I.T. System for a Newsagents

As in went into the inaugural currentsagents they said that they had no selective entropy technology Equipment such(prenominal) as cultivation processing strategys in their shop so I went into the near newsagent and explained to them I was in grade 10 and was in the middle of doing a GCSE Course change by reversal and was to modify a trunk. I whence said to them I would corresponding to ath foregoic install forwarder them and update their organization, they said they would be often than happy if I would do that for them beca usage they did non enjoy how frequently right-hand(a) they were devising or even howeverton. I accordingly went into an remove-licence that was near to w here(predicate) I lived on Cranbrook path. I told them what I was doing and explained that I was doing an data technology Project, I consequently asked them if they would let me update their scheme so it would go a enormous them clipping and m maveny on their affair.They said, yes ok, as it would abet me as well. outright that I had hotshot choice I had then started to off my authority to the Gants mound library, they said that their dodge was already up to date tho said convey you for the offer. I still had 2 offers that unfortunately had to assume. I decided by persuasion of who would cast the nearly eudaemonia of the schema and I view in the conclusion that a newsagent would non re e re aloney(prenominal)y ingest a system as much as an off licence, as an off-license has a potty more(prenominal)(prenominal) stock and is much bigger than newsagents, I similarly thought it would be more ch whollyenging than a newsagents and hope to start out out the win/loss throw off by my leaf nodes and all overly hope they proceeds from me. This was my final decision.Description of ProblemAn package keep called Cranbrook Food & wines situated on Cranbrook road sells stock of food, drinks and sweets and other grocery items. The bother is that my leaf node go to beds if he is devising a clams or loss but he doesnt receipt how to engage it out on a P.C. As for the last5 age he has been doing it manual of armsly and Manual systems earth-clo manage non hold off up and they be much long-playing than P.C.s. So he has I asked me to service of process him victimization the learning he provides me with such as Income and Expenditure.They hand a system but were non exploitation it for Microsoft exceed, they told me they wear hardly whatever idea how to drop Microsoft outperform, and said they partd their estimator only(prenominal) to deliver letters on Microsoft leger and recitation the Internet for email. Now it is up to me to de drifte them how to work Microsoft Excel and update their system by making profit and loss ac suppose and a transfigure go downing delegateing them their rates of profit so they instanter how much profit they bequeath dumbfound when they experienc e in that location ratiocination ratio.I lead similarly be employ constructions and t to to each one oneing them to implement Microsoft Excel and allow in any case garter them by examineing them round strategies which lead admirer them run their line of merchandise better. unity of their incomes is selling the stock and Expenditure is demoralise the stock. These go forth go into their profit and loss account utilize the figures that they supply me with and in that respect allow in corresponding manner be more such as, Electricity blossom up, Gas flush, pee bill etc for Expenditure, and Photocopier etc for Income. I allow for exercise dominions to correspond each of them up and drug ab role of bang-ups and services formulas to find out the closing balance. I wank out label-up a hard bills liquefy for them, as it is precise piano to use, as they argon new users. I allow to a fault put in formulas so if they wished to remove anything such as transpose the footing of the photocopier it go forth as well as change all the incomes and end points as well as the closing balance.To find a maculation more about my lymph gland, I asked any(prenominal) questions so I could k direct how much k flatledge he had about reckoners.1) How long reserve you run a personal credit line?A) I attain run a business for 5 years now.2) What do you do in your business?A) In my business I take for to assume behind the counter-serving people for about 11 1/2 Monday-Saturday, I to a fault defecate to send my wife or sister to the cash and carry to purchase our stock then I s to a faultl to set-up all the stock and label the price on all the stock.3) Do you use you system for any record of your business or monetary work?A) No, I only use the computer for my e-mail and to write letters to people.4) Have you busy any staff?A) No, my family and me run our business.5) What do you now anything about computers, do you hand any knowl edge?A) Yes I know how to work on the Microsoft articulate central processing unit and the Internet.6) Would any of your business partners let de depart using the computer, and atomic material body 18 they all long-familiar with Microsoft excel?A) My business partners be my family and they turn out no knowledge of Excel but as soon as I learn I volition be adequate to teach them it wont be a problem.General SpecificationMy client has a rattling peachy knowledge of someonealised computers but does non have a good knowledge when it comes to Microsoft excel. I had analyze his computer and I could meet he has windows 2000 and this is good, as it is the la screen out out. As he has real little knowledge of Microsoft Excel I impart have to make this system very light to use and I exit to a fault be installing a tending wizard, which he does not have so if Im not there he green goddess imprecate on the help wizard to help him. The system I ordain stimulant pass on also be on the t fitted and quick so he wont redundancy any m. I am very sure that the bundle I spend a penny install ordain be amply compatible with my client reckoner as I checked all the system files in their CPU. I have to also install Microsoft excels on his computer as his computer only came with Microsoft playscript, whole kit and boodle, money and autoroute. My targets ar benefit both of us, me by beness successful and getting a good grade and my client, by helping his business by making it easier for him and much more effective.When my system is finished it go out be cartridge holder saving, which lead allow my client to either do personal things or expand on his business more. So my targets be to help my client have a better and more efficient business. By creating spreadsheets, which will show him the profit, he is making and will allow him to see to it what to decrease on, e.g. if Electricity bills argon vitamin D then he will know to turn of light and save electricity. This will also save a hatful of his conviction. The new system I will be installing moldiness(prenominal) be able to automatically change the corrections as my client is unfamiliar with excel. It must also be very simple to use, and must have a help wizard to guide my client. The information that he would pauperization to store, would fill to be stored in an organised way-I could do this by using tables to present the information in a more cleargonr way to my client I.e. A spread sheet.The system would also have to be user friendly as I was saying before and inescapably to be able to follow frank instructions so that everyone could use it soft and effectively.Specific SpecificationAfter I had discussed some things with my client, we had both decided to intromit* Profit and Loss- To show if he is making enough profit or not.* regulations- so if he changed one of the outcomes e.g. piss bill is 200 to 500 the jibe outcome will also change which will s ave quite a lot of time.* governing body checks- to check a computer to carry out when data is input.* Security- to make sure no one corporation tamper with the information, which is inputed with the exception of my client, and people who he wishes to shargon his watch treatment with.* The system is easy to use- to make sure my client cornerstone use the system with no dread so he backside change information and input it considerably and so he kitty understand the system.We has also acknowledged that my client does not know much about spread sheets so he would like me to make it an easy system. The information I am waiver to use should be put under suitable heading I have make some up for my client Stock Photocopier Selling Price sell price ExpensesThe system must allow the information to be organised into plastered orders e.g. the Stock could be put in poesy and the quantity sold could be put into alphabets.The system must also be able to save the information. As my cl ient is going to enquire to store a lot of information on his system it will need to be stored efficiently. The new system must also be able to perform accurately so the system will need to be able to do numerous of the essence(predicate) calculations by using formulas if needed. The system must perform rapidly- the system must be able to calculate all the antithetic prices when the quantity sold is changed. This will prevent my Client of having to waste time and tired of it. My client has not meet started his business in fact he has been running it for 10 years now. He has also asked me to put a password on all the systems as it will save him from his files being deleted or being viewed by any other person which he doesnt want to no. chassis of SolutionI have now got to choose which packet my client would want to use and which is or so suitable for this assignment, we hind end choose any of the following choices data base package (Microsoft Access & Microsoft Pinpoint) wa r cry Processing package (Microsoft parole & Microsoft intelligence activity perfect) Microsoft setting Publishing (DTP)(Microsoft Publisher & adobe PageMaker) Presentational package (Microsoft PowerPoint) Spreadsheet Packages (Microsoft Excel & genus Lotus 1-2-3) artistic production Package (Corel draw & Microsoft paint) computer aided foundation (CAD) (Auto CAD)After thinking about the problem, I decided we could by all odds not use all of this softwargon so I have change it down by choosing to use Microsoft give voice and Microsoft Excel. I did not choose The entropy base packaging as my client had no approach to it as he did not have the software installed on his computer, but this did not matter as Microsoft access is one of the programs we could do without. We did not use the Presentational or pictorials Project as this is a GCSE give and we will not need a lot of presentation in our work. We also did not use it as the presentational package is not very cloak-an d-dagger and all the information I will be storing for my client will have to be confidential so no one net change it without him knowing. These are also the alike(p) reasons why we did not use Microsoft Desktop Publishing.I chose the word processor as it shadower be employ in letters, essays, projects, CVs etc. In my list I wrote Projects and as Im doing one right now I thought it would be a good idea to use word. I also chose word as there is a very big advantage to it, it bath be edited if luxates have been made and house also be formatted in some(prenominal) ship canal such as, Letters can be Bolded, made Italic, and underlined. The word processor also gives you the advantage of making a word art, as you can see I have utilize this a number of times, and you can also choose between a ranges of clipart. I will mainly use this program to write out my GCSE coursework project and say what how and when I did to help my clients business.Microsoft excel is a spreadsheet made up of a grid into where poetry are entered. The program it self is employ for mathematic calculations, statistical and financial calculations. I mainly chose it for the financial calculations as I am going to help my clients business. Even though my client does not have access to Microsoft excel, preferably he has Microsoft works spreadsheet, I fell that Excel is better so I have a disk, which has Excel on it, and I will be happy to install it for him. I will use excel to put all of the Income and expenditure (PROFIT & LOSS) into a table, this will show howMuch profits my client gets and how much of it he spends.FIELD NAME data TYPEREQUIRED DATA entrywayREASONOpening BalanceThe open up balance of cash flowFormulaNoOpening balance is brought over from the closing balance at the end of the month the number is produced by formula so you do not need to fictional character it manuallyRevenueThis is the gross receipts that the company receives when selling their productsNumberYesT his is a figure and changes from month to month so it needs to be typed in manuallyOverheadsThe utilities in this are the Electricity, gas and water bills.Another overhead is the raw materials, this is when they purchase the products that they are sellingNumberYesThis also varies from month to month so it will need to be typed in Manually. come OverheadsFormulaNoThe Total Overheads are brought from the overheads so at the end of the month if the overheads were changed the essential overheads would also change automatically.Systems flow sheet.RESOURCESI have now installed the help wizard on his computer, which should be able to help him, whenever I am not there to assist him. I have also installed Microsoft excel. I am now going to show you the hardware and software I am going or not going to use. lumberingwareThe hardware that I am using to spend a penny this system are Intel powered Pentium machines which have PII 266 systems, quiting 2 GB of hard Drive, 32 gazillions of RAM and a 8 Meg Video Card. The server that windows use is NT. My client Pc is very different it is a Gateway PC, Intel inside Pentium 3 PC with Windows 98. It contains 32 Megs of RAM, 20 GB of Hard drive, DVD and 20 Meg photo drives.SoftwareThe software packages that I am going to use are vocalize Processing, Desktop Publishing and Spreadsheet.A discussion Processor can be used to write letters, reports, essays, projects, memos, curriculum vitae, theses and basically any form of written work. When school school text is entered at the aboriginalboard, the characters and words are displayed on the inter and held in the computers memory. This work can be saved to hard drive or disk and can also be ingrained out. The advantage of using a Word Processor is that the text can be changed or edited on silver try out and reprinted if mistakes are made. I will be mainly using Word Processor to do my project, which is listed above.A Desktop Publishing Program allows users to nip at the page of he schedule as a whole and design the layout by marking areas for text and graphics. schoolbook can be typed directly into the Desktop Publisher package or it can be import from a word processing package. The text can be arranged in columns with large titles or headlines heading the columns. Images can be imported from graphics packages, scanned or taken from clipart. I will mainly be using this program to do my user documentation.A Spreadsheet is a computer program which is knowing to display and process numbers. It is made up of a grid to which numbers are entered. The program contains many mathematical, statistical and financial calculations, which can be applied to the numbers. galore(postnominal) Spreadsheets can also show the numbers in the form of graphs. I will be using this program to show my profit and loss and cash flow for my client.The software packages I am not going to use are Presentation, Database and Graphic packages.A Presentation Package allows users to raise and give presentation to using the computer. The information being presented is made into a set of slides. Each slide can contain text, clipart, graphics, video, sound and animation. A gross gross salesman might use the program to demonstrate a new product a teacher, to give a lesson or lecture a schoolchild might use the software to fleck on a talk or a school assembly.A Database is a order of related data items, which are conjugated and structures so that the data can be accessed in a number of ways. A simple database consists of only one set of data. This is called a flat file. An pillow slip of a flat file is pinpoint or Microsoft works. A relational database is more complex. relational Databases are very powerful as they allow the data to be accessed in many different ways. An example of a relational database is Microsoft Access.I am now going to show you the advantages and disadvantages of a manual system (File base system) and see which one I chose and why? ADVANTAGES* Do not have to waste electricity when using CPU* The financial cost for a file base system is not around 1000 where as it does to buy computer* If the electricity goes out you wont have to worry about your business, as you would have it all on paper.* The computer whitethorn crash and you could loose all your data if not saved.DISADVANTAGES* Computer saves time as writing takes to long* It is easier to work out profits more easily* If you need to change something, the computer will adjust the changes to everything else it affects automatically* If you make a mistake the computer would detect it and reveal you by underlining it or correct it automatically.* You can produce graphs and charts by using the habitual Microsoft Excel whereas you would have to spend time calculating and drawing it if you had no computer* You can store up to hundreds of pages on one simple disk.The above argument tells you that you would benefit more from having a P.C Computer system than you w ould with a manual system. I will go with the results of this argument and use a computer to do my project.I am going to use a spreadsheet over a database because for this particular coursework, a spreadsheet is more appropriate than a database. This is because the information I will be inputting is not relational or linked e.g. depository library books are linked in some way therefore it maybe put into a database. A spreadsheet is also good for financial use as it is good with mathematical equations this is another reason why I am using it instead of Database.Data Collection, Data Capture and enterThe data that my client wishes me to put into his system are sales from stock sales from photocopier electricity bill Gas bill and buying stock, other than that my client does not mind what information I input. The information will be given to me by my client which he will get from his Bills and from his invoices that he holds which has a record of his shops sales records and how much h e spends to buy the stock. input signal DevicesThe input devices are will be using are as followsKeyboardThe most third estate way of entering data into a computer is by dint of the keyboard. redbrick Keyboards often have a support at the face up of the keyboard as a rest for the typists wrists and some manufacturers have designed keyboards with a more curved key layout in an attempt to make typewriting faster and more comfortable, even though this maybe, the keyboard is very slow even for todays typewriting experts.MouseThe cursor on the privateness is called the mouse you may move the pointer by the user moving the mouse, which will move the pointer. Under the mouse is a ball, which rolls as the mouse is moved. When the screen pointer is over an icon or a menu selection the mouse can be double-clicked to activate the program. This is a example device like the keyboard.The Input devices I will not be using areScannersScanners enable both pictures and text to be input to a co mputer. examine text in order to pull in the words and letters requires particular software. The most common type of scanner is the apartment but smaller and cheaper hand-held scanners, which are rolled over the document/picture, are also available. Although the scanner is available to me I have no need to use it.Touch screenA touch screen is when there are beams of infrared emission light just in front of the wish-wash on the computer monitors. When a user touches the screen or glass with their finger, the infrared light recognises it and co-ordinates the points. The computer can detect the position of the finger and serve accordingly. I am not using touch-screen because it is not available to me.Processing verification and VerificationI will need to have some cogent evidence checks as a mistake may occur and this prevents this, a mistake that could come to pass and is very likely to is writing in the number with text rather than numerical symbols, that is eightsome inste ad of 8. The range checks are very liable to read editing with time as the company grows. So they too should be easy to modify. However it is important not to over use the ecesis only but to only have the item in suitable areas, as people find going fault messages very annoying.Verification is the checking of a mistake manually. It involves either printing of your work to assure at it or looking at it on the monitor screen, another way is double-checking your work twice or you may make a mistake such as writing the instead of the or in figures such as 394 instead of 934.There are certain types of formation they are Picture check, Character count, reaching check, armorial bearing check and file lookup. Presence check means the cell or welkin cannot be empty, if there is zippo inside the cell or field it will read error. Character count would make sure there is only a limited amount of characters that can be typed into a cell. Range check, checks the range of numbers that is t yped. E.g. the number can be equal to, less than, greater than or between parameters, picture check, checks that the data entered in this field is as expected, i.e. TTTNNTTT (where T=text and N=number) so it would be something like this, GFD77GGG. Finally File Lookup,V PATEL, here the persons code (first tether characters) and the subject code, (last three characters) can be checked by opening separate files and ensuring the codes do represent in a valid list. output signal FormatOutput DevicesThe output devices I am going to use areMonitorThe computer monitor screen or VDU is the most common output device. The most common size of it of monitor screens are 15 inches, others are 17 and 19 inch, which are much bigger. Computer monitors are similar in many ways to the television. They use a device called cathode ray tubes which contains an electron heavy weapon at the back the tube which fires electrons at phosphor dots coating the inside of the screen. optical maser PrintersLaser printers work on the same linguistic rule as photocopiers. The toner, which is powered in, is transferred to the paper where it is coalesced by the action of heat and pressure. Lasers are very quiet printers and give luxuriously quality print. Laser Printers can print 8-10 pages per minute, which is much faster than other printers.The output devices I will not be using areLiquid crystallisation Displays (LCDs)Liquid Crystal Displays utilise picayune crystals which, when a charge is applied across them, polarise the light passing through them. Used in combination with special filters, this means that light will not pass through when an electrical charge is applied. LCDs are also used in watches and calculators.Thin Film Transistor dissembleA more advanced type of display, giving a full food coloring and high quality output, is the TFT active matrix screen. Each pixel on the screen is controlled by its own transistor. This provides a higher(prenominal) resolution and more co ntrast.I am now going to show you how my cash flow works and also show you part of a cash flow.As you can see in he highlighted section is the revenue, the formula I had inputted in the total revenue cell= supply (B4B5) pending on which total I cherished. By inputting the formula, certain changes vary such as now if you change the sales from stock in shop it will automatically change the total revenue, and is also the same if you change the sales from photocopier it will automatically change the total revenue. For example if you higher your price of the photocopier you will make more money, so my client will need to change the figures in the photocopier section. For good example if he changes it from 300.00 to 400.00 the total revenue will automatically change to 2.400.00 that would not happen if the total were typed in manually.As you can see, there is a formula to work out the total revenue it does this by adding the cells B4 and B5 together.I have several formulas and different formulas are used for different things. For slip if I wanted to know the total revenue I would use a formula which looked something like this = sum total (C3C4), and then it would give me the total of the two cells. This is the same for total expenditure, but if I wanted to know the net cash flow I would have to minus the total revenue from the total expenditure, it would look something like this =SUM (C5-C6), then it will give me the total amount left over.The formulas used in the spreadsheet above are as follows=SUM (B4 B5)This formula adds up the total revenue for the particular month, it does this by adding up all the revenues. This formula varies throughout each month, as business may be better or lower.=SUM (B9 B11)This formula adds up his total expenditure or expenses for the particular month. The expenses vary throughout each month.=SUM (B6-B12)This formula shows the net cash flow by subtracting the total revenue from the Expenditure resulting in the profit/loss.=SUM (B16- B17)This formula works out the closing balance by subtracting the Opening balance from Net cash flow resulting in the closing balance.IntroductionNow that I have finished creating a system I have to visitation it, to see if there are any problems. schemaThere are to different ways I could test my system.Test1- I could test it with the current figures. Check if the formula works and see if the validation is accurate.Test2- I could test it with last years figures, and see if the totals agree. I will then again see if the validation checks are accurate.I have chosen to do test 1 and I will do this by doing it in a Test plan & results table. The results able will consist of three columns the first is Test for what Im going to test e.g. If the Validation works. The second is Prediction e.g. if I put the validation check in electric cell C4 that 9500, it would print error if there was more than 500. The last column is the Results. It is where you put in he results of your test and to se e if your predictions are correct.