The top-bike

Introduction

Herbert Brown owns and manages a bicycle shop called 'Top-Bike' which is undergoing significant expansion. Also there are a number of other employee's whom help Herbert Brown maintain the business reputation.

Two years ago Herbert realised that, due to competition from massive out of town retailers such as Malfords, his business had to either expand or go under. Therefore he has now completed the purchase of the next-door shop, virtually doubling his floor space, using a loan of £200,000 from the bank. The loan was secured partly on the basis of a business plan, the relevant excerpts of which are included as an appendix. This plan suggested that an improvement was essential in the information system in use in the business for a modest initial investment. Such a computerised system was essential to cope with the massive forecast increase in business: Herbert's target is to double turnover in 3 years.

Top-Bike is a bicycle shop and showroom with a large range, from children's bikes to large mopeds and a wide range of accessories like child seats, helmets, clothes and tools. They sell these goods 'off the shelf' to customers and also make up custom built bikes to customers' requirements. They also make telephone sales, including parts, both to customers and to smaller shops and carry out repairs for customers. The following is a brief description of how this is done.

During the Project

Throughout the project our group members have been allocated a number of tasks to do to help Herbert Brown to make his business more competitive by increasing the turnover by doubling it over the next 3 years.

Feasibility Study Analysing the current systems area against a set of criteria objectives seeing whether it is worth putting in the effort to improve the system.

Requirements Analysis After selecting and justifying the area chosen a detailed analysis depth is needed to be done, Data level flow diagrams/concept diagrams 0-3 of the complexity of the current system, and gathering User Requirements about what the system is to do from the client's point of view.

Design Reviewing different solutions of improving the system, identifying subtasks of what the system must achieve and detailed designs of the improved system i.e data flow diagrams.

Production (build, code, test) Showing evidence of building the system, testing the system from a testing plan of using Typical, Erroneous and Extreme Data.

Conversion/Installation When the new system is successfully operational it is then needed to be installed onto the current hardware and software platform/ emulation ready for the client to use it.

Post implementation review Reviewing the improved system after a number of months by doing maintenance checks such as adaptive and perfective.

The Conclusion of the Project

At the end of the project the team members of the group will present the improved system to the class/client in the form of a presentation. It will demonstrate how to use all of the features installed into the software, like a manual. Feedback will then be given back to us on how well the system was shown by the client.

Project Choice selection

Due to the time scale of the project our group of designers have decided to do a number of tasks to analysis the current system. This will be achieved by looking over a number of areas that where specified within the current system specification.

Areas Viewed by Designers

The following areas below explain a brief step by step action the employees do on a normal day routine.

Area 1

Purchasing/stock control - When customers purchase items from the shop, a record is kept in the sales book of the item sold and a receipt is issued to the customer. At the end of the day the manager deducts the items sold from records of stock held on card indexes. It is a source of great frustration to Herbert that the stock cards are not always accurate: he also doesn't know whether staff are busy or just tired and forget to record sales or whether they are stealing stock. If the stock level for a particular item is very low then the manager will pass this to Jean to re-order this item of stock from a supplier. When the new stock comes in the stock cards are updated, and the list of back orders (see below) is checked.

Area 2

Repairs - When customers bring in an item for repair, they are quoted a price which is calculated by Herbert or Vijay, who is the chief bike technician, by adding parts + labour + VAT. This quote is recorded in the repairs book, and customers are expected to make payment when they collect the item. Sometimes it is necessary to adjust the quote when a repair job has discovered hidden problems! The repair will involve the use of new parts, which also involves altering the stock lists/reordering. The procedure for custom-built bikes is very similar and a record is kept in the custom-built bikes list.

Area 3

Telephone orders - Customers (known as indirect customers) may make an enquiry by phone, in which case the staff member will consult both the price list (also a manual list) and the stock list. If the price is right and the item is in stock (assuming that the stock list is correct), the customer may place an order. The order is recorded in the telephone orders book. In the morning a designated member of staff (usually Vijay) puts together the appropriate items of stock, if they are available, together with an invoice, which is collected and delivered by the company van. If the items are in fact unavailable Vijay has to tell Herbert to make re-orders, send a part order, record the part order not completed and phone the customer to apologise. The telephone customer would typically then pay by cheque. Herbert and Jean (who works in the office) handle the banking. If all or part of an order is out of stock (or is not normally held in stock) then a re-order is sent to the suppliers (if one hasn't already been sent). The order is then filed away in a back orders file which is checked when new stock comes in.

A record is kept of customers' invoices, which is checked monthly. If a customer has failed to pay during the month then a repeat invoice is sent to them. If Jean is too busy/forgets/is on holiday/sick then repeats invoices are delayed. Currently the business is owed approximately £25,000 by other shops and £15,000 by indirect customers. Herbert blames Jean's inefficiency for these debts and for his stomach ulcers!

Area 4

Trade customers - Other bike shops may also place orders by phone. The only difference in the way their order is handle to those of other (indirect customers) is that bike shops get a 15% discount on all purchases. Herbert suspects that there are some customers getting this discount who shouldn't be. Staff at Top-Bike are also entitled to this discount. Unbeknownst to Herbert, Ged has already bought 4 bikes this year!

Area 5

Suppliers invoices - Herbert and Jean also handle all suppliers' invoices which, when received, are checked against orders. Where there is a discrepancy usually Jean will phone the suppliers, otherwise Top-Bike has a reputation for paying promptly.

Overall Summary

After reviewing all 5 areas of the current system by using the criteria of.

  1. Complexity By looking through each individual description is there any point of the designer team committing to this part of the system when there are other areas that are vital to the organisations.
  2. Weakness's within the current system When going through the system descriptions are there any weakness that can be identified and improved by using the required generic application package.

The system area that will be chosen to improve is Area 1 this is due to it being the most critical area within the business, the disadvantages below explains why.

  1. When the employees record the items that where sold there handwriting may be difficult to understand, when the manager needs to reduce the stock levels. This will result in inaccurate readings for the company.
  2. At the end of the retail season an Audit Trial will need to be undergone. The Auditor will need to analysis all chronological financial figures from all seasonal events leading up to the end of the year, to check whether fraud has been committed. This may be a disadvantage because all sales figures are rote manually within a sales book and could be difficult to read.
  3. The current system is a paper based document this means that there is only one copy of the information, which can result of the documents been misplaced and can fall into the wrong the wrong hands, this can be catastrophic for the business and they could easily go out of business.
  4. Sometimes Staff Members can become drowse and forget to there tasks that have been given and the information posted on the stock indexes can be wrong and missing. This can result in the next order been inaccurate and money spent incorrectly.

Feasibility Study

During this 2nd phase of the project a Feasibility Study is need this involves analysing the current system against a number of criteria options. This determines if the system is suitable for development with money issues, technology available, legal issues and time availability of completing the project.

Technical Feasibility Section A

During this part of the Feasibility Study we will discuss whether the technology exists to be capable of making the Top Bikes Organisation current system suitable for further development. Also is it worth the time, effort and money to be investing in this System area.

Availability of Technology - Over the past decade technology has taken huge strides forward in all areas, to enable all users of I.C.T to be able to complete there tasks more quickly /effective and to higher standards, with accuracy. The technology is available to enable us to take this organisation to the next level for commercial and customer interest.

Software Availability After reviewing the specification of the project and Area 1, we can see that there is a wide verity of Software Solutions out there that can be used.

For relation to the project we are looking at a stock control purchasing system that deals with very sensitive data. As explained within Section 1.2 the system is a paper based document and has a list of major disadvantages. The software that can be used to improve the effectiveness of the system by using some of the suggested approaches.

  1. Database Approach (Microsoft Visual Studio) This unique type of software is a large website/database filled with many applications to enable a system to be created. It is very much the mother of all database programs, a very common software brand is Microsoft Access, but we recommend this type of software as the Top Bike Workshop wants to advertise its information on an Internet site.
  2. Spreadsheet Approach (Microsoft Excel) This unique type of software holds a large spreadsheet, which enables mathematic calculations to be done to solve complicated equations. For example Sum, Average, Multiply, Mean, If, Equal to, More Than and Less Than. Also colours can be used to improve the layout of the cells and rows so that's in a format that can be understood.
  3. Bespoke Software (Stock control-Purchasing Software) - This unique type of software is only designed by the designers. This is because it is tailor made software by asking the client for the user requirements; we can then make inroads into what the software should look like by the requirements. A very popular method used in this time.
  4. Flat File Approach (Large Database) Basically this type of approach is a large Database with just one table structure and all information is entered into the table, which can become very complicated. After thoroughly reading over this approach we would not choose this approach due to when my client is searching for a specific item that is needed to be bought on a certain day they would struggle to find it due to all the information not been in alphabetical order, this would be very time consuming.
  5. Word Processing with Excel This type of approach would be another recommended approach. Because Excel is an excellent way of calculating stock control figures and displaying them within a graph or a line graph, showing the amount of stock soled within the last year. A letter could then be created to all the companies that supply all the products, showing how well they have committed to the organisation. The information will be linked into the letter automatically through word.

A final decision will be made within the Design Section as we need to discuses user requirements for what the client wants the system to look like.

Hardware Availability After reviewing Area 1 and deciding on possible outcomes for the system it needs to be able to run on a Computer System, that is capable of dealing with large amounts of data been processed and stored. A number of factors are taken into consideration such as.

Robustness - Is the new system capable of dealing with large volumes of data been processed.

Usability - Is the client able to cope with the required functions or is training needed to enable them to learn new skills for a particular role.

Functionality - Are new features required for the development of the system.

System Requirements - When a software solution is chosen the operating system that will be chosen to run the system, will have to be to be capable of running above minimum requirements.

Emulation - As the Organisation progress's down the years they will then need to consider updating the hardware, software and operating platform. Emulation is the processes of transferring the current processor/ operating system into a new platform. This will enable for no data to be lost just the disadvantage of the system running slower.

Overall Summary of Section A (Practical Proposition)

After analysing the availability of software and hardware for improving the system, we have come to the conclusion, that this Organisations current system is worth the time, commitment and money to improve the new system substantially.

Economic Feasibility Section B

During this part of the Feasibility Section we will discuss the Economic factors that involve the transfer of the current system to the proposed new system.

The Backing up of the Data

This is properly the most vital part of the organisations daily working routine as there needs to be a lot of effort to make sure that the information is backed up by using the following table below. This method will ensure that all data isn't lost as it was at risk with the current system.

When the client comes to backing the Financial Bookings and stock control information at the end of the working day, there needs to be a operation which occurs that allows our client to know what information needs to be filed and stored securely away ready for when it needs to be used. The method, which will be used, will be the Grandfather, Farther, and Son Method. For example backing the data weekly, monthly and daily.

Software and Hardware Resources

Proposed System Choice

After analysing all 5 options that we considered that could benefit the organisations achievements of improving the organisations popularity within the I.T industry we suggest the following 2 solutions.

  1. Database Approach (Microsoft Visual Studio) This unique type of software is a large website/database filled with many applications to enable a system to be created for example tables, forms and reports. It is very much the mother of all database programs, a very common software brand is Microsoft Access, but we recommend this type of software as the Top Bike Workshop wants to advertise its information on an Internet site.
  2. Bespoke Software (Stock control-Purchasing Software) - This unique type of software is only designed by the designers. This is because it is tailor made software by asking the client for the user requirements; we can then make inroads into what the software should look like by the requirements. A very popular method used in this time.
  3. Mail Merging This unique type of task will enable for all data related to the purchasing and stock control information to be inserted automatically within a letter to specific Customers, Suppliers and Employees about specific topic relating to the organisations needs. This is an excellent method for combining the data from a database program as it saves all members of the organisation time without having to enter all field names all over again.

This part of the Economic Studies will cost quite a bit of money to install and set up the software as the designers need to have data flow diagrams of all levels from 0-3 reflecting on the complexity of the system with user requirements.

Reviewing and Maintenance Checks

At the end of the working season an I.T officer will come out and expect all of the I.C.T systems and Resources to make sure that they are all up to the Health and Safety Standards.

Future Proofing

During the forthcoming years the Hardware and Software will need to be updated to be able to last for about 3-4 years, as technology is rapidly increasing. This can cost a lot of money as is results in it being beneficial to the organisation tasks being more effective and less time consuming.

Perfective Maintenance-Is modifying the software and hardware performance to enable for more repetitive tasks to be quicker and effectively.

Adaptive Maintenance-Is modifying the system surroundings to cope with new working environments.

User Training

Before the new system can be installed onto all computer systems through the server, all employees and management team must be introduced by an expert or go out to another location to be trained towards all features of the system, this method is called in house training. It is vital that all staff members are updated with skills regularly or they will struggle to complete their daily tasks.

A User Guide/Manual

A manual that is created to inform the employees on how to run the specific features within the system. The manual is broken down into step by step instructions with screenshots. It is normally tailor made by the designers that is in a format that they can understand normally on how well the client and employees computer skills are.

Legal Feasibility Section C

This part of the project has to be the most pivotal area within the Feasibility Section, due to we are dealing with sensitive data that is been recorded manually and stored within a specific location. In this section we will need to address critical factors that have to implement to avoid disastrous events happening to the organisations reputation.

I suggest the following outcomes bellow to be pivotal.
  1. Access Levels-Throughout the organisation access levels need to be implemented between all levels of the Organisation. This will determine which Employees, Admin Staff and the Manager whom will have specific privileges/tasks of operating the System. For example and Admin Staff will have full control of the system, which enables them to add, delete staff and monitor network logging intensively from unauthorised users.
  2. Anti Virus Software-This specific type of software is used to protect the operating system from malicious attacks, such as viruses that have gained access to the system. A computer system must be scanned regularly but recommended when the system isn't busy so night time. A normal amount of times would be between 4-7 working days. The software has to be updated on a regular basic, to be able to cope with new viruses been identified. The whole computer system has to be scanned when commencing the operation.
  3. The Data Protection Act-This specific act is a government body that all organisations within England must follow. The bodies' job is to make sure that all personal details are registered with the data registrar. The organisation needs to always inform the registrar of any changes made to the system processing the data or new data been entered. It is up to the Organisation to make sure that the data is secure, private and physically protected from been intercepted.
  4. Firewall Security-This unique type of security is to enable unauthorised objects and websites from flowing in and out of the network acting as a gateway. The network administrator will have full control on what sights can be viewed by altering the settings and the Cookies.
  5. User ID and Passwords-When the new system is up and running the Administrator will tell the employee in private their unique User Name and Password. They are the employees unique logging in account that is attached with their access rights and there personal documents. A User Name is normally made up of their own character name for example jbloggs10 and a Password of KiMi1234%^, this is a mixture of upper case, lower case, numbers, letters and symbols. Employees must not give this information to other people or they are at major risk of been hacked into, update your password on a regular basic.
  6. Physical Security-This type of security is all physical objects around the I.T system. Meaning how to stop any unauthorized users from steeling any objects from the workstations. For example looked doors, CTV cameras, security guards, waterproof/fireproof safes, biometric methods, id cards, thick cabling wires for securness of desktop computer, bulletproof windows and key padded doors.
  7. Audit Trails/Audit Software-At the end of the annual season an audit trial is needed. This is where an auditor will come out to the organisation to check all transactions that where made during that year in a chronological order, to see whether fraud has been committed and any financial errors. Audit Software is another possible outcome.
  8. Computer Licences-These licences are vital within an organisation because it determines the total amount of staff that can use a computer. They a single user, multi user and site licences, these restricted the number of employees to that specific number of active computers, if the total is greater than the licence then the last person will be unable to log back until the number reduces.
  9. Copy Write Act-This unique government body informs all organisations that what ever software they are installing onto the server must be licensed. So if a member of the body came to view the licences they would see that information. If any other software which is unrecognised with the body then the organisation can loose their licence for a considerable length.

Operational Feasibility Section D

In this 4th section of the Feasibility Study we will be undergoing operational procedures, which involve analysing how the new system would affect the organisations structure and workload.

Current Procedures-The following information below represents the current systems operations for Area 1. As you can see there are alterations needed to be made to enable for the errors to be cleaned out.

Area 1

Purchasing/stock control - When customers purchase items from the shop, a record is kept in the sales book of the item sold and a receipt is issued to the customer. At the end of the day the manager deducts the items sold from records of stock held on card indexes. It is a source of great frustration to Herbert that the stock cards are not always accurate: he also doesn't know whether staff are busy or just tired and forget to record sales or whether they are stealing stock. If the stock level for a particular item is very low then the manager will pass this to Jean to re-order this item of stock from a supplier. When the new stock comes in the stock cards are updated, and the list of back orders (see below) is checked.

Support for the new System - When the new system is introduced to the members of staff they will be unfamiliar with the new features installed within the system. Below hear will be a list support items to help them understand the information if suck with a particular feature.

F1 Key help-A feature that is built into the system when pressing the shortcut key normally used by expert users. For example if a member of staff is unfamiliar with the justification of Mail Merge, they can type the message into the help option 'mail merge' the search will then bring up a list of items relating to that question, the employee will then select the correct option to help them, which will then guide them through the set by step option.

A User Guide/Manual - A manual that is created to inform the employees on how to run the specific features within the system. The manual is broken down into step by step instructions with screenshots. It is normally tailor made by the designers that is in a format that they can understand normally on how well the client and employees computer skills are.

User Training-Before the new system can be installed onto all computer systems through the server, all employees and management team must be introduced by an expert or go out to another location to be trained towards all features of the system, this method is called in house training. It is vital that all staff members are updated with skills regularly or they will struggle to complete their daily tasks.

During this part of section D we will now discuss how the organisation will be affected, which can have major influences on the attitude of employees.

Organisation Changes-When introducing a computer system to an organisation it can have major influences on the way the organisation has to adapt to the new surrounds, I consider the following factors to be pivotal.

Organisation Layout-The current organisation is a flat structured organisation/small office with about the layers of operational, tactical and strategic, which will then be modified into a hieratical structure with more staff members employed to deal with a greater number of new tasks that are been introduced due to the new system.

Employees Attitude

Employees Work Patterns-When the new system is introduced into the Organisation many employees may have been working 6hour shifts, but they may then get promoted to a higher role that commits more time 12 hours. This will seriously effect the employees travelling pattern and time to see there families during a working week.

Employees Attitude-When employees are introduced to new technology within there daily routine life's they may feel uncomfortable with when work patterns and may resist in working. This can result in serious consequences of staff redundancies or loss in profit within that department.

The Retraining of Employees-Employees within all levels of the organisation need to be retrained by an expert that has created the software, for example the designer team. Going through each individual department or group of people verifying there tasks they need to commit to. There is usually a disadvantage with this it is very time communing as all employees need to be skill updated in each department. All employees are needed to be retrained regularly to keep up to date with technology.

Schedule Feasibility Section E

During this final part of the Feasibility Study this section will involve identifying if the project deadline/timescale is enough for the completion of the project.

Gantt chart-Before the project was commenced our team of I.C.T designers had to come up with a clear idea of what sections we where going to do in the project life cycle. The program used to create the timescale was Microsoft Excel, which is a recommended program for displaying such crucial work.

Time Scale of the Project-During this academic term the project will have a time scale of 21 weeks from the Date of November 23rd 2009 April12th 2010.

Clear Deliverables-All team members have AGREED to complete the subtasks as stated within the Project Brief, this will enable for each task to be done a high standard with vital feedback from the client to enable for further improvements to be completed.

Manageable Subtasks-Within the project lifecycle there are 7 sections that need to be all completed to a high standard with everybody committing a 100%. The work will be divided evenly between the team members reducing the amount of work left for one individual to use. As stated within the 'ground rules'. The System Life Cycle consists of the following sections Pre Project, Feasibility Study, Analysis, Design, Implementation, Testing, Conversion and Evaluation. (For more information see the Gantt chart of further tasks.)

Completion of the Project-From past experiences within the team members yes the completion of this project can be achieved, if all members stick to the ground rules and the Gant Chart. The more effort and time spent on improving the system the greater the efficiently and effectiveness of the end product when been operated.

Analysis

Description of the Current System & Analysis of Existing

Documentation

After selecting Area 1 from the detailed client description, we will now need to undergo within detailed depth the breakdown of the system into specific areas. These will be represented as section A and Section B.

Area 1

Purchasing/stock control - When customers purchase items from the shop, a record is kept in the sales book of the item sold and a receipt is issued to the customer.

Section A (Purchasing Items)

What Form it takes -The form that the sales book takes is a record of the individual items soled and customer information.

What Information Is Given On the Document The information that is given within the sales book is as follows, Stock ID, Quantity Soled, Price, Total Amount, Customer Name, Address, Telephone Number, Postcode, Day Bought and Receipt gained Ticked.

What Data Is Stored (Recorded) There The information that is recorded on the card index's is as follows if the company was low on specific items, ID, Quantity Soled, Price, Total Amount, Customer Name, Address, Telephone Number, Postcode, Day Bought and Receipt gained Ticked.

Bad Points

  1. No backup documents if the current one is lost there is only one copy.
  2. Security of the data not protected, easy for any one to steal vital information.
  3. Presentation/Layout.
  4. Employees Handwriting Skills.
  5. Time Consuming for recording the details when an item is bought.

Processing Steps (How It Is Used)

Arrival of Customer When a customer walks into the shop they will begin to browse for specific items they want to purchase.

Customer Served The Customer will then go to the checkout point and ask to be served, the items that are being bought are then displayed on the counter ready to be scanned.

Preparing the Bill-The Employee inputs the customer's details onto the touch screen pad they are represented as the following. The employee that served you, Items bought, Quantity, total amount of the item, the grand Total and the time the bill was printed out. Information on the bill can be altered when buying the product.

Printing out the Bill-The Employee can then use the touch screen till to enter the details onto the bill so when it prints out all details are present and correct. Two copies of the bill are printed one fore the customer and one for the Manager.

Paying Amount- When the customer comes to receive their payment the customer inserts their switch card or visa card into the credit machine after the bill is printed, which takes money out of the customers account.

Accountant

The manger then keeps a record of the takings. The manger then passes it onto the accountant that deals with the year-end books, which tell you what the takings are for the year and the organisations profit for the year.

Section B (Stock Control)

What Form it takes -The form that the stock control card takes is a card index's that hold all of the records of specific items held within the Shop.

What Information Is Given On the Document The information that is given on the document is as follows, Stock ID, Name, Quantity, Price to hire, Total Amount, Supplier Firm, Address, Telephone Number, Postcode and Day Expected. There is only 1 copy of the document and it will get stored away until stock levels are low in that particular area.

What Data Is Stored (Recorded) There The information that is recorded on the card index's is as follows if the company was low on specific items, Stock ID, Name, Quantity, Price to hire, Total Amount, Supplier Firm, Address, Telephone Number, Postcode and Day Expected.

Bad Points

  1. No backup documents if the current one is lost there is only one copy.
  2. Employees may loose concentration and write down inaccurate figures.
  3. Security of the data not protected, easy for any one to steal vital information.
  4. Presentation/Layout
  5. Employees Handwriting Skills
  6. Time Consuming (Very) for counting up all stock items that are available for the next day sales.

Processing Steps (How It Is Used)

Checking Stock Department Levels At the end of a working day the Manager will go to the stock room checking and check what items are low on stock.

The Recording of the Information The Manager will then have 2 Card indexes one holding the current record's for that department and a blank one, accurately he will then count up the items and sub-tracked it from the previous one.

The Information Passed on The manager will then pass the new updated Card indexes to his Employee Jean, who will then contact the supplier to make a delivery to the shop with the recommended items low on stock.

Identifying User Tasks of the Current System

In this following section we will describe to you the current roles that our client and employees undergo during a normal operational day.

Manager of Top Bike Herbert Brown

The opening of the store, The shutting down of the store, Reviews the stock levels within the store at the end of a working day, Monitoring of customer satisfaction service, Serving customers when purchasing items, The passing on the Card Indexes onto the employee Jean, The checking of the Card Indexes for accuracy, Creating new deals with Suppliers for new stock intake, The checking of the sales book for valid information and the collecting of the receipts at the end of the working day for Audit and accountant purposes.

An Employee to Herbert Brown Jean

Herbert Brown handing given the Card Indexes to Jean to contact the suppliers for items low on stock done daily, Serving of customers and updating of stock levels withheld on the old card indexes.

Employees

The recording of stock items with on the card indexes and the serving of customers.

Suppliers

Delivering the specific items to the bike shop as explained within the ordering sheet, informing the top bike shop by letter about possibility of stock been low and retrieving payments from the manger for the items bought.

The Shopping List of the New Improved version

Within the entire project life cycle, this section of the analysis is to determine the factors such as is the desktop computer capable of running the required software based on a specification of minimum system requirements.

Bespoke Software (Stock control-Purchasing Software) - This unique type of software is only designed by the designers. This is because it is tailor made software by asking the client for the user requirements; we can then make inroads into what the software should look like by the requirements. A very popular method used in this time.

After reviewing the possible outcomes for creating this system, we decided to choose the bespoke option. This is due to our designer team been able to create the software to the user requirements so that's it in a format that the user can understand.

The 2 screenshots above represent images of Microsoft Visual Studio 2008, these explain to you the cost of the software and the minimum requirements needed to run the software from an operating system.

User Requirements

In the following section I will explain to you in detail the following requirements that my Client requires to check their stock levels more efficient and effective with the new improved system. When our designer team conducted their feasibility study and the early stages analysis of the system with our client, they suggested the following features to be the main priorities for they improved system. They were security, easy to view, Backups, Organisation and transferring the information held on the card indexes (stock items) and payment details within the sale book (current system) to a tailor made system preferably a database system (Bespoke Software).

Here is a detailed description of the following User Requirements that my Client needs for an improved system.

Security

When my client comes to view the details of the customer in the Database System security setting are needed to be set, which will then restricted people within the organisation to view or alter data at any time. This can be represented in levels. Level3 - full access for the Client/Manager. This will allow them to have full control over the system allowing them to alter any data and add any new information if necessary to the database, level is 2 (Employee Jean) she would have the less power than the client but do more jobs based around monitoring stock levels, editing supplier letters, cancelling orders. The final Level is 1-Employee less power than the Client and employer due to there role, which would be Serving of Customers and printing out of the bill. If there were no security levels within the organisation then problems would occur. Any one within the organisation could do the following tasks alter details of the customer and read customers personal details, which is against the (Data Protection Act 1998).

User Guide

Once the system has been fully developed and tested to make no drawbacks are effecting the usage and performance of tasks been carried out on day-day basic. My client will need a User Guide to go by to help them understand how the system operates. The user guide will be in a specific format that my client can understand. The language of the document will be tailor made to her liking, which will consist of technical words with step by step procedures for each vital section, pictures will be used to represent the individual procedures involved. The Layout of the document will be represented in the following way. Front Cover of User Guide to (To indicate the end product), Contents page (To inform the user what is the breakdown of the system), System Requirements (What hardware and software is compatible with the system), Installation (Installing the system onto the operating system), Step by step (A breakdown of all the features and applications of the software), Backup & Recovery Procedures (A daily routine of operations done in order to make information more secure), Printing (How to print out specific booking details), Closing down instructions (Step by step guide of closing down the program),Troubleshooting (A detailed specific guide and contact numbers to overcoming any problems occurred with system, hardware and software), Glossary (A list of technical words within the User Guide that not understandable based on the users knowledge). Overall I think if my employers mastered the format of the user guide it would benefit them a lot by being less time consuming ensuring tasks are done to a high quality.

The Backing up of Data

At the end of the day the manager/client will need to back up data to make sure that he has copies of the data to the hard drive and a USB Pen and the information is stored in remote offsite location, in a fireproof/waterproof safe in case of any disastrous events happen. The process of backing up the data will be done Daily-Monday to Sunday, Monthly at the end of the Sunday and Annually at the end of the season divided up into 4 sections the last day of the business opens.

Stock Control Menus

At the end of the day the employees will need to check that stock levels are up to a required amount within all bike departments, so that if they are out of stock they can use a Report that will select all the items that are in stock and if not to inform the supplier that it needs to be delivered ASP.

Supplier Letter

At the end of the working day when the Manager of the Bike Shop, comes to view all stock areas within the business, a letter will need to be produced by the employee Jean. This letter will inform the suppliers that deal with the delivery of the specific items needed. This is normally done by using the old card Indexes for that day and selecting the out of stock items.

Easy to View

When my Client or the Staff Employers comes to view the specific details needed to be able to monitor stock levels and purchasing of an item by a customer. They need to take into account the following considerations. What is the total cost of that individual item, when the item is soled is it automatically reduced as 1 or the number of items bought, when a customer comes to purchase a number of items will a calculation be able to add up all the items and display the total, will the manager be able to check all stock levels and suggest what items need to be bought from suppliers, is there a list of suppliers that the employee jean can look up to contact for specific items if low on them, What information will be displayed within the system to tell the manger what is in stock and low, how will the information be displayed about the sales from a specific working day and how will the employee at the till know if the item the customer want is there.

Calculation A (Adding Items Together)

When a customer comes to making a perches' for a number of items the employee will need to be able to select a command button that will add up all the values and display the grand total with VAT added on. The advantage of using this is that it saves time in the employees writing down the amounts and calculating them in there head which would take up a lot of time.

Calculation B (Reducing and Identifying Stock Levels)

When an item has been sold a calculation must be able to find that specific Stock ID and reduce the value how many times it has been bought the quantity cell should become a red to inform the employee/manager that this item is needed, also when new stock has been obtained by the supplier it should increase the value by the number of quantity issued.

Archiving

At the end of the working day our client needs to be able to keep a record of all of the sales details that where made for that day. The details will be stored onto a professional report. The storage of the file will kept in a secure area. The details will kept for a number of months and all data will be registered with the Data Registrar. Before the data can be archived an employee must inform the customer that there personal details will be archived and kept secure in an off site safe.

User Interface

A unique user interface is needed to be created to allow all members of the bike shop to be able to view specific information relating to there needs. For the Employees to be able to input data easily the following issues need to be dealt with. When a customer is purchasing a specific amount of items, viewing if these items are in stock or not when items are being bought, Details of that item relating to product purposes, a list of suppliers with there contact details ready to be contacted for orders by letter. A number of Item Sections will need to be implemented. This will allow for information to be broken down into specific sections based around the booking. By using the Normalisation Process to determine the structure of the system new fields will need to be identified.

Storage

When our client comes to sorting out stock levels and the recoding of purchasing items they need to be able to use an effective reliable method of doing the task. The information will be stored onto a desktop computer, which will be active during the open hours of the bike shop until the close sign is put onto the door. The operating system must be capable of processing large amounts of data when calculation items and identifying low stock items. A large amount of memory will need to be allocated for the installation of the software and to run the program. Backup copies will need to be available to keep data up to date if any disastrous events where to happen.

Transfer from Stock Control & Purchasing

(This is the major focus of the system) When our Client or Staff Employers come to do specific calculations for stock control, the recording of the sale details made, recording the information of low stock items on card indexes and contacting suppliers for ordering specific amounts of quantity. This is all recorded on the Indexes and the Sales Book. But when the Manager comes to view the Card Indexes for what items are low on stock for that day he can become confused, due to the lack of presentation/ handwriting. By transferring the information over this will allow our designers to structure a system that will enable it to do the following tasks. Organise the stock control details into separate tables, explaining if an item is in stock or not, the quantity in stock, the total cost of the item, forms for the old and latest card indexes, a form for calculation the total amount of items need to be purchased and details of sales been made for a specific day. This will enable the client, to then view the information in a more understanding way. Due to the layout of it, which will then result in our client been able to complete tasks more effectively and efficient.

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