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8/8/2019 Delivery Accounts Filling System
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ContentsChapter 1
Analysis
Chapter 2
Design
Chapter 3
Implementation
Chapter 4
Testing
Chapter 5
Documentation
Chapter 6
System evaluation & development
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Chapter 1
1.1AnalysisDescription of the problem
Organization
Trade Talk is a company owned by Mr. and Mrs. Chideme.
Their services are helping people with bulk deliveries.
They deal mainly with small businesses that dont havemeans of delivering goods to their customers and also with
individuals who may need their assistance.
Nature of the problemAfter an observation I made of the system that Trade Talk
has for their account records I realized that they were very
unreliable. Some of their customers were wrongly accused
of not paying their accounts when in actual fact thecompany would have just lost, or misplaced their slips of
payment. Customers have had to wait for long hours in the
reception area for the employees at Trade Talk to locate
their details so that their details are signed by management
for proof of payment. This is very inconvenient for the
customer and the company as the customer could just
decide to terminate their account due to lack oforganization.
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1.2 Objectives
Computer related objectives
y To create a database computerized system that is moreeffective and accurate.y To create a system that will enable the business to
achieve all their objectives.
y To create a system that has quick access.y To create a system that enables one to search, delete
and add information easily.
Business objectives
y To save Fuel, Capital and Time wasted whenunnecessary deliveries are made due to errors in the
Manuel system
y To bring in more capital into the company throughthe delivery service
y To have a more efficient and effective businessy To create a system that is cheap, saves time and
money
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1.3 Description of the existing solution
Input
The name of the customer
Their last date of payment for their account
The customers contact details
The validity of the account
Storage
The files are stored in file cabinets in alphabetical order.
Processes
Data is added and crossed out in pen. If any mistake is
made on the paper then one has to get a new paper and start
afresh to avoid untidiness.
Output
Every month customer accounts are renewed and a week
before a bill is printed out and delivered to the customers
by post reminding them of the amount they owe to the
company
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1.4 Evaluation of existing system
Advantages of existing system
y The system is user friendly to computer illiterateemployees
Disadvantages of existing system
y Errors can easily be madey Some customers are lost due to the mistakes in
entering data
y It is a painfully slow process of searching for records
Suggested improvements
y Each customer could have their own personal file tomake it easier to search
y Data could be entered in pencil to make it easier tovalidate information
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1.5 Description of other proposed solutions
Solution 1
I would like to design a new computerized database system
for the file keeping of the deliveries that is especially made
for Trade talk. By using the system one will be able to
delete and enter data very easily but they have to have the
password to be able to access the data .if any data entry is
incorrect an error message will then appear on the screen
.for security reasons only those in the sales and deliveries
department will be able to access the information in the
system the passwords will be given to the heads of
department. Also the account periods will be lengthened to
a year. Basically the system I want to create will be very
user friendly a custom made to fit the companys
requirements.
All the companies will have their own files and documents
folders with a specific name therefore making it easier tosearch for data.
Solution 2I could recommend a system that the company can buy for
example Microsoft access with a ready made data base and
very easy to use. But the disadvantageof this is you cant
change anything about the system.So if it is not suitable there is nothing you can do about it.
Therefore the proposed solution is solution 1 because if the
company is not pleased with the way the system turns out
they can change things about it to suite their requirements.
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1.6 Evaluation of Solution 2
Advantages
y The system is ready made and all you have to do ishire a programmer to install the systemy It is cheaper than getting a system especially designed
for the needs of the company.
y It will likely to be a popularly used system so it will beeasy to use and familiar to the employees.
Disadvantagesy You might not be able to find a system that fits the
exact needs of the company
y Hiring a person to install the system might be moreexpensive than getting it especially designed
y If you buy a system and it is not really fitting with theway the company operates then the company will not
be able to change anything about the system and will
have to buy a new system which will bring a loss of
profits to the company.
Evaluation of solution 1
Advantages
y The system is made to fit the requirements of thecompany
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Chapter 2
Design2.1 Action plan
To plan how long it might take for me to complete the
creation of the database computerized system I will use a
ghant chart such as the one below.
Month Week 1 Week 2 Week 3 Week 4 Stage in
development
January Analysis
February
March
April
May
June
July
AugustSeptember
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MainMenu flow diagram
Main Menu
Customer details
Close frmcustomer detailsback to main menu
Open invalid customers
Close frmInvalid details
Back to frminvalidcustomers
Exit system Account details
Close frmaccount details
back to main menu
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2.3Hardware requirements
Key board To enter data into the computer
Colour screen Monitor So that one can see what theyare dong and the output of the
computer
CPU (50000gig) To store the programs or
software needed for thecompany's system
Mouse to Navigate the arrow on the
screen to open programs
Laser jet Printer For data output at the end of the
month
Modem To send emails to customersinforming them of any new
developments and termination
of accounts
Telephone To dial a connection onto the
world wide web.
2.4 Software requirements
MS Access For the Creation and storage
of the main menu, tables,
queries and reports
Email application To send out Emails to the
companys customersMSWord To type out news letters to
the customers
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Tables will be created for each of these entities and the
tables will contain the following data:
In my system two data entry forms are needed these are
customer details and account details the forms are laid out
as follows:
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Account Details
This form will be used to record the customers history ofaccounts in the company to add and to change any account
records for the customer
Customer details
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SecurityA password will be attached to the database so that only
those who know the pass word are able to access the Data
base
.
The system main menu is structured as follows:
To end the program one clicks on exit.
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The bill to be sent out to the customers will be set out as
follows:
Chapter 4
4.1TestingTest Expected Data
Test password only flutterby is accepted,
Main menu should appear
automatically
Test Menu option, Customer
details
frmCustomer details should
open
Enter first customer Default values should be
automatically inserted
Enter customers 2-20 Tab order should be correct
through out the system
Use search button to find
Mrs. N Nduku
Mrs. Nduku should be found
Use the next button to findMr. E Mutasa
Customer should be foundand displayed on the screen
Press next button after the
last record No 20
Form should automatically
display a new sheet ready to
enter new data
To exit application click
close form or exit
Form should close and
automatically go back to
main menu
Enter text on numeric filed Error message should appear
on screen
Enter wrong database Error message should appear
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password
Search for customer that
does not exist
Error message should appear
4.2 testing
Two types of data were tested, these are normal and
abnormal data, all the tests were carried out correctly and
accurate results were obtained
Test 1 test for password, flutterby accepted
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Test 2
Test menu option, customer details
Result: customer details selected and customersform opened
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Test 3
Enter first name
Default values entered
Test 4
Use search button to findMrs. N Nduku
Click find record
Result:Mrs. N Nduku found
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Chapter 5
5.1Technical documentation
Open main menu
Openaccount
details
Open
customer
Invalidcustome
r details
Close application
Closeform
accountdetails
Openinvalid
accounts
Back toCustome
r details
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5.2 User documentation
To open application click
start on the desk top
Or if you seeMicrosoft access 2003 on the screen then
click on it
From start click all programs
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And then openMain menu
To open customer details click on it and the details will
appear. Do the same for account details. To open invalid
customer details click on invalid customers from account
details
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