I.T. System for a Newsagents

As in went into the first parvenuesagents they state that they had no Information technology Equipment such(prenominal)(prenominal) as figurers in their storage so I went into the next unex adenineledsagent and explained to them I was in year 10 and was in the middle of doing a GCSE Course exert and was to update a dodging. I thus utter to them I would like to service of process them and update their form, they express they would be more(prenominal)(prenominal) than happy if I would do that for them beca habituate they did non k at virtuoso cartridge holder how a comfortably deal lowest income they were making or regular discharge. I then went into an off-licence that was safe to where I lived on Cranbrook road. I told them what I was doing and explained that I was doing an Information technology Project, I then asked them if they would let me update their administration so it would maintain them time and silver on their melodic line.They said, yes ok, as it would help me as well. at once that I had maven and tot every stomach(predicate)y(a) choice I had then started to clear my way to the Gants hill library, they said that their governance was already up to date scarce said thank you for the offer. I heretofore had 2 offers still unfortunately had to bring. I decided by view of who would realize the closely benefit of the formation and I theme in the displace that a newsagent would non re altogethery requisite a transcription as whatever(prenominal) as an off licence, as an off-license has a lot more line of c alling and is practically bigger than newsagents, I as well as thought it would be more challenging than a newsagents and hope to expose break by the mesh/loss straighten taboo by my guests and akinly hope they benefit from me. This was my final decision. definition of ProblemAn off-licence called Cranbrook Food & international ampere wines situated on Cranbrook road sells post of food, drin ks and sweets and divers(prenominal) grocery items. The problem is that my customer k nowadayss if he is making a increase or loss entirely he doesnt cognize how to decease it out on a P.C. As for the last5 years he has been doing it manual(a)ly and Manual brasss undersidenot keep up and they be practically slower than P.C.s. So he has I asked me to help him victimization the tuition he provides me with such as Income and Expenditure.They involve a trunk but were not development it for Microsoft jump, they told me they expect scarcely all root reciprocation how to hold Microsoft jump out, and said they sub negatronic com molder syllabusmed their information mainframe lone(prenominal) to salve up letters on Microsoft countersign and workout up up the Internet for e-mail. Now it is up to me to lay out them how to work Microsoft Excel and update their system by making profit and loss news report and a hard money fertilize try outing them th eir rates of profit so they now how much profit they allow for patternt when they take heed on that point shutting curtain rest.I bequeath to a fault be employ conventions and teaching them to affair Microsoft Excel and leave alone withal help them by translateing them some strategies which auditionament help them run their line of business better. One of their incomes is merchandising the cable and Expenditure is secureing the stock. These depart go into their profit and loss account apply the figures that they supply me with and in that respect pull up stakes in addition be more such as, Electricity agitate, assail bill, Water bill etc for Expenditure, and Photocopier etc for Income. I get out persona forms to gibe each of them up and wasting disease formulas to find out the closing balance. I pull up stakes set-up a cash menstruum for them, as it is truly easy to uptake, as they atomic upshot 18 new users. I allow for similarly swan in f ormulas so if they wished to mixture allthing such as permute the toll of the photocopier it allow alike channelize all the incomes and outcomes as well as the closing balance.To find a bit more around my customer, I asked some questions so I could know how much acquaintance he had about computing machines.1) How big drive a bun in the oven you run a business?A) I constitute run a business for 5 years now.2) What do you do in your business?A) In my business I have to stand lot buoy the counter-serving people for about 11 1/2 Monday-Saturday, I too have to send my wife or sis to the cash and have a bun in the oven to buy our stock then I have to set-up all the stock and label the impairment on all the stock.3) Do you use you system for some(prenominal) enrol of your business or financial work?A) No, I only use the computer for my e-mail and to make out unnecessary letters to people.4) Have you employed both staff?A) No, my family and me run our business. 5) What do you now any(prenominal)thing about computers, do you have any knowledge?A) Yes I know how to work on the Microsoft news processor and the Internet.6) Would any of your business partners have trouble victimisation the computer, and argon they all familiar with Microsoft pass by?A) My business partners be my family and they have no knowledge of Excel but as soon as I learn I impart be suit sufficient to teach them it wont be a problem. frequent itemationMy guest has a precise good knowledge of Personal computers but does not have a good knowledge when it comes to Microsoft excel. I had analyse his computer and I could gibe he has windows cc0 and this is good, as it is the latest out. As he has precise little knowledge of Microsoft Excel I trust have to make this system very easy to use and I give also be put a help genius, which he does not have so if Im not thither he bottom of the inning rely on the help wizard to help him. The system I go out input le ave behind also be flexible and agile so he wont waste any time. I am very authorized that the computer softw atomic number 18 program I allow for ready will be intacty congenial with my knob computer as I cow dunged all the system lodges in their CPU. I have to also place Microsoft excels on his computer as his computer only came with Microsoft word, works, money and autoroute. My targets are benefit both of us, me by being flourishing and getting a good club and my client, by helping his business by making it easier for him and much more efficient.When my system is finished it will be time saving, which will allow my client to either do personal things or overstate on his business more. So my targets are to help my client have a better and more efficient business. By creating get aroundsheets, which will show him the profit, he is making and will allow him to fancy what to precipitate on, e.g. if Electricity bills are 500 then he will know to rick of ligh t and save electricity. This will also save a lot of his time. The new system I will be installing moldiness(prenominal) be able to automatically change the ameliorateions as my client is unfamiliar with excel. It must also be very easy to use, and must have a help wizard to guide my client. The randomness that he would privation to store, would essential to be stored in an arrange way-I could do this by victimization tables to puzzle the instruction in a more clearer way to my client I.e. A spread sheet.The system would also have to be user friendly as I was saying before and needs to be able to follow simple operating instructions so that everyone could use it easily and effectively.Specific SpecificationAfter I had discussed some things with my client, we had both decided to include* moolah and Loss- To show if he is making nice profit or not.* Formulas- so if he changed one of the outcomes e.g. water bill is 200 to 500 the thorough outcome will also change which will save quite a lot of time.* establishment checks- to check a computer to carry out when data is input.* Security- to make sure no one faeces muck about with the information, which is inputed with the exception of my client, and people who he wishes to persona his password with.* The system is easy to use- to make sure my client offer use the system with no trouble so he gage change information and input it easily and so he put forward understand the system.We has also hold that my client does not know much about spread sheets so he would like me to make it an easy system. The information I am spillage to use should be put under desirable heading I have make some up for my client subscriber line Photocopier Selling Price Retail price ExpensesThe system must allow the information to be organised into certain(a) commits e.g. the note could be put in add up game and the quantity sold could be put into alphabets.The system must also be able to save the information. As my c lient is pass to need to store a lot of information on his system it will need to be stored efficiently. The new system must also be able to perform accurately so the system will need to be able to do numerous all-important(a) calculations by using formulas if needed. The system must perform rapidly- the system must be able to calculate all the various prices when the quantity sold is changed. This will continue my Client of having to waste time and weary of it. My client has not just started his business in fact he has been data track it for 10 years now. He has also asked me to put a password on all the systems as it will save him from his files being deleted or being viewed by any other person which he doesnt want to no.Design of root wordI have now got to pack which software my client would want to use and which is most fitted for this assignment, we crumb get any of the following choices selective information shew share (Microsoft Access & Microsoft Pinpoint) discourse touch package (Microsoft Word & Microsoft Word perfect) Microsoft Desktop Publishing (DTP)(Microsoft news physical composition & Adobe PageMaker) Presentational package (Microsoft PowerPoint) Spreadsheet software programs (Microsoft Excel & Lotus 1-2-3) ar twainrk Package (Corel d warm & Microsoft paint) reckoner aided design (CAD) (Auto CAD)After thinking about the problem, I decided we could definitely not use all of this software so I have contract it down by choosing to use Microsoft Word and Microsoft Excel. I did not choose The Data base packaging as my client had no retrieve to it as he did not have the software installed on his computer, but this did not matter as Microsoft access is one of the programs we could do without. We did not use the Presentational or non textbookbookual matter Project as this is a GCSE chore and we will not need a lot of presentation in our work. We also did not use it as the presentational package is not very secre t and all the information I will be storing for my client will have to be confidential so no one behind change it without him knowing. These are also the aforementioned(prenominal) fences why we did not use Microsoft Desktop Publishing.I chose the word processor as it can be employ in letters, essays, projects, CVs etc. In my list I wrote Projects and as Im doing one right now I thought it would be a good idea to use word. I also chose word as there is a very big advantage to it, it can be edited if erroneousnesss have been make and can also be formatted in many ways such as, Letters can be Bolded, made Italic, and underlined. The word processor also returns you the advantage of making a word art, as you can see I have utilise this a number of times, and you can also choose between a ranges of clipart. I will primarily use this program to photographic print out my GCSE coursework project and say what how and when I did to help my clients business.Microsoft excel is a spread sheet made up of a grid into where numbers racket are entered. The program it self is used for mathematic calculations, statistical and financial calculations. I principally chose it for the financial calculations as I am pass to help my clients business. Even though my client does not have access to Microsoft excel, sort of he has Microsoft works spreadsheet, I fell that Excel is better so I have a disk, which has Excel on it, and I will be happy to install it for him. I will use excel to put all of the Income and usance (PROFIT & LOSS) into a table, this will show howMuch profits my client gets and how much of it he blow overs.FIELD invoke entropy TYPEREQUIRED DATA ENTRYREASON arising reposeThe opening balance of cash hunt downFormulaNoOpening balance is brought over from the closing balance at the end of the month the number is produced by formula so you do not need to type it manually receiptsThis is the gross revenue enhancement that the company receives when sell ing their products totYesThis is a figure and changes from month to month so it needs to be typed in manuallyOverheadsThe utilities in this are the Electricity, grease-gun and water bills.Another overhead is the raw materials, this is when they buy the products that they are selling comeYesThis also varies from month to month so it will need to be typed in Manually. gist OverheadsFormulaNoThe Total Overheads are brought from the overheads so at the end of the month if the overheads were changed the summarize overheads would also change automatically.Systems Flowchart.RESOURCESI have now installed the help wizard on his computer, which should be able to help him, whenever I am not there to assist him. I have also installed Microsoft excel. I am now going to show you the badware and software I am going or not going to use.computer hardwareThe hardware that I am using to create this system are Intel provide Pentium machines which have PII 266 systems, containing 2 GB of hard Drive , 32 jillions of RAM and a 8 Meg Video Card. The server that windows use is NT. My client Pc is very unalike it is a Gateway PC, Intel inside Pentium 3 PC with Windows 98. It contains 32 Megs of RAM, 20 GB of Hard deal, DVD and 20 Meg video drives.SoftwareThe software packages that I am going to use are Word Processing, Desktop Publishing and Spreadsheet.A Word Processor can be used to write letters, reports, essays, projects, memos, curriculum vitae, theses and fundamentally any form of written work. When text is entered at the keyboard, the characters and words are displayed on the veil and held in the computers memory. This work can be saved to hard drive or disk and can also be printed out. The advantage of using a Word Processor is that the text can be changed or edited onscreen and reprinted if mistakes are made. I will be mainly using Word Processor to do my project, which is listed higher up.A Desktop Publishing syllabus allows users to examine at the page of he inst rument as a social unit and design the layout by marking areas for text and graphics. Text can be typed at a time into the Desktop Publisher package or it can be imported from a word processing package. The text can be arranged in columns with larger titles or headlines heading the columns. Images can be imported from graphics packages, scanned or taken from clipart. I will mainly be using this program to do my user documentation.A Spreadsheet is a computer program which is designed to display and process numbers. It is made up of a grid to which numbers are entered. The program contains many mathematical, statistical and financial calculations, which can be use to the numbers. Many Spreadsheets can also show the numbers in the form of graphs. I will be using this program to show my profit and loss and cash flow for my client.The software packages I am not going to use are Presentation, Database and Graphic packages.A Presentation Package allows users to prepare and give present ation to using the computer. The information being presented is made into a set of slides. Each slide can contain text, clipart, graphics, video, sound and animation. A salesman capacity use the program to demonstrate a new product a teacher, to give a lesson or lecture a pupil might use the software to prepare a talk or a school assembly.A Database is a collection of related data items, which are link up and structures so that the data can be accessed in a number of ways. A simple database dwells of only one set of data. This is called a flat file. An slip of a flat file is atom or Microsoft works. A relational database is more complex. Relational Databases are very sinewy as they allow the data to be accessed in many contrary ways. An employment of a relational database is Microsoft Access.I am now going to show you the advantages and disadvantages of a manual system (File base system) and see which one I chose and why?ADVANTAGES* Do not have to waste electricity when usin g CPU* The financial cost for a file base system is not around 1000 where as it does to buy computer* If the electricity goes out you wont have to worry about your business, as you would have it all on paper.* The computer whitethorn crash and you could dead all your data if not saved.DISADVANTAGES* Computer saves time as writing takes to long* It is easier to work out profits more easily* If you need to change something, the computer will adjust the changes to everything else it affects automatically* If you make a mistake the computer would get it and notify you by underlining it or correct it automatically.* You can produce graphs and charts by using the Popular Microsoft Excel whereas you would have to spend time calculating and drawing it if you had no computer* You can store up to hundreds of pages on one simple disk.The above phone line tells you that you would benefit more from having a P.C Computer system than you would with a manual system. I will go with the results of this argument and use a computer to do my project.I am going to use a spreadsheet over a database because for this e special(a)(a) coursework, a spreadsheet is more appropriate than a database. This is because the information I will be inputting is not relational or linked e.g. Library books are linked in some way therefore it perhaps put into a database. A spreadsheet is also good for financial use as it is good with mathematical equations this is other reason why I am using it instead of Database.Data Collection, Data mystify and insertThe data that my client wishes me to put into his system are sales from stock sales from photocopier electricity bill Gas bill and buying stock, other than that my client does not mind what information I input. The information will be tending(p) to me by my client which he will get from his Bills and from his invoices that he holds which has a record of his shops sales records and how much he spends to buy the stock.Input DevicesThe input dev ices are will be using are as followsKeyboardThe most prevalent way of get into data into a computer is through the keyboard. Modern Keyboards often have a support at the front of the keyboard as a rest for the typists wrists and some manufacturers have designed keyboards with a more sheer key layout in an attempt to make typing faster and more comfortable, purge though this whitethornbe, the keyboard is very slow up to now for todays typing experts.MouseThe pointer on the screen is called the purloin you may course the pointer by the user miserable the mouse, which will move the pointer. Under the mouse is a ball, which rolls as the mouse is moved. When the screen pointer is over an icon or a menu selection the mouse can be double-clicked to activate the program. This is a standard device like the keyboard.The Input devices I will not be using areScannersScanners enable both pictures and text to be input to a computer. Scanning text in order to recognise the words and lett ers requires special software. The most common type of electronic scanner is the flatbed but smaller and cheaper take hold scanners, which are rolled over the document/picture, are also open. Although the scanner is available to me I have no need to use it.Touch screenA touch screen is when there are beams of infrared light just in front of the glass on the computer monitor lizards. When a user touches the screen or glass with their dactyl, the infrared light recognises it and co-ordinates the points. The computer can detect the position of the finger and respond accordingly. I am not using touch-screen because it is not available to me.ProcessingValidation and VerificationI will need to have some establishment checks as a mistake may find oneself and this prevents this, a mistake that could happen and is very likely to is writing in the number with text rather than numerical symbols, that is eight instead of 8. The range checks are very liable to read alter with time as the company grows. So they too should be easy to modify. tho it is important not to over use the legalation only but to only have the item in suitable areas, as people find going error messages very annoying.Verification is the checking of a mistake manually. It involves either printing of your work to look at it or looking for at it on the monitor screen, another way is double-checking your work twice or you may make a mistake such as writing the instead of the or in figures such as 394 instead of 934.There are certain types of validation they are Picture check, s kindleh count, mountain range check, Presence check and file lookup. Presence check means the kioskphone or field cannot be empty, if there is nothing inside the cell or field it will read error. timbre count would make sure there is only a limited bill of characters that can be typed into a cell. Range check, checks the range of numbers that is typed. E.g. the number can be equal to, less than, great than or betwee n parameters, picture check, checks that the data entered in this field is as expected, i.e. TTTNNTTT (where T=text and N=number) so it would be something like this, GFD77GGG. Finally File Lookup,V PATEL, here the persons code (first three characters) and the able code, (last three characters) can be checked by opening separate files and ensuring the codes do exist in a valid list.Output FormatOutput DevicesThe railroad siding devices I am going to use areMonitorThe computer monitor screen or VDU is the most common output device. The most common size of monitor screens are 15 inches, others are 17 and 19 inch, which are much bigger. Computer monitors are similar in many ways to the television. They use a device called cathode ray pipings which contains an electron gun at the back the tube which fires electrons at phosphor dots coating the inside of the screen. optical maser PrintersLaser printers work on the same principle as photocopiers. The toner, which is powered in, is trans ferred to the paper where it is fused by the action of heat and pressure. Lasers are very quiet printers and give high quality print. Laser Printers can print 8-10 pages per minute, which is much faster than other printers.The output devices I will not be using are runny Crystal Displays (LCDs)Liquid Crystal Displays utilise tiny crystals which, when a charge is use across them, polarise the light straits through them. Used in faction with special filters, this means that light will not pass through when an galvanising charge is applied. LCDs are also used in watches and calculators.Thin Film electronic transistor ScreenA more innovational type of display, giving a full colour and high quality output, is the TFT busy matrix screen. Each pixel on the screen is controlled by its own transistor. This provides a higher resolution and more contrast.I am now going to show you how my cash flow works and also show you part of a cash flow.As you can see in he highlighted section is the revenue, the formula I had inputted in the integrality revenue cell= magnetic core (B4B5) pending on which ingrained I wanted. By inputting the formula, certain changes depart such as now if you change the sales from stock in shop it will automatically change the total revenue, and is also the same if you change the sales from photocopier it will automatically change the total revenue. For example if you higher your price of the photocopier you will make more money, so my client will need to change the figures in the photocopier section. For instance if he changes it from 300.00 to 400.00 the total revenue will automatically change to 2.400.00 that would not happen if the total were typed in manually.As you can see, there is a formula to work out the total revenue it does this by adding the cells B4 and B5 together.I have some(prenominal) formulas and different formulas are used for different things. For instance if I wanted to know the total revenue I would use a formula which looked something like this = heart (C3C4), and then it would give me the total of the two cells. This is the same for total expenditure, but if I wanted to know the net cash flow I would have to subtraction the total revenue from the total expenditure, it would look something like this =SUM (C5-C6), then it will give me the total amount leave over.The formulas used in the spreadsheet above are as follows=SUM (B4 B5)This formula adds up the total revenue for the particular month, it does this by adding up all the revenues. This formula varies end-to-end each month, as business may be better or lower.=SUM (B9 B11)This formula adds up his total expenditure or expenses for the particular month. The expenses vary throughout each month.=SUM (B6-B12)This formula shows the net cash flow by subtracting the total revenue from the Expenditure resulting in the profit/loss.=SUM (B16-B17)This formula works out the closing balance by subtracting the Opening balance from Net cash flow resulting in the closing balance.IntroductionNow that I have finished creating a system I have to test it, to see if there are any problems.StrategyThere are to different ways I could test my system.Test1- I could test it with the current figures. Check if the formula works and see if the validation is accurate.Test2- I could test it with last years figures, and see if the totals agree. I will then again see if the validation checks are accurate.I have chosen to do test 1 and I will do this by doing it in a Test plan & results table. The results able will consist of three columns the first is Test for what Im going to test e.g. If the Validation works. The second is prospicience e.g. if I put the validation check in Cell C4 that 9>500, it would print error if there was more than 500. The last column is the Results. It is where you put in he results of your test and to see if your predictions are correct.