it has the company logo; this is their symbol and 'Mazda' written in their font in a baby blue colour. Below this is tells you which type of invoice it is, (in this case a repair invoice) the page number and then the office information.
This is information the offices uses to define which invoice goes with which car, who the car belongs to, the invoice and the repair number (this is purely for filing reasons for use in the accounts office and the workshop). The model of the vehicle and the unique chassis number, this is again to define between different cars. It also states the mileage of the car when it was brought in, the customer can use this as a reference to see how many miles the car has done since it has been left with the garage. Although this invoice will not be posted to the customer since they have to pay cash on pick-up their address is still on there.
Then there is a clear defining line, which separates it from the next part of the document. Under this line there is some heading which all the information below goes into, Part No. / Op code, Description, Value, Quantity, Net. This is where the service men would fill in the work that has been carried out on the and put the part code, description of the labour, how much it costs, the quantity, and the net value.
In this part it gets split into 2 sections on for labour and one for the parts used, all the labour information would be written down and the parts underneath with the corresponding prices.
After this it splits into two sections, one for the net total and vat costs. And on the other side the costs get split down into; total parts, total labour, total vat, total net and then the total cost. Then at the very bottom it tells you whom you dealt with so if you had any problems you talk to the same person.
This document was published on a worldwide motor industry program, and is done to a very high standard. It covers its purposes and is very easy to understand and you can get you r information off it quite quickly.
FINHAM PARK SCHOOL ICT DEPARTMENT
GCSE IN APPLIED ICT (DOUBLE AWARD)
BUSINESS SYSTEMS PORTFOLIO
Centre Number
20444
Centre Name
Finham Park School
Candidate Number
Candidate Name
Daniel Chapman
Specification Code and Title
494 - GCSE in Applied ICT (Double Award)
Unit Code
4873 - Business Systems Portfolio
Date Set
7/03/03
Hand In Date 1
31/03/03
Signed (Teacher)
Returned Date 1
07/04/03
Signed (Student)
Hand In Date 2
28/04/03
Signed (Teacher)
Returned Date 2
9/05/03
Signed (Student)
Final Hand In Date
02/06/03
Signed (Teacher)
SECTION C
Grade
Criteria
Evidence
Verified
Mark
GG
FF
EE
Create at least three documents, using all three types of software.
The documents will be simple - i.e. presentation will consist of 2 or 3 slides.
Basic features of the software will be used.
The documents will meet their purpose and suit their intended audience.
You will show that you can check your work for errors.
DD
CC
BB
The document will be more complex - i.e. newsletters, reports, extensive presentations.
The documents will contain evidence of formatting features such as:
* Header/footer/bullets
* Copying and pasting to improve readability
* Tables
* Text Wrapping
Work should be checked and obvious errors corrected.
BB
AA
A*A*
Documents will be of near professional standard.
The documents will demonstrate a house style and will be created using a range of software facilities.
The documents will clearly meet their purpose and be appropriate for the target audience.
The documents should be virtually error free.
You will have used what you have learned from studying existing documents to help you create new ones.
Total
FINHAM PARK SCHOOL ICT DEPARTMENT
GCSE IN APPLIED ICT (DOUBLE AWARD)
BUSINESS SYSTEMS PORTFOLIO
Centre Number
20444
Centre Name
Finham Park School
Candidate Number
Candidate Name
Daniel Chapman
Specification Code and Title
494 - GCSE in Applied ICT (Double Award)
Unit Code
4873 - Business Systems Portfolio
Date Set
31/03/03
Hand In Date 1
07/04/03
Signed (Teacher)
Returned Date 1
28/04/03
Signed (Student)
Hand In Date 2
9/05/03
Signed (Teacher)
Returned Date 2
02/06/03
Signed (Student)
Final Hand In Date
09/06/03
Signed (Teacher)
SECTION D
Grade
Criteria
Evidence
Verified
Mark
GG
FF
EE
You will require considerable help to identify the information flows.
You will have produced a simple dataflow diagram using the appropriate symbols.
DD
CC
BB
You will be able to identify the information flows yourself.
You will be able to produce a suitable dataflow diagram using the appropriate symbols.
BB
AA
A*A*
You will have analysed fairly complex systems to identify the information flows.
The dataflow diagrams produced use the appropriate symbols and clearly show all information flows.
Total
FINHAM PARK SCHOOL ICT DEPARTMENT
GCSE IN APPLIED ICT (DOUBLE AWARD)
BUSINESS SYSTEMS PORTFOLIO
Centre Number
20444
Centre Name
Finham Park School
Candidate Number
Candidate Name
Daniel Chapman
Specification Code and Title
494 - GCSE in Applied ICT (Double Award)
Unit Code
4873 - Business Systems Portfolio
Date Set
07/04/03
Hand In Date 1
28/04/03
Signed (Teacher)
Returned Date 1
9/05/03
Signed (Student)
Hand In Date 2
02/06/03
Signed (Teacher)
Returned Date 2
09/06/03
Signed (Student)
Final Hand In Date
6/06/03
Signed (Teacher)
SECTION E
Grade
Criteria
Evidence
Verified
Mark
GG
FF
EE
Produce a basic design specification including simple statements that:
* Identify a problem
* Identify user requirements
* Indicate the sources of information
* Identify inputs, processes and outputs
* Identify the type of application software needed
The system itself will be simple and created using one type of application software.
DD
CC
BB
Produce a detailed design that will:
* Clearly explain the problem
* Clearly state user requirements
* Clearly specify the sources of information
* Describe in detail inputs, processes and outputs
* Identify the type(s) of application software needed
You will need to give some explanation of how you will test the system.
The system may be more complex and could be created using more than one type of application software.
BB
AA
A*A*
Produce a comprehensive and detailed design for a complex system that will :
* Clearly explain the problem
* Clearly state user requirements
* Clearly specify the sources of information
* Describe in detail inputs, processes and outputs
* Identify the type(s) of application software needed
You will need to produce a clear test plan for your system (this is also necessary to achieve top marks for testing).
The system may be more complex and could be created using more than one type of software.
Total
Section E
I went to a small engineering company for my work experience "Linde Hydraulics" they have about 1500 customers and 250 suppliers. The problem is the current way of storing information on clients is a paper-based system. This can cause many problems; this system is shared between 25 people, so only one person can use it at any one time. Lots of different people update it; some people might not be able to understand other people's handwriting. Also human error could occur and would take a lot more effort to change compared to a computer system. There is also a possibility of loosing part or the entire database; this could cause masses of problems because they would not be able to contact their customers or suppliers. Also it can take along time to search through all their records to find a specific name, address, phone number, etc.
User Requirements
Since I was there for two weeks in a work placement I was able to ask people what they would like from a computerised system; they came back with a variety of different features so I chose the one I think would best help all round. This is an auto dialler; this is a device that enables the user to dial the number without pressing the buttons. This can eradicate human error in copying from computer screen to phone. There is a search feature, which should enable you to find a record from typing in at least one thing in one field. This should make searches quick and efficient. I would also like to include a mail merge to enable people to use the address on a ready built letter. This would also eradicate human error as long as the correct address or data was in the database. These features I believe would help the entire workforce and increase productivity. Also another advantage of having this as a computer program, Linde could put the file on the server and all 25 people would be able to access it at anytime.
The source of data in this case will be a record of every of every contact the company has. This will be stored on a table and will be used in the database; this data will be constantly changed, edited and deleted. More data will also be added to the table. There will only be one table on the database, but you will be able to get data from other files inserted into the database.
A keyboard will be the main input device; this is a pretty much universal device with all standard PC's and Mac's. They are very simple to use and data can be added quickly but human error can occur quite easily. This will be the equipment, which will add and edit data. Also a mouse will be involved; this again is a very universal piece of equipment, again for both PC's and Mac's. It will be the main way to navigate around the software.
The main outputs will be what ever the user requires. They will be able to make phone calls from the database. They will be able to print out specific data; they will also be able to transfer groups or certain specific data into a mail merge. The data can also be transferred across different parts of the computer
Here is the test plan that I will use to test the system
Test #
Test entry
Testing what
What Should Happen
Result
Exceeding Data
Characters allowed in fields
No Data Entry
2
Wrong Data in Field
Wring Characters cannot be entered
No data entry and beep
3
Normal Data
See if normal data can be entered
Data entry
4
Popper Search
Search Works
Person is found
5
Illegal Search
Search Validation
Error Message
6
Deletion from Database
Deletion
Contact is Deleted
7
Mail Merge Button
Opens Mail Merge
Mail Merge Will Be Opened
When I come to test the system I will stick to this test plan, this will ensure that all aspects of the database have been tested and are working, and if not what has been done to rectify them.
Section F
This is how I implemented my database design; my database has been designed to store and sort a list of contacts (name, address, phone number, etc.) and be able for them to be easily retrieved.
The first step to my database was to design the table that all the data would be put into. Since I was designing my database for Linde Hydraulics there were some features that they had specifically asked for which I had to include.
These were the fields I had decided on.
For the type of functions that this database is going to perform there was no need for extra tables. I have covered all aspects that had to include and the requests from Linde.
The next step I had to do was to create an introduction screen; this would be the main introduction screen to navigate your way through the program. This would need to include all the features that needed to be included and clear too. This was the final design of my form.
I thought this was a clear and simple layout; this is how I made it.
. I decided to try and make as much of the system with out the wizards help, I found by using the wizard it does not always give you complete control over what you were designing. Most options were a lot harder to change, and I thought if I tried to build it from scratch it would help improve my knowledge on Access. To create a new form you have to select forms from the main menu, and then click Create Form in Design View.
2.
This will open up a window with a blank page, this will be the form, this can be resized, and have a background colour added. To add and change features on the form, the main tools are located on the right of the screen and are called the toolbox
3. I decided to change the background colour to match the colour of Linde, which is a shade of baby blue. To do this I right clicked on the background and chose the option fill colour and chose the blue that most matched the colour.
These were the main steps I took for making each form, and then I changed it to suit what I had to do.
4. The next step was to add buttons to the page; each button had to have a macro written for it to perform the action I needed it to.
This is how u adds a button, u press the command button icon and drag the button to the size you want and where on the page you want it. Once u have placed the button a wizard will appear, as I said before I want to use as little amount of wizards as possible, I closed it. Now you have a button with no action assigned to it. This is how I created every button and just modified it to suit the action it needed to carry out.
This is a very simple procedure.
5.
Once you have made all the buttons you then have to design a macro to tell the button to do the command it needs to. To do this you will need to go back to the main menu and go to macros.
Once you have this screen you need to click on new to create a macro. Then this screen will appear.
To make a macro u click on the arrow next to the first column, and it will give you a list of options. From these options you can choose what you want the macro to do.
To attach the macro to a command button, you open up the properties of the button, by right clicking and going to properties. Then go to the event tab and it gives u a list of what different events could take place, I have used on click, then you click on the arrow and choose the macro you want to use.
6. I am now going to explain how to add data to my database; I started by making the form in the usual way. Then I double clicked on the properties box and chose my record source that is the contacts table in the drop down menu. These are the fields that the data is going to be retrieved or added to, this opens up a menu and you drag the fields you want onto your page.
Once I added all the fields to the table it looked like this. I also had to change some properties since this was purely adding data to the database.
By only selecting additions this means that only data can be put into the table and by deselecting the others no data can be retrieved from this or edited.
I added a button at the bottom of the page to enable you to go back to the introduction screen.
Adding data, this is simple as u progress through the fields filling in all that is required when you get to the last field and press enter the data is entered into the database.
Now that I have filled in the last field I press enter and the data is entered into the database.
And it is in the table.
The next form I designed was the main search form; this had to include a search feature, an auto-dialler and an option to print. The main form was designed like the add data form except I had to change some of the properties.
Since I was just searching I turned off data entry, which means no data can be typed into the form. This stops people accidentally changing and modifying data that shouldn't be.
To search for a record you use the search button at the bottom of the page, this button was made using a wizard. I tried to design my own code but I found this to complicate and to advanced. I found a search feature under a wizard and found it done what I need to do so I used it.
This was a simple method to solve my problem. I also had to use the wizard again to solve the problem of autodialing I did not even attempt to try this since it was another module code and which I have no previous experience. The same method was used again.
Then for the last feature to print off the record I could have used the wizard again but I decided to write a macro for it.
This was a simple macro I assigned to the button.
To search for a record all you have to do is click on the search for record button and fill pout the required details. You will need to select the specified field or the whole table then type in your search criteria and then press find next to go through the fields.
The next page I done was the deletions page. This is a very easy page to create; I copied the search form and took out some of the features like the auto-dialler and printer. Then I created a code to delete the record that was showing. This page did not take along time and is very effective. Once you press the delete button you get the chance to reconsider then the record gets removed from the database.
When ok is pressed the record is permanently deleted.
Now the record has been permanently deleted.
The edit page works similar to the search page although the properties have been changed so that you can edit records.
Once you have made the required changes you can press the save button and the changes will be made.
I have typed in general manager in the title field and pressed save.
Now if we look at the table it should have been altered.
The final screen was the navigation screen between, the search edit and deleting sections. This was just a form with four buttons on it and using basic macros opening up different forms.
I have also created a mail merge but this was done in word, the file you will need to open is in the same folder as the database.
The first step was to run the mail merge wizard, this was under Tools\letters and mailing\mail merge. Once I had the wizard running I then chose where I want the data to come from, for this I chose my 'Contacts' database.
Word then read the fields of the database and was able to sort the information into the required groups. This enables me to choose address from the options and it automatically work out the recipients address and the same with the greeting line. You can also manually add a field to the letter if required but since this will be a multipurpose template I have not decided to add content to the letter.
The next step in the wizard is to preview the letters you have created, this enables you to make sure the wizard has chosen the right fields in the right places, in this case it has.
FINHAM PARK SCHOOL ICT DEPARTMENT
GCSE IN APPLIED ICT (DOUBLE AWARD)
BUSINESS SYSTEMS PORTFOLIO
Centre Number
20444
Centre Name
Finham Park School
Candidate Number
Candidate Name
Daniel Chapman
Specification Code and Title
494 - GCSE in Applied ICT (Double Award)
Unit Code
4873 - Business Systems Portfolio
Date Set
02/06/03
Hand In Date 1
09/06/03
Signed (Teacher)
Returned Date 1
6/06/03
Signed (Student)
Hand In Date 2
23/06/03
Signed (Teacher)
Returned Date 2
30/06/03
Signed (Student)
Final Hand In Date
07/07/03
Signed (Teacher)
SECTION G
Grade
Criteria
Evidence
Verified
Mark
GG
FF
EE
Produce evidence that you have tested the system.
You will need to provide screen shots or printouts that prove that when data is input into the system, at least some of the expected outputs are produced.
DD
CC
BB
Produce evidence that you have tested the system.
Your evidence must prove that you have tested the system with:
* Normal data
* Abnormal data
* Extreme data
BB
AA
A*A*
You will have produced a test plan in your design.
Your testing will match your plan.
You will test your system during and after implementation.
You should make a note of any modifications you make to your system as a result of testing.
Total
Section G
This is where I will show that my system works and you can get the desired output from the input. I will refer to my test plan, which I drew up in section E. I will have to follow this carefully to make sure that everything is tested. I drew this table, which I will follow; the table in access has been designed to limit a certain number of characters in each field, and only certain characters in others.
Test #
Test entry
Testing what
What Should Happen
Result
Exceeding Data
Characters allowed in fields
No Data Entry
No Data Entry
2
Wrong Data in Field
Wring Characters cannot be entered
No data entry and beep
No Data entry and beep
3
Normal Data
See if normal data can be entered
Data entry
Data Entry
4
Popper Search
Search Works
Person is found
Person is Found
5
Illegal Search
Search Validation
Error Message
Error Message
6
Deletion from Database
Deletion
Contact is Deleted
Deletion
7
Mail Merge Button
Opens Mail Merge
Mail Merge Will Be Opened
FAIL
The first test I am going to carry out is to see if an excessive amount of data can be entered into the database. When I designed the database I put an acceptable limit on each field so an excessive amount of data cannot be entered. I will test this by seeing how much data can be put into each field.
By looking at this you can see that it passed its test, there was a limit to how much data could be added into each field, this stop unnecessary excessive entry if data.
Test 2
This is a test to see if you can enter a wrong character into a wrong field, e.g. try and add text into a number field, like the phone number field.
This shows that when I tried to enter text into a number field, the data was not accepted. This stops people accidentally adding text into a field that is designed for numbers.
Test 3
This is to see if you can add just normal data into the database. This is one of the most important tests since if normal data can't go into the database then the whole thing would not work. I am going to try and enter a record into the database.
Then I pressed enter to enter the data into the database and checked the table to see if it had been entered.
From the screenshot you can see that the database accepts normal data.
Test 4
This is a test to see if the search feature works properly. I am going to try and find the record that I just entered into the database.
This shows that the search facility works and can find the record you are looking for.
Test 5
This is the test to see what happens if abnormal data is entered, for this I will enter data that I no will not be in the database
By the result of this you can see that the system cannot find that data and tells you, this is better than having some other data appear which you could get confused by.
Test 6
This is the option that enables you to delete a record. When the delete record is press the current record is deleted from the database.
Test 7
This test failed. It was to see if when the macro that had been added to a button, could open a file that had been set up for a mail merge. Once the button had been pressed it had no effect, there as no error message and nor did the file open, this was my only failed test. To rectify this I decided to remove the button has a whole, I tried rectifying the macro but to no avail.
FINHAM PARK SCHOOL ICT DEPARTMENT
GCSE IN APPLIED ICT (DOUBLE AWARD)
BUSINESS SYSTEMS PORTFOLIO
Centre Number
20444
Centre Name
Finham Park School
Candidate Number
Candidate Name
Daniel Chapman
Specification Code and Title
494 - GCSE in Applied ICT (Double Award)
Unit Code
4873 - Business Systems Portfolio
Date Set
09/06/03
Hand In Date 1
6/06/03
Signed (Teacher)
Returned Date 1
23/06/03
Signed (Student)
Hand In Date 2
30/06/03
Signed (Teacher)
Returned Date 2
07/07/03
Signed (Student)
Final Hand In Date
0/07/03
Signed (Teacher)
SECTION H
Grade
Criteria
Evidence
Verified
Mark
GG
FF
EE
You will produce simple user documentation for your system.
You will produce a simple list of instructions telling the user how to:
* Open the software
* Input data
* Obtain output
* Print the output
* Save and exit
DD
CC
BB
You will produce user documentation containing detailed instructions of how to:
* Open the software
* Input data
* Obtain output
* Print the output
* Save and exit
You must provide screen shots of input screens, menus, etc.
BB
AA
A*A*
As will GG - BB work but also:
* Your user guide will use a range of techniques including extensive use of annotated screen shots
* Instructions will be detailed but written in non-technical language.
Total
Section H
These are the operating instructions for my system. My system is a database, which can hold a variety of details about the required people and be able to manipulate the data to suit you quickly and easily. There is an auto dialler, which will automatically dial the requested numbers and a search facility that sort through endless records and filter out the ones you do not want.
The first step is to open the system, to do this you go to where you have saved the system and double click on the icon. This will automatically brig up the main introduction screen.
From here you will be able to navigate your way around the software.
The first thing I will show you how to do is add a name to your database; this is a very straightforward procedure. To open up the data addition page you will need to click on the Add Name to Database. (1)
You will now see this page.
This is where you will type in the information about the specified person. You do not need to fill in every box, but do need at least something in one box to be able to add a record. To progress through each field you use the TAB key, this will take you through each record in turn. Once you have filled in the last box (or left it blank), you press tab again and then the data gets entered into the database.
(Tab is pressed again)
And the data has been entered into the database.
Now it is ready for you to either enter a new record or for you to go back to the main screen. You do not need to save since when you enter the record it is automatically saved. To go back to the main menu, press the main menu button. (1)
Now you are back at the main screen.
Now if you want to find the record you just entered you need to select the Search and Edit Contact button. (1) This will take you to a new screen.
And if you want to find a record you need to click on the Search for a record button (1). This will take you to the search screen. From here you will be able to use the auto dialler (a piece of software that enables the user to automatically dial a phone number as long as they have a modem connected to the computer) they will be able to search for a contact and they will also be able to print out a copy of a record.
To start a search for a contact you need to press the search button (1). This will open up a menu; from here you have to select the search criteria are that you are looking to match.
. This is the name or detail you are looking for
2. This is what field you want to look in, you can select a specific field or you can select search all fields.
3. This is the find next button; this will show you each record that matches your criteria.
To use the auto dialler you have to select which phone number you want to dial on the page by clicking in the box. Once you have done this you press the picture if the phone (1) and the computer will automatically dial the number.
To print the contact you would like to is simple, u just find the contact you want and then press print record (2) and it will automatically print it to your default printer.
Now to go back to the main screen press back to main menu. (3)
Now to delete a contact go back to the Search and Edit contact screen and press delete contact. (1)
This will bring up a new screen again.
To Delete a Contact you have to find the contact by clicking on the binoculars, (1) and finding the contact like you would in the contact search. Once you have found your desired contact you just press the delete button (picture of trash can) (2) and then you are prompted to delete.
Now this is your last chance to change your mind since once the record has been deleted there is no way of getting it back.
To get back to the main menu you press Back to Main Menu. (3)
To edit a record you need to get back to the Search and Edit contact screen and press Edit Records. (1)
This will bring up a new screen again.
This is the Edit Records Screen. It works on the same method as the other two. Before you can edit a record you need to search for the contact you want by using the search feature. Once you have the contact that you want to edit you simply click on the box(s) that you want to change and once you have finished click the save button (1). If you do not press save button your changes will not be saved.
Daniel Chapman 20444 Applied ICT
