4. A keyboard is needed when typing text/numbers onto the computer. It features the letters of the alphabet along with the numbers and many different symbols. Each one of these has a special command whose result will appear instantly on the monitor screen. This is needed in this project to put in the data into the tables.
5. A scanner is almost the reverse of a printer. It allows us to transfer documents or images onto the computer where they can be edited, copied, printed, emailed, or saved onto the hard drive.
6. A fax machine is not entirely necessary because not many people use it as a method of transferring data anymore. But I think it would be useful when transferring live documents (paper) to possible other branches of the club in other places or countries or maybe to a head office.
7. The printer gives us the ability to print off anything we have created or found on the computer onto paper. This can then be faxed or posted. A good idea would be to print off a copy off a member’s data to be handed to them.
8. An internet connection is not vital in this situation but is useful if sending emails or documents elsewhere. Although broadband is not necessary, it is much faster and also gives a good professional look to the work done and intelligence at the club.
Training
When this system is completed all staff will receive training on how to use it and instructions will be displayed for members next to the public computer in the foyer.
Input Data
See rough draft of data required (p 6).
Backup/Security
We need to take into consideration the methods used to create a backup system and methods of security. We also need to abide by the laws in the Data Protection Act of 1998.
Data Protection Act
The Data Protection Act of 1998 was made to strengthen and extend the data protection regime of the Data Protection Act of 1984, which it replaces. The Act applies to computerised personal data and personal data held in structured manual files.
Organisations processing personal data, otherwise known as “controllers,” must comply with the following rules.
The data is required to be:
• Fairly and lawfully processed
• Processed for limited purposes
• Adequate, relevant and not excessive
• Accurate
• Kept no longer than necessary
• Processed in accordance with individuals’ rights
• Kept well secure
• Not transferred to European Economic Areas (EEAs) without adequate protection.
Also they must:
• Meet one of the six conditions to process data
• Meet one of the further conditions in the case of sensitive data e.g. Ethnic origin, religious beliefs, etc.
• Inform individuals when their data are collected.
The Act also give individuals the right to:
• Gain access to their data.
• Seek compensation
• Prevent their data from being processed in certain circumstances.
• “Opt out” (choose not to) of their data used for direct marketing.
• “Opt out” of fully automated decision-making about them.
Suggested Method
Overall the Data Protection Act affects this situation in many ways. It means that the club must send notification to members to confirm any change or update to their data. It also means that the member has the right to access his/her own data at any time. Also they can choose not to have their data used for marketing purposes e.g. used as statistics in an advert.
Verification
There will also have to be a verification method to avoid incorrect input of data.
A common problem when using computer systems is that it is very easy to input incorrect data into the table or cause an error. For example, you could mistype a name/address which could result in personal information being sent to the wrong person.
Verification makes sure that the data in the system is correctly transferred from its original source to the computer. This is commonly done in one of two ways:
On-Screen Prompts – After data has been entered into the system, it will be redisplayed on the screen. The user is prompted by this to read over the data just entered to ensure it has been entered correctly. If any incorrect data is found then he/she can re-enter the parts in question.
Dual Input – This is used whenever the data is entered into the system using the keyboard. This method requires the data to be entered twice by two different users. The two copies of data are then compared. If there any conflicts or differences in data the two users will be prompted to re-enter the data until the two copies match
In this situation, I have recommended using On-Screen Prompts as it is easy to use. The only exception is when trainee workers are using the system in which case the Dual Input system will be used by both the trainee and an experienced supervisor until the trainee fully understands the system.
Automatic Validation
This particular system will include certain validations so that the data will be perfectly understood by both the system and by the users. It will also prevent any errors to occur during the inserting of data into the tables.
The validations involved in this system include a validation on what type of data is typed into each field e.g. the field for names is in text whereas the date they last checked into the club in Date/time.
Also there are certain limitations to the amount and type of data that goes into each field in the table e.g. in the Gender field only one letter is necessary so the field size is limited to one letter. It is also slightly more specific in this field because the user has a choice of putting in one of two letters into the given space (“m” for male or “f” for female).
This means that the system will not allow any other letters than those two to be entered into that field. This will be useful in preventing errors when putting data into the table.
Output
The two tables should be easy to access on screen and include an option to print or edit. Smaller collections of data such as certain groups of similar members or individual members/trainers should be available through use of queries. Any commonly searched queries should be saved so to make it easier and quicker to use.
Letters
Sample letter to be drafted to members on the company’s letterhead.
Backup Strategy
The information and data saved for the members and the trainers at The A Club must be backed up onto disk. This copy of the data should be kept at a different location from the computer in case of a theft, fire, flood or disaster resulting in the loss of the files at the club itself. Another copy may also be made to be kept at the club in case of an immediate request of the data. This/these copies need to be made each time the system is updated.
There should also be some password security on the computer so to prevent people using the system from changing any of the formulae. This can be done by protecting the capture form so that nothing can be changed except the data put in by the member. Therefore, if anyone attempts to make a change to the capture form or the tables, the system will automatically ask for a password.
The owner of the club must remember to change the password regularly in case it is worked out. The password must also not be written down anywhere as this may be an easy way for an unwanted person to access the system.
Frequency
The copies of the data on the members and trainers at The A Club must be updated at least weekly or whenever the data is changed or updated though the immense frequency of updating may be pointless to save every time.
Amount Of Real Data
All of the data saved in the system should be copied onto disc. However, it will not all need to be updated every time any data in the system is changed.
Media
The data should be saved onto CD-RW. This means that the same CD can have its contents updated or overwritten regularly.
Design
Source
I will receive my data for this project from the The A Club staff. This includes two separate lists of data: a list of data about the members at the club, and a list of data on the trainers working at the club.
Data Collection
This is the data I will require on each member or trainer
Members
Membership ID Number
Title
First Name
Surname
Gender
Address
Town
County
Age
Trainer ID Number
Date joined
Date Last Checked In
Trainers
Trainer ID Number
Name
Surname
Age
Gender
Date last checked in.
These are the fields I will require and their properties
Member Data
Trainer Data
I have designed the database form using only the minimum data required to meet the objectives set. This is to meet the user’s request that the database be kept simple for use with minimal training. If any other fields of data need to be inserted eg. Membership Category, then it will be easy to add them at a later date.
Validation methods – 3 validation methods on 3 different fields
1. The first validation is in both the Members and the Trainers table in the Gender field. It makes it so only a choice of two letters can be put under that field, either the letter “m” or the letter “f.” Any other letter or amount of letters would be automatically prohibited.
2. The second validation is in the Members table under the Age field. It makes it so any age number placed in the field has to be made up of two digits, it must be over 11 and less than 90. Any other number or amount of numbers is automatically prohibited.
3. The third validation is in the Trainers table under the Date Last Checked In field. It makes it so that no trainer can be absent from work for more than a week. In this case, any trainer checked in before 01/02/2005 will be notified on the computer. The only problem with this validation is that it will have to be changed quite frequently which may cause hassle.
Questionnaire
Dear User
Thank you for reviewing my proposed database system for recording details of members and trainers at your Club.
I should be grateful if you would take a few moments to complete the following questionnaire.
Did the system include all the required data? Yes □ No □
Is there any particular data you would like to be included (give details)?
Did the draft letter to members meet your requirements? Yes □ No □
Please give details of any amendments require
Overall, are there any further comments you would like to make?
Please return to Luke Birchenhough
Data Capture form
IMPLEMENTATION
In order to implement the system, a data capture form was created and use to collect the data from all members and trainers (see example)
A template was created for letters to be sent to all members using mail merge.
A blank database form was created with validations for each field.
Testing the Database
Several sets of data were input into the system using the set criteria.
Simple
- All Female Members
- All Male Trainers
- All Members Over The Age Of 60
- Members Joined Since The Beginning Of 2002
Complex
- All Female Members Under The Age Of 25
- All Male Members Joined Since 2001
- All Male Members Checked In During 2005
Several Macros were created and tested.
A mail merge was performed using the letter template and the input data.
A relationship diagram was created.
Tests were run to check the system and the validation was checked.
A questionnaire was created for users of the system.
User feedback
User feedback forms were studied and reviewed. On the basis of the suggestions made, improvements were considered.
Membership Data Form
Title Mr/Mrs/Ms/Dr
First Name _____________________________
Last Name _________________________________
Gender (Please Tick)
Male Female
Date Of Birth _ _/_ _/_ _
Address _____________________________
_____________________________
_____________________________
Town/City ___________________
County ________________
Postcode ____________
Email Address (optional) _______________________________
……………………………………………………………………………
(To be only filled in by a member of staff.)
Issued ID No. _ _ _
Issued Trainer ID No. _ _ _
Member Signature Supervisor Signature
__________________________ __________________________
Blank Database Form
Design View
Form with Data
Validation Rules in Design View
Report In Design View
Completed Report
Letter Template
Data Obtained
Members Data
Trainers Data
Testing the Data – All Female Members
Design
Result When Searched
Testing the Data – All Male Trainers
Design
Result When Searched
Testing the Data – All Members Over 60
Design
Result When Searched
Testing the Data - Members Joined Since the Beginning Of 2002
Design
Result When Searched
Testing the Data - Query 5 – All Females Under 25
Design
Result When Searched
Testing the Data - All Male Members Checked In During 2005
Design
Result When Searched
Testing the Data - All Male Members Joined Since 2001
Design
Result When Searched
Macros used
- The first macro, when selected, will asks the user to enter the desired trainer’s ID number. This will then will open a comprehensive report containing the trainer’s details and their members.
Initial Design
- The second macro, when selected, will open the table containing all of the details of the members at the club.
Initial Design
3. The third macro, when selected, will open two tables. One containing all female members and the other containing all male trainers.
Initial design
Relationship Diagram
Validation
This shows that only the letters “m” or “f” may be entered in the “Gender” field.
Sample of Completed letter to Members
Mrs Britney Federline
Luke's Room, Luke's Mansion
Malibu, Florida
1LUVBR1T Alexander Health And Fitness Club
Dear Ms Spears,
We are writing to inform you that your data profile on out system has been updated to suit your requirements. Here is a preview of your new profile::
Member ID : 1
Title : Mrs (Ms)
Member first Name : Britney
Member Surname : Federline (Spears)
Gender : F
Address : Luke's Room, Luke's Mansion
Town : Malibu
County : Florida
Postcode : 1LUVBR1T
Age : 24
Date Joined : 18/09/2000
Trainer ID : 6
If you notice any errors of any kind that have been made during this profile update please contact us using the methods below. We apologise in advance for any inconvenience this may have caused you.
Thank you once again for remaining a member at the UK’s Number One Health And Fitness Establishment.
Best Regards,
Jessica Felton, Membership Manager,
Alexander Health And Fitness Club
Alexander Health And Fitness Club
1 Aspery Way,
Kensington, London
GETF1TN0W
Tel : 0871 01 02 030
Fax : 0871 08 07 060
Email : [email protected]
User Feedback Questionnaire
Now that you have had a chance to try out the system, please let me have your feedback by completing the following questionnaire.
- Please state whether the objectives set were met
a. Provide complete and accurate details of all members and trainers.
Agree □ Partly Agree □ Disagree □
b. Links each member with their personal trainer to list of clients by trainer.
Agree □ Partly Agree □ Disagree □
c. Simple and easy to operate and update with minimal instruction.
Agree □ Partly Agree □ Disagree □
d. Enables breakdown by age, gender etc.
Agree □ Partly Agree □ Disagree □
- Able to be used as part of a mail merge exercise.
Agree □ Partly Agree □ Disagree □
Please add any specific comments you have on the system …………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
Are there any additional features you would like to see in the system?
…………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………
Thank you for your feedback
(completed questionnaire)
EVALUATION
The system was considered in the light of the objectives set and the user feedback.
The system was designed to provide a database of the complete and accurate details of all members and trainers. The system does this fairly comprehensively although there is scope for adding further fields such as telephone number, e-mail address and membership category. The latter was suggested at the initial feedback stage and should be fairly easy to incorporate.
The system needed to link all members with their personal trainer, which it does and it is possible to list the clients for each trainer.
The system is simple to use but further consideration needs to be given to the training programme.
The system enables breakdown by age, gender and trainer and by combinations of these criteria.
The system can be used in a mail merge. This can further developed using the date field to create automatic renewal notifications. Further knowledge is required of the software to achieve this requirement.
On the whole the objectives have been met although there is room for further explanation and illustration. This could be resolved by further training and provision of a simple manual or user guide.
The user feedback suggested inclusion of photos. This could be done using a digital camera or webcam and photo software.
Although they were discussed at the initial meetings, provisions for backup have not been finalised.
With the use of more advanced technology, a swipe card system could be incorporated which will automatically record attendance on the system.
These possibilities will be considered at a future date.
