DVD Store

INTRODUCTION

DVD Store is our System Analysis & Design Subject assignment title that is really interesting for us because as we are the student of the International Advanced Diploma in Computer Studies (IADCS), one day we may help or upgrade our own DVD store or other DVD stores. By making this assignment, we can find and know not only theory but also general knowledge and practical that is to access student's ability and help our real work life. This assignment includes many tasks as following:

Tasks 1 is analyst the required system using structured systems analysis methods and need to produce a Process Model including:

a. Context Diagram of the DVD store system

b. Aims and Objectives of the DVD store system

c. Data Flow Diagram for the DVD store system

* Process descriptions

* Dataflow descriptions

* Data store contents

* External entity definitions

Task 2 is using the structured systems analysis methods to analyst the required system and to produce a Data Model including:

* Entity Relationship Diagram

* Entity descriptions for all entities

* Appropriate attributes for all entities including primary and foreign keys

* Optionality and degree of relationships between entities.

Task 3 is to produce an Entity Life History for a DVD

Task 4 is to create a relational database design for the system including.

a) A set of fully normalized tables showing the normalization process for each.

b) Data Dictionary entries for all items included in the database design.

Task 5 is to make a prototype user interface for the DVD store system. The following functions:

a) Searching for an item of DVD

b) Processing the purchase of an item of DVD

c) Adding a new item of DVD item

Task 6 is to produce a brief report and details of site preparation for the installation of the System plus details of the hardware to be installed.

(a)Context Diagram

(b) Aims and Objective

DVD Store system has many objectives such as processes, purchase, searching and sale, discount, stock control, loan and report. All the records of whole process are in book and on paper. By making manual system to computerize system, to quick system processing that it can save time and easy to find what are you want, to keep the many recording of sales and customers, to improve system performance, to reduce human resources and paper wastes.

Customer can know clearly and detail about the product without using time. For the busy person, it is comfortable way.

In the sale process, staffs record selling item with quantity. After making order, invoice produce for the customer about the sale. The calculation process can complex in the invoice form. The payment process can be made mistakes to record of payment. And the staff give need to update the accounting, but sometime lack.

In the discount process, the manager can check of the older DVD records and checking the older DVDs take up a short time. The staff can be report of DVDs and sale detail to give the manager without complex and mistakes can be made for record of monthly report. We want to overcome the above process problem of their business by changing computerized system of their process. In the sale and purchasing process we want to distinguish the records clearly. E.g. customer records, order records, invoice records etc.

Process Descriptions

1. Purchase Process

This process, the DVD store bought the DVD from the Supplier. The DVD has many types. To purchase, this company need to make an order to the supplier that the required items. Next, the supplier gives the invoice. When receive the items, the staff check the ordered DVDs and receive DVDs in details. After checking this, he receives the invoice and makes the payment.

After bought the item, the staff records the DVD list and check. The staff makes a list to add the DVD lists. And then make some remark for the receiving DVDs.

2. Searching Process

This process, the customer searches the DVD from the DVD store of sale clerk. The staff is display the DVD catalogue. To search, this customer needs to make the required DVDs. Next, the staff gives the about jewellery item. When search the DVDs, the staff checks the DVDs.

3. Loan Process

This process, the customer loan the DVD form the DVD store of staff. The DVD has many types. The customers need to choose DVD Title, Director Name, Actor Name and Category. The staff needs to check the DVD List. And the staff is checking the customer information and update new customer information. Next, the staff gives the invoice. When the loan process, the customer give the payment by (cash, credit card, or cheque) and after payment this, staff gives the DVDs to the customer.

After loan the DVDs, the staff records the loan, loan detail and accounting.

4. Receive Payment Process

This process, the accounting checks payment form Bank. The staff needs to check the credit card or cheque. And the staff is checking the accounting information. Next, the bank transfers the payment for the accounting. Than, the accounting to need the update of accounting.

5. Discount Process

This process, the Manager needs to check DVDs. Because, the manager will also order new DVDs from a number of sources and will decide which of the old items will be sold at discount prices to customers. The manager needs to update the discount information.

6. Return Process

This process, the staff need to check the loan date, DVDs and over due date of loan date. Receive the Payment and accounting the loan DVDs.

7. Report Process

This process, the sale sends to report for the manager. The loan and sale old DVD clerk needs to check the DVD and report detail. And the sale clerk is sending the report. Next, the manager gives the report for the sale clerk. Than, the sale clerk to need the update of monthly report.

Data Flow Descriptions

1. Order by phone

Staff is order the new DVDs by phone to supplier.

2. Accept order and invoice

Supplier gives the accept order and invoice to Purchase Department.

3. Give payment

Purchase Department is give payment of new DVDs to the supplier.

4. Receive payment and give DVD

Supplier gives the receive payment and give DVDs.

5. Enquiry

Customer is enquiry to the staff.

6. Information

Staff gives the information.

7. Searching the catalogue by category

Customer is searching the DVD Catalogues by Title, Director Name, Actor Name and Category of the DVDs.

8. Show DVD catalogue

Staff is to show the DVD catalogue for customer.

9. Request DVDs

Customer requests the DVD to sale clerk.

10. Choose DVDs

Customer is to choose DVD.

11. Give invoice

Staff gives the invoice to member.

12. Give payment

Customer gives the payment (cash, credit card or chaque).

13. Receive payment and DVD

Sale clerk is to give DVD and receive payment.

14. Check credit card or chaque

Bank to check the credit card or chaque.

17. Discount for old DVDs

Manager gives discount for old DVDs to the customer.

18. Send report

Staff sends report to the manager.

19. Give report

Manager gives the report to the Staff.

Data Store Contents

1. Invoice

To keep member order that is Invoice No Payment No, Order No, Payment Date, Deposit and Balance.

2. Original DVD

To store the Original DVD information that is DVD ID, Member ID, Sale Name, Sale Price, Year, Buy Date, Category and Number of Copy DVD.

3. Member

To keep the member information that is Member ID, Member Name, Member Address, Member Phone, Member E-Mail, Member Register Date, Expire Date and Register Fee,

4. Member Order Detail

To keep the member order information that is invoice No, Payment Date, Deposit and balance.

5. Customer

Sale clerk is needed to check the customer information before the customer is buying the Old DVD. Because of the staff to know this customer is old or new customer. And then the staff has made record the customer information for the new customer.

6. Sale

The customer buys the Old DVD then the staff is needed to record the sale.

Sale clerk is needed to check the sale information because the staff is making the stock control for DVD store system.

7. Sale Detail

The customer buys the old DVD then the staff is needed to record the sale detail. The staff is making the monthly report then need to check the sale detail information.

8. Discount DVD

To store the discount DVD information that is DVD ID, Title, Actor Name, Price, Year, Buy Date, Category and No of Copy DVD.

9. Discount

The Manager is needed to update the discount information end of the manager is give the discount for old DVD to the customer.

10. Report

The staff is needed to update the report for monthly report end of the manager gives the report file.

11. Copy DVD

To store the Copy DVD information that is DVD ID, Copy DVD ID, Title, Actor Name, Category and No of Copy DVD.

12. Hire

To store the Hire information that is Member ID, Copy DVD ID, Title, Actor Name and Category.

13. Supplier

To store the Supplier information that is Supplier ID, Supplier Name, Suppler Address, Supplier Phone No and E-mail.

14. Purchase Order

To store the purchase order information that is purchase ID, Supplier ID, Order Date, Total Amount, Quantity and Price.

External Entity Definitions

1. Supplier

Supplier is accepting order and gives invoice to the DVD store and then receiving the payment and then give DVD to the DVD store.

2. Member

Member has made search the catalogue by category and request DVDs at the DVD store. And then the member is choosing the new DVD and gives payment (cash, credit card or chaque) for the DVD. He/she is receiving the discount for old DVD from the DVD store of Manager.

3. Bank

Bank is transferring the payment (credit card or cheque) from the DVD store of accounting.

4. Manager

Manager is checking the monthly report from the staff.

 

(a) Entity Relationship Diagram

(b) ENTITY DESCRIPTIONS

Supplier

Supplier entity is to store the supplier information and retrieves the supplier data for purchase order form. This entity is containing five attributes. They are -

1. Supplier ID

2. Supplier Company Name

3. Address

4. Phone

5. Email

Member

Customer entity is to store the customer information. It is used to get the customer data for sale form. This entity is containing five attributes. They are –

1. Member ID

2. Member Name

3. Address

4. Phone

5. Email

Purchase Order

Purchase order entity is connected to the supplier entity and purchase order detail entity. This entity is containing four attributes. They are –

1. Purchase No

2. Purchase Date

3. Supplier ID

4. Total Amount

Purchase Order Detail

Purchase order detail entity is connected to the purchase order entity and DVDs entity. This entity is containing three attributes. They are –

1. Purchase No

2. DVD ID No

3. Qty

Sale

Sale entity is connected to the customer entity and DVDs entity. This entity is containing four attributes. They are –

5. Sale ID

6. Sale Date

7. Customer ID

8. Total Amount

DVD Items

DVD item entity is to store the DVDs information. It is used to get the DVD information for sale form and purchase order form. This entity is containing ten attributes. They are –

1. DVD's Title No

2. DVD's Director's Name

3. DVD's Category

4. DVD's by Actor Name

5. Price

(c) Attributes

(d) OPTIONALITY AND DEGREE OF RELATIONSHIP

1. Member and Reservation

Between Member and Reservation is one to many relationships. A Member may make Reservation. For Reservation, one order must have one Member.

2. Purchase Order and Purchase Order Detail

Purchase order contains many different purchase order detail and it is relate to only one purchase order.

3. Copy DVD and Purchase Order Detail

Between Copy DVD and Purchase Order Detail is one to many relationships.

4. Invoice and Member Payment

Between Invoice and Member Payment is one to many relationships.

5. Customer and Hire

Between Customer and Hire is one to many relationships. Customer may be make hire.

6. Copy DVD and Hire

Between Copy DVD and Hire is one to many relationships.

4. Member and Sale Detail

Between Member and Sale Detail is one to many relationships.

5. Sale and Sale Detail

Between Sale and Sale Detail is one to many relationships.

6. Discount DVD and Sale

Between Discount DVD and Sale is one to many relationships. Discount DVD may have in Sale. For Sale, one sale must have Discount DVD.

7. Copy DVD and Discount DVD

Between Copy DVD and Discount DVD is one to many relationships.

8. Copy DVD and Damage DVD

Between Copy DVD and Damage DVD is one to many relationships.

9. Copy DVD and Hire

Between Copy DVD and Hire is one to many relationships.

10. Member and Sale Detail

Between Member and Sale Detail is one to many relationships.

11. Purchase Order Detail and Purchase Payment

Between Purchase Order Detail and Purchase Payment is one to many relationships.

12. Supplier and Purchase Order

Between Supplier and Purchase Orders is one to many relationships. A Supplier may make Purchase Order. For Purchase Order, one order must have one Supplier.

13. Original DVD and Copy DVD

Between Original DVD and Copy DVD is one to many relationships.

ENTITY LIFE HISTORY

(a) Normalization

7. Data Model

8. [Purchase + Order]

KMD Computer Center (Yangon)

7. Data Model

7. Data Model

(b) Data Dictionary

Title: DVD Store

Type: Data store

Author: THEIN ZAW TUN

Date: 22/1/2010

No.

Name

Alias

Definition

Occurrence

Picture

Notes

1

2

3

4

5

6

7

Member

Registration

File

Supplier

Registration

File

Purchase Order File

Purchase Order Detail File

DVDs List File

Sale File

Sale Detail File

Customer=

CustomerID+

CustomerName+

Address+Phone+

Email

Supplier=

SupplierID+

SupplierName+

Address+Phone+

Email

Purchase Order= PurchaseNo+ PurchaseDate+ SupplierID+ Total Amount

Purchase Order Detail= PurchaseNo+ DVDs No+

Qty

DVDs= DVD's Title No+ DVD's Director Name

+Actor Name+ Category +Price

Sale= Sale ID+ Sale Date+ Customer ID+

Total-Amount

Sale Detail= Sale ID+ DVDs No+

Qty

Max Size of the store[Table- 5,721,300]

Expected Size of the store[4,777,440]

Max Size of the store[Table- 4,725,300]

Expected Size of the store[3,778,440]

Max Size of the store[Table- 9,300]

Expected Size of the store[7,440]

Max Size of the store[Table- 9,300]

Expected Size of the store[7,440]

Max Size of the store[Table- 6,985,300]

Expected Size of the store[5,857,440]

Max Size of the store[Table- 8,400]

Expected Size of the store[7,560]

Max Size of the store[Table- 8,400]

Expected Size of the store[7,560]

Flow in:Record

Customer information

Flow out:Retrieve customer information

Flow in:Record

Supplier information

Flow out:Retrieve Supplier

Information

Flow in: Record

Purchase No and Supplier ID Purchase No and Supplier ID

information

Flow in: Record

Purchase No and DVDs No

Flow out : Retrieve PurchaseNo and JewelleryItemNo

Flow in:Record

JewelleryItem information

Flow out:Retrieve JewelleryItem

information

Flow in: Record

Sale ID and Customer ID

Flow out: Retrieve Sale ID & Customer ID

Flow in: Record

Sale ID and DVDs No

Flow out: Retrieve Sale ID & DVDs No

information

Title: DVD Store

Type: Structure

Author: THEIN ZAW TUN

Date: 22/1/2010

No.

Name

Alias

Definition

Occurrence

Picture

Notes

1

2

3

4

5

6

7

8

Member

Supplier

Purchase Order

Purchase Order Detail

DVD

Sale

Sale Detail

DVD loan File

member=

Member ID+

Member Name+

Address + Phone +

Email

Supplier=

Supplier ID+

Supplier Name+

Address + Phone +

Email

Purchase Order= Purchase No+ Purchase Date+ Supplier ID+ Total Amount

Purchase Order Detail= Purchase No+ DVD ID No+

Qty

DVDs = DVDs No+ DVD Title Name

+Director Name +Actor Name+ Category+ Total Amount + Price

Sale= Sale ID+ Sale Date+ Customer ID+

Total-Amount

Sale Detail= Sale ID + DVDs No+

Qty

Loan Process= Member ID + DVDs No Qty

Title: DVD Store System

Type: Element

Author: THEIN ZAW TUN

Date: 22/1/2010

No.

Name

Alias

Definition

Occurrence

Picture

Notes

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

Member ID

Member Name

Address

Phone

Email

Order No

Order Date

Total Amount

Quantity

Purchase Order No

Purchase Date

Total Amount

Quantity

DVD ID No

DVD Title Name

DVD's Director Name

DVD's Actor Name

DVD's Category

Total Amount

Quantity

Price

To identify Member

Name of the Member

Address of the Member

Telephone No of the Member

Email of the Member

To Order Number

Order Date of each

Total cost of the purchase order

Qty of the DVD

To identify sale

Sale Date of each Sale

Total cost of the sale

Qty of the DVDs

To DVD ID of ID No

Name of the DVD Title

Types of DVD Director Name

Type of DVD Actor name

Type of the DVD Category

Total cost of the DVD's loan fee

Qty of the DVDs

Price of DVDs

Title: DVD Store

Type: Data flow

Author: THEIN ZAW TUN

Date: 22/1/2010

No.

Name

Alias

Definition

Occurrence

Picture

Notes

1

2

3

4

5

6

7

8

9

Enquiry

Request for member registration

Receiving member card

Searching the Catalogue

Loan the DVD

Return the DVD

Sale DVD

Purchase DVD

Send report

Enquiry for member

Member registration to become member of the system

After registration, the system give member card

Search catalogue=title + director +category +

Member card

Loan = Loan ID + member ID + Name + Address

Return = return + date + member ID + Name + Address

Sale = Sale ID + Member ID + Name + Address

Purchase = Purchase ID+ Supplier ID + Name + Address

Send report = DVD Title, DVD Category + Sale ID

30 person per day, Maximum50, and Minimum 5, No seasonal variation

30 persons per day, maximum 50, minimum 5, no seasonal variation

30 persons per day, maximum 50, minimum 5, no seasonal variation

30persons per day, maximum50, minimum 5, no Seasonal variation

30 items per day, maximum 50, minimum 5, no seasonal variation

30 items per day, maximum 50, minimum 5, no seasonal variation

30 persons per day, maximum 50, minimum 5, no seasonal variation

30 persons per day, maximum 50, minimum 5, no seasonal variation

10 reports per month, maximum 30, minimum 1, no seasonal variation

Source:

Customer

Destination

Registration Process

Source: Customer

Destination: Searching Process

Source: Customer

Destination: Searching Process

Source: Searching Process

Destination: Customer

Source: Customer

Destination: Searching Process

Source: Searching Process

Destination: Customer

Source: Customer

Destination: Sale Process

Source: The system Destination:

Purchase Process

Source: Report Process

Destination: Manager

(a) Draft Screen Design

1. Text Box - To type the Member ID

2. Text Box - To type the Member Name

3. Text Box - To type the NRC No

4. Text Box - To type the No

5. Combo Box - To choose the Male or Female

6. List Box - To type the Address

7. Text Box - To type the phone No

8. Text Box - To type the E-mail Address

9. Button - To Close the Member Registration Form

10. Button - To Apply or Save the Member Registration

11. Button - To Clean the all of filling Member Information

KMD Computer Center (Yangon)

1. Text Box - To type the Member ID

2. Text Box - To type the Member Name

3. Text Box - To type the Loan Date

4. Text Box - To type the Expected Return Date

5. Combo Box - To choose the DVD type (DVD by Title or Actor or Director or Category)

6. Button - To Click the button for Loan DVD

7. Data Grid - To display the Loan DVD List

8. Button - To choose button for Loan DVD

9. Button - To choose button for exit form

10. Button - To clean the Added DVD List

KMD Computer Center (Yangon)

1. Text Box - To type the DVD Title Name or Director Name or Actor Name or Category

2. Button - To search the DVD

3. Data Grid - To show the DVD List

4. Button - To go back the past

5. Button - To Select the dedicate the DVD

6. Button - To Cancel the Form

KMD Computer Center (Yangon)

(b) Prototype

DVD Store System

* All the text boxes and combo boxes must be entered or selected before clicking Save button

* Data in boxes must be correct data type for Example Name, NRC No, Address, Phone No, and Email Address must be written in its format else show message to refill.

* Check all Data are entered in boxes else show message to enter.

DVD Loan Form

* Member ID should be unique for each Loan DVDs, it is auto number

* Loan Date for Instance Date and time format (DD/MM/YYYY), it is automatic display

* Type of DVDs is choosing in combo boxes, each combo box must be chosen. After choosing DVD, Click Add Button.

* User want to Loan, he can click the Loan button.

If the data in the grid is want to delete click the Remove button, it will remove the select information in the grid else show message to select

· Check all data are contained in grid(i.e. the grid does not null information) else show message

DVD Search Form

· Customer will be entered type keyword and price of items which they want to search (e.g. DVD's Title Name, DVD's Director Name, DVD's Actor Name and DVD's Category etc).

* Check data are entered in boxes else show message to enter.

* Check all data are contained in grid(i.e. the grid does not null information) else show message

* It doesn't allow null information.

Report

Our assignment scenario is DVD Store system. This assignment is make good use of the Systems Analysis and Design.

According to the tasks 1, we have to analyst the required system using structured systems analysis methods. We have made the context diagram of the DVD store system. We have to do the aims and objectives of the DVD store system. This process is including many processes, they are: purchase order process, searching process, sale process, receive payment process, discount process, stock control process and report process. We have made the process descriptions, dataflow descriptions, data store contents, and external entity definitions of the system.

In the task 2, we have used the structured systems analysis methods to analyst the required system and we have to produce a data model. We have to draw the entity relationship diagram for the system. And then, we make the description of the all entities in the diagram. After, we have specified the primary and foreign keys for all entities. Then we have made the optionality and degree of relationships between entities.

For the task 3, we have to make an Entity Life History for a DVD.

For the task 4, we have to make a relational database design for the system including. It is a set of fully normalized tables showing the normalization process for purchase order and sale forms. After, we have described the data dictionary entries for all items included in the database design. The data dictionary entries are include the data elements, data structures, data stores and data flows

In the task 5, we have made a prototype user interface for the DVD store system. It is create three forms. There are searching for an item of DVD, processing the purchase, and add new item of DVD. Then include the validation checking and reasons for each prototype.

(a) SITE PREPARATION FOR THE INSTALLATION OF THE SYSTEM

Power Supply

The DVD store will be installing a system consisting of several workstations, four machines of which are for use. Each machine need to Uninterruptible Power Supply (UPS) for external power fails time (i.e. electric outlets fail). This action also prevents hard disk crash situation when power failure occurs. The UPS takes the incoming A/C power and output it directly to machines after filtering all unwanted noise, sags or surges. This is a clean supply. The UPS can connect to computer and monitor, etc. The power cables from the computer, monitor and printer are approximately 2m (6ft) long. The incoming A/C mode of input voltage is170- 265 Volt and input frequency is 48-60 Hz. Output voltage is 220-240 Volt, and out put power is 650 VA. The UPS load for this system is need to 4 pieces.

Heat Dissipation

The DVD store is incorporated in most computers, using even a single machine in an office can change the temperature and humidity. As the room temperature increase, system reliability decreases. All electronic components generate heat while operating. This heat must be dissipated to the surrounding air for the components to operate reliably. There must be a good flow of air conditioning must be capable of maintaining a constant temperature. The air conditioning load for this system is need to 2 pieces.

Office Alternations

The large computer may be need to more space than is currently available required the modifications to the office layout. The computer may be restructuring the installation of new system. The air conditioning may be necessitating the head dissipated for the new system. And then, required the increasing security for prevent access to the data and prevent the theft of equipment.

Office Layout

When the sitting of computer equipment, or considering the redecoration of an office in which it is already used. Any the potential sources of fixed stare, reflection and high contrast in the color scheme. Neutral colors such as light brown and cream should be used. And then paintwork should be not shining. White should be used a little.

Office Furniture

The office furniture is required the particularly important to ensure, any agronomic requirements of user are properly met. The desk should have enough space for documents and desk height must be between 700 and 720 mm. Other requirements are document holders and foot-rests. The chair used at the workstations should be adjustable seat and back-rest heights and have short or no arm rests.

(b) Hardware Requirements

For Four PC:

1. Processor: CPU: Intel Pentium 4 Core 2 Dual 2.5 GHz

2. ASUS P5KPL-CM (6MB L2 Cache, 1066 MHz) with Sound + VGA + LAN

3. Kingston 3 GB DDR2

4. 350 GB (Seagate) SATA

5. Samsung Keyboard

6. Samsung Tech Mouse

7. 17” 1918wm wide view LCD Monitor(View sonic)

8. UPS Power Tree (650 VA) Classic

9. DVD-RW Light Scribe [Sony] SATA

10. Speaker 180 Watts

11. P4 Casing (Normal Light)

12. ISBN code reader

Other Accessories Requirements

1. CANON LaserJet 3050 Printer

2. ESPON TX101 All in One Color Printer

Network Interface Card (NIC) Requirements

1. Prolink (fast Ethernet NIC 100Mbps) for PC

2. Prolink (gigabit Ethernet NIC 1000Mbps) for workstation

Store Security Requirements

1. CCTV Cameras

2. Emergency Alarms Systems

3. Identity Card System

Software Requirements

· Window Server 2008

* Microsoft Visual Studio 2005

* Microsoft .NET Framework SDK v2.0

· Microsoft Access 2003

· Internet Browser

Assumptions

(a) ADVANTAGES AND DISADVANTAGES

Strength

· Context diagram show main external entities and data flow

· Data flow diagram show details processes with its external entities, data flow and data store

· Detail explanation of relationships between entities in entity relationship diagram

· Step by step normalization of forms

· User friendly interface of webpage

Weakness

· Some processes are left in data flow diagram

· Incomplete description for all entities in the diagram

· Confused logical decision in drawing data model

Difficulties

· Some entities has few data flow with system

· Small processes are difficult to draw data flow diagram

· Choose a key in relation is confused

· Normalization processes take time to build

(b) FUTURE DEVELOPMENT

· Some processes will include in system

· More and better prototype user interfaces

· Detail normalization processes for each table

· Separate and detail files to store data

· Perfect validation for web pages

· Entity life history for other entities

(c) RECOMMENDATION

Although my assignment is not completed for whole system, it is for assignment requirements and basic modeling, design and analysis. For instance, data flow diagram, entity relationship diagram, normalization and prototype are included but they can miss some fact because we are just considering for a system after browsing some sites from internet.

REFERENCES

1. Book source: NCC Education System Analysis (IADCS)

Author: NCC Education

2. Book source: System Analysis & Design

Author: NCC Education

3. URLhttps://www.alexandersjewellery.com

Access date: 6/8/2009

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