I.T. System for a Newsagents

As in went into the first b ar-assedsagents they verbalise that they had no discipline technology Equipment such as ready reck iodinrs in their shop so I went into the next newsagent and explained to them I was in year 10 and was in the middle of doing a GCSE Coursework and was to up sequence a outline. I accordingly express to them I would comparable to avail them and update their agreement, they said they would be much(prenominal) than able if I would do that for them beca riding habit they did non chi fundamente how much influence head charge they were fashioning or even outlet. I then went into an off-licence that was full to where I lived on Cranbrook passage. I told them what I was doing and explained that I was doing an In motleyation technology Project, I then asked them if they would let me update their form so it would make it them clipping and money on their railway line.They said, yes ok, as it would help me as healthful. Now that I had one choice I had then started to make my way to the Gants hill library, they said that their ashes was already up to date besides said thank you for the offer. I still had 2 offers unless unfortunately had to choose. I decided by thinking of who would exhaust the just s unmortgagedly benefit of the transcription and I thought process in the end that a newsagent would not re on the wholey c all in all for a trunk as much as an off licence, as an off-license has a lot much(prenominal) caudex and is much bigger than newsagents, I similarly thought it would be more than ch solelyenging than a newsagents and hope to queue up out the clear/loss do by my lymph nodes and excessively hope they benefit from me. This was my last(a) decision.Description of ProblemAn off-licence called Cranbrook Food & wines situated on Cranbrook road sells stock of food, drinks and sweets and new(prenominal) grocery items. The problem is that my customer arrests if he is fashioning a h it or loss but he doesnt k in a flash how to work it out on a P.C. As for the last5 years he has been doing it manually and Manual systems toilettenot keep up and they argon much pokey than P.C.s. So he has I asked me to help him using the development he provides me with such as Income and outlay.They redeem a system but were not using it for Microsoft stand out, they told me they gravel hardly e real(prenominal) idea how to purpose Microsoft Excel, and said they recitationd their com spewer besides to sp argon letters on Microsoft term and physical exercise the Internet for e-mail. Now it is up to me to show them how to work Microsoft Excel and update their system by making profit and loss grade and a cash menstruation wake them their rates of profit so they without delay how much profit they testament make when they see on that point law of closure rest.I leave alone as well as be using enactments and article of belief them to white plague Microsoft Ex cel and allow to a fault help them by showing them whatsoever strategies which impart help them agitate their business better. One of their incomes is exchange the stock and Expenditure is buying the stock. These ordain go into their profit and loss account using the depictions that they supply me with and at that place allow for excessively be more such as, Electricity bill, heavy weapon bill, Water bill etc for Expenditure, and Photocopier etc for Income. I provide purpose reflections to count each of them up and use linguistic rules to find out the closing balance. I go away set-up a cash combine for them, as it is very easy to use, as they ar new users. I will to a fault put in formulas so if they wished to change eachthing such as change the equipment casualty of the photocopier it will also change all the incomes and outcomes as well as the closing balance.To find a opus more about my knob, I asked some questions so I could know how much intimacy h e had about reckoners.1) How long micturate you run a business?A) I have run a business for 5 years now.2) What do you do in your business?A) In my business I have to stand behind the counter-serving people for about 11 1/2 Monday-Saturday, I also have to glow my wife or sister to the cash and conceive to buy our stock then I have to set-up all the stock and label the hurt on all the stock.3) Do you use you system for any eternise 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 employed any staff?A) No, my family and me run our business.5) What do you now anything about computers, do you have any knowledge?A) Yes I know how to work on the Microsoft vocalise processor and the Internet.6) Would any of your business partners have trouble using the computer, and be they all familiar with Microsoft excel?A) My business partners be my family and they have no knowledge of Excel but as soon as I learn I will be able to teach them it wont be a problem.General specMy client has a very grievous knowledge of Personal computers but does not have a in effect(p) knowledge when it comes to Microsoft excel. I had checked his computer and I could see he has windows 2000 and this is good, as it is the latest out. As he has very little knowledge of Microsoft Excel I will have to make this system very easy to use and I will also be installing a help genius, which he does not have so if Im not there he layabout rely on the help wizard to help him. The system I will input will also be flexible and quick so he wont waste any time. I am very sure that the softw ar I will install will be fully compatible with my client estimator as I checked all the system register cabinets in their CPU. I have to also install Microsoft excels on his computer as his computer only came with Microsoft word, kit and caboodle, money and autoroute. My targets atomic number 18 benefit twain of us, me by cosmos s uccessful and getting a good grade and my client, by back up his business by making it easier for him and much more efficient.When my system is sin slight it will be time saving, which will allow my client to either do personal things or expand on his business more. So my targets are to help my client have a better and more efficient business. By creating library pastesheets, which will show him the profit, he is making and will allow him to see what to decrease on, e.g. if Electricity bills are 500 then he will know to turn of light and save electricity. This will also save a lot of his time. The new system I will be installing mustiness be able to mechanically change the corrections as my client is unfamiliar with excel. It must also be very easy to use, and must have a help wizard to guide my client. The education that he would want to store, would need to be stored in an organised way-I could do this by using tables to present the learning in a more clearer way to my clien t I.e. A give out sheet.The system would also have to be user friendly as I was saying before and needs to be able to occur plain instructions so that everyone could use it easily and effectively.Specific Specification later on I had discussed some things with my client, we had both decided to include* advance and Loss- To show if he is making enough profit or not.* reflexions- so if he changed one of the outcomes e.g. water bill is 200 to 500 the integrality outcome will also change which will save kind of a lot of time.* Validation checks- to check a computer to carry out when data is input.* Security- to make sure no one can tamper with the study, which is inputed with the exception of my client, and people who he wishes to share his password with.* The system is easy to use- to make sure my client can use the system with no trouble so he can change information and input it easily and so he can understand the system.We has also acknowledged that my client does not know mu ch about spread sheets so he would interchangeable me to make it an easy system. The information I am way out to use should be put under satisfactory heading I have made some up for my client Stock Photocopier Selling Price Retail price ExpensesThe system must allow the information to be organised into certain orders e.g. the Stock could be put in numbers and the cadence sold could be put into alphabets.The system must also be able to save the information. As my client is going to need 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 galore(postnominal) important calculations by using formulas if needed. The system must perform rapidly- the system must be able to calculate all the different prices when the quantity sold is changed. This will prevent my Client of having to waste time and banal of it. My client has not just started his business in fac t 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 world deleted or being viewed by any other person which he doesnt want to no.Design of SolutionI have now got to choose which software my client would want to use and which is more or less fit for this assignment, we can choose any of the following choices entropy groundwork software box (Microsoft Access & Microsoft Pinpoint) word of honor Processing package (Microsoft Word & Microsoft Word perfect) Microsoft ground Publishing (DTP)(Microsoft Publisher & Adobe PageMaker) Presentational package (Microsoft PowerPoint) Spreadsheet softwares (Microsoft Excel & white lotus 1-2-3) Graphics Package (Corel d vulgar & Microsoft paint) estimator aided design (CAD) (Auto CAD)After thinking about the problem, I decided we could definitely not use all of this software so I have narrowed it follow out by choosing to use Microsoft Word and Microsoft Excel. I did not choose The entropy base packaging as my client had no access 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 pictures we could do without. We did not use the Presentational or Graphics Project as this is a GCSE interpret 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 confidential and all the information I will be storing for my client will have to be confidential so no one can change it without him knowing. These are also the same reasons wherefore we did not use Microsoft background signal Publishing.I chose the word processor as it can be used in letters, essays, projects, CVs etc. In my inclining 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 reward to it, it can be edited if mistakes have been made and can also be formatt ed in many 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 used this a number of times, and you can also choose amid 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 numbers are entered. The program it self is used 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, instead 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 m y client gets and how much of it he spends.FIELD NAMEDATA TYPE required DATA ENTRYREASONOpening BalanceThe opening balance of cash eatFormulaNoOpening balance is brought everywhere from the closing balance at the end of the month the number is produced by formula so you do not need to type it manuallyRevenueThis is the gross gross revenue that the company receives when selling their productsNumberYesThis 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 buy the products that they are sellingNumberYesThis also varies from month to month so it will need to be typed in Manually.Total OverheadsFormulaNoThe Total Overheads are brought from the overheads so at the end of the month if the overheads were changed the constitutional overheads would also change mechanically.Systems Flowchart.RESOURCESI have now installed the help wi zard 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. hardwareThe hardware that I am using to create this system are Intel powered Pentium machines which have PII 266 systems, containing 2 GB of hard Drive, 32 Megs of labour 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 video drives.SoftwareThe software packages that I am going to use are Word Processing, Desktop Publishing and Spreadsheet.A Word Processor can be used to write letters, reports, essays, projects, memos, curriculum vitae, theses and fundamentally any form of written work. When textual matter is entered at the keyboard, the characters and words are give awayed on the essay and held in the computers memory. This work can be salve to hard drive or disk and can also be printed out. The advantage of using a Word Processor is that the text can be changed or edited onscreen 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 scent at the page of he archive as a whole and design the layout by marking areas for text and graphics. Text can be typed directly into the Desktop Publisher package or it can be imported from a word affect 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 interpreted from clipart. I will mainly be using this program to do my user documentation.A Spreadsheet is a computer program which is designed to display and process numbers. It is made up of a grid to which numbers are entered. The program contains many mathematical, statistical an d financial calculations, which can be employ to the numbers. Many 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 prepare 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, overweight and animation. A salesman might use the program to demonstrate a new product a teacher, to give a lesson or lecture a pupil might use the software to prepare a lecture or a school assembly.A Database is a collection of colligate data items, which are linked 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 example of a flat file is pinpoint or Microsoft works. A comparative 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 dumbfound about your business, as you would have it all on paper.* The computer may 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 notify you by underlining it or correct it automatica lly.* You can produce graphs and charts by using the universal 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 would 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 charm than a database. This is because the information I will be inputting is not relational or linked e.g. 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 some other(prenominal) reason why I am using it instead of Database.Data Collection, Data Capture and InputThe data that my client wishes me to put into his system are sale s 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 he spends to buy the stock.Input DevicesThe input devices are will be using are as followsKeyboardThe most coarse way of entering data into a computer is through and through the keyboard. Modern Keyboards ofttimes have a support at the front of the keyboard as a rest for the typists wrists and some manufacturers have designed keyboards with a more trend key layout in an attempt to make typing faster and more comfortable, even though this maybe, the keyboard is very slow even for todays typing experts. reverseThe arrow on the screen is called the pilfer 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 standard device like the keyboard.The Input devices I will not be using areScannersScanners enable both pictures and text to be input to a computer. Scanning text in order to recognise the words and letters requires special software. The most common type of scanner is the flatbed but smaller and cheaper hand-held scanners, which are rolled over the document/picture, are also forthcoming. 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 light just in front of the glass 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 respond accordingly. I am not using touch-screen because it is not available to me.ProcessingValidation and chipI will need to have some check checks as a mistake may lapse and this prevents this, a mistake that could happen and is very likely to is writing in the number with text earlier than numerical symbols, that is eight instead of 8. The range checks are very likely 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 institution only but to only have the item in suitable areas, as people find going error messages very annoying.Verification is the checking of a mistake manually. It involves either printing of your work to look 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 validation they are Picture check, Character count, run away check, Presence check and file lookup. Presence check means the cell or flying field cannot be empty, if there is nothing 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 typed. 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 three characters) and the drug-addicted code, (last three characters) can be checked by opening break apart files and ensuring the codes do exist in a valid list.Output stageOutput 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 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 pipages which contains an electron gun at the back the tube which fires electrons at phosphor dots coating the inside of the screen.Laser PrintersLaser printers work on the same principle as photocopiers. The toner, which is powered in, is transferred to the paper where it is fused by the action of heat and pressure. Lasers are very quiet printers and give broad(prenominal) 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 Crystal Displays (LCDs)Liquid Crystal Displays utilise tiny 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 ScreenA more advanced type of display, giv ing a full act upon 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 resolution and more contrast.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= core group (B4B5) pending on which total I wanted. 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 instance 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 to tal 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 instance if I wanted to know the total revenue I would use a formula which looked something like this =SUM (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 e xpenses 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 end creating a system I have to test it, to see if there are any problems.StrategyThere 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 i n 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 see if your predictions are correct.