Pproject Work

8/10/2019 Pproject Work

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shop, the processing of that data can4t be done at the spot and all the old registers haveto be gone through to nd the record needed.

"%IINS AND #"%!S "# DATA)ollected 5orms are attached in anne/ure A6

Billing Invoice Form:his form contains the following data6

1umber 2 %ni"ue number written at top of each billing invoice

Date 2 he date on which the invoice is given to the

owner of the vehicle

7ehicle 1umber 2 8egistration number of the vehicle

Make 2 he manufacturer of the vehicle

Model 2 he year the vehicle was manufactured )olour 2 he colour of the vehicle

)hassis 1umber 2 he chassis number of the vehicle

9ngine 1umber 2 he engine number of the vehicle

Meter 8eading 2 he number of km3miles the vehicle has travelled

Messrs 2 he name of the person4s company

Description 2 he part3parts repaired in the vehicle

Amount 2 he cost of each part and service

otal 2 he total cost of all the parts and repairs

All the data mentioned above is entered by Mr. Sunil himself when the bill is issued. he

data is issued to avoid any miscalculations in the transactions made at the end of themonth. his data helps the owner to be rela/ed as every transaction goes down in therecord and minimum chance of mistakes and theft are there. Also this data helps him tocalculate his prots and losses. All this data helps run the shop in a tip2top condition. hisform is the most signicant in the business as it helps to apprehend all the transactionsmade and can also be used to forecast future prots.

Checking-in Form:his form contains the following data6

)ustomer 1ame 2 he name of the customer

Date 2 he date the vehicle is checked in the Shop

Due2Date 2 he date on which the owner checks2out the vehicle

I1 2 0hen the car checks in the person checks this

column

&% 2 0hen the car checks out the person checks

this column

All the data mentioned in this form is lled by the representative. his data helps inmanaging the number of cars which go I1 and &% of the shop. his data helps in thecalculations of the prots and loss and the number of cars checking I1 and &% per day.

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Investigation and Analysis

Investigation Plan

In order to gure out the solution to Mr. Sunil!s problem, I decided to monitor the current

system used personally. I would be spending a few hours at the workshop, noting down

areas where the current system lacks.

o get more precise information about the system. I will conduct interviews with Mr. Suni

to get to know precisely what he wants. &bserving the current system from the workshop

would help me to pinpoint the areas where the system lacks and needs improvement. his

way I would be able to present a a feasible solution for Mr.Sunil to approve.

I would plan an interview in which I would ask some "uestions about how the systemworks there, where does the system lack , the things which I could not pin point while

observing the system . Interview would help me to know e/actly what Mr. Sunil wants in

the new system I would devise for him. he interview I plan would consist of "uestions

that arose when I was observing the system myself.

Interviews and observations are a key part of analy$ing the current system in use to

develop a better and precise outcome of the solution. Interviews would help Mr.Sunil to

convey to me what he actually wants in his system and the di:culties he faces in the

current system in use. &bserving the system leads to a better analysis, I would be able to

nd technical areas of the system where it lacks. As Mr. Sunil is not so much into

computers he does not know much detail about them too. So these problems might

escape Mr.Sunil.

"bservationMr.Sunil told me that the system shows weakness when the workload is increased. he

system works e:ciently when workload is at a minimum. Manual generation of slips is a

very tiresome task which re"uires a lot of concentration. I observed that the system would

be better if the calculations were done automatically. his reduces the chance of errors inthe invoices. I also noticed the lack of proper database management. revious records

were hard to nd. It was a time consuming task and alone Mr.Sunil got stressed while

performing it. Mr.Sunil had been generating invoices manually for a long time. -e could

use some hired help for that task. he ling system was in e:cient. his led to the

invoices getting lost which proved nancial losses for him. he system at the busiest of

hours was very crowded and this got Mr.Sunil getting confused leading to ma#or

calculations in invoices.

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Intervie ith !r. Sunil

/hony6 0ould you care to tell me something about the current system you are using;

!r.Sunil6 0ell, we have one sales recording register from where the invoices are

generated. I manually do all the calculations and generate the invoices. he parts repaired

and some basic information about the car is included in the invoices like the make, model,

color, and engine and chassis number.

/hony6 0hat in your in your opinion is the drawback in your system which has lead you

think that you need a new system;

!r.Sunil6 the ma#or drawback is that it is time consuming. )reating all the invoices

manually is a very hectic task. And also to maintain a record of the parts repaired in each

car. -ere the accuracy is challenged. Since humans are not perfect, I am also bound to

make mistake one day or the other which could lead the company to a loss of money.

/hony6 0hat changes do you wish to see in your new system;

!r.Sunil6 I would like the new system to be fast and e:cient. Manual work should be

reduced to a minimum. Accuracy in preparing the invoices should be there.

/hony6 hank you Mr. Mr.Sunil for your time. I!ll get back to you as soon as I come up with

solutions to your problem.

!r.Sunil6 -ope to see you soon then.

/hony

!r.Sunil

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Analysis o the intervieAfter interviewing the the owner I have analyzed that there are few areas on which I have to concentrate

The major prolem !r. "#nil faces at the moment is lac$ of time% therefore a sol#tion is to e designed

which is m#ch more efficient and saves the time of the owner. &hat I oserved% the time cons#ming tas$is generating the invoice and searching of the records. Therefore the sytem designed sho#ld e less time

cons#ming. It sho#ld e fast eno#gh to meet the re'#irement of the #ser

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System #lo hart o urrent method used

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Problems in the urrent SystemAs stated above the ma#or problem in the current system is of generating invoices

manually. his causes Mr. Mr.Sunil to make blunders sometimes in calculations. And

managing the data is also very hectic, to keep a record of the invoices. ransactions made

throughout the month are calculated at the end of each month. his is also done manually

so it becomes a tiresome task which is also not accurate sometimes because of blunders.

he current system works properly if work load is less throughout the month because if

less invoices are generated, the cumulative total is small and more accurate and free of

errors. Data management is also easy. If workload is more then the system malfunctions.

9rrors are present in the invoices. Data is not managed properly which leads to a nancia

loss to Mr. Mr.Sunil.

Since the copy of the invoices are all kept in les and registers and for the safekeeping of

the data Mr. Mr.Sunil keeps them at home, so to tally previous records he has to go

through all the bundles of invoices until he gets the desired invoice. his process takes a

lot of time. his is the second problem faced by him.

%e0uirement S1e2if2ation

After a detailed analysis of the current system, I can make the following re"uirement

specications.

It should be user friendly

9asy to adopt

he working of the new system should be similar to that of the current system

he facility to search specic records should be present

)alculations should all be done automatically

%ser allowed to perform addition, deletion and editing of data should be there and

the results e=ected should be automatically updated

he system should have an ability to generate reports on di=erent business

scenarios e.g. business forecasts, monthly and yearly transaction reports.

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Alternative Solutions

In2reasing Number o m1loyees&ne of the solutions is to increase the number of employees as Mr. Mr.Sunil faces problemwith the system when the work load is ma/imum. -iring of other person will help him toaccurately generate invoices

Database Sotare

Database software is easily available in the market and Microsoft Access is one of the mostpopular. 5orms such as the sales entry form and search form could easily be created usingthe built in tools. Access is easy to use and provides features which will help develop thesystem meeting our re"uirements. It allows e:cient searching of records and reportgeneration

S1read Sheet Sotare

his software stores data in a tabular form and keeps it organi$e. It is easily available inthe market and usually comes with the Microsoft &:ce Suite. his is not an ideal solutionbecause it will not meet all the re"uirements stated previously such as an e:cientsearching facility is not available in the spread sheet software.

/hony !r.Sunil

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$ardare %e0uirements

Intel entium > *. ?-$Supported motherboard with built in (A1, ?raphics and sound@* MB DD8 8AM>C ?B -ard diskMouse'eyboard*@ MonitorInk#et rinter

9/tra -ardware6 0riteable )ds or 5lash Drives will be re"uired to make back ups.

Sotare %e0uirementsMicrosoft Access CCE6 his software will be used to develop the system.Microsoft 0indows Fp6 It is the most ine/pensive and easily available software in themarket. It also supports the recent version of Microsoft &:ce CCE.

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(b) Design

Nature o Solution"b3e2tives o the System

In order to design a system which completely solves the problem, I must e/actly know

what Mr Sunil wants from me. 0hat he re"uires that the system should provide. o achieve

that I had a second interview with mr Sunil. All the re"uirements are listed in the

re"uirement specication.

+ser #riendly

To develo1 a system ith in2reased a22ura2y

To develo1 a system ith 0ui24 sear2hing o 1revious re2ords

To develo1 a system hi2h is ast

To develo1 a normali5ed to the third level database

To automati2ally generate re1orts

/hony

!r.Sunil

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Data 2olle2tionhe data would be collected from the invoices. Since Mr.Sunil uses only invoices to note

down all the details of the transaction being made. hat is the only record of all the

customers and and the transactions. his data would then be entered into tables whichwould then generate the forms and reports of the new computeri$ed system.

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Data Tableshe ways in which data is planned to be input in the tables is shown below. his is the waythe tables would be named. he eld names for every particular table are also givenbelow, along with their particular validation rules.

ustomer Inormation Table

#ield Name Data Ty1e Data 'ength Des2ri1tion 6alidation he24

)ustomer Id 1umber his is the primarykey of the table

2

)ustomer 1ame e/t G 1ame of thecustomer

2

)ustomer)ontact 1o 1umber *H )ontact number of customer 5ormat

6ehi2le Inormation Table


7ehicle1umber

e/t *C his is the primarykey of the table

2

)ustomer Id5oreign keyJ

1umber 7ia (ook2up0i$ard, the

)ustomer Id isselected here

2

Make e/t *C Manufacturer of the car

2

Model 1umber > he year the carwas manufactured

2

)olor e/t + )olor of the car 2

)hassis1umber

e/t C )hassis number ofthe car

2

9ngine1umber

e/t C 9ngine number ofthe car

2

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Transa2tion Inormation Table

#ield Name Data Ty1e Data'ength

Des2ri1tion 6alidationhe24

ransactionId

1umber his is theprimary key of

the table

2

ransactionDate

Date3ime *C he date thetransaction was

made

2

7ehicle1umber5or

eign keyJ

e/t *C 7ia (ook2up0i$ard, the

7ehicle numberis selected here

2

Meterreading

1umber H 1umber of kilometers the

vehicle hastraveled

2

Due Date Date3ime *C he date the caris returned to the

customer

2

In Kes31o * )heck in bo/ 2

&ut Kes31o * )heck out bo/ 2

otal )urrency otal amount ofall the services

and partsinstalled

5ormat

Transa2tion Detail Table


ransactiondetail Id

1umber his is the primarykey of the table

2

ransactionId5oreignkeyJ

1umber 7ia (ook2up0i$ard, the

ransaction Id isselected here

2

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Description e/t H> Description of theparts serviced andinstalled

2

Amount )urrency Amount of eachpart and service

2

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ntity %elationshi1 Diagram

1)


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1+


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2,


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6ehi2le Inormation #orm

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"ut1ut S2reens Design

ustomer Inormation %e1ort

6ehi2le Inormation %e1ort

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Transa2tion Details %e1ort

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Pro2ess Design

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Intended benefts

he system is intended to give a lot of benets, out of which, a few are given below6

'ess rrors

2)


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Data Stru2tures

ustomer Inormation

#ield Name Data Ty1e Data 'ength

)ustomer Id 1umber

)ustomer 1ame e/t G

)ustomer )ontact 1o 1umber *H

otal si$e of a record in bytes @H

&verhead H*.H

otal si$e of *CC records H*HC

6ehi2le Inormation


7ehicle 1umber e/t *C


1umber

Make e/t *C

Model 1umber >

)olor e/t +

)hassis 1umber e/t C

9ngine 1umber e/t C

otal si$e of a record in bytes *

&verhead .*

otal si$e of *CC records *CC

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Transa2tion Inormation


ransaction Id 1umber

ransaction Date Date3ime *C

7ehicle 1umber5oreignkeyJ

e/t *C

Meter reading 1umber H

Due Date Date3ime *C

In Kes31o *

&ut Kes31o *

otal )urrency

otal si$e of a record in bytes @>

&verhead @.>

otal si$e of *CC records @>CC

Transa2tion Details


ransaction detail Id 1umber ransaction Id5oreign

keyJ1umber

Description e/t H>

Amount )urrency

otal si$e of a record in bytes

&verhead .

otal si$e of *CC records CC

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Ad3ustmentsIt4s not #ust about developing a system and making any one sit on a pc to manage all thethings. here has to be skilled labor and in order to use the system correctly and take itsma/imum advantage, the user has to be trained.

here needs to be an air conditioner to cool down the computer because it would be openall day. And it gets e/hausted.A proper computer back rest chair has to be purchased to avoid the user from having backache due to sitting on computer for all day.Monitor4s anti2glare screen needs to be there, placed on the monitor, in order to avoid8epetitive Strain In#ury 8SIJ.

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(2) Sotare Develo1ment, Testing and Im1lementation

Develo1ment and Testing

Develo1ment

ustomer Inormation

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Datasheet vie

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6ehi2le Inormation

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3)


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Design view

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Datasheet view:

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Transa2tion Details

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Design view:

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Datasheet view:

4)


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Transaction Information Form and Transaction Detail Table subform

These two forms are comined together to ma$e a single form

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Vehicle Information Form

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Queries Used

SQL:

SELECT [Transaction Detail Table].[Transaction Id], [Customer Information].[Customer Id],

[Transaction Information Table].[Vehicle number], [Transaction Information Table].[eter !eadin"],[Transaction Information Table].[Due Date], [Transaction Detail Table].Descri#tion, [Transaction

Detail Table].$mount, [Transaction Information Table].Total

%!& ''[Customer Information] I((E! )&I( [Vehicle Information Table] &( [CustomerInformation].[Customer Id] * [Vehicle Information Table].[Customer Id]+ I((E! )&I( [TransactionInformation Table] &( [Vehicle Information Table].[Vehicle (umber] * [Transaction Information

Table].[Vehicle number]+ I((E! )&I( [Transaction Detail Table] &( [Transaction Information

Table].[Transaction Id] * [Transaction Detail Table].[Transaction Id]-E!E '''[Transaction Detail Table].[Transaction Id]+*[%orms][Customer Information %orm]

[Customer Id]++/

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Reports Used

Customer Information Report

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Invoice

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Transaction Detail Report

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Testing

TSTN". 7

"&/TI6o save a record to a table.

TSTDATA )lick the save button.

8PTD%S+'T 8ecord successfully saved.

viden2e 8efer to the screen shot

TSTN". 9

"&/TI6o check if the customer contact number eld accepts data that is input

according to the type of the eld.

TSTDATA (C*J2+E2*G@

8PTD%S+'The test data being allowed to be input without any hurdle.


TSTN". :

"&/TI6o edit a record and the record being changed in all the related forms

and tables.

8PTD%S+'The data would be changed in the e/isting form as well as in all

the related forms and tables


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TSTN". ;

"&/TI6o enter a certain criterion and the desired results are displayed..

8PTD%S+'The desired result fullling the criterion will be displayed.

TSTN".


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Test No

"b3e2tiveo check whether adding an item in a transaction, updates the total

@1e2ted %esult0hen the amount is clicked the total gets updated


Test No 7B

"b3e2tiveo check whether it is allowed to enter a customer which is not present

in the customer table

@1e2ted %esult An error message should be displayed not allowing this action


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Test 7

(1

The save #tton was clic$ed.


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Ater the save button is 1ressed

(2

The record was saved


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Test 9

(3

-#stomer contact n#mer

entered


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Test :

(5

-#stomer name entered


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Ater the data is enterd it is being vieed in the orm

((

-#stomer name viewed with

c#stomer Id in form.


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()


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(*


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Test ;

(+

I entered


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),

ata related to I shown


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Test


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Invoice of the ID displayed

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)3


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Test =

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)5


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Test >

)(


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)*

-onfirmation message to deleterecord


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he record was deleted

)+


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Test

*,

Total sho#ld e #pdated after

clic$ing this.

Total was #pdated


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Test 7B

*1

This c#stomer is not present in the

c#stomer information tale.

/rror message was displayed.


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(ii) Im1lementation

/vidence that the end #ser is wor$ing with the system

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hosen !ethod o Im1lementation

After all the analysis is carried out, it is decided to go with parallel implementationhis is because if any errors or recommendations occur in the new system, it would

be easy to switch back to the older system, and do the things as they were carriedout in the past.

Debugging

he software was checked and tested step by step to ensure desired functionalityof the software. All checks were tried and tested with real life data as well as madeup date. My client had no problem with the software and is satised with all theoutputs of the system.I tested the program and removed all errors from it. I made a lot of mistakes. 0hilecoding, I missed a dot or two, which caused me a bit of trouble during running the

system. his, I checked and removed. hen, the search option by phone was notworking properly, as the records were not being shown properly as whole. Somewere visible while others were not. All checks were performed and tested with reallife data and made up2to2date. he user had no problems with the software.

+ser-training

roper training would be given to the user who would be using the software. hesoftware is not that di:cult to use. Ket complete support and guidance would begiven to the user so that she learns to use the software well. Apart from that, user

manual is going to be prepared which the user can refer anytime for any type ofhelp in the system or to nd the meaning of any term used anywhere in thesystem. If the user is changed for any reason, it would not be di:cult enough for anew user to learn anything because the user manual is a complete source of helpfor the user. And if any further changes need to be made in the system, the analystcan consult the technical documentation.

Installation

After it was insured that the system is free from errors and my client is satisedwith it, the system was installed and put into action and now system is under use

by sta= for the manipulation, and by the management for generating desiredreports. Before installation some measures should be taken to secure theperformance of the system.

hangeover

It is decided to go with parallel implementation. his is because if any errors orrecommendations occur in the new system, it would be easy to switch back to the

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older system, and do the things as they were carried out in the past. &ther thanthat it would be helpful for the user to get used to the new system as the oldsystem would always be there for any sort of assistance needed. After a limitedtime period, when the ser understands the system completely, the manual systemwill be ended and all the work would be managed on the computer using the

system that is being designed.

(iii) A11ro1riateness o stru2ture and e@1loitation o availablea2ilities

$ardare amendments

he hardware already specied above is the best "uality hardware and hopefully itwould not crash nor would it need to be changed. Ket if anything occurs, arenowned analyst should be consulted before changing any sort of hardware.

Sotare amendments

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Already the best software is used and a great database system is developed.Ket, if the system needs any further alteration, in the future, any analyst canbe consulted. 5or the help of the analyst, technical documentation is writtenso that it becomes easier to understand and amend the system according to

the user re"uirements.(d) Do2umentation

Te2hni2al Do2umentation

$ardare %e0uirements

Intel entium > *. ?-$Supported motherboard with built in (A1, ?raphics and sound@* MB DD8 8AM>C ?B -ard diskMouse'eyboard*@ MonitorInk#et rinter

9/tra -ardware6 0riteable )ds or 5lash Drives will be re"uired to make back ups.

Sotare %e0uirementsMicrosoft Access6 his software will be used to develop the system.Microsoft 0indows Fp6 0indows F rofessional is one of the most commonly usedoperating systems around. It is the re"uired since it supports Microsoft &:ce CCE,which includes Microsoft Access, in which the database is created

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Input Reuirements

Customer Information:

Field !ame Data T"pe Data #ength Reuirements

-#stomer Id 0#mer * Auto2?eneratingrimary key

)annot

remain a nulleld

-#stomer 0ame Tet 32 )annote/ceed Gcharacters

)annotremain a null

eld-#stomer -ontact Tet 1( Should be at

least *Hdigits

*)


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Vehicle Information:

Transa2tion Inormation Table

Field !ame Data Ty1e Data'ength

%e0uirements

ransactionId

1umber rimary 'ey

)annot remain a null eld

ransactionDate

Date3ime *C Automatically convertedto medium date

7ehicle1umber5or

eign keyJ

e/t *C 5oreign key

Meterreading

1umber H )annot remain a null eld

Due Date Date3ime *C Automatically converted

to medium date

**

Field !ame Data Ty1e Data 'ength %e0uirements

7ehicle1umber e/t *C rimary 'ey

)annot 8emain a 1ull

eld


1umber 7ia (ook2up 0i$ard, the)ustomer Id is selectedhere

5oreign 'ey

Make e/t *C )annot e/ceed *C

characters

Model 1umber > Should Be at least >digits

)olor e/t + )annot e/ceed +

characters

)hassis1umber

e/t C Should be at least C

digits

9ngine1umber

e/t C Should be at least C

digits


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In Kes31o * Select from Kes31o

&ut Kes31o * Select from Kes31o

otal )urrency Automatically converted

to two decimal places

*+


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$ntit" Relationship Diagram:

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%creen Used:

Customer Information Form

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Transaction Information Form and Transaction Detail Table subform

These two forms are comined together to ma$e a single form

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Vehicle Information Form

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Queries Used

SQL:

SELECT [Transaction Detail Table].[Transaction Id], [Customer Information].[Customer Id],

[Transaction Information Table].[Vehicle number], [Transaction Information Table].[eter !eadin"],[Transaction Information Table].[Due Date], [Transaction Detail Table].Descri#tion, [Transaction

Detail Table].$mount, [Transaction Information Table].Total

%!& ''[Customer Information] I((E! )&I( [Vehicle Information Table] &( [CustomerInformation].[Customer Id] * [Vehicle Information Table].[Customer Id]+ I((E! )&I( [TransactionInformation Table] &( [Vehicle Information Table].[Vehicle (umber] * [Transaction Information

Table].[Vehicle number]+ I((E! )&I( [Transaction Detail Table] &( [Transaction Information

Table].[Transaction Id] * [Transaction Detail Table].[Transaction Id]-E!E '''[Transaction Detail Table].[Transaction Id]+*[%orms][Customer Information %orm]

[Customer Id]++/

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Reports Used

Customer Information Report

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Invoice

+)


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Data Di2tionary

ustomer IDhis )ustomer ID is the rimary 'ey of this table

ustomer Namehis is the eld where the name of the )ustomer would besaved

ustomer onta2t Numberhis is the eld where the telephone number of the)ustomer would be saved

Transa2tion IDhis is the ransaction ID, the rimary 'ey of this table

Datehis is the date when the invoice is created

Transa2tion Detail IDhis is the primary key of the transaction detail table

6ehi2le numberhis is the primary key of the vehicle information table

Amounthis the eld where the price of the serviced part would be saved

Total his is the eld where the total price of all the serviced parts would besaved

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+ser Do2umentationSee appendi/ for user documentation

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(e) valuation

(i) Dis2ussion o the degree o su22ess in meeting theoriginal ob3e2tives.

%e0uirement S1e2if2ation and real-time 2om1arison

hese were the re"uirements the system was supposed to full6

It should be user riendly

he system is very user friendly as it includes features which help the user to adapt to

the system very "uickly for e.g buttons in forms

asy to ado1t

he system is easy to adopt as it comes with a user manual and the user can only refer

to it of any problem occurs

The or4ing o the ne system should be similar to that o the 2urrent

system

he new system is based on the foundation of the old system so that the user can

easily identify the elds which were there before and data entry can be made simple

The a2ility to sear2h s1e2if2 re2ords should be 1resent

he records can be searched easily as of the search option present in the software

9vidence is shown in the est >

al2ulations should all be done automati2ally

All )alculations are done automatically by the software. 9vidence is shown in est *C

+ser alloed to 1erorm addition, deletion and editing o data should be

there and the results eCe2ted should be automati2ally u1dated

he software provides the user with the add, delete and edit buttons which are shown

in ests *, G and +

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(ii)valuate the users res1onse to the systemSee appendi/ for user4s response

(iii)Desirable e@tensions

9verything is completed that Mr.Sunil asked me to do. All his re"uirements arefullled and she is also happy with the system. he billing, customer detailseverything is going perfect. My client, Mr. Sunil, already gave me enough time and

I have been able to succeed in every part of the system4s design. So, there4snothing like anything not been done due to lack of time. 9verything I was asked todo has been done.he system is implemented is not a *CCL perfect and lacks at places, but is muchmore e:cient than the last system which was in use. I am satised with thecurrent system implemented as it has covered the problem Mr. Sunil faced earlier.Al the forms, Interfaces and reports are su:cient enough to fulll his re"uirements.he system implemented is ade"uate but it can be improved further in the dataanaly$ing section. ?eneration of monthly reports in form of graphs and charts canbe used to forecast the peak hours of business and when transactions are greatesthis would have helped the end user to analy$e the data better.

Documents

Pproject Work