E.J. Computers Case Essay

IntroductionThe company I am passing to be doing my project on is a sm solely firm named E.J Computers. The company flip been around for about a year and a half straight off and sp block a penny 3 staff. Its run from a small shop, which they arrive a bun in the oven effective recently moved to and they are slowly expanding. Therefore I am issue to introduce an approaching informationbase to help make the trade of sustentationing the accounts be given easier.Statement of problemThe problem at the jiffy is that the company is currently development a paper-based way of doing their accounts. This way is liquid quite common, but it makes more(prenominal) work for the shoemakers last- drug exploiter, as he ordinarily has to go rummaging through bits of paper and filing cabinets etc. Also a problem with doing it this way is that bits of paper etc could go missing and the entropy would be lost. Its slower, takes up more room and looks unprofessional.I am going to be crea ting a entropybase for a computer store that sells various social functions, from computer move and accessories to fully working constitutions. The database forget consist of many submits, including angiotensin converting enzymes for customer expand, harvest-festivals, spoken language etc. I go out be making the database a relative database so that the parrys allow for interact and it volition make it much more easier for the cease exploiter to be fitting to do or thread to what they want.A computer database get out be a good deal safer to keep the records on. If they desire the ending substance abuser could use some form of data protection so that he viewing of the records are not genial for anybody (by either pass wording it etc). This way is a lot faster, little hassle, takes up less space and I think it looks more professional. So I am going to be creating a database, which testament satisfy all of these contends.My initial idea is to take a crap a database consisting of 4 tables, unitary for the customer details, wiz for the components, one for the ready built computer constitutions, and one for the orders.Results from questionnaireI wrote a questionnaire, and besidesk it to my end user so that he could acquire it in. I got it bottom, and now I crowd outnister use the information that he provided to change me to design my database to suit his needs. Basically he has the appropriate equipment that is require for him to be able to use the database and he also has the knowledge.From the feedback that I got, he basically has left me to my take device on the formatting side, which is peachy because I foundation use my imagination a bit and hopefully make a good design.The end user has also express that he would also equivalent a password on the database for data protection. This en for sures that the confidential data of his customers remains confidential.He also said that he would like his database to consist of 4 tables, one for customer details, devil for harvest-feast details, and one for order details etc.Information about end users computerFortunately, the end user already has a suitable computer governance to enable him to use the database. The current clay is an AMD Athlon 1500+ 512mb DDR pc2700 squeeze, 40GB HDD, 40x CD re-writer, 3 1/2 Floppy disk, 17 cathode-ray tube Monitor.He also has sufficient software system, which is a bonus. Is current operating arrangement is Windows XP professional and he also has office 2000.Description of the previous remains stimulant of the previous governanceAt the moment the whole agreement is paper based. If a customer purchases an item, their details are written discomfit on a little white card, this acknowledges their name, address, telephone number etc and consequently it is stored into a filing case. Eddie then has to write out a pass by hand and issue it to the customer.If a customer requires delivery, in that location is an poi ntless fee for postage and packaging and their information gets put into a fraction file where at the end of the day it volition be processed. influence of the previous systemAfter the information is collected it is left. Hey dont use it for anything else like advertising or sending special offers. It is just stored in a cupboard and every time a customer phones up or comes into the store and purchases a product it is interpreted back out and another card is filled in. make of the previous systemAgain, the information is not used for output at all, the do not send special offers or print receipts. The receipts are all manually drawn up and written out. All products are gainful for up front no credit is given so there are no fines and no need to use the data for output. system used for the previous system info Flow Diagram of the previous system problems with previous SystemMain problems with the previous systemProblemSolutionTime consumingDatabase will be easy and active to acce ss and use.StorageAll data will be stored on the computer and will be well accessible and found.Untidy work areaDatabase will be on a computer, which will be sportyly stored on the desk.Untidy workAll work will be word-processed, therefore the data will all be neat and easy to read.Unsafe DataThe database will be pass worded so that no unauthorised access will be possibleRequirements of the impertinently systemObjectives of the current systemUsing access 2000 I will be creating a database for the company, this will make the system a lot better for my end user. To enable me to get an idea if what my end user actually wants he has filled in a questionnaire for me. This should help me envision fully what the end-user wants. My database will consist of quadruplet tables, each table representing divergent parts of the company.The first table will be a table for the customers details, it will store the details of every customer that comes into the shop and purchases an item. It wil l store their name, address, telephone number and each one will have their own unique customer ID number. This information can then be used for any marketing schemes that my end-user comes up with and the data will be handy at all times.My second table will contain information about the components that are available for the customers to purchase. It will consist of a nominate of the products that the shop has on sale and the subject of that product. It will have the price, the amount that the business has in stock and a short description.The third table will consist of a list of pre-built fully working systems that are on sale it will have a field for system ID, the price, number in stock, and a stipulation of each computer system.I will then have a fourth table consisting of information of the orders that have been placed, it will have the customers ID, the ID of the product that they have ordered, how much it will cost, and whether or not it need to be delivered.How the objectiv es will be fulfilledDescription of the new systemInput of the new systemAs I said above I will be putting the customer and product information details into the database using a mouse and a keyboard. I will be using a mouse to select to appropriate options and applications. I will also be using a VDU so I can actually see the information that I will be putting into the system.Process of the new systemThe process of the system is going to be pretty simple, I spoke with my end-use and we dogged that I will make queries and sorts for the tables so that the information is easier to find and get hold of. We decided that it would be a good idea if I also include a mail structured letter so that things do not have to be written time after time.Output of the new systemMy end user has out the point across, that the output of the system is not really as vital as the input. The main map of creating this database is so that the details are stored safely on the computer. However a printer will probably be needed for the purpose of mental picture out records, and letters etc. This is not a permanent thing and maybe things will change later but for now this would be the only output.Performance criteria and limitations of the proposed systemQualitativeMy database solution will enable the end user to be able to sort the customers surnames into alphabetical so that it makes it easier for the end user to be able to find a customers records.My end user will also be able to sort the prices of everything that he sells into price order (for example cheapest to most expensive). This will make it easier for the end user, so that if he gets a customer asking about genuine products that are on sale he can easily do a quick sort and be able to tell the customer.quantitativeWith the solution I have made my end-user will be able to find the following* Begin using the database inside 30 seconds of source it.* Find a customer using name or ID at heart 15 seconds.* Find a certain produc t with information within 20 seconds.* Find out if there re any deliveries that need to be made within 20 seconds.System flow graphSoftware and Hardware considerationsHardwareThe big(a)ware that I will be using to create my database is as followsComputer system1.0Gghz Celeron Processor256mb SD RAM20gb HDDInternal AGP SiS 8.0mb GFX card15 Cathode Ray Tube (CRT) monitoring device Sufficient size display so I can easily see what I am doing.Keyboard Standard RM keyboard enabling me to get the byplay done.Mouse 3 button Key Mouse to make selecting options easier.laser Printer Printout copies of the work I am doing to take to my end-user to make sure it suits his needs accordingly.Some of my project will have to be blameless at home in my own time on my own computer my own computer consists ofAMD Athlon XP 1700+768mb DDR PC2700 RAM40gb HDDNVIDIA Geforce4Ti 4800 SECreative conk Blaster 5.1Microsoft Intellimouse Explorer 3.0 Optical (USB)Logitech Internet Navigator(tm) Keyboard Spe cial Edition ingloriousSoftwareThe software that I will be using to create my database is as followsMicrosoft Windows 98 SE Operating SystemMicrosoft Windows NT Ne dickensrkMicrosoft blot 2000WordAccess Mainly using access because it enables me to perform multifactorial searches, have a splash screen and create an advanced database system. exceedFrontPageOutlookThe software that I have on my computer at home, which will allow me to be able to design the database, isMicrosoft windows XP professional somatic editionMicrosoft Office XPWordAccessExcelFrontPageOutlookData security of the new systemUse of passwordsI am going to be using a password for my database, as my end user has put across it. My end user will need a password, to come across customer confidentiality. The password will be a word requested by the end user and only he and his staff will have access to the password and therefore the database.I have suggested that my end user should change his password on a regula r basis, to hold that if the password is found out it will get changed again. This makes the whole system more secure.Also, to make sure that the system does not get infected by viruses I have also suggested that the end user enclothe in some form of anti virus software. The software I have suggested is Norton Anti Virus 2003 but it is down to the end users prudence whether or not he goes ahead with it.Differences and similarities between the current system and the proposed ICT solutionSimilaritiesThere are not many similarities between the two systems, as the general idea was to change the system to make it a lot better. However there is one similarity between the two systems, the same information is entered into the database as is entered onto cards. This is only a small similarity, as the whole process is completely different now.Specification Design realistic solutionsThere were a few other possible solutions to my end-users problem I came up with a number of alternatives but the database solution just seemed to live on out as being the best. The other solutions that I came up with which were taken into consideration by my end-user were as follows* Swap the cards for sheets of paper, which could be stored in folder or filing cabinet. We decided that this would not be much(prenominal) a could idea, because its not really much of an improvement and my end-user needs a big improvement.* A spreadsheet using Microsoft Excel. We also decided against because is not a very efficient programme for the type of thing my end-user wants. You cannot perform lightheaded searches or have different tables etc.* A table using Microsoft word. Again, we decided not to use word plainly because this programme is too simple and basic. It does not really include many advanced features like searches and the information cannot be stored neatly, which makes the information difficult to access.Reasons and justifications for final choice of software and hardwareWe eventually decided to go with the database using Microsoft Access, because overall we supposition it was the best piece of software to use.A few of the reasons why we chose Microsoft Access are* You can perform searches and queries* Data is easily accessed* Modern* You can create tables which are linked together* Create mail merged letters* PasswordIn my hardware section I have already specified what I will be using for hardware. This condition of hardware is suitable for me to create the database because it offers enough speed and memory (both practical(prenominal) and physical) to enable to be able to work efficiently. This is because the big the processor the bigger amount of RAM, all makes the computer a lot faster.Outputs required by the end userThe outputs that are required by my end-user are* Invoices So that the customer has a proof of purchases.* slush around Screen This is to improve the unveiling of the database and to put information about the creator on.* Reports To enab le the end user to print out hard copies of queries etc* Mail-merged letters So that the end user can automatically contact customers.Inputs and stored data needed to create the outputsOutputWhat is required?InvoicesCustomer information, product information and details of purchase (date etc)Splash ScreenMy 1337 skillzReportsResults from queries from all 4 of my tables will be shown to make the reports, which will then be printed off so that the user has a hard copyMail merged LettersCustomers details, which can be automatically accessed.Processes that are required to produce the required outputscognition and ability to use advanced package featuresRelationshipsThe database that I will be creating will be a many-to-many. I will be in the form of first form normalisation. I will have four different tables, each having its own primary key that will be referentially integrated to a linking table, to make sure all the tables stay up to date.