Currently the private flyers membership is organised by a paper based by using a filing cabinet system and only contains the members, aircraft and aircraft use. This system has had few problems such as loss of files and invalid accounts and time to find files. Currently the system works by we have the data on the member and their payments each month and when they want to hire aircraft we look at their file to check if their license is valid and rating and then check if the type of rating complies with aircraft they hire.
As the company is expanding our system cannot cope with the amount of members joining and is making it difficult for our staff to check, sort and use information to make reports and stuff. We also want to make it easier for the customer by introducing a membership cards so the customer can been seen easily and to make sure they’re a valid member. Also we want to make it easier to read as some people’s handwriting won’t be eligible to others. Also we want to get rid of the cabinets as they are taking up a lot of space. We are hoping to get a computer based as it will save space time and improve security.
A1b) Sub-problems
Currently the company is having problems with keeping the files secure from theft, from damage or misuse. Currently if anybody gets the keys for the cabinet or break open the cabinet people can steal information also if in the cases of a fire or destruction of the area. Files will certainly perish as the are paper based.
Also another problem is that when we need to gather information on someone or aircraft we have to every single folder and then have to produce the data manually this could be time consuming and difficult.
The system is currently expanding with joining of members, currently the company uses two large cabinets which consume a lot of space. As well it be hard to keep a back up as it would also take the same space and have to be placed somewhere secure so only the staff with authority can access but this would be expensive and difficult to maintain.
A1c) Linking problems
All the sub problems in the current system relate to security or how secure this system is to fraud or theft such as people can take a file out easily. Also the size of the database relates to how long it will to take sort or search for information, such as if we want to know when a members joined we have looked at every file and then them out which would be very difficult in a office and take a considerable amount of time.
A1d)
Inputs
- Forms- forms can be used to enter new members data or aircraft that have been bought by the company.
- Data- If data is need to change the database will make it easier to change or enter.
Outputs
- Queries- this will make it easier to view information that is needed or that relates to each other.
- Reports- this will allow us to present information professionally and smart.
- Mail merge- If we need to send our customers a letter we can just type in the letter and use mail merge so we don’t have to type everybody’s name manually.
- Membership cards- the database will allow us to create a membership card for each member.
A2
There are two ways of tackling the problem; one of them is by using a computer based database from Microsoft access. This solution will solve nearly all the problems such the database will be secure and take up a lot less space. As well it will become very efficient and save a lot of money as the company has several computers in the office. This type of system will also be easy to use and can even produce documents for us such as reports and forms for new customers to fill in for their membership.
The second way of tackling this problem by having a separate office
