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La Trobe University
Business Information Systems Design (BUS5BID) Assignment , Semester 2 , 2014Group
MONIKA THEILIG - 17656167
Choice Appointments Recruitment Agency database design
Contents1) Letter to Managing Director..........................................................................................................2
2) Executive Summary of how we wish to proceed:.........................................................................3
3) Task 1.............................................................................................................................................4
Work Centered Analysis Framework.................................................................................................4
WCA - Breakdown..........................................................................................................................5
4) Task 2 -..........................................................................................................................................7
A. Database Modelling..................................................................................................................7
Entity Relationship Diagram Model representing the Business Requirements of Choice Appointments...................................................................................................................................7
An entity relationship model is a data model for describing the data or information aspects of a business domain or its process requirements, that will be implemented in a database. The main components of an ERD are entities and the relationships that exist between them.........................7
B. ERD set of Relations in 1NF, 2NF and 3NF.................................................................................8
1NF................................................................................................................................................8
Data Normalization is a process to reduce redundancy and duplication within a database. The 3 most common forms or Normalisation are:..................................................................................8
2NF................................................................................................................................................9
3NF..............................................................................................................................................10
Data Dictionary................................................................................................................................10
Task 3:.................................................................................................................................................12
Context Diagram for Choice Appointments.....................................................................................12
Level 0 Data Flow Diagram (DFD) for Choice Appointments............................................................13
Task 4...................................................................................................................................................14
A Relational Database......................................................................................................................14
B Relationship Diagram in Access....................................................................................................15
A. Populated Database.................................................................................................................15
Home Page..................................................................................................................................16
Payslip..........................................................................................................................................16
F.Invoice......................................................................................................................................17
G. List of all the consultants and their contractors who are currently working on a job.............19
H. Brief of Appointment Sheet.....................................................................................................20
5) Task 5 User Manual.....................................................................................................................20
6) Bibliography................................................................................................................................20
1) Shelly,Cashman,Rosenblatt , System Analysis and Design , 7th ed, 2008...................................20
2) Wikipedia....................................................................................................................................20
1) Letter to Managing Director. Company: Choice Appointments
To : The Managing Director , Mr Alan Smith
Dear Mr Smith
Thank you for the opportunity to bid for the tender to design a database specifically structured for your organization's needs and specifications.
In our proposal we wish to address the following:
• A network solution that provides data structures for a diverse range of job opportunities across the public and private sectors.
• Incorporate specialist divisions to cater for all work requirements and faster customer service and response times.
• Incorporate temporary/contract and permanent position skills and requirements.
• The ease of change to data if directions of candidates change.
• Database will be able to cater for Choice Appointment's large data requirements including
• Who temporary/contract workers are
• Who permanent employees are
• Who consultants are
• Who the consultant’s contracts are (from client companies and employees)
2) Executive Summary of how we wish to proceed:
1) Define six system elements that comprisey your company framework. This framework (WCA) summarizes the elements of the existing and potential system within Choice Appointments company. The framework suggests that the system is much more than just technology. The system is actually a work system consisting of business processes performed by staff using information and technology.
2) Develop an Entity Relationship Diagram (ERD) model to represent the information requirements of Choice Appointments. We then wish to map this ERD diagram into a set of optimal relations tables eliminating repetition and redundancy of data.
3) We will demonstrate a context diagram of the Choice Appointments’ Information System via:
• Level 0 data flow diagram showing:
1) Major Processes
2) Data Stores
3) Flow of data between processes
4) Create a relational Database
5) Create relationships and enforce referential integrity for all relationships in the Database.
6) Populate the Database with relevant data
7) Create reports as per Choice Appointment requirements; These will include:
• A payslip for a contractor
• An Invoice to a Client
• A list of all contractors that are on jobs, what the job as and who it is for.
• A Brief appointment sheet.
8) Create a User manual explaining all the features of your Database and how to do each task.
9) Data Dictionary which will describe all entities and attributes that are included..
3) Task 1
Work Centered Analysis Framework
CustomersClient companies that hire staff
Candidates who receive response about job application
Business ProcessReceive resume from applicant
Contact applicant and arrange interview.Applicant completes several tests test. Client requests contractor for a job.
Contractor gets allocated to a job. Contractor fills out time sheet. Accounts processes a payslip and Invoice.
ParticipantsContractorsConsultants
ClientsCompanies
Accounting department
Information Job/position description
Wage information CV / Resume
Test Final scoresContractor Information
Time sheetsInvoicesPayslips
ProductsTemporary/contract or permanent employees
TechnologyComputers
Word ProcessorsDatabases
Spreadsheets
WCA - BreakdownWork-centered analysis framework of Choice Appointments Company6 system elements
1.Customers
• Client companies that hire staff
• Candidates :
– Permanent
- Contract / Temporary
2.Products
• Temporary/contract employees
• or permanent employees
3.Business Processes
• Receive resume from applicant
• Contact applicant and arrange interview
• Applicant completes spelling test. DB keeps score
• Candidate fill out Request for Recruitment for Appointment
• Interview process
• Candidate completes Microsoft test
• Candidate receives offer or is declined for a specific position
• Candidate entered on database
• Candidate updated on database if changes occur
• Client requests a candidate for a position
• Choice Appointment consultant selects a single candidate for the job and sends to client
• Choice Appointment consultant selects a few candidates for the job and sends skill set to client
• Each job/position is entered in the database
• Negotiate wage with client
• Send brief to contractor about his/her new appointment
• Contractor fills in time sheet and faxes to Choice Appointments
• Enter Time sheet details on database
• Generate invoice to client
• Generate Pay slip and pay contractor
• 4.Participants
• Contractors
• Consultants
• Clients
• Companies
• Accounting Staff
• 5.Information
• Job/position description
• Wage information
• CV / Resume
• Test Final scores
• Contractor Information
• Time sheets
• Invoices
• Pay slips
• 6.Technology
• Computers
• Word Processors
• Databases
• Spreadsheets
4) Task 2 - A. Database Modelling
Entity Relationship Diagram Model representing the Business Requirements of Choice Appointments
An entity relationship model is a data model for describing the data or information aspects of a business domain or its process requirements, that will be implemented in a database. The main components of an ERD are entities and the relationships that exist between them.
A. ERD set of Relations in 1NF, 2NF and 3NF
Data Normalization is a process to reduce redundancy and duplication within a database. The 3 most common forms or Normalisation are:
First Normal Form 1NF – An entity type that contains no repeating groups of data. Second Normal Form 2NF – An entity type is in 2NF when it is in 1NF and when all of its non-key attributes are fully dependent on its primary key. and Third Normal Form 3NF- An entity type is in 3NF when it is in 2NF and when all of its attributes are directly dependent on the primary key.1NF
jobID roledesc lengthAppoitment sDate contractorID wagerate wageinvoiced wagepaid taxpaid division sector employmenttype clientID AmountDue eDate Client
1 Accountant 6 1/02/2014 17 $75.00 $87.75 $67.50 $8.00 Accounting Private Contractor 1 1/08/2014 IBM
2 Data Analyst 12 6/06/2014 18 $70.00 $81.90 $63.00 $7.00 IT Private Contractor 2 6/06/2015 SAP
3 SAP Consultant
3 17/07/2014 19 $100.00 $117.00 $90.00 $10.00 SAP Private Contractor 3 18/10/2014 ORACLE
4 Management Accountant
6 8/02/2014 20 $55.00 $64.35 $49.50 $6.00 Accounting Private Contractor 4 8/08/2014 de Loittes
5 Business Analyst
8 5/02/2014 21 $45.00 $52.65 $40.50 $4.00 IT Private Contractor 5 5/10/2014 JD EDWARDS
6 Marketing Analyst
18 6/02/2014 22 $90.00 $105.30 $81.00 $9.00 Marketing Public Contractor 6 6/08/2015 ROFM
7 Programmer Java
9 7/02/2014 23 $70.00 $81.90 $63.00 $7.00 IT Private Contractor 7 7/11/2014 LA TROBE
8 Programmer Abap
6 8/02/2014 24 $55.00 $64.35 $49.50 $6.00 IT Private Contractor 1 8/08/2014 IBM
9 Web developer
3 9/02/2014 25 $45.00 $52.65 $40.50 $4.00 IT Private Contractor 2 9/06/2014 SAP
10 Marketing Consultant
12 10/02/2014 26 $90.00 $105.30 $81.00 $9.00 Marketing Private Contractor 3 10/02/2015 ORACLE
11 Accountant 12 11/02/2014 27 $75.00 $87.75 $67.50 $8.00 Accounting Private Contractor 4 11/02/2015 de Loittes
ontractor
contractorID Title lname fname address contact dob sex bankingdetails citizenship residentstatus employmenttype spellingtestresults skillssummary
17 Mr Smith John 22 2nd Ave , South Yarra, Vic 3000
90411112, 045722345, [email protected]
2/05/1970 MaleMale
ANZ, Collins Str, 123123, 059876 USA PR Contractor 81-90% Accountant
18 Mrs Bell Amy 10 Blyth Street, Brunswick, Vic, 3022
90432117, 0499887781, [email protected]
3/04/1975 Female ANZ, Russel Str, 125125, 0456789 AUS Citizen Contractor 91-100% Data Analyst
19 Dr Stiller Ben 26 Russel street, Melbourne. Vic 3000
90455668, 0476819861, [email protected]
5/06/1980 Female Bankwest, Bundoora, 124567, 0987998
UK Visa Contractor 81-90% SAP Consultant
20 Ms Miles Belinda 16 Odenwald Road, Eaglemont, Vic 3082
904567144, 0437910981, [email protected]
18/08/1984 Female Bankwest, Brunswick 123678, 098567 USA PR Contractor 91-100% Management Accountant
21 Mr Stone Sharon 109 Burgundy Street, Ivanhoe, Vic, 3083
90457008, 0490120987, [email protected]
29/01/1971 MaleMale
NAB,Collins Str456789,346789" RSA Visa Contractor 91-100% Business Analyst
22 Mr Chelsey Nick 195 Rose Street, Fitzroy. Vic 3011
94056008, 0498109331, [email protected]
5/05/1987 MaleMale
Bankwest, Sunbury, 145679,709760" SWISS PR Contractor 81-90% Marketing Analyst
23 Mr o'Toole Peter 401 Kay street, Rosanna, Vic 3084
90499005, 0491290987, [email protected]
15/09/1990 MaleMale
ANZ, Queens Str,234890,907654" UK PR Contractor 51-60% Programmer Java
24 Mrs McCartney Paul 12 Plenty Road, Bundoora, Vic 3022
95043009, 0490909897, [email protected]
21/08/1982 Female StGeorges, Bundoora,098678,908765" AUS Citizen Contractor 91-100% Programmer Abap
25 Mr Imbruglia Natalie 908 Childs Road. Mill Park. Vic 3082
94045009, 049102384, [email protected]
14/06/1979 MaleMale
ANZ,LygonStr,097865,907654 USA PR Contractor 81-90% Web Developer
26 Mr Tyson Mike 715 Holden street, Mernda, Vic. 3099
940920304, 0498745609, [email protected]
13/07/1972 MaleMale
Bankwest,HoldenStr,908765,,987654" AUS Citizen Contractor 81-90% Marketing consultant
27 Mr Cross Terry 309 Blyth Street, Brunswick , Vic, 3022
94056789, 0459876543, [email protected]
27/04/1984 MaleMale
ANZ, Brunswick,986789,765436" USA PR Contractor 91-100% Accountant
Primary Key
2NFJob
jobID roledesc lengthAppoitment sDate contractorI
Dwagerat
ewageinvoice
dwagepai
dtaxpai
d division sector employmenttype
clientID
AmountDue eDate Client
1 Accountant 6 1/02/2014 17 $75.00 $87.75 $67.50 $8.00 Accounting
Private
Contractor 1 1/08/2014 IBM
2 Data Analyst 12 6/06/2014 18 $70.00 $81.90 $63.00 $7.00 IT Private
Contractor 2 6/06/2015 SAP
3 SAP Consultant
3 17/07/2014
19 $100.00 $117.00 $90.00 $10.00 SAP Private
Contractor 3 18/10/2014
ORACLE
4 Management Accountant
6 8/02/2014 20 $55.00 $64.35 $49.50 $6.00 Accounting
Private
Contractor 4 8/08/2014 de Loittes
5 Business Analyst
8 5/02/2014 21 $45.00 $52.65 $40.50 $4.00 IT Private
Contractor 5 5/10/2014 JD EDWARDS
6 Marketing Analyst
18 6/02/2014 22 $90.00 $105.30 $81.00 $9.00 Marketing Public Contractor 6 6/08/2015 ROFM
7 Programmer Java
9 7/02/2014 23 $70.00 $81.90 $63.00 $7.00 IT Private
Contractor 7 7/11/2014 LA TROBE
8 Programmer Abap
6 8/02/2014 24 $55.00 $64.35 $49.50 $6.00 IT Private
Contractor 1 8/08/2014 IBM
9 Web developer
3 9/02/2014 25 $45.00 $52.65 $40.50 $4.00 IT Private
Contractor 2 9/06/2014 SAP
10 Marketing Consultant
12 10/02/2014
26 $90.00 $105.30 $81.00 $9.00 Marketing Private
Contractor 3 10/02/2015
ORACLE
11 Accountant 12 11/02/2014
27 $75.00 $87.75 $67.50 $8.00 Accounting
Private
Contractor 4 11/02/2015
de Loittes
3NFClient
clientID clientname address city phone email contactperson
1 IBM 12 Panama Street Melbourne 9056671 [email protected] Sam Smith
2 SAP 13 Brown Ave Sydney 9045567 [email protected] John Cooper
3 ORACLE 105 Jump Street Perth 9046946 [email protected] Bob Marley
4 De Loittes 7a Blues Avenue Adelaide 9056789 [email protected] Phil Collins
5 JD Edwards 55 Collins Street Melbourne 9049041 [email protected] Paris Hilton
6 ROFM Accountyants 40b Sydney Street Melbourne 9044468 [email protected] Bruce Springstein
7 La Trobe Plenty Road,Bundoora Melbourne 9065555 [email protected] John Smith
Data Dictionary
A data dictionary , or metadata repository, is a repository of information about data such as meanings of fields and their relationships to other data, size, usage , origin and format.
Data Element Name / Label
Type Size Meaning Acceptable Values
Source Security Responsible Users
Comments
Primary Key
Primary Key
clientID Long Integer
4 Unique Identifier of a client company number auto generated admin admin and accounts
INDEX - YES (no duplicates)
clientname Text 255 Name of Client Company text Client form admin admin and accounts
eg, "IBM"
address Text 255 Address of Client Company text and numbers
Client form admin admin and accounts
city Text 255 City of Client Company text Client form admin admin and accounts
eg,"SYDNEY"
phone Text 255 Phone number of Client Company number Client form admin admin and accounts
not null
email Text 255 email of client company text and number
Client form admin admin and accounts
not null
contactperson Text 255 Name of contact person at client company
text Client form admin admin and accounts
InvoiceID Long Integer
4 Unique Identifier of an invoice number auto generated admin admin and accounts
INDEX - YES (no duplicates)
consultantID Long Integer
4 Unique Identifier of a consultant that works at Choice Appointments
number Employee records of Choice Appt
admin admin and accounts
INDEX - YES (no duplicates)
fname Text 255 First name of Consultant text Employee records of Choice Appt
admin admin and accounts
eg, "JOHN"
lname Text 255 Last name of Consultant text Employee records of Choice Appt
admin admin and accounts
eg'"SMITH"
contact Text 255 Telephone number of Consultant number Employee records of Choice Appt
admin admin and accounts
not null
email Text 255 email of consultant text and number
Employee records of Choice Appt
admin admin and accounts
not null
ContractorID Long Integer
4 Unique identifier of contractor number auto generated admin admin and accounts
INDEX - YES (no duplicates)
title Text 255 Salutation of contractor text Request for employment application form
admin admin and accounts
eg,"Mr"
lname Text 255 Last name of Contractor text Request for employment application form
admin admin and accounts
eg'"SMITH"
fname Text 255 First name of Contractor text Request for employment application form
admin admin and accounts
eg,"JOHN"
address Text 255 Address of contractor text and number
Request for employment application form
admin admin and accounts
contact Text 255 Telephone number of Contractor text and number
Request for employment application form
admin admin and accounts
not null
dob Date/Time 8 DOB of Contractor number and text
Request for employment application form
admin admin and accounts
eg,01/01/1990
sex Text 255 Gender of Contractor text Request for employment application form
admin admin and accounts
eg,"MALE"
bankingdetails Text 255 Banking details of contractor text and number
Request for employment application form
admin admin and accounts
citizenship Text 255 Citizenship status of Contractor text Request for employment application form
admin admin and accounts
eg."VISA"
residentstatus Text 255 Resident Status of Contractorf text Request for employment application form
admin admin and accounts
eg,"YES"
employmenttype Text 255 Employment type of Contractor text Request for employment application form
admin admin and accounts
eg"contractor"
spellingtestresults Text 255 Spelling Test results of Contractor text and number
Employee records of Choice Appt
admin admin and accounts
skillssummary Text 255 Skill summary of Contractor text Employee records of Choice Appt
admin admin and accounts
interviewquestions Text 255 Interview questions of Contractor text Employee records of Choice Appt
admin admin and accounts
requestform Yes/No 1 Has the Request form of Contractor been completed?
yes/no Employee records of Choice Appt
admin admin and accounts
eg "YES"
jobID Long Integer
4 Unique identifier of Job number auto generated admin admin and accounts
eg, "Accountant"
roledesc Text 255 Role description of Job required by Client
text Job Brief form admin admin and accounts
eg,"Accountant"
lengthAppoitment Text 255 Length of appointment of Job in months
number Job Brief form admin admin and accounts
eg,6
sDate Date/Time 8 start date of Job date Job Brief form admin admin and accounts
eg, 01/01/2015
contractorID Long Integer
4 Unique identifier of Contractor text auto generated admin admin and accounts
INDEX - YES (no duplicates)
wagerate Currency 8 Wage rate of Job number Job Brief form admin admin and accounts
eg,75
wageinvoiced Currency 8 Wage invoiced to the client in dollars number Accounting department Invoice records
admin admin and accounts
eg,75
wagepaid Currency 8 Wage Paid to the Contractor number Timesheet admin admin and accounts
eg,75
taxpaid Currency 8 Taxation paid and deducted from wage rate to Contractor
number Accounting department records
admin admin and accounts
eg,75
division Text 255 Division of work text Job Brief form admin admin and accounts
eg,"accounts"
sector Text 255 Sector of Client text Job Brief form admin admin and accounts
eg, " PRIVATE"
employmenttype Text 255 Employment type of Contractor text Employee records of Choice Appt
admin admin and accounts
eg,"permanent"
clientID Long Integer
4 Unique identifier of Client number auto generated admin admin and accounts
INDEX - YES (no duplicates)
AmountDue Currency 8 Amount due by Client as per invoice number Accounting department records
admin admin and accounts
eg, 100
eDate Date/Time 8 end date of Job date Job Brief form admin admin and accounts
eg, 01/01/2015
PayslipID Long Integer
4 Unique identifier of Payslip as filled out by contractor
number auto generated admin admin and accounts
INDEX - YES (no duplicates)
Number Long Integer
4 Number of Payslip number Accounting department payslip
admin admin and accounts
eg, 5
timesheetID Long Integer
4 Unique identifier of Timesheet number auto generated admin admin and accounts
INDEX - YES (no duplicates)
contractorID Long Integer
4 Unique identifier of contractor number auto generated admin admin and accounts
INDEX - YES (no duplicates)
weekending Date/Time 8 The last day of the week date Timesheet admin admin and accounts
eg,01/01/1990
hours Long Integer
4 Hours worked by contractor number Timesheet admin admin and accounts
eg, '40 '
Task 3:
Context Diagram for Choice AppointmentsA context Diagram is a top-level view of an information system that shows the system’s boundaries and scope.
The following is the Context diagram for Choice Appointments showing the central Choice Appointments process system and the 4 entities that feed information and data into and out of the system via processes such as payslips and invoices.
A data flow diagram (DFD) shows how data moves through an information system. It provides the logical model that shows what the system does and not how it does it.
Below is the Choice Appointments data flow diagram. It shows the Databases that store information via the rectangles which are open on the right hand side. The processes are depicted via the squares with the round corners and the shaded rectangles depict the entities. Data and information flows from the entities via the processes and are stored in the database repositories. Eg An invoice is sent from the Accounting department to the client. This will update the client information as well as the financial information in the accounting database.
Level 0 Data Flow Diagram (DFD) for Choice Appointments
Task 4
A Relational Database home page This is the home page created for the tasks in the Assignment for Choice Appointments Recruitment.
The buttons are links (short cuts) to the forms and reports and queries.
B Relationship Diagram in AccessThe below diagram represents the entities and the relationships in the Choice Appointments database. The relationships are many to one and one to many. Eg 1 contractor can hand in many time sheets and many jobs are assigned to many consultants.
A. Populated Database
Please see the Access file on the USB stick
This is the home page or dashboard or kick off point for all the documents that need to be filled out by contractors and staff members at Choice Appointments
Home Page
PayslipA copy of the Payslip as generated by the accounting department for Contractor, John Smith
F.InvoiceA copy of the Invoice as generated by accounting for their client IBM
G. List of all the consultants and their contractors who are currently working on a job
H. Brief of Appointment Sheet
5) Task 5 User Manual Please see separate document on file Called User manual for Choice Appointments.
6) Conclusion A database has been created for Choice appointments that provides the Accounting staff , consultants , contractors and clients with data and information that can be easily accessed through the home page on Microsoft Access.We have aimed to make it simple to use and have attached a User Manual with detailed instructions for users.
7) Bibliography 1) Shelly,Cashman,Rosenblatt , System Analysis and Design , 7 th ed, 2008 2) Wikipedia